Last Updated: June 17th 2025
Effective as of: June 17th 2025
Constitution as Approved by 2024-2025 Bands Executive
Queen’s Bands OPERATING STATEMENT
1. The Queen’s Bands and its members shall strive to be non-discriminatory and maintain a welcoming environment for all;
2. The Queen’s Bands and its members shall adhere to the Queen’s Code of Conduct and the Queen’s Bands Constitution;
3. The Queen’s Bands and its Executive shall act in an accountable manner and be accessible to all of its membership.
Part I: Purpose of the Organization
Part II: The Bands and Its Members
Part III: The Bands Executive
Part IV: Elections
Part V: The Constitution
Appendix A: Excerpt from the A.M.S. Constitution
Appendix B: Commitment to AMS Mandates Regarding I-EDIAA
Part I: Purpose of the Organization
1.01.0
The purpose of this organization shall be to represent Queen’s University and supply music/entertainment at various events, in particular, at Gaels football games, both home and away. The Bands are also responsible for providing inspiration and entertainment at official and/or spontaneous events on campus as the Operations Manager shall deem fit, keeping in mind that in the execution of these objectives, the following considerations shall be of paramount importance.
1.01.1
At no time should the fulfilment of the aforementioned objectives in any way inhibit personal enjoyment or spirited participation of the members of the organization, or unduly compromise the academic responsibilities of each member.
1.01.2
Participation in activities at Queen’s (e.g. appearances at football games) must be maintained as the prime responsibility of the Bands. The Bands shall be aware of the vital role which it plays on behalf of the University as a whole in projecting a positive image of Queen’s within the surrounding community. The Bands will provide benefits to said community and will participate in as many appearances as the fall and winter schedule permits.
Part II: The Bands and Its Members
2.01.0 The Queen’s Bands and Its Brand
The Name of the organization shall be the Queen’s Bands, plural to denote the unique composition of the organization, i.e., The Pipe Band, Brass Band, Drum Corps, Highland Dancers, Cheerleaders and Colourguard all function as semi-autonomous units, under a common name, working together with a common purpose.
2.01.1
There shall be a standard crest, the design of which shall be kept in the Alma Mater Society Office. This crest will be painted, in accordance with the current Alma Mater Society regulations and Physical Plant Services permission, in front of Grant Hall by members of the Queen’s Bands. A crest patch shall be granted to every member of the Queen’s Bands deemed to be in good standing that has completed at least one year as an active member of the organization or as deemed fit by the executive.
2.02.0
As the name suggests, all facets of the organization shall march together when on parade, with the Colourguard at the forefront of the band and the Cheerleaders acting as a rear guard. The Pipers shall always march in the front line behind the Drum Major in the combined formation. At the discretion of the Bands Executive, individual units may at times perform separately, however, as the name implies, the organization is not to act as an umbrella for two distinct bands—the Pipe Band and the Brass Band— but rather one united band on parade with a Pipe section, a Brass section, a Drum Corps, a Highland Dancing contingent, led by a Colourguard and followed by a Cheerleading squad. This order may be changed at the discretion of the Executive.
2.03.0
Membership of the Queen’s Bands shall be open to all members of the Alma Mater Society (AMS) and Society of Graduate and Professional Students (SGPS).
2.03.1.0
Community Members are defined as persons who are not members of the AMS or SGPS, and whose primary residence is in the City of Kingston or the surrounding counties.
2.03.1.1
With the approval of the Operations and Finance Managers, Community Members may be permitted to audition for the Queen’s Bands.
2.03.1.2
If a graduating member of Queen’s Bands continues to fit the definition of a Community Member following their graduation, they may continue within Queen’s Bands without reauditioning, subject to the consent of the Operations and Finance managers and the relevant section head(s).
2.03.1.3
Should a Community Member cease to have primary residence in Kingston or the surrounding counties as established in 2.03.1.0, their membership with the Queen’s Bands shall be terminated.
2.04.0
Admittance to the organization shall be based on the merits of relevant ability, enthusiasm, and commitment. All applicants will be tested on these criteria during auditions to be held as early as possible during the first two weeks of class, with two or three days of audition slots available in the evenings to ensure accessibility for all interested applicants. Auditions will involve an interview component, and other components as required. The final decision on who to admit to the organization rests with the Executive members responsible for the section in question and they shall take into consideration the advice of the Equity Officers. Late audition to the Bands if deemed necessary by the Band’s Executive is also permitted.
2.04.1
The creation of the audition panel and criteria for each section’s auditions shall be overseen by the Equity Officers and/or Operations and Finance Managers.
2.05.0
Members of the Bands must attend all practices and performances and must remain at the event, with the exception of extenuating circumstances, in which case excusal is at the discretion of the relevant section head(s).
2.06.0
Bands membership fees shall be paid by each member annually at the beginning of the fall term or at the discretion of the Finance Manager. The fee and payment deadline shall be established by the Finance Manager (see section 3.02.0), and any change in this fee shall be voted on by the Bands Executive. The Executive members will pay half of the established fee. Any member of the Bands that misses an established due date must pay a late fee of 5 dollars.
2.07.0
All members of the Bands shall be deemed to be in good standing if they:
● Have a good attendance record within the strike policy set out in 2.10.
● Have maintained or attained the behavioural expectations and performance abilities as set by section heads at the beginning of the year.
