The Constitution and Rules of Pocklington Pipes and Drums

 

SECTION 1 – IDENTITY AND MISSION STATEMENT

 1.   Identity
 2.   Mission Statement

SECTION 2 – MANAGEMENT

3.   Meetings
4.   Attendance
5.   Committees and Office Bearers
6.   Disbandment
7.   Disciplinary
8.   Financial
9.   Membership
10.  Notices of Motion
11.  Quorum
12.  Voting
13.  Rules of Debate

SECTION 3 – ROLES AND RESPONSIBILITIES

14.  Chairperson
15.  Vice Chairman
16.  SecretaryTreasurer
17.  Pipe Major
18.  Pipe Sergeant
19.  Drum Sergeant
20.  Quartermaster
21.  Drum Major
22.  Vacancies

SECTION 4 – ASSETS AND EQUIPMENT

SECTION 5 – PUBLIC PERFORMANCE AND COMPETITIONS


SECTION 1 – IDENTITY AND MISSION STATEMENT

Identity

1.  The band shall be known as Pocklington Pipes and Drums (forthwith referred to as “the band”) and is entirely an autonomous body, both financially and administratively.

Mission Statement

2.   The primary objective of the band is to create and maintain a bond of Fellowship amongst all Band Personnel. The band will endeavour to facilitate all members to achieve the highest standard of personal musical performance possible in an open and friendly atmosphere and will also try to continually improve its overall musical ability to enhance the audience enjoyment during public performances.

3.   The enjoyment of the rights and freedoms set forth in this Constitution and Rules shall be secured without discrimination on any ground such as sex, race, colour, language, religion, political or other opinion, national or social origin, association with a national minority, property, birth or other status.

SECTION 2 – MANAGEMENT

Meetings

4.   The Annual General Meeting shall be held on the last Tuesday of October each year.

5.   To hold an Annual General Meeting, notice of 21 days must be given to all band members

6.   A General Meeting requires 7 days’ notice.

Attendance

7.    All members are to attend at least 3 (three) out of 5 (five) practice nights to remain in compliance.

8.    Members must tender apologies to the Band Secretary prior to and for each practice missed.

9.    Apologies can only be tendered for two consecutive weeks.

10.   Apologies cannot be tendered in retrospect except in extreme circumstances. Each case will be judged on individual merit by the band committee.

11. If a member falls out of attendance compliance, they must attend 5 consecutive practices to reinstate full membership. They must also subject themselves to a test by the Pipe Major to ascertain that they have achieved the learnings delivered during their absence to a reasonable standard.

Committees and Office Bearers

12. The band shall have the following Officers:

     a.   Chairman
     b.   Vice Chairman
     c.    Secretary
     d.   Treasurer
     e.   Pipe Major
     f.   Pipe Sergeant
     g.  Leading Drummer
     h.  Quartermaster
     i.   Drum Major (optional)

13. Positions at a, b, c and d of Paragraph 2.3.1 shall be elected annually at the AGM.

14. The Chairman may not seek re-election as chairman but may be elected for another position.

15. The Vice Chairman will automatically be nominated for election as Chairman for the year following his term of office as Vice Chairman.

16. The post of Pipe Major, once appointed is permanent and can only be re-elected if:
     a. The Pipe Major leaves the band.
     b. There is a vote of no confidence in the Pipe Major.

17. The Pipe Major will nominate his own officers, those being Pipe Sergeant and Drum Sergeant.

18. If the post of Pipe Major becomes vacant, the newly appointed Pipe Major can, if he/she so wishes, replace the previous incumbents’ officers.

Disbandment

19. The band cannot disband so long as there are 6 (six) full members opposed to that course of action.

20. On disbandment, all band assets will be sold, the final duty of the Treasurer will be to pay the proceeds to a local charity chosen at the time of disbandment.

Disciplinary

21. Any member found to be in breach of the band rules or constitution will render themselves liable to disciplinary action being taken against them. Example offences that will prompt gross misconduct proceedings will include but is not exclusively:

     a.  Misappropriation of band funds or equipment.
     b.  Physical or verbal assault.
     c.  Bringing the band into disrepute.

