24th Aug
Epping Forest Band Rule Book
5th Revision 2005 4th Revision 1996 3rd Revision 1986 2nd Revision 1972 1st Revision 1960 Issued 1936CONTENTS
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The Band shall be called the EPPING FOREST BAND.
The object of the Band shall be to promote and maintain in the Epping district a first-class amateur brass band.
The definition of an eligible voting member is a fully paid-up member of the Band, aged 15 and over.
All Band property shall be vested in not less than three Trustees, aged 21 or over, to be selected at the Annual General Meeting of the Band. At least two of the Trustees are required to be eligible voting members of the Band. When Band membership falls below 10 eligible voting playing members excluding the Musical Director, the secretary shall immediately call a special meeting of the Trustees and the remaining members of the Band to discuss the position. In the event of the Band ceasing to function the Band Trustees will be directed to discharge any debts remaining unpaid by sale of Band property if necessary. At the Trustee's discretion, the remaining property may be stored in trust for use by another musical organisation or sold and the monies handed over to a local charity to be nominated by the Trustees. The property of the Band shall be insured by an "All Risks" policy, the premiums being payable from Band funds. This policy will be reviewed each year prior to the payment of the annual premium. In addition a Public Liability policy shall also be arranged, the premiums of which shall be paid from Band funds.
Annual general meetings shall be held during January, at which the following business shall be transacted.
a) Consideration of reports of officers. b) Election of:All the above positions are to be decided in accordance with the method or system as laid down by the committee.
- President (three year term)
- Vice Presidents, (for life)
- Officers (see Rules 5 & 6)
- Five Band Representatives
c) Any other business Matters notified to the Secretary in writing before the meeting will be included on the agenda. Other matters arising during the meeting will be discussed at the discretion of the Chairman.A quorum for an Annual or Extraordinary General Meeting shall be 66% of eligible voting members. At the first meeting of the Committee following the Annual General Meeting, the Committee will appoint an Auditor for the Band accounts.
Shall consist of the following persons:
The appointment of a Musical Director shall be as a result of audition by the whole Band membership (see Sections 8 and 11). A minimum 66% in favour is required for the appointment of a Musical Director. Should circumstances arise where a temporary replacement is required, it shall be the Committee's responsibility and decision to appoint such a replacement. The quorum for a Committee meeting shall be five. The Committee will act in all matters of business relating to the Band unless the majority wish to put specific matters to the whole membership. The Committee will meet once a month on a date mutually acceptable to the majority. Other meetings may be convened at any time by the Chairman or three members of the Committee. Any person co-opted as above shall not have power to vote on committee proposals. Payments of a regular nature, such as retainers etc. made from the Band funds shall be decided at the first Committee meeting in each year. 7.1 Musical DirectorChairman (who shall be an eligible voting member) Musical Director Band Secretary Treasurer (who shall be an eligible voting member) Five Band Representatives (eligible voting members) plus any others that the Committee shall from time to time co-opt for specific purposes.
To train all members in good musicianship in line with objects as given in Rule 2. To act as principal conductor for the Band functions.7.2 Band Master
To assist the Musical Director and act as a deputy in his absence. To act as Band conductor as required.7.3 Band Secretary
To manage and conduct all secretarial duties required for the purposes of organising Band events, other than those that may from time to time be delegated to other Band members. To keep all Band members informed and advised of all significant information and all other matters designated by the Committee. To keep a record of the names and addresses of all Band members. To keep an up-to-date record of all agreed and accepted methods and systems, principles, mode of uniform and all other significant detail not specifically covered in these rules. To uphold all clauses as laid down under the heading of discipline and to assist where possible in the additional duties required on engagements7.4 Treasurer
To be responsible to the Committee on all matters of finance related to the Band. To keep proper books of accounts recording all financial transactions and present such books for inspection at normal Committee Meetings. To balance and present by the Annual General Meeting each Year the complete accounts of the Band with necessary vouchers for the previous financial period. All payments to be made by cheque with the exception of Cash Float up to £50 held for payments to Deputy musicians at Engagements and Incidental Payments such as Postage and gratuities. All cheques to be signed by the Band Treasurer and one of either the current Chairman or the Secretary. In the unforeseen absence or infirmity of the Treasurer, the Chairman and Secretary shall jointly be responsible for the Band finances and authorised to issue and receive Funds and sign cheques accordingly. The Band's Financial Year will run from December to November.7.5 Librarian
To take sole charge of and maintain the Library of All Band music not in the custody of individuals, delegating the task to a Deputy as necessary. To prepare Programme pads and issue other music as directed by the Musical Director or Deputy.7.6 Registrar
To collect and hand over to the Treasurer prior to Committee meetings all subscriptions paid by members.7.7 Publicity Officer
To liaise between the Epping Forest Band and all external publicity and press organisations for the purpose of promotion, advertising of performances and generally making the general public aware of the Band and its activities.7.8 Property Manager
To take charge of and keep in safe custody all Band property not in the custody of individual members. To be responsible for the issuing of all Band property with exception of music. Also to keep a record of Band property in members' custody.7.9 Band Room Administrator- Sub Committee of 3 Members
To be responsible for providing access to the Bandroom at all times agreed by the Committee or Band agents. To co-ordinate the running of Bandroom functions with designated members of the Committee and to be responsible for maintenance of bandroom fabric with regard to damage, improvement, renovation and general cleanliness. To report back to the Committee on all matters pertaining to the bandroom and its use. To act as the main key holder and be responsible for security.7.10 Eppingen Association Representative
To act as the Band representative on the Epingen/Epping Association committee
The weekly subscriptions shall be as decided at any Annual General Meeting or Extraordinary General Meeting and shall be levied from the date of acceptance by the Band. Subscriptions will be payable for 50 weeks in each calendar year and their payment is a binding condition of Band membership. Reduced rated will apply to members below the age of 18 years. The committee reserves the right to waive this ruling on submission of exceptional circumstances precluding payment.
