FRESNO STAG AND THISTLE PIPES & DRUMS

Transcription

1 FRESNO STAG AND THISTLE PIPES & DRUMS Revised: 5 March 2015

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3 RECORD OF CHANGES The following changes have been made and record of same is recorded on this page. Change cover sheets will be filed behind this page for record. CHANGE# DATE REMARKS 1 5 Feb Mar 2015 ii

4 Date: 5 February 2015 From: To: Band Manager Membership Subj: FRESNO STAG AND THISTLE PIPES & DRUMS; CHANGE 1 Ref: (a) Fresno Stag and Thistle Pipes & Drums Bylaws Dated 8 January 2015 Encl: New page insert 1. Background. In accordance with reference (a), the following change to the Fresno Stag and Thistle Pipes & Drums Bylaws Dated 8 January 2015, were approved by majority vote of the membership this date. 2. Summary of Changes A. Change the first paragraph of Section 7: Quartermaster, ARTICLE IV - OFFICERS AND STAFF to read: 3. Action Section 7: Quartermaster. The Quartermaster will be responsible for the procurement, inventory and maintenance of all band equipment and uniforms. Any purchases of these items will be approved by the membership in advance except as modified and authorized in the Operating Policies. [CH 1] A. Remove present page 4, and replace it with the corresponding page in the enclosure. Paragraphs having been changed will have [CH 1] at the end of the changed paragraph. B. File this page directly between page ii [RECORD OF CHANGES] of the Fresno Stag and Thistle Pipes & Drums Bylaws and page iii [TABLE OF CONTENTS]. Brooks C. Wilson Band Manager DISTRIBUTION: All members in good standing.

5 Date: 5 March 2015 From: To: Band Manager Membership Subj: FRESNO STAG AND THISTLE PIPES & DRUMS; CHANGE 2 Ref: (a) Fresno Stag and Thistle Pipes & Drums Bylaws Dated 8 January 2015 Encl: New page inserts 1. Background. In accordance with reference (a), the following changes to the Fresno Stag and Thistle Pipes & Drums Bylaws Dated 8 January 2015, were approved by majority vote of the membership this date. 2. Summary of Changes A. Change Section 4: Legal, ARTICLE I - GENERAL to read: Section 4: Legal. Concerning legal and tax matters, this Band is a non-profit organization, Federal Identification Number , address 3127 Dennis Avenue, CA [CH 2] B. Change paragraph 3, ARTICLE XII - DISSOLUTION OF BAND to read: 3. Action 3. All other Band assets will be donated to the Scottish Society of Central California, a 501.c(3) non-profit organization, Federal Identification Number , address P.O. Box 7868, Fresno, CA [CH 2] A. Remove present pages 1 and 8, and replace them with the corresponding pages in the enclosure. Paragraphs having been changed will have [CH 2] at the end of the changed paragraph. B. File this page directly between change 1 of the Fresno Stag and Thistle Pipes & Drums Bylaws and page iii [TABLE OF CONTENTS]. Brooks C. Wilson Band Manager DISTRIBUTION: All members in good standing.

6 TABLE OF CONTENTS ARTICLE SUBJECT / SECTION PAGE I GENERAL 1 Name 1 Purpose 1 Affiliations 1 Section 4: Legal 1 Section 5: Operating Policies 1 II AMENDMENTS 2 Policy 2 Adjudication 2 III MEMBERSHIP 2 Policy 2 Inappropriate Behavior 2 Expulsion 2 IV OFFICERS AND STAFF 3 Policy 3 Band Manager 3 Pipe Major 3 Section 4: Drum Sergeant 3 Section 5: Secretary 3 Section 6: Treasurer 3 Section 7: Quartermaster 4 Section 8: Staff 4 A. Drum Major 4 B. Pipe Sergeant 4 C. Pipe Corporal 4 Section 9: Committees and Teams 4 A. Facebook Custodial Committee 4 B. Music Team 4 C. Web Site Committee 4 iii

7 TABLE OF CONTENTS ARTICLE SUBJECT / SECTION PAGE V ELECTIONS AND VOTING 5 Elections 5 Term of Office 5 Voting 5 Section 4: Quorums 5 Section 5: Compensation 5 Section 6: Vacancies 5 Section 7: Removal 5 VI MEETINGS 5 Officers 5 Regular Business Meetings 6 Special Meetings 6 Section 4: Notice of Meetings 6 VII PRACTICES AND PERFORMANCES 6 Practices 6 Performances 6 Attendance 6 Section 4: Earnings 6 VIII SPONSORSHIP 7 Policy 7 Fund Raising 7 Assistance 7 Section 4: Sponsoring 7 Section 5: Sponsors 7 IX UNIFORMS AND EQUIPMENT 7 Uniforms 7 Equipment 7 Responsibility 7 X DANCERS 7 iv