22. The membership of members who are found guilty of gross misconduct will be terminated with immediate effect.

23. The committee of the band shall act as the Disciplinary Committee when required.

24. If a committee member is the subject of a disciplinary hearing, the remaining committee members can co-opt temporary new committee members to hear the case.

Financial

25. Withdrawals from any band funds can only be made with the authority of the committee and the Treasurer.

26. The Pipe Major will retain the Band’s bank card to facilitate on-line purchases on the Band’s behalf, which will only be made in line with the previous clause. (SGM 03/19)

27. The Secretary is to retain a float of £20.00 to cover sundry expenses.

28. Any expenditure drawn on band funds must be accompanied by supporting evidence such as receipts.

Membership

29. All persons who join the band in any capacity, by joining the band agree to abide by the constitution and rules of the band.

30. All members shall be required to pay band subscriptions on £1.00 per week to a total of £50 per calendar year.

31. Subscriptions paid in advance are non-refundable.

32. To vote, table motions, table amendments to the constitution or rules or raise issues under the “Any Other Business” agenda item, a member must have full membership status.

33. To achieve or retain full membership status, a member must be in compliance with all aspects of the band constitution and rules.

34. The membership of any member who has failed to attend practice or reply to band correspondence will be viewed as terminated once the period of seven weeks has passed from their last attendance.

35. Members are to ensure that they inform the Secretary of any change of personal details held by the band as soon as is reasonably practicable.

Notices of Motion

36. All Notices of Motion, proposed alteration to rule etc., must be in the hands of the Secretary no later than 2 weeks prior to the Annual General Meeting.

37. Any notices of motion or proposed alterations to the Constitution and Rules must clearly state section number, page number, rule number, line number and clearly define the intention of the motion or alteration, whether by insertion, deletion, addition or substitution failing which it shall not be included in the Agenda for the Annual General Meeting.

Quorum

38. A minimum of 6 (six) band members must be present to form a quorum. In the event of a quorum not being present one hour after the convened time of the meeting, the meeting shall be declared void and minuted as such.

Voting

39. The Chairman shall have the casting vote when required.

40. A simple majority is reached by obtaining 60% of the vote as long as a quorum exists except when a motion of no confidence is tabled.

41. When a motion of no confidence in the ability of any office bearer is tabled, a majority vote of 75% or above of all members must be achieved. This ballot will be a secret postal ballot of all members with full membership status.

Rules of Debate

42. The mover of the motion shall have the right to speak for 5 minutes in support thereof.

43. The same right will be given to the mover of an amendment.

44. In no case will the mover of either a motion or an amendment be allowed to speak during the discussion except to reply to a point of order or on the request of the Chairman of the meeting to elucidate any point already referred to in the original motion or amendment.

45. The seconder of a motion or amendment shall not be allowed to take any further part in the discussion.

46. At the close of the debate the mover of the amendment will be allowed 5 minutes to reply, followed by the mover of the motion, who will also be allowed 5 minutes to reply.

47. The reply in each case must be confined strictly to the subject matter of the debate and on no account will any new material be introduced.

48. All other speakers taking part in the debate shall be allowed 5 minutes each and shall only be allowed to speak a second time during the debate on the authority of the Chairman of the meeting.

49. Any motion or amendment which has not been seconded shall not be discussed or put to meeting.

50. The Chairman of the Meeting shall have the powers to close or adjourn the meeting.

51. Every member present, on rising to speak shall address the Chairman of the meeting.

SECTION 3 – ROLES AND RESPONSIBILITIES

Chairperson

52. The Chairperson shall preside over all band meetings.

53. The Chairperson shall enforce decorum during all band meetings.

Vice Chairperson

54. The Vice Chairman shall deputise for the Chairman in his absence.

Secretary

55.  The Secretary is to maintain a Weekly Attendance Register.

56.  The Secretary shall conduct all correspondence for the band.

57.  The Secretary shall keep a record of membership.

58. The Secretary shall register all new members with the Royal Scottish Pipe Band Association once they become liable to pay subscription fees.