● Not be on probation as outlined in 2.10.0.
● Have paid their bands fees as outlined in 2.06.0.
● Have read and agreed to abide by the Queen’s Band’s Constitution, the AMS Constitution, and AMS Clubs Policy and have signed a form agreeing to same.
2.08.0
Membership in the Bands is a privilege and may be terminated by the Executive’s vote.
Membership can be terminated on the basis of:
● Striking out as outlined in section 2.10.0
● Improper behaviour as outlined in 2.10.6
● Violating the Constitution of the Queen’s Bands, the Clubs Policy of the Alma Mater Society, or the Constitution of the Alma Mater Society
● Not following the Code of Conduct as outlined in 2.09.0
● Failing to abide by the 3rd tenet of the AMS mandate as outlined in Appendix B
● Other conduct prejudicial to the good conduct and order of Queen’s Bands
2.09.0
Code of Conduct
All Bands members are expected to follow this Code of Conduct, failure to do so may result in the termination of membership as per section 2.11.0.
● No member of the Bands shall be visibly under the influence of alcohol or other controlled substances while in uniform and/or formally representing the Bands.
● No member of the Bands shall handle alcohol or other controlled substances while in uniform and/or formally representing the Bands, unless given express permission by the Executive.
● Each member is expected to act accordingly while in uniform, or while at official functions as outlined in section 2.10.1.
● Each member of the Bands, as a member of the University community, is expected to adhere to the University Code of Conduct. A potential violation of the University Code of Conduct may result in an investigation by the Student Conduct Office or the Judicial Affairs Office.
● All members of the bands will actively promote a welcoming environment no matter creed, religion, race, ethnicity, gender, sexual orientation, socioeconomic status, ability, or experience.
2.10.0
Strikes
The Queens Bands strike policy will be divided into 4 distinct groups; these are to be Uniform, Practice/Meeting, Performance, and Behavioural. Each of these groups will contain strikes to be handed out on the following conditions with the exception of behaviour strikes:
2.10.1
Uniform Strikes
These strikes are to be distributed to members of Bands if they do not meet the requirements of dress and deportment expected by the organization. At the Executive’s discretion, a uniform strike will given if, while in uniform, a member: spits, swears, chews gum, smokes, removes or adds pieces to the uniform without permission, is visibly inebriated, consumes or handles alcohol or any other controlled substance, uses their cell phone, wears their uniform to non-sanctioned events and/or disrespects the uniform.
2.10.1.1
Cameras, cell phones and other digital devices are not permitted while on parade/in formation, with the exception of Alumni and External Relations and section heads, or otherwise at the Quartermasters’ discretion.
2.10.1.2
A strike will be distributed at the discretion of the Quartermaster(s) if a uniform piece requires replacement (e.g., an item is lost, an item is severely damaged, etc.).
2.10.1.3
Uniform strikes must be documented and reported to the struck member within 48 hours of when the offence was witnessed or an Executive member became aware of said offence with definitive proof.
2.10.2
Performance Strikes
These strikes are to be distributed to members of Bands if they do not attend a mandatory Bands event. At the discretion of the relevant section head(s), this strike may be excused.
2.10.2.1
A mandatory event is defined as either an event that Bands members have been given at least two weeks notice of or an optional event that a member has committed to. An event can be declared optional at the discretion of the Operations Manager.
2.10.3
Practice/Meeting Strikes
These strikes are to be distributed to members of Bands by relevant Executive members (e.g., relevant section heads for sectional practices and marching practices, Operations Manager for executive meetings, etc.) if the member fails to attend a required practice or meeting. The relevant Executive member may excuse a practice/meeting strike at their discretion. Any discrepancies which arise about attendance should be referred to the Equity Officer(s). Executive members are not exempt from attendance policies.
2.10.3.1
A required practice or meeting is defined as either a practice or meeting that Bands members have been given at least two weeks notice of or an optional practice or meeting that a member has committed to. A practice or meeting can be declared optional at the discretion of the relevant Executive member.
2.10.3.2
Attendance taking is the direct responsibility of each section head(s) or their chosen representative. Within Executive meetings, the Operations Manager or their chosen representative is responsible for taking attendance. Once attendance is taken, the relevant Executive member is responsible for updating the master attendance record.
2.10.3.2.1
If the relevant Executive member does not update the master attendance record within a week of the mandatory practice/meeting or mandatory event, they will be distributed a practice/meeting strike by the Equity Officer(s).
2.10.3.2.2
In instances where the relevant Executive members have failed to update the master attendance record within a week of the mandatory practice/meeting or mandatory event, the member who missed said mandatory practice/meeting or mandatory event shall not be struck.
2.10.4
Strike Distribution
Every member of the Queen’s Bands shall be permitted to receive 3 performance, 3 uniform, and 3 meeting strikes for each semester. A fourth strike obtained in one of the strike sections will result in a strikeout meeting, wherein the Bands member will be brought before an Executive assembly consisting of the Operations Manager, the Finance Manager, the Equity Officers, and the member’s respective section head(s) to discuss their future with the organization. The aforementioned assembly will discuss the members’ position in bands as outlined in 2.11.0. The Equity Officer(s) will be responsible for maintaining a Master Attendance and, should a member strike out, shall be responsible for notifying the member and their section head and directing them to organize a strikeout meeting. Strike sections as outlined in 2.10.1 – 2.10.3 are unaffiliated and cannot be combined across categories in order to bring a member before the Executive.