8 TABLE OF CONTENTS ARTICLE SUBJECT / SECTION PAGE XI FINANCES 8 Fiscal Year 8 Reporting 8 Audits 8 Section 4: Accounts 8 Section 5: Signing Authority 8 XII DISSOLUTION OF BAND 8 XIII PARLIAMENTARY AUTHORITY 9 XIV RATIFICATION 9 v

9 ARTICLE I - GENERAL FRESNO STAG AND THISTLE PIPES & DRUMS Name. The name of this band shall be the Fresno Stag and Thistle Pipes & Drums, hereinafter referred to as the "Band." Purpose A. Preserve and promote the arts of Scottish piping, drumming and Highland dancing. B. Recruit and encourage persons of all ages, genders, ethnic backgrounds and religious affiliations to pursue these arts. C. Fund, in total or in part, scholarships to piping and drumming schools and seminars. D. Foster excellence in these arts by encouraging and/or sponsoring competitions. E. Support and promote other Celtic activities and groups. F. Further the general enjoyment of band members. Section 4: Section 5: Affiliations. The Band may affiliate with other organizations having the same or similar purpose. Legal. Concerning legal and tax matters, this Band uses Federal Identification Number , address 3127 Dennis Avenue, CA [CH 2] Operating Policies. These bylaws set the tone and general function of the Band. Separate operating policies will be established to prov ide details of dayto-day operations not covered in these bylaws. Operating policies will normally be set by the Officers of the Band. 1

10 ARTICLE II - AMENDMENTS FRESNO STAG AND THISTLE PIPES & DRUMS Policy. These bylaws may be revised or amended by a two-thirds vote of the members present at the time of a scheduled meeting of the Band provided that the proposed revision or amendment has been submitted in writing to the Secretary and transmitted to each member at least one week [7 days] prior to the presentation of same to the membership. Proposals received from members to amend the bylaws will not be edited in any manner, and presented to the membership as written. Adjudication. In the event any issue arises that is not covered by these bylaws, the elected officers of the Band shall make a decision and report same to the membership. ARTICLE III - MEMBERSHIP Policy. Regular membership in the Band shall be limited to the Band M anager, Drum Major, pipers and drummers at Levels 4 and 5, and dancers, who routinely practice and perform with the band. Only regular band members and dancers listed on the band roster are entitled to vote on issues affecting the Band. All others will be considered non-voting members. A simple majority vote of regular band members present at a regular business meeting is necessary to confer membership in the band. Performance levels and positions with the band will be determined by the Pipe Major and Drum Sergeant. Inappropriate Behavior. If any member of the Band acts in such a manner to bring discredit to the Band, they shall be excused from the event at which the offending act is committed. The decision shall be that of the Band Manager and/or the Pipe Major (or Drum Sergeant in his absence). This includes not being in the proper uniform for the performance scheduled. Expulsion. Members may be expelled from the Band for poor participation, inappropriate behavior or malfeasance. A petition signed by four [4] members of the Band and transmitted to all members will allow a vote at the next scheduled meeting. A simple majority vote of those members present is required for expulsion. 2

11 ARTICLE IV - OFFICERS AND STAFF FRESNO STAG AND THISTLE PIPES & DRUMS Section 4: Section 5: Section 6: Policy. The Band shall elect the following officers: Band Manager, Pipe Major, Drum Sergeant, Secretary, Treasurer and Quartermaster. The Pipe Major and Drum Sergeant will assign ranks and duties within their respective corps. Band Manager. The Band Manager will promote the Band and be responsible for the conduct of band business according to the bylaws and operating policies of the Band. Duties will include, but are not necessarily limited to, the keeping of all Band records in an accurate, orderly and complete manner, a roster of members, a band schedule, upkeep of the band web site, addressing band and/or piper requests, negotiating performance fees, scheduling for venues such as parades, Scottish games and festivals, seeking sponsors and donors, providing a point of contact for the band, setting up band meetings as needed and keeping members current on the above. Pipe Major. The Pipe Major is the musical leader of the Band and, with the coordination and consent of the Music Team, will be responsible for the selection of music to be played, and the training, education and performance of band pipers. Drum Sergeant. The Drum Sergeant is the lead snare drummer and will be responsible for the training, education and performance of all band drummers under the guidance of the Pipe Major. Secretary. The Secretary shall record the minutes for all meetings, prepare correspondence, prepare meeting agendas, and perform such other duties as may be assigned by these bylaws and elected Officers. Treasurer. The Treasurer shall be responsible for the collection, custody and dispersal of band funds, provide full, accurate recording and reporting of receipts and disbursements, and other such duties as these bylaws or the Officers may direct. The Treasurer will present a financial report at all meetings. The Treasurer should also come to meetings with the appropriate records to allow for audits, as prescribed by these bylaws. 3