Each member shall be held responsible for any damage or loss to any instrument, music or other Band property caused by wilful or personal negligence whilst in their possession, and shall give up all Band property they may have in their possession within seven days of demand, duly authorised by the Committee. No member shall have any right to use any property of the Band with any other organisation without prior agreement of the Committee. Each member upon receiving an instrument from the Band shall sign a form of acknowledgement of receipt, and give an undertaking to preserve the instrument, keep it free from damage, and to deliver up the same when and if called upon to do so.
Every member shall carry out the reasonable directions of the Musical Director , Band Master or Secretary and wilful demurrage shall be the subject of discussion and decision at the next Committee meeting. All Band Members are expected to behave responsibly and appropriately at all times towards other Members and any guests. Any insulting, abusive, obscene, vulgar, slanderous, discriminatory or threatening behaviour, verbal or otherwise, which is observed by, or complained to the Committee, in writing, shall be considered at the next Committee meeting. A temporary or permanent attendance or membership ban may result from such behaviour, and shall take immediate effect. The individual accused shall have the opportunity to appeal in writing to the Committee, and in person if they request, against any such ban. All decisions shall be issued in writing. No smoking shall be permitted during rehearsals except at the recognised interval, and no unauthorised playing or talking or other disturbance be allowed during the giving of instruction. Playing of instruments during the break should not take place in the main practice area, unless instructed so to do. Any members having a grievance shall notify the Band Secretary in writing and the same will be considered by the next Committee meeting. Should the member be dissatisfied with the reply by the Committee they shall be at liberty, upon producing a request signed by at least five members of the Band, to bring the matter before a special meeting of the whole Band. The decision of the majority of eligible voting members present at the special meeting shall be binding upon any dispute so raised. Every member is trusted to maintain, to the best of their ability, for the Band a high reputation for character and musical ability, by diligence at practice and by observing the following instructions:-
To help in the fixing, taking down and transport of music stands and other Band equipment and in the collection of music. To inform an appropriate officer of the Band if unable to attend practice or engagements. To be punctual in attendance at engagements, practices and meetings. To wear agreed uniform on all Band engagements unless otherwise instructed. To make all efforts to ensure that music is available at practices or performances in the event of their absence. To give full attention to the Musical Director during rehearsal time.
Applications for membership must be submitted in writing to the Secretary. Any person wishing to become a Member accepts that they will be subject to an audition by the Musical Director before becoming a full Member. Each application will be considered at the next committee meeting and the committee's decision shall be binding upon the applicant and the Band. Applicants accepted for membership must agree, as a condition of membership to abide by the Band rules, a copy of which will be given to and agreed to by each new applicant. Membership of the Band does not constitute a right to perform at any Public Engagement or Contest. The Musical Director shall determine the minimum playing standard required for any such performance and shall publish a list of those Members eligible to perform not less than one week before a Public Engagement and not less than two weeks before a Contest. Any Member who does not agree with the Musical Director’s decision should in the first instance discuss the matter with the Musical Director. Should that Member still not agree with the decision, they should state their reasons, in writing, to the Committee who will convene a special meeting to discuss that decision. The Member shall have the right to attend that meeting with representation if they so wish.
11.1 Honorary Membership Nomination for honorary membership of the Epping Forest Band are to be submitted in writing to the Secretary, and each nomination will be considered and approved by the Band Committee where felt appropriate. Honorary members have no voting rights within the Band.
Persons having been admitted to membership of the Band and paid their subscriptions shall continue as a member until receipt and acceptance of their written resignation by the Committee. They shall upon such resignation return to the band all music, instruments, stands and other property of the Band in their possession. Absence from rehearsals for a period of six consecutive weeks without good cause shall constitute resignation for the purposes of this rule.
These rules may only be amended at an Annual General Meeting or at a meeting specially convened for that purpose, when 66% of eligible voting members present must vote in favour for the change to be effected.