Constitution

Transcription

1 Constitution A. Overview This document sets out the governing principles of the (DUBB). A brief description of the society s operation, aims, and objectives is provided (sections E and F), followed by the full text of the official constitution (section G). It is recommended that all members of the Executive Committee are familiar with the contents of this document. B. Table of Contents A. Overview... 1 B. Table of Contents... 1 C. Document History... 2 D. Nomenclature & Conventions... 3 E. Society Description... 4 F. Society Aims and Objectives... 4 G. Constitution Name & Status Membership The Executive Committee Election of Executive Committee Members Handover between Execs after an AGM Finance & Accounts Business of the Society Constitutional Changes... 7 Page 1 of 7 version 3 Last revised

2 C. Document History /* track the evolution of this document & its contents */ Version Author Version Details Changelog Approved 2.0 Nick Betts Current (as of Nov 2013) official constitution 2.1 Andrew Mathieson Draft of 2014 amendments, for Exec review Section E: minor edits to grammar Section F: Changed order to more accurately reflect the relative importance of the aims. Constitution: throughout: minor edits to grammar for clarity Constitution: article 3.3: Added extra class of positions on Exec to better accommodate nonessential positions, specifically Associate Conductor. Constitution: article 4.7: Added definition of how these positions are to be selected for avoidance of confusion. 23/04/2013, by AGM 2.2 Andrew Mathieson Edits following Exec Review Constitution: article 3.2: permit joint holding of positions Constitution: article 3.3.2: add optional post of Librarian. Constitution: article 5: added guidance on handovers Constitution: article 6.2: added clause noting that bank account is with the DSU 3.0 Andrew Mathieson Current official constitution 18/04/2013, by AGM This is version 3. Version number shall be incremented by 0.1 following any internal (to the Exec) proposed changes. Upon approval of a final draft by at least 67% of the Members at a General Meeting (GM) (see Constitution, article 8.1), version number shall be incremented to the next integer, at which point the updated document shall be published to the Durham Students Union (see Constitution, article 8.2). In the event of conflict between versions of this document, the most recent integer numbered version (i.e. the version most recently approved by >67% of Members at a GM) rules. Page 2 of 7 version 3 Last revised

3 D. Nomenclature & Conventions In order of appearance: DUBB The Society Heading: Single Capital Letter e.g. A Heading: Nested numbering e.g Refers to. Section in this document. Article in the Constitution. /* comment text */ This is a comment. It stands outside the main flow of the document, and aims to ease at-a-glance reading and clarify particular items. Exec The Society s Executive Committee, who run the band. Constitution The Society s governing document. Text in Section G. AGM Annual General Meeting meeting of all Members to elect new officers to the Exec, typically held in April. See Constitution article 4.3. EGM Extraordinary General Meeting. See Constitution article 4.9. General Meeting DSU, the DSU The University TITLE OF A POSITION IN CAPITALS The DSU s Activities Officer DSU Council DSO Framework DSU Grants An AGM or EGM. The Durham Students Union. University of Durham A position on the Executive Committee, or the person holding that position Officer of the Durham Student s Union elected to deal with Societies and student activities. Governing body of the Durham Student s Union Durham Student Organisation Framework. Regulations published by the University to lay out how student organisations, including DUBB and the DSU, should be run. Funding offered by the DSU to student organisations. Page 3 of 7 version 3 Last revised

4 E. Society Description /* short description of operations, approx. 150 words, for use on websites, programme notes etc. */ The is a vibrant society committed to showing the university the meaning of Brass Banding. Based in the Music department, we rehearse every Tuesday evening and aim to perform on several occasions during each term. We play a wide variety of music from the traditional to the brand new, including pieces written or arranged by our own members. The band is friendly, non-auditioning, and promotes the ethos of inclusion. We welcome players of all abilities, and would love you to join us for a post-rehearsal trip to the pub! F. Society Aims and Objectives /* define what the society will try to achieve for its Members */ i. To provide the opportunity for university brass players to develop their musical skills. ii. To develop relationships with other universities through brass banding. iii. To provide a social forum for band members. iv. To develop a wider appreciation and awareness of the brass banding movement. v. To provide links to local brass bands and to encourage player development through this avenue. Page 4 of 7 version 3 Last revised

5 G. Constitution /* all societies ratified by the DSU must have a constitution */ 1. Name & Status /* define the nature of the society */ 1.1. The name of the society shall be The aims and objectives of the society shall be as in section F above As a ratified society of Durham Students Union, the society shall abide by: The DSU s Equal Opportunities Policy AND The University Data Protection Policy The PRESIDENT of the society shall inform any speakers or invited guests that they are also bound by these policies. 2. Membership /* define conditions for membership & admission to Society events */ 2.1. Membership shall be open to all members of the DSU Persons who are not members of the DSU may, at the discretion of the society Exec, become members of the Society Membership fees are set by the society Exec, and may, at the discretion of the society Exec, be higher for non-dsu members of the Society The minimum membership fee for the Society may be prescribed by the DSU Non-members of the Society may, at the discretion of the society Exec, be admitted to meetings of the Society The DSU s Activities Officer shall be admitted to meetings of the society if invited by members of the society or if so asked by the DSU Council In the event of the DSU s Activities officer attending Society activities at the behest of the DSU Council as under section 2.6 above, notification shall be given to the Exec 7 days in advance All persons engaged in Society activities shall, in line with DSU policy, abide by the same regulations as in article 1.3 above. 3. The Executive Committee /* describe officers who run the Society */ 3.1. The number of officers on the Exec may vary, but they must always include: /* these officers are a crucial requirement of the DSO framework */ PRESIDENT, who shall be the nominal head and representative of the Society TREASURER, who shall maintain the society accounts and any property belonging to, or in the care of, the Society SECRETARY, who shall assist in the administration of the Society, manage its membership, and minute General Meetings and Executive Committee meetings The Exec may also include: /* these officers are elected to the Exec by vote at a General Meeting (see article 4.1 below), but are not crucial requirements of the DSO framework */ CONDUCTOR, who shall select the music played by the band, conduct rehearsals and concerts, and have authority to make decisions on musical/playing matters. Page 5 of 7 version 3 Last revised