2.10.5
Exceptions
There will be an additional performance strike allowed for every member of the Bands in good standing at the discretion of the Executive (e.g., the Gaels Football team makes it to the playoffs and Bands attends the game).
2.10.6
Behavioural Strikes
All members are expected to behave according to the Code of Conduct (Section 2.09.0) at all times, in and out of uniform.
2.10.6.1
After every behaviour strike is given, the Executive member who gave the strike must notify the struck member, their section heads, the Equity Officers, and the Operations and Finance Managers as soon as they are able. Jointly, they will decide whether or not to call an emergency Executive meeting or a private meeting with the member of concern. In the case of a private meeting, the aforementioned Executive members must be present. During either possible meeting, the member will be given a chance to explain their conduct, and it is up to the discretion of the Executive whether to: deem the strike unnecessary, give a warning, place the member on probation, or hold a meeting according to the termination procedure outlined in 2.11.
2.10.6.2
Should the member of concern receive further behavioural strikes, the Executive will proceed with the procedure outlined in section 2.10.6.1 with the change that the decision shall be between placing the member on probation or the termination of their membership. Should the Executive decide to place the member on probation, the member will be informed that they are being placed on probation and all members of the Executive shall monitor the member for future behavioural infractions.
2.10.6.3
No behaviour strike may be given on any basis that includes an alleged incident involving discrimination, sexual harassment, or sexual assault. Any such matter must be referred to the Student Conduct Office, HREO,and/or SVPR.
2.11.0
Termination of Membership
Removal under 2.08.0 and 2.10 shall follow the procedure set out in this section. Before a meeting at which a vote for removal is taken, the member in question is entitled to a minimum of 7 days notice of the meeting and has the right to make a submission to the Executive prior to their vote. Once all submissions have been heard, the Executive may terminate membership by a 2/3rds majority vote.
2.11.1
Termination Votes
When votes for the termination of membership occur, the voting procedure is modified from the voting power outlined in sections 3.01.1 – 3.01.13. To ensure that members of the Executive who would typically share a vote with a partner (e.g. 2 Brass Directors sharing a single vote, 2 Social Coordinators sharing a single vote, etc.) are allowed to vote uninhibited by the vote of the other partner, every member of the Executive, regardless of vote sharing outlined in sections 3.01.1 – 3.01.13.
To ensure that members of the Executive who would typically share a vote with a partner (e.g. 2 Brass Directors sharing a single vote, 2 Social Coordinators sharing a single vote, etc.) are allowed to vote uninhibited by the vote of the other partner, every member of the Executive, regardless of vote sharing outlined in sections 3.01.1 – 3.01.13, are entitled to one vote (i.e. each of 2 Brass Directors is entitled to 1 vote) with the exception of the chair of the meeting who must reserve their vote to break a tie (see section 3.02.1). If the subject of the termination vote is an Executive member themselves, they shall not be entitled to a vote.
2.12.0
Leave of Absence – Medical, Personal, or Exchange
Each member is entitled to apply for leave of absence(s) which will in no way affect their standing in the Band. A leave of absence is valid for one semester during which a member shall not attend practices or performances unless they receive permission from their section head(s). The leave may be reapplied for at the end of a semester. A leave of absence can only be attained if a member is:
● Going on an exchange
● Needed for medical/health reasons
● Needed for personal reasons
● Needed for academic reasons
In all cases, some sort of explanation to the section heads is needed, while not infringing on the member’s privacy, especially in the second and third cases. In all cases, reasonable time must be given to the section heads. To receive a leave of absence the leave of absence form must be filled out then must be approved by the member’s section head(s) and the Operations and Finance Managers. The member going on a Leave of Absence must also return their uniform and any equipment belonging to Bands before receiving approval.
Part III: The Bands’ Executive
3.01.0
The Executive of Queen’s Bands shall be an elected body. Positions are to include the following:
3.01.1 and 3.01.2 Operations Manager and Finance Manager (2 members, 1 vote for the Finance Manager only). The Operations Manager shall receive a vote only to break a tie when chairing a meeting as per section 3.02.1.
3.01.3 Drum Major (1 member, 1 vote).
3.01.4 Marching Directors (2 members, 1 vote).
3.01.5 Quartermasters of Equipment and Uniforms (up to 2 members, 1 vote).
3.01.6 and 3.01.7 Alumni and External Relations Directors and Fundraising Coordinator (2 members, 1 vote).
3.01.8 Social Coordinators (2 members, 1 vote).
3.01.9 Equity Officers (up to 2 members, 1 vote).
3.01.10 Brass Directors (up to 2 members, 1 vote).
3.01.11 Pipe Major and Pipe Sergeant (up to 2 members, 1 vote).
3.01.12 Drum Sergeant (1 member, 1 vote).
3.01.13 Head Highland Dancers (up to 2 members, 1 vote).
3.01.14 Head Cheerleaders (up to 2 members, 1 vote).
3.01.15 Head Colourguard (up to 2 members, 1 vote).
3.02.0:
Responsibilities of Executive Members
The following elaboration of Executive members’ responsibilities is in no way exhaustive. Some of the prescribed duties will overlap at times, but this general guide should be followed when and where possible.
