QUEEN’S BANDS CONSTITUTION
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
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 all Gaels football games, both home and away. The Bands are also responsible to provide 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 fulfillment 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. The right to own a crest 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.
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.
2.03.0 Membership of the Queen’s Bands shall be open to all members of the Alma Mater Society, Society of Graduate and Professional Students, and members of the Kingston community if deemed appropriate by the individual section head(s).
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, a performance component which presents the section-specific skill(s) such as performing a musical piece, and a written component. The final decision on who to admit to the organization rests with the Executive members responsible for the section in question. Late audition to the Bands if deemed necessary by the Band’s Executive is also permitted.
2.05.0 Members of the Bands must attend all practices and performances during the regular performance season, and must remain at the stadium for the duration of the football games, with the exception of extreme circumstances, at which point the Bands Executive will vote. Additionally, in the event that the John Orr dinner is on the same day as a football game and extra time is needed to get to Toronto.
2.06.0 Bands membership fees shall be paid by each member annually at the beginning of the fall term. The fee shall be established by the Manager of Finances (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 fee.
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 2.11.0.
- Have maintained or attained the performance abilities set by section heads at the beginning of the year.
- Not be on probation as outlined in 2.10.0
2.08.0 Membership in the Bands is a privilege and may be terminated by the Executive. 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 either the Queen’s Bands or the Alma Mater Society
- Not following the Code of Conduct as outlined in 2.09.0
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 2.11.0.
- No member of the Bands shall be visibly under the influence of alcohol or other controlled substances during a performance.
- As well, as ambassadors of the University, 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 also expected to adhere to the University Code of Conduct, with failure to do so resulting in the possibility of immediate dismissal.
- All members of the bands will actively promote a welcoming environment no matter creed, religion, race, gender or sexual orientation.
- Members of the Bands are only permitted to consume alcohol while in uniform at the Portsmouth Tavern following home football games, or when deemed appropriate by the Operations and Finance Managers.
The Queens Bands strike policy will be divided into 4 distinct groups; these are to be Uniform, Practice, Performance, and Behavioural. Each of these groups will contain 4 strikes to be handed out on the following conditions.
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. A uniform strike will given if a member: spits, swears, chews gum, smokes, removes or adds pieces to the uniform without permission, is visibly intoxicated in uniform, consumes