6 SOCIAL SECRETARY, who shall ensure the success of the society as a social group as well as a musical one. This position may be held jointly PUBLICITY OFFICER, who shall maintain and upgrade the Website and co-ordinate advertising for Society events. This position may be held jointly At the discretion of the above members of the Exec, there may also be the following: /* these officers are appointed to ease the functioning of the committee under conditions as in article 4.7 below, and are not crucial requirements of the DSO framework */ ASSOCIATE CONDUCTOR, who shall select some music and conduct their pieces in rehearsals and at concerts. This position is intended to provide continuity between conductors should the CONDUCTOR be a finalist. As such, the post will ideally be held by a non-finalist. The Associate Conductor reports to the conductor LIBRARIAN, who shall look after the society s catalogue of music and other inventory. 4. Election of Executive Committee Members /* define how the Exec is chosen */ 4.1. All officers described in articles 3.1 and 3.2 above (those who are required by the DSO Framework and those others who run the band on a day-to-day basis) shall be elected for a one-year term at the Society s AGM, which must be held annually Notification of the AGM shall be circulated to all members at least 7 days prior to the meeting Typically, although this is not a formal requirement, the AGM is held around April, ahead of the Easter term ahead of the year in which the Officers will serve Elections shall be by a first-past-the-post voting system at the meeting and nominations shall close no earlier than the start of the meeting In addition to the above criteria, candidates for the post of CONDUCTOR should undertake a short (~5min) conducting audition before the band. This should occur prior to the vote The details of officers defined under article 3.1 above shall be supplied to the DSU Activities Office, who shall be informed of any changes within seven days If an Executive Committee Member as defined under article 3.1 or 3.2 above resigns, a by election must be held at a Society General Meeting, using the same election procedures as at an AGM Positions defined under article 3.3 above are, due to their non-crucial nature, able to be appointed by the Exec following due deliberation and consideration of the following criteria, if applicable: For ASSOCIATE CONDUCTOR: a short (~5min) conducting audition before the band For ASSOCIATE CONDUCTOR: The year-of-study of the candidates (due to the desirability of a non-finalist member holding this position, see above) Consultation with other members of the band to ensure the decision reached is representative The Exec reserve the right to put the appointment of the positions defined under article 3.3 above out to a vote by Members, or to abstain, if they feel that they (the Exec) cannot reach a unanimous, representative decision, OR they (the Exec) may have substantial conflicts of interest, OR several of the criteria in article 4.7 above cannot be satisfactorily met An Extraordinary General Meeting must be held if: it is called for by at least 10% of members, OR changes to the Constitution are proposed (see article 8.1). Page 6 of 7 version 3 Last revised

7 5. Handover between Execs after an AGM /* suggestions for how to manage a smooth transition between committees */ 5.1. The newly elected Exec assumes authorities power immediately at the conclusion of the AGM Following provisions in this subsection are not binding rather, they are offered as guidance for Execs in ensuring effective continuation of business It is suggested that, with the AGM being called around April as in article 4.3, the handover period between the outgoing and newly elected Exec should run through the third term of the University year During this period, each outgoing exec member should make contact with their successor, and offer handover advice/briefing/notes, etc., as appropriate The outgoing Exec should, at the discretion of the newly elected Exec, be made privy to decision making, so that they may offer their advice and experience The newly elected Exec need not be obliged to heed this advice, nor will they be obliged to discuss all matters of society business with their predecessors. These articles serve only to permit such information exchange should it be deemed desirable The outgoing Exec should cease involvement in Exec business no later than the end of the third term of the University year. 6. Finance & Accounts /* how the Society s money should be managed */ 6.1. The Society shall have one bank account In accordance with DSU regulation, the above bank account must be held by the DSU on behalf of the Society The President, Treasurer and Secretary and all cheque signatories must be members of the DSU DSU Grants may only be claimed by members of the Society who are members of the DSU, in accordance with DSU regulation Society accounts shall be kept for at least 3 financial years, and may be inspected by members of the Society, the DSU Activities Office or the DSU Finance Office All money provided by DSU shall be spent for purposes agreed with the DSU In addition to article 6.6 above, DSU grants should not be used to fund social events A copy of the annual accounts shall be submitted to the DSU annually in the form prescribed Society accounts shall be presented to the society membership annually at the AGM. 7. Business of the Society 7.1. Records of the Society s business for at least two years shall be kept for inspection, by members of the Society or by the DSU Activities Office. 8. Constitutional Changes /* procedure for changes to this document */ 8.1. Amendments to the Constitution must be approved by a 67% majority of members present at a General Meeting. At such a meeting, the rational for proposed changes should be clearly explained to Members The current Constitution shall be published to the DSU following all changes Any constitutional amendments and regulations concerning the Society s affairs that are laid down by DSU shall be binding on the Society. Page 7 of 7 version 3 Last revised