3.02.1
The Manager of Operations shall be responsible for the day-to-day functioning of the organization with respect to communications and consultation with the Alma Mater Society, the University Administration and the Bands members themselves. This Administrative role encompasses:
● Chairing all meetings of the Bands Executive, the Manager of Operations is to act as Chairperson, and in this capacity should:
● Oversee the operations of the Queen’s Bands
● Ensure an agenda has been created and has been available at least 24 hours prior to each general executive meeting
● Ensure that all items on the agenda have been covered with ample time for debate and voting, making sure that the meeting minutes have been recorded, and that those meeting minutes are made available to all members of the Bands at least 48 hours before the next general executive meeting.
● In Executive meetings, the Operations Manager is not to vote unless breaking a tie.
● Be responsible for coordinating responsibility among the Executive for major trips and general operations.
● Ensure that the Alumni Association, the University, and the Alma Mater Society are kept informed about the Bands’ activities. This includes ensuring that any events are sanctioned and funded appropriately.
● Provide for public relations with respect to inquiries about the Bands’ activities, directly or indirectly.
● Maintain and update the Queen’s Bands website alongside the alumni relations coordinator
● Establish and chair a promotional committee during a referendum and or other times of need alongside the fundraising coordinator.
● Be responsible for providing members with an event agenda with two weeks’ notice for every Bands event, and providing all bands members with a list of tentative events for each semester.
● Organize transportation and accommodation for all events as required.
● Be present for probationary meetings regarding the behaviour of a Bands member.
● Be responsible for keeping a backup of each year’s transition manuals.
● Be responsible for organizing the general information session at the beginning of the school year.
● Ensure that all members of the Bands are properly informed of the Bands constitution, the AMS Clubs Policy, the AMS Constitution, and the Student Code of Conduct.
● Attend AMS Clubs’ Caucuses or shall appoint a consenting member of the Executive to go in their stead.
● Create a pathway for feedback on Equity Officer(s)
3.02.2
The Manager of Finances shall be responsible for all internal and external financial matters affecting Queen’s Bands including:
● Drawing up a budgetary forecast for the Bands’ fiscal year (May 1st to April 30th) after consultation with the Executive team.
● Arranging for the orderly processing of all invoices and bills through the appropriate channels.
● Record all transactions as they occur and update the budget accordingly.
● Audit the Bands’ financial accounts on a monthly basis to ensure accuracy in transaction records.
● Establishing a reasonable annual membership fee to be paid by each member of the Bands that will be approved by vote by the Executive before fall term classes begin (see section 2.06.0).
● Communicating to General Bands members how Bands Fees are being used.
● Establishing a reasonable deposit to be paid by each Bands member for their uniform (in consultation with the Quartermasters of Equipment and Uniforms and approved by the Bands Executive) and arranging for the collection of that deposit and the return of that
deposit upon the permanent departure of the member from the Bands and the return of the uniform (see section 3.02.5).
● Updating the Bands Executive at every Executive meeting about the current state of the Bands finances.
● Preparing a year-end budget and updating all the financial information for use by the incoming Finance Manager.
● Establishing a general Bands bursary program and communicating said program with the general Bands members at the start of the fall semester while maintaining the privacy and anonymity of program applicants.
3.02.3
The Drum Major shall be in sole charge of the Bands during performance and in formation at all times.
● Any orders of information to be relayed to the Bands on event days should be relayed by the Drum Major or through the relevant section heads.
● Shall lead the Queen’s Bands while on parade and shall communicate with section heads as necessary.
● In consultation with the Marching Directors, and the section heads, the Drum Major will assist in devising performances.
● The Drum Major will aid the Marching Directors in the planning and operations of marching practices.
● The Drum Major will be responsible for contacting the Athletic Director at the university concerned to inquire about time arrangements and field placement at the football game; furthermore the Drum Major will be responsible for booking all home game police escorts.
● If the Drum Major is absent for an event, they are expected to find a suitable replacement to act as them for the duration of the event.
3.02.4
The Marching Directors shall be jointly responsible with the Drum Major, and all section heads, for the performance of Queen’s Bands when marching.
● They are responsible for devising parade routines for events or performances and working with the Drum Major and section heads to rehearse said routines at marching practices.
● The Marching Directors will also help the Drum Major to ensure that the Bands marching ability meets the expected standards on all parades.
● The Marching Directors shall also be responsible for ensuring space is available for marching practices and that they are appropriately sanctioned.
● The Marching Directors must give two weeks notice for mandatory (strike-able) marching practices.
3.02.5
The Quartermasters shall operate as a team, and shall be responsible for all equipment and uniforms owned by the Bands and the management of the vault.
● An inventory of equipment, instruments and uniforms shall be made as soon as possible after the Quartermasters assume office, being no later than the end of August.
● The Quartermasters will arrange for the cleaning of uniforms over the summer or when least detrimental to the Bands ongoing operations.
● Quartermasters are responsible for acquiring all new uniform parts, including T-shirts and skating tights.
● The Quartermasters shall ensure that all Bands members have been instructed in the proper way to care for and wear the uniform.
● The Quartermasters or their appropriate appointed representative must also open the vault at least one half hour before any event or game, and ensure the vault is locked after all Bands members have obtained their equipment therein.
