panic community steel band cambridge UK

Revised Constitution

Constitution for Romsey Community Steel Band

stage name Panic

Aims and Objectives

To build and maintain a group of band members to learn how to make music on Steel Pans. This is with a view to performing to the general public.

The band currently operates from:

St Faith's

Trumpington Road

Cambridge

CB2 8AG

** Brief explanation of difference between Romsey Community Steel Band and Panic, to clarify difference for all new members, to be drafted at a later date **

Committee

The band has a committee of unpaid volunteer band members consisting of:

Chairman/woman

Treasurer

Secretary

Vice Treasurer

Bookings Secretary

Membership Secretary

Busking Co-ordinator

Website & Mailing list Co-ordinator

The committee members shall be elected at each AGM from nominations received in advance by the out-going Secretary, or received at the AGM itself. Any band member may stand for any post and shall nominate him or herself with or without a proposer. Where the number of nominees for a post exceeds the number of vacancies, election shall be by ballot. In the event of insufficient nominations members may stand for multiple posts. If necessary, posts may also be shared.

The committee shall serve until the next AGM, when all members shall be eligible for re-election. Any band member may be nominated for a post.

Committee Posts

Each elected committee member shall undertake the following requirements of their position as follows:

1. Chairman/woman – The Chairman/woman shall:

Organise monthly committee meetings and a AGM, issuing agenda in advance

Ensure Panic has appropriate Public Liability insurance

Arrange to publicise the band as required

Arrange Gerard's tuning itinerary in conjunction with hosts & schools

2. Treasurer – The Treasurer shall:

   Keep all financial records; bank & issue cheques

   Issue finance report at least quarterly, although bi-monthly is preferred

   Oversee the collection of fees

   Issue review of accounts at AGM

3. Secretary – The Secretary shall:

   Keep & issue minutes of all committee meetings and AGMs

   Apply for grants as appropriate; keep records of these

   Keep appropriate band members informed of all appropriate business, mainly; transport arrangements for events, playlist for events, term dates, cancelled and extra sessions

   Arrange a social event once a term for band members

4. Vice-treasurer – The Vice-treasurer shall:

   Compile term dates in conjunction with Liz & St Faith's bursar

   Issue dates of sessions and record & collect subscriptions accordingly

   Give collected fees and record to Treasurer termly.

   Check Treasurer's accounts annually.

5. Bookings Secretary – The Bookings Co-ordinator shall:

   Answer enquiries for bookings; checking availability of band members

   Inform members of players for each event and other relevant information

   Liase with client: ensure venue & access appropriate (including space when playing, ease of access, parking, protection from weather, etc), timing, obtain payment at event or before

6. Membership Secretary – The Membership Secretary shall:

   Devise recruitment strategy as needed.

   Liase with newcomers; give appropriate information including a copy of the Constitution, arrange suitable first session with band tutor and committee, introduce to band and pan basics.

   Take register of members (beginners & advanced) and band tutor at sessions

   Maintain a list of all band members' contact details

7. Busking Co-ordinator – The Busking Co-ordinator shall:

   Liase with appropriate venues to organise busking, arranging suitable date(s) with venue and band members.

8. Website & Mailing List Co-ordinator – The Website & Mailing List Co-ordinator shall:

   Ensure website at http://www.panicsteelband.co.uk is updated regularly.

   Ensure mailing lists e.g.[] are updated regularly.

Committee Meetings

The committee will meet once a month (usually on the second Monday) within term time to make decisions on the future of the band, and at other times as needed.

At every meeting, the minutes of the previous meeting shall be ready. A finance report shall be available at least quarterly, although bi-monthly is preferred.

The agenda shall be compiled, and issued in advance, by the Chairman. Any committee member may submit, in advance, items for the agenda. Band members may also suggest items for the agenda by contacting the Chairman in advance.

If any matters are to be voted on, then a quorum of 4 committee members must be present. In the case that there are insufficient committee members present, the meeting shall take place but voting shall be postponed until a later meeting, or carried out via e-mail.