59. The Secretary shall issue notices convening meetings.

60. The Secretary shall advise members who lose full membership status by email within one week of the member losing full membership status.

61. The Secretary shall issue notices to members who have, by failing to comply with the band constitution and rules, terminated their membership.

62. The Secretary shall be generally responsible for carrying out all administrative tasks for the band.

63. Annually, the Secretary will obtain a band membership list from the Royal Scottish Pipe Band Association [RSPBA] and amend accordingly.

Treasurer

64. The Treasurer shall regularly deposit all funds in the name of the band.

65. The Treasurer shall close the books no later than 30 September each year.

66. The Treasurer shall provide a full breakdown of financial income and expenditure accounts to the membership at AGM or on reasonable request.

67. The Treasurer shall ensure that all membership subscriptions such as the bands RSPBA annual membership fees are paid on time.

68. The Treasurer shall ensure that band insurances are kept up to date.

69. The Treasurer shall collect and record all band subscription payments.

Pipe Major

70. The Pipe Major has the overarching executive authority for dictating band musical policy, direction and procurement of music related items and equipment.

71. The Pipe Major is responsible for musical instruction of the pipe corps and ensemble for the entire band.

Pipe Sergeant

72. The Pipe Sergeant shall deputise for the Pipe Major in his absence in relation to conducting practices or leading the band during performances. All other aspects of the Pipe Major role remain with the Pipe Major

Drum Sergeant

73. The Drum Sergeant is responsible for musical instruction of the drum corps.

74. The Drum Sergeant is responsible for the maintenance and upkeep of all band drums.

Quartermaster

75. The Quartermaster shall be responsible for the allocation of uniform and equipment to all band members when requested by the Pipe Major.

76. The Quartermaster shall maintain an asset register detailing all issues, receipts and stock levels.

77. The Quartermaster shall, in the course of his duties, investigate a variety of procurement sources to ensure best value.
78. The Quartermaster holds no executive power and must refer all requests through the band committee before purchase of any item of equipment unless it is already standard band issue and the procurement arrangements have already been authorized by the band.

Drum Major

79. The post of Drum Major is optional in the band structure.

80. The post of Drum Major holds no musical or executive powers. It is a purely ceremonial post. Musical direction of the band during performance remains with the Pipe Major.

Vacancies

81. In the event of a vacancy occurring amongst the office bearers, it must be filled at the first opportunity.

SECTION 4 – ASSETS AND EQUIPMENT

82. By joining the band, all members irrelevant of membership status, fully covenant and agree that:

     a.   All equipment listed on the named issue sheet for which their signature is individually held remains the property of the band.

     b.  Upon leaving the band for any reason whatsoever or upon demand by the band, they will immediately return all the aforementioned equipment to the band in the same condition, normal wear and tear accepted.

     c.  In the event they cannot return the item(s) listed, regardless of the reason, they will be requested to provide replacement items of equal or better quality or will pay the reasonable cost to the band to replace all the said item(s).

    d. In the event the band is required to incur costs or expenses to enforce this agreement, members will be pursued to reimburse the band for all such costs, including and without limitation, solicitors’ fees and court costs.

83. No band equipment is to be used for any other reason than legitimate band parades without the prior consent of the Pipe Major.

84. All band members shall sign for band equipment and be responsible for the cleanliness and good repair of uniform items, effectiveness in the case of instruments and repair of all issued items if damage is found to have occurred through personal negligence.

SECTION 5 – PUBLIC PERFORMANCE AND COMPETITIONS

85. When performing with the band at competition level, only band issue is to be worn unless express permission is obtained from the Pipe Major to the contrary.

86. Whilst in uniform, band members represent the band and shall always conduct themselves in a responsible manner.

87. No member shall play for another band / private engagement unless the express permission of the Pipe Major is obtained. In all cases, the band retains priority.

Pocklington Pipes and Drums is committed to creating a safe environment for children, young people and adults. We recognise our moral and legal obligations to protect children and will ensure that members (including parents) and helpers will take all reasonable steps to promote safe practice and to protect children from harm, abuse and exploitation. All persons under the age of 18 are deemed to be children.