● The Quartermasters shall be responsible for the cleanliness of the Bands Vault. This means personal items left in the vault without the Quartermasters’ permission shall be dealt with at the Quartermasters’ discretion.
● Both Quartermasters are responsible for issuing the required materials at the beginning of the Bands season. Nothing should be issued without a deposit being paid by the recipient, the amount of which shall have been determined by the Finance Manager and
approved by the Bands Executive (see section 3.02.2).
● The Quartermasters must also ensure that a form is signed by each Bands member upon distribution of the uniform whereby if the complete uniform is not returned, this deposit will be forfeited.
● Sole responsibility for the safe return of all goods issued lies with the Quartermasters.
● The Quartermasters shall be responsible for compiling an electronic list of the members’ names, addresses, telephone numbers and electronic mail addresses to be distributed to Executive within a week of Queen’s Bands auditions.
3.02.6
The Alumni Relations Directors will be responsible for all Alumni functions throughout the year as well as overseeing the publicity, marketing, and communications of The Queen’s Bands. External marketing includes but is not limited to the Brand profile and public image of the organization, Social Media Presence, Press Releases, Website content, and community projects.
●The Alumni Relations Director shall also support the marketing and branding efforts of internal clubs and initiatives at the request of their current leadership.
● Three editions of the newspaper will be released annually.
● The Alumni Relations Directors will advertise and lead the recruitment process during Orientation Week, with the assistance of the Operations Manager, Fundraising Director and Social Coordinator.
3.02.7
The Fundraising Director will be in charge of initiating and overseeing all fundraising projects, including those relating to Alumni.
● Furthermore, the Fundraising Director will be responsible for the ordering, maintenance, sale, and inventory of all Bands-related merchandise. The Fundraising Director will also be responsible for the Queen’s Bands jackets order.
● All internal and external fundraising projects will fall under the jurisdiction of the Fundraising Director.
3.02.7.1
In addition to fundraising for Queen’s Bands, the Fundraising Director will be responsible for fundraising projects undertaken on behalf of Queen’s Bands. In the event that the Executive decides to create a fundraising committee, the Fundraising Director and Alumni Relations Director will become the heads of that committee for its duration.
3.02.8
The Social Coordinators shall work to plan and execute the following:
● Team bonding events for the bands.
● Organize two banquets and extend invitations to all members of Queen’s Bands to attend. One banquet will be semi-formal and held in the fall semester, and the other will be formal and held in the winter semester. Both banquets will be appropriately sanctioned. The Coordinators will be responsible for ensuring each event runs smoothly and in accordance with university regulations, as well as ensuring that all necessary merchandise and paraphernalia is ordered and received in time for the event.
● Social Coordinators will be responsible for organizing mugs and mug speeches to be given at Formal.
3.02.9
The Equity Officers will work to promote an inclusive and welcoming environment within Bands.
They will:
● Act as a support network for those who have relevant concerns about their time in Bands.
● Mediate concerns brought forth by members of Bands.
● Act as the liaison between Bands and external support resources within the Queen’s community.
● Create, send out, monitor, and compile Executive evaluations once a semester with the exception that their own evaluation will be created, sent out, monitored, and compiled by the Operations and Finance Managers.
● Set up mid-year reflections with each Executive member before winter reading week. Within these meetings, they will reflect on and review the Executive member’s performance. The Operations and Finance managers will run the reflection with the Equity Officers.
● Organize training modules for the Executive members to complete.
● Evaluate the equity and accessibility of all Bands organized socials, events, audition procedures, and election procedures, and flag them for review as necessary.
● The Equity Officer(s) shall also be the Executive Member in charge of managing strikes.
● The Equity Officer(s) will be responsible for maintaining a Master Attendance and, should a member strike out, shall be responsible for notifying the member and their section head and directing them to organize a strikeout meeting.
● Host a mandatory equity presentation at the beginning of the year for all band members.
○ The equity presentation must outline and clarify the procedure for incidents involving alleged discrimination, sexual harassment, or sexual assault including reporting procedures and support resources.
3.02.10
The Brass Directors shall be responsible for the musical selection and performance of the Brass Band section.
● The Brass Directors shall choose members of the Brass section based on auditions for the section.
● Be responsible for managing and maintaining brass band instruments and sheet music.
● The Brass Directors will work jointly with the Drum Major, Marching Directors, and other section heads in planning Bands performances.
● The Brass Directors shall also be responsible for ensuring a room is available for music practices.
● The Brass Directors are responsible for the maintenance of the Brass Band percussion instruments.
● Close co-operation and consultation with the Head Cheerleaders and Head Colour Guard is essential at all times.
3.02.11
The Pipe Major and Pipe Sergeant shall be responsible for the Pipe section of the Bands. This responsibility entails:
● Choosing the members of the Pipe section based on the results of auditions for each position.
● Choosing the music that will be played and ensuring that the pipers have practiced the chosen tunes.
● The Pipe Sergeant will act as Pipe Major in the Pipe Major’s absence.
● The Pipe Major will also be responsible for supplying the best available piper to dispatch to various events/occasions where such a piper is requested by the University community.
● The Pipe Major will work jointly with the Drum Major, Marching Directors and other section heads in planning Bands performances.
● Close co-operation and consultation with the Head Highland Dancers and Drum Sergeant is essential at all times.