12 Section 7: Quartermaster. The Quartermaster will be responsible for the procurement, inventory and maintenance of all band equipment and uniforms. Any purchases of these items will be approved by the membership in advance except as modified and authorized in the Operating Policies. [CH 1] The Quartermaster will establish procedures for the accountability and serviceability of all band equipment and uniforms, to include loans of those items to regular band members. Section 8: Staff. Staff members will be appointed by a majority of elected Officers, and include, but not be limited to, a Drum Major, Pipe Sergeant and Pipe Corporal. A. Drum Major. The Drum Major will lead the Band during parades and other events requiring a drum major. B. Pipe Sergeant. The Pipe Sergeant will assist the Pipe Major as requested and directed, and perform the duties of the Pipe Major when the latter is absent. C. Pipe Corporal. The Pipe Corporal will assist the Pipe Major and Pipe Sergeant as needed. Section 9: Committees and Teams. Committees and teams will include, but not be limited to the following: A. Facebook Custodial Committee. This committee shall have at least two [2] regular band members appointed by the Band Manager to monitor the band s Facebook site for appropriate content. B. Music Team. The Music Team will consist of the Pipe Major as the nominal leader, Drum Sergeant and any other regular band members appointed by the Pipe Major. This team will decide the musical direction of the Band in regard to training, performances and events. C. Web Site Committee. This committee will have oversight of and manage the band web site as necessary, keeping it current with information such as the administration, operation and presentation of the Band. 4

13 ARTICLE V - ELECTIONS AND VOTING Section 4: Section 5: Section 6: Section 7: Elections. Elections for all Officers will normally be held at the business meeting in October of every year. Term of Office. The term of office for all elected Officers shall be one year. All staff positions are appointed and serve at the pleasure of the elected Officers. Voting. All regular band members listed on the most current band roster may vote for any item of business that requires a vote. Voting may be called for whenever required and will not be restricted in any manner. Voting for issues other than officer elections, vacancies and removals, bylaws revisions and amendments, and new members may be done by electronic communications. Quorums. Those regular band members present at meetings, as listed on the most current band roster, shall constitute a quorum for elections. A simple majority is required to elect officers. If a vote is done by electronic communications, a quorum will be the total number of votes received. Compensation. All Officers shall serve without salary. Staff may be paid feefor-service as determined and approved by the Officers. Vacancies. Officers unable to fulfill their term of office may be replaced at a special election which may be held at any business meeting of the Band. Removal. Any Officer who is absent without excuse for two [2] consecutive meetings to which he has been invited to attend may be deemed to have surrendered the position. ARTICLE VI - MEETINGS Officers may be removed from office for lack of participation, inappropriate behavior or malfeasance. A petition signed by four [4] regular members of the Band and transmitted to all members will allow a recall election at the next scheduled meeting. A majority vote of those regular members present is required for removal. Officers. The Officers may meet as necessary for the conduct of business, at a time and place designated by them. Any member of the Band may attend any meeting of the Officers. If members attending desire to speak, the Band Manager shall, at his sole discretion, permit such an occurrence. 5