A child is someone who has not yet reached their 18th birthday. Once they are 18, legally they are an adult”

Our policy is based on the following principles: 

  • The welfare of children is always the paramount consideration.
  • All children have the right to be protected from abuse regardless of their age, culture, impairment, gender, language, racial origin, socio-economic status, religious belief and sexual identity.
  • Protecting children is everybody’s responsibility.
  • All children have a right to express their views on matters affecting them and these views should be taken into account when making decisions in relation to children.
  • The parent or guardian is, at all times, legally responsible for their child. However the band accepts joint responsibility during practice, at official engagements when tuning up, formed up as a band, competing and debriefed after engagements.

We will: 

  • Treat everyone with respect.
  • Respect and promote the rights, wishes and feelings of children.
  • Provide time for children to talk to us and listen to what they say.
  • Encourage children to respect and care for others.
  • Respect confidentiality and only share information with the people who need to know in order to protect the child having regard to the provisions of the Data Protection Act.
  • Take action to stop any inappropriate verbal or physical behaviour including bullying.
  • Take all concerns/allegations seriously and respond appropriately.
  • Adhere to good practice guidelines with regards to disclosure checks and Health and Safety in respect to safety, protection and wellbeing of children.

 

Safeguarding Policy  

 Each PP&D member or helper will: 

  • Always put the care, welfare and safety needs of a child as the paramount consideration.
  • Respect confidentially by discussing personal issues with the relevant personnel only.
  • If required ensure all Health and Safety and/or Risk Assessments are carried out.
  • Avoid being alone with children. When working with children ensure that you are within sight and hearing of other adults.
  • Always set an example you would wish others to follow.
  • Be aware of and sensitive to the vulnerabilities of some children.
  • Listen carefully to any child who “tells you” they are being harmed.
  • Never dismiss what a child tells you as “lies” or exaggeration.
  • Always give constructive feedback and not negative criticism.
  • Respect a child’s right to be involved in making choices and decision which directly affect him/her.
  • On any transport to engagements help ensure that every child is accompanied by their parent or their nominated adult known to the band who will be responsible for that child at all times including when the vehicle makes a stop on the way to the engagement or return journey.

     

Pocklington Pipes and Drums members or helpers will NEVER: 

  • Make derogatory remarks, gestures or use inappropriate language in front of children.
  • Allow a child to be bullied or harmed by anyone in the band.
  • Allow a child to swear or use sexualised language unchallenged.
  • Harass or intimidate a child or helper, particularly because of their age, race, gender, sexual orientation, religious belief, socio economic class or impairment.
  • Allow others or yourself to engage in inappropriate or physical contact.
  • Form intimate physical or emotional relationships with children, young people or adults.
  • Engage in sexually provocative games, including horseplay.
  • Invite or allow children to stay with you at your home in the context of your role within the band. This includes holding any tutoring or practice with a child under the name of CPocklington Pipes and Drums at the member’s home.
  • Allow others or yourself to engage in touching a child in a sexually provocative way.
  • Make sexually suggestive comments to a child, even in fun.

 

Child Protection Officers 

The band will appoint Child Protection Officer’s.  This will include one member of the committee to manage the procedure plus one male and one female member from the band.

The remit for these officers will be decided by the band committee and will be reviewed annually at the AGM.

The band committee will ensure the Child Protection Officers and relevant members receive appropriate training within a reasonable timescale.

What to do if you have concerns 

If you have concerns about a child you MUST inform one of the bands Child Protection Officers immediately. If they are not available one of the band committee members should be informed of the concern.

Where an alleged offence has taken place the police will be contacted immediately and the member concerned suspended and instructed to leave the premises. (Not to carry out these measures will be committing an offence)

Review

The policy will be monitored and reviewed at the bands AGM.

If there is a change of legislation or guidance on the protection of children and young people the policy will be reviewed and amended if required.

The Child Protection Officers can review the policy when issues or concerns are raised about protection of children and young people within the band.

 

Child Protection Officers:

Pipe Major:   Mark Jamieson

Drum Sergeant:   Brian Thomson

Female Member:  Amanda Smith

Date reviewed January 2019

Next review date January 2022