3.02.11.1
In an effort to maintain the long-term effectiveness of the Queen’s Bands equipment, under no circumstances are bagpipe chanters owned by the Queen’s Bands to be bored, drilled, shaved, or otherwise materially altered unless done by a qualified professional.
3.02.12
The Drum Sergeant shall be responsible for the Drum Corps section of the Bands including the snare drummers, tenor drummers, and bass drummers. This responsibility entails collaborating with the lead tip of the snare section.
● The Drum Sergeant will also be responsible for the organization of percussion practices and overseeing the instruction of the drummers on proper technique and drill. This responsibility entails teaching the music that the Pipe Major has chosen and organizing rehearsals with the Pipe Band.
● The Drum Sergeant shall ensure that all the Pipe Band percussion equipment is functioning properly, have an inventory, and make any repairs that are necessary in consultation with the Finance Manager (see section 3.02.2).
● The Drum Sergeant shall choose members of the percussion section based on auditions for each position.
● Close co-operation and consultation with the Pipe Major and Head Highland Dancers is essential at all times.
3.02.13
The Head Highland Dancers will choose, train, choreograph, and lead a Highland Dance section and be responsible for their performance.
● The Head Highland Dancers may be called upon to dispatch dancers to various events/occasions as requested.
● Close co-operation and consultation with the Pipe Major and Drum Sergeant is essential at all times and with other section heads as necessary.
● The Head Highland Dancers will share responsibility with the Head Cheerleaders for the Queen’s Bands parade banner, both on and off parade.
● The Head Highland Dancers shall be responsible for selecting the dance to be performed during events and parades.
● The Head Highland Dancers are responsible for organizing their section’s practises and rehearsal space.
3.02.14
The Head Cheerleaders will be responsible for recruiting, selecting and training a Cheerleading Team. They will also be responsible for the cheerleading at any event that the Bands are attending.
● They are responsible for collaborating with other section heads for bands performances.
● The Head Cheerleaders will share responsibility with the Head Highland Dancers for the Queen’s Bands parade banner, both on and off parade.
● The Head Cheerleaders shall be responsible for selecting the dance to be performed during events and parades.
● The Head Cheerleaders are responsible for organizing their section’s practices and rehearsal space.
● The Head Cheerleaders must meet with the AMS in the Fall to reaffirm the MOU governing cheer routines.
● Close co-operation and consultation with the Brass Directors and Head Colourguard is essential at all times.
3.02.15
The Head Colourguard shall be responsible for the selection of the Colourguard.
● They will also be responsible for proper flag etiquette and to ensure that the Colourguard is aware of proper flag etiquette.
● The Head Colourguard shall also be responsible for communicating with the Drum Major before every performance and to ensure awareness of the details of the performance.
● They will also coordinate the Colourguard section in response to these details, making sure that the Colourguard is aware as to where they are going prior to step-off.
● The Head Colourguard shall also be responsible for making sure all flags and accessories are accounted for.
● They are responsible for collaborating with the Brass Directors and other section heads for Bands performances.
● Close co-operation and consultation with the Brass Directors and Head Cheerleaders
● Finally, the Head Colourguard is responsible for auditioning and selecting a mascot for the Bands. The mascot may march as a Colourguard under reasonable risk of damage to the equipment or to the health and safety of the performer at the Head Colourguard’s discretion.
3.03.0
The Special Projects Committee shall be chaired by any member of the Bands Executive who has been elected by a majority of the executive members present at the first meeting of the committee. The purpose of this committee is to plan and/or carry out any special project or undertaking the Bands Executive has decided to embark upon. The chairperson of the Special Projects Committee will relay the adopted policy of the Bands Executive to that committee as
well as report the activities of the committee to the Executive.
3.04.0
In the event that any Executive member or section head resigns, is removed from the band via striking out, is impeached, or is otherwise removed from office during their term, a substitute member shall be elected via an emergency election by of a simple majority vote by
the Executive.
3.04.0.1
All members elected to a position via emergency elections are subject to a simple majority vote of confidence by the general members of the band present at the next sectional practice in the case of sectional elections, or at the next marching practice in the case of
non-sectional Executive members. In the event that the next marching practice is not occurring in the next two weeks, a vote of confidence shall be made available to all Bands members in a different form.
3.04.1
Impeachment
An executive member may be impeached and removed from office if suggested that they are not fulfilling the responsibilities of their position and/or not conducting themselves in a manner suitable for the Executive and the Bands behavioural policy. Any Band member(s) may bring concerns about Executive member(s) to another member of the executive in whichever way they see fit, that is deemed acceptable. Members of the Executive who are contacted are responsible for flooring the concerns of the anonymous member with the rest of the Executive at a general or emergency Executive meeting with due haste. Documentation of the concerns must be maintained for the purposes of further investigation. Before a meeting regarding the possible impeachment of a member of the Executive, the member in question is entitled to minimum 7 days notice of the meeting, has the right to know what they are being accused of, and has the right to make a submission to the Executive prior to the meeting. The indicted member will be given the opportunity to explain their actions before the Executive where the Executive will decide if there are proper grounds for dismissal.
3.04.2
In extreme cases of misconduct which fall beyond the purview of enforcement within the Queen’s Bands (violating university rules, breaking the law, etc.), the member will be immediately reported to the relevant authority, and all members of the Executive shall cooperate with investigations. A vote will not be held to suspend the member.