Any band member may see the minutes of any committee meeting if a request is made in writing to the Secretary.

Annual General Meeting

There shall be an Annual General Meeting (AGM) once a year, held in September or October.

At the AGM, the Chairman shall present a report on activities carried out within the previous academic year. The Treasurer shall present a report on the financial activities of the band within the previous academic year.

Fees for practice sessions and for gigs shall be recommended by the committee, and then voted on by band members present.

Any changes to the Constitution shall be recommended by the committee, to be voted on by band members present.

Other important issues may also be recommended by the committee, to be voted on by band members present.

The Secretary shall present nominations for the new committee, with voting to follow if necessary (see above).

All band members shall be given an opportunity to contribute.

Rules

On joining the band, members agree to adhere to the following:

1. To pay fees, per term, in advance

Band fees will be recommended by the band committee, and voted on at the AGM.

The first session for a new member shall be free-of-charge. Thereafter, fees are payable in advance, and cover the whole term as dictated by Cambridgeshire County Council term dates, St Faith's School term dates and availability of tutor Liz Kennerley.

The number weeks varies, and will be advised by the Vice Treasurer.

No refunds will be given for absences due to sickness etc.

Under exceptional circumstances, and at the discretion of the Committee, members may be allowed to pay per session attended. The band member shall submit a request, in writing, to the Secretary for discussion at the next committee meeting, stating reasons (e.g., extraordinary work/study commitments). If agreed, that member may be allowed to pay per session attended starting from the next term. No refunds will be given for the remainder of the term in which the request was submitted.

2. To attend as many practice sessions as possible

Band members are asked to attend as many meetings as possible. This is to ensure that the maximum is gained from the practice sessions.

3. To be as punctual as possible

Band members are asked to be as punctual as possible to band meetings. Due to the fairly short practice sessions it is important to start as early as possible. Practice session timings on Mondays are as follows:

6:15-7 – Beginners

7-7:15 – Break

7:15-8:15 – Advanced

4. If under the age of 16, to be accompanied by a parent or carer at all times.

The band cannot take responsibility for minors.

5. Problems

Problems of any kind relating to band matters should be discussed in the first instance with a committee member.

The Committee reserve the right to withdraw membership at any time.

Band Tutor

The band shall employ a tutor, Liz Kennerley, for practice sessions. The tutor shall endeavour to further the band's musical knowledge and repertoire. The tutor shall be paid at the rate of £20 per hour.

Events/Gigs

Performing at events/gigs shall be carried out largely by the Advanced group, with inclusion of the Beginners group when the committee and band tutor deem this appropriate, depending on the type of event and readiness of the Beginners.

The purpose of performing, whether to the general public or at private events, shall be:

1. To provide a focus for practice sessions

2. To provide enjoyment and experience for band members

3. To gain income for the band

Current rates for events (at 2008) shall be £250 per hour, or £350 for 1.5 hours, with van hire costs to be paid in addition. This sum shall be voted on by band members at the AGM.

Events that Panic agree to do shall fall within the following negotiable boundaries:

1. Distance: Events shall be no further than 20 miles from Great St Mary's Church, Senate House Hill, Cambridge, CB2 3PQ. This distance shall be ascertained using Google Maps, a satellite navigation system or other website or system.

2. Time: Attendance no longer than 2 hours at events, including breaks. Setting up and packing away time is not included. Formats may vary but format is usually a 30 minute set, followed by a 30-45 minute break, followed by another 30 minute set.

3. Refreshments: it is preferred if these can be provided, perhaps in the form of a ticket.

4. Cover: it is preferred is cover can be provided, although the band can provide this.

These boundaries may be negotiated with the band at the time of consultation of availability.

Equal Opportunities Policy

The band is generally open to all, but is best suited to those with a sense of rhythm. No prior musical knowledge is required.

Some restrictions may apply to those with certain disabilities and to younger children. This is because of access to pans and to minimum height requirements for playing. However, the band will endeavour to address all access issues presented.