Cranbrook Town Band Constitution updated October 2024

1. Aims of the Band

The Band, which shall be known as the Cranbrook Town Band, exists for the benefit and musical enjoyment of the members, to promote the cause of Brass Bands and to enhance the cultural activities of the locality.

The objective of the Band is to improve the musical ability of its members and to give encouragement to the development of young musicians both within the Band and in neighbouring schools.

The Band will endeavour to provide all its members with instruments.

The Band shall be independent and self-supporting, charging a fee for all engagements except that, at the Committee’s discretion, the fee may be reduced or waived for charitable events.

2. Membership

Anyone may apply for membership of the Band. The applicant will play as directed by the Musical Director after playing standard has been established and subject to the approval of the Committee.

An annual subscription shall be paid.

All paid-up members will be eligible to vote at General Meetings and eligible for election to the Committee.

The Band expects a high level of attendance and commitment to rehearsals, home practice and engagements. In addition to this a high standard of dress on engagements and contests, of punctuality and personal conduct, and in the care of the Band’s music and equipment is required at all times as set out in the Code of Conduct which is available on the band website.

All band members or parents of junior members will be asked to complete and sign a membership form which will be available on the band website. This form will include personal details, equipment provided by the band, emergency contact details, medical information, permission for a child to walk home from rehearsal unaccompanied (if applicable), photography permission and permission for the band to hold personal data.

Termination of membership shall be at the discretion of the Committee, if, after due consultation and warning (as outlined in the Code of Conduct), a member fails to satisfy the above criteria.

3. Subscriptions

Subscriptions will be paid annually. Rates will be set each year and agreed by majority vote at the Annual General Meeting.

The categories are:

• Full membership – 100%
• Student membership and senior membership (OAP) – 50%
• Training band – 25%
• Foundation Band and those receiving benefits – Free

Subscriptions become payable immediately following the AGM but may be paid weekly, monthly, quarterly, or annually. If annually they should be paid within two months. Members in arrears of more than two months are not eligible to vote at meetings.

4. Management

At the AGM the Officers, Functionary Officials and Committee of the Band shall be elected each year from the members.
The Officers to be elected are as follows:
Chair, Treasurer, Concert Secretary, Publicity Officer, Parent Representative, Data Protection Officer

The Functionary Officials to be elected are as follows:
Librarian, Contest Secretary, Webmaster, Safeguarding and Welfare Officer/s, Health and Safety Officer(s)

The Committee shall consist of the Officers of the Band at least one senior member, a junior member’s representative and / or a junior member. Functionary officials and the Musical Director may be co-opted to the Committee or invited to particular meetings. No more than one member of a given family may be elected to an Officers’ position or co-opted to the Committee.

The Band Committee will deal with all matters relating to the Band and the management of its activities. Wherever practicable the Committee will canvass opinion of all Band members on important issues. However committee decisions are final. Decisions will be reached after full discussion by majority vote.

All decisions must be carried by a majority of the elected and/or co-opted/invited Committee Members and a quorum of six must be present at every meeting.

Committee Meetings will be not less than quarterly under the direction of the Chairperson. Meetings may be held face to face or virtually using Zoom, Microsoft Teams or other similar software. In the Chairperson’s absence the Committee present will elect a Chairperson for that meeting.

All present at meetings should have equal opportunity to voice their point of view prior to proposals being accepted by the Chair. All proposals should be proposed and seconded before voting, the Chairperson having a casting vote in the event of a tie.

Minutes of the Committee Meetings shall be kept and be accessible to all members on request.

The Band will hold an Annual General Meeting in February or March each year. An Emergency General Meeting may be called by any member of the Band if they have the support of two other members and have notified the Committee in writing at least two weeks prior to the proposed date of the Emergency Meeting.

5. Finance

Fees for engagements shall be determined by the Committee.

All income is to be used in accordance with the aims of the Band, and for the purchase of instruments, music and accessories, and to meet the overheads of the Band. All purchases must be approved by the Treasurer. Purchases over £100 must be approved by the Treasurer and an Officer of the Band.

The Treasurer will provide regular financial statements to the Committee, and will provide annually year-to-date accounts for audit and distribution to the members no less than two weeks prior to the A.G.M.

The annual accounts will be audited by a suitably qualified independent person prior to the AGM.

The Band shall not at any time operate with a deficit greater than 10% of its assets.

 6. Musical Director

The Musical Director shall be appointed by the Committee under mutually agreed terms.

Any question regarding the suitability, conduct, and responsibilities of the Musical Director shall be decided by the Committee.

 7. Property

All instruments, music and accessories in the care of members remain the property of the Band.

Whilst the Band will undertake to insure its assets, there is a duty of care upon members in accordance with the terms of such insurance.

Band members with band instruments are responsible for their general care and maintenance.

Instruments must be kept clean and regularly washed through. Slides and valves should be kept well-lubricated.

 8. Winding Up

If at a General Meeting it is decided to terminate the activities of the Band then the officers of the committee will assume the role of Trustees who will take control at that time.

Their first duty is to freeze all assets and to recall all property.

After payment of all outstanding debts the assets and property shall be safeguarded until the Band may re-form.

If after a period of three years the Band is not re-formed the Trustees will dispose of all the assets.

In accordance with the Aims of the Band these assets will be distributed locally to be put to the best possible use.

9. Amendments

Changes to the Policy, Constitution or Rules of the Band must be voted on by the full membership, a simple majority vote deciding.

Questions of interpretation of the Constitution shall be decided by the Chair. His/her ruling shall be final.

10. Child Protection

The band will at all times have a Safeguarding and Welfare Officer/s and a Safeguarding Policy. This policy will be reviewed at least annually and will be available on the band website.

The band will hold a list of current DBS certificates held by members. This will be updated annually.

The band has a commitment to safeguard all young people and vulnerable adults from harm.

11. Data Protection

A GDPR (General Data Protection Regulations) Policy and Data Policy will be maintained and adhered to in regards to the use and management of the personal data that it holds about band members (including parents/guardians where applicable). This policy will be reviewed at least annually and will be available on the band website.

The band at all times will have a Data Protection Officer.

12. Health and Safety

The band will at all times have a Health and Safety policy. This policy will be reviewed at least annually and will be available on the band website.

A risk assessment will be completed for all new concert venues.

The band at all times will have a Health and Safety Officer(s).