3.04.3
An Executive member will only be impeached and removed from their position by a two thirds majority vote of the Executive. The indicted member shall not be given a vote. The indicted member will be given the opportunity to appear at the Executive meeting at which the vote takes place, unless they have been found guilty of wrongdoing by relevant authorities.
3.04.4
No member may be impeached on any basis that includes an alleged incident involving discrimination, sexual harassment, or sexual assault. Any such matter must be referred to the Student Conduct Office, HREO, and/ or SVPRS.
3.05.0
For all Executive meetings, except where otherwise noted, quorum shall consist of at least 50 percent of the voting members of the Executive.
3.06.0
All members of the Executive exercising powers of discretion under this constitution shall do so with fairness and reasonable judgement.
3.07.0
All Executive members who are leaving their positions must prepare and submit a transition manual to the Operations Manager. Upon the Operations Manager’s approval of the manual, the outgoing Executive member must ensure that the manual is provided to their successor and that a transition meeting occurs between the outgoing and incoming Executive member wherein duties and responsibilities will be explained and the official transition of power will occur. This meeting must occur before the last Executive meeting of the year.
Part IV: Executive Elections
4.01.0
All members of the Queen’s Bands in good standing shall be entitled to vote in the Executive elections.
4.01.1
The non-sectional Executive elections will take place annually in March prior to the Final Banquet.
4.01.2
Executive members must be present for the whole of the school term, if they are not able to; their membership on the Executive is forfeited.
4.01.3
Nominations will be open to any Bands member in good standing who is expected to be present for the next full academic year. If a member is not in good standing, then they may approach the Executive and request permission to receive candidacy (see section 2.07.0). A nomination will be considered valid if it contains the signature of: the nominee, mandatory current Executive members, five other Bands members, and has been submitted to the Chief Returning Officer (CRO) in charge of the elections (see section 4.02.0). Nominations for the position of Equity Officers have additional requirements as outlined in section 4.01.4. Nominations must open at least one week prior to the election smoker and close before the start of the election smoker.
4.01.4
Members seeking nominations for the position of Equity Officer shall, in addition to the requirements outlined in section 4.01.3, be required to provide certificates confirming that they have successfully completed the “Introduction to Equity, Diversity, and Inclusion” and “It Takes All of Us” training provided by Queen’s University.
4.02.0
The election process shall be coordinated by the Chief Returning Officer (CRO) who shall be a graduating member of the Executive or a member of the Executive who is otherwise not returning to Queen’s Bands. Failing this, the Operations or Finance Manager (if they are not running), or a graduating Queen’s University and Queen’s Bands student shall act as CRO.
4.02.1
The election Smoker shall be held one week before the election date unless in the case of extenuating circumstances. At the election smoker, candidates are announced and are allowed to begin their election campaigning. Campaigning may not occur before the election smoker and, even following the smoker, campaigning may not occur at official Bands events or practises.
4.03.0
The elections shall proceed as follows:
4.03.1
The candidates/teams will be introduced individually, in an order deemed appropriate by the CRO.
4.03.2
Each candidate (or team) shall be allotted a predetermined time to speak in the meeting at the discretion of the CRO.
4.03.3.0
Each section of the Bands shall have an election for their respective section heads:
● The Brass Directors to be elected only be members of the Brass Band;
● The Pipe Major and Pipe Sergeant to be elected only by members of the Pipe section;
● The Head Highland Dancers to be elected only by the Highland Dancers;
● The Head Cheerleaders to be elected only by the Cheerleaders;
● The Drum Sergeant to be elected only by members of the Drum Corps; and
● The Head Colourguard to be elected only by the members of the Colourguard
4.03.3.1
Section Head Elections
Each section may determine whether or not other sections are allowed to attend their elections as observers. Each section is entitled to choose whether to vote by secret ballot or open ballot. Each section is entitled to choose the timing of their elections, so long as the fall in the winter semester, occurs before the opening of non-sectional election nominations, and does not conflict with exams, class schedules, or Bands events.
An out-of-section Executive member must be present and sober to count the vote and to ensure reasonable fairness in proceedings. The out-of-section Executive will be approved by a simple majority vote of confidence by the Executive.
4.03.4
For non-sectional elections, voting shall be by secret ballot, with every Bands member from the current year allowed one vote for each of the following non-sectional Executive positions:
● Operations and Finance Managers;
● Marching Directors;
● Drum Major;
● Quartermasters of Equipment and Uniforms;
● Social Coordinators;
● Alumni Relations Directors and Fundraising Coordinator; and
● Equity Officers
4.03.5
This election procedure will be as follows:
4.03.6 Non-Sectional Executive Elections
For non-sectional executive positions, all members of the Bands are entitled to vote per position. In the case where a team is running for a position (i.e. a team of Quartermasters or the Operations and Finance Managers), the single vote shall count for the team. More than one vote for any position, from the same member, will spoil the ballot for that position.
4.03.7
All decisions regarding spoiled ballots or questionable election procedures rest with the CRO for non-sectional elections and the out-of-section Executive for section head elections.