14 Regular Business Meetings. The Band shall hold a monthly business meeting at a place and date designated by the Officers. Meetings shall be for the purposes of electing officers and for the transaction of such other business as may come before the Band. Special Meetings. Special meetings may be called by the Officers or regular band membership whenever necessary. Special meetings shall only be called for specific reason(s) and concluded within 30 days of being called. Section 4: Notice of Meetings. A written notice of meeting shall be sent at least one [1] week prior to the subject meeting. Special meetings may be called with less notice, if justified. Each meeting notice shall state the location, day and hour at which the meeting is to be held and, in the case of any special meeting, shall briefly state the purpose(s) thereof. ARTICLE VII - PRACTICES AND PERFORMANCES Section 4: Practices. Band practices will be held at a specific time and place, normally on a weekly basis. Performances. The Band will vote on all performance requests. Any member of the Band voting for the request is expected to attend the performance. The Pipe Major and Drum Sergeant will determine if the members who will be performing will provide a band of the proper balance and sufficient size to meet the requirements of any particular event. The Pipe Major will set the time and location for the band to assemble. Attendance. Attendance at practices and performances is necessary for the Band to function and improve. One month of nonattendance to practice or two consecutive performances without reasonable excuse may result in loss of regular membership. This may be done by a simple majority vote of regular band members following notification to the offending member by the Pipe Major or Drum Sergeant. Earnings. Monies earned by the Band for performances will be placed in the band account or distributed to those members performing as directed by a majority vote of the regular members of the Band present prior to or subsequent to performances. The decision to bank or disperse monies for gigs will be made on a case by case basis. Monies received for gigs scheduled by individual pipers will be kept by those individuals. 6

15 ARTICLE VIII - SPONSORSHIP FRESNO STAG AND THISTLE PIPES & DRUMS Section 4: Section 5: Policy. Members of a sponsored organization need not be members of the Band, but shall not have voting privileges or hold office unless they are regular members in good standing. A vote to support the functions presented below is required. Fund Raising. The Band may assist a sponsored organization s fund raising efforts and may share in the funds raised on an agreed to basis. Assistance. The Band may assist individuals by providing all or part of tuition and expenses for a course of study, by providing uniforms or equipment or by providing zero interest loans to individuals acquiring their own equipment and uniform items. Sponsoring. The Band may sponsor all or portions of contests where bands or individuals compete in their musical specialties. The Band may also sponsor performances, or assist other organizations in sponsoring performances of pipe bands or solo performers or combinations thereof, and where there may or may not be, a charge to the general audience. Sponsors. The Band Manager will seek all legal avenues available to obtain funds necessary from entities willing to provide sponsorships. ARTICLE IX - UNIFORMS AND EQUIPMENT Uniforms. The Band will attempt to provide all necessary major uniforms items as funds allow. The Operating Policies will provide additional details. Equipment. The Band will provide the bass drum and standardized drums when drums and funds are available. Responsibility. Band members will be responsible for the normal cleaning and maintenance of band uniforms and equipment in their charge. ARTICLE X - DANCERS Any dancer acceptable to the Pipe Major may perform with the Band and may become a regular band member, if the dancer so desires, and the Band so votes. 7

16 ARTICLE XI - FINANCES FRESNO STAG AND THISTLE PIPES & DRUMS Section 4: Section 5: Fiscal Year. The fiscal year of this Band will coincide with that of the Scottish Society of Central California - 1 January through 31 December. Reporting. The Treasurer shall provide a detailed and complete financial report to the membership at each business meeting. The Treasurer shall be responsible for providing the Scottish Society of Central California with any financial information requested by that organization for the purposes of tax return preparation. Audits. The financial records of the Band may be audited at any time the Officers deem it advisable. The audit may review systems, procedures, and internal controls of the Treasurer, and present appropriate comments and recommendations after review. Accounts. The Band, at a minimum, shall establish and maintain a checking account. This account will be solely used for the benefit of the members of the Band. The source of funds for this account may be through fund raising events and activities, sponsorships, drawings and donations not related to specific purposes. Signing Authority. The Treasurer is authorized as the primary person to prepare and sign checks for the Band. If the Treasurer is unavailable or incapacitated, either the Band Manager or Pipe Major shall have the authorization to sign as an alternate. ARTICLE XII - DISSOLUTION OF BAND In the event that the Band dissolves or in any manner should cease to exist, the assists will be disbursed as follows: 1. Any asset loaned to the Band shall be returned to the owner. 2. Any asset recently donated (within the past 12 months) to the Band will be offered back to the donor, if still available. 3. All other Band assets will be donated to the Scottish Society of Central California, a 501.c(3) non-profit organization, Federal Identification Number , address P.O. Box 7868, Fresno, CA [CH 2] 8

17 ARTICLE XIII - PARLIAMENTARY AUTHORITY The rules contained in the current edition of Robert s Rules of Order shall govern this Band in all cases to which they are applicable and in which they are not inconsistent with these bylaws, any special rules of order this Band may adopt, and any statutes applicable to this organization. ARTICLE XIV - RATIFICATION These bylaws shall be in force when ratified by a majority of the membership present at a regular meeting. 9