4.03.8
In the event of a tie vote between mandatory candidates in a three or more-candidate race, the candidate receiving the least votes shall be dropped from the ballot and that particular election will be re-run. In the case of a tie in a field of only mandatory candidates or teams, the CRO in the case of non-sectional elections or the out-of-section Executive for sectional elections shall cast the deciding vote.
4.03.9
In the case of an election via secret ballot, the election figures shall not be made public at any time. Only the winners of each respective election will be announced.
4.03.10
In the event that an Executive position is not filled, either because there were no candidates running or that the candidates that were running failed a vote of confidence, the CRO and current Executive team will reach out to members to find prospective candidates for the vacant position(s). The current Executive team will appoint a candidate into such a vacant position with a simple majority vote. In the case of a section head being appointed in such a manner, their appointment will be subject to a vote of confidence by the current section. If no such candidates can be found to fill a position, that position’s responsibility will be shared among the rest of the Executive.
Part VI: The Constitution
5.01.0 Amendments to the Constitution
This amendment procedure was adopted with the understanding that the Queen’s Bands Constitution will remain up-to-date with each new Executive year. The Constitution will allow for the independence of Queen’s Bands from the Alma Mater Society and its governing bodies. The constitution of the Alma Mater Society shall take precedence over this constitution.
5.01.1
At any time, the Queen’s Bands Constitution may be amended by mandatory thirds majority vote of the Queen’s Bands Executive and may be amended only after thorough debate of the items which are concerned. This constitution shall be reviewed annually and any amendments shall be immediately presented to the Alma Mater Society for approval.
5.01.2
Complaints that the provisions of this constitution have been violated or appeals regarding decisions made by the Executive shall be dealt with by the current Queen’s Bands Executive. Further appeals may be taken to the Alma Mater Society Judicial Committee.
5.01.3
The Alma Mater Society Assembly constitutes the ultimate source of authority for the Queen’s Bands. Moreover, it can set up ad hoc committees with specific terms of reference to investigate financial matters.
5.02.0 Constitution Committee
The Executive shall, at least once every five years, establish a committee, chaired by an Executive member, tasked with reviewing and updating the Constitution. The committee shall be open to general members of the Bands to conduct a thorough review of the Constitution wherein general members of the Bands shall be allowed to make suggestions and propose amendments to the Constitution. Proposed amendments to the Constitution must be thoroughly reviewed by the Executive. Amendments proposed through the Constitution Committee may be approved and adopted in accordance with section 5.01.1.
Appendix A: Excerpts from the A.M.S. Constitution
Article III: Affiliation with the Alma Mater Society (AMS)
The constitution of the AMS shall take precedence over this constitution. In particular, the following sections of the AMS constitution shall be recognized: 7.01, and 7.02
Article IV: Membership
Full members of the club shall consist of only current Queen’s students whom have paid their full slate of AMS or SGPS fees. The club executive team must be made of 70% of undergraduate students. The club must contain 50% undergraduate students. All full members are liable to an annual membership fee prescribed by the Executive Committee at its first meeting each September and approved by the club as a whole. The Club Executives are responsible ensuring that all club members are current Queen’s students. The Club Executives are also responsible creating and maintaining a list of all club member with contact information that the AMS may call for at any time. Full AMS members have the right to vote at the meetings of the General Assembly, seek nomination and be elected to an AMS office.
Article IX: AMS Assembly
The AMS Assembly, as the highest legislative body representing students at Queen’s, constitutes the ultimate source of authority for the AMS. Moreover, it can set up ad hoc committees with specific terms of reference to investigate financial matters and report to its next meeting. AMS Assembly retains the authority alongside the AMS Vice-President of University Affairs and the AMS Alternate Judicial Committee to de-ratify any club that violates the mandate of the Alma Mater Society and/or the Queen’s Code of Conduct.
Article X: Funding
In accordance with section 7.02 of the AMS constitution, the AMS recognizes it is eligible to receive either or both student activity fees and Assembly grants. Eligibility for receiving Club Grants shall be restricted to those student organizations receiving funding from neither student activity fees nor Assembly Grants. Any funding received from the Society shall be spent for the purpose for which it was requested. They shall be eligible to fundraise and to receive donations. Fundraising efforts and donations in excess of $5,000 shall in all cases to be coordinated through the AMS President and Executive Director and the Queen’s University Office of Advancement business office.
Article XI: Amendments
The constitution shall be reviewed annually and any amendments shall be immediately presented to the AMS for approval, through the Commission of Internal Affairs.
Article XII: Volunteers & Participants
Club Volunteer means non-Queen’s students who assist in club affairs but do not host, manage, vote, or create club activities, events and policies. Clubs that have volunteers must have policies within their constitution to outline a volunteer’s relationship to the club. Club executives shall keep a detailed, up to date record of all club volunteers, including their name and relevant affiliation. Volunteers are part of the group on their own volition. Club Participant means students of Queen’s or non-Queen’s students who attend an event hosted by a club but have no other relationship with said club. Participant’s actions are their own and do not reflect the club. Participants are part of the group on their own volition.
Appendix B: Commitment to AMS Mandates Regarding I-EDIAA
All members of the Queen’s Bands must abide by the 3rd tenet of the AMS mandate which requires that students uphold the principles of Indigenization, Equity, Diversity, Inclusion, Anti-Racism, Accessibility (I-EDIAA) within the Queen’s community and on behalf of Queen’s undergraduate students.
Queen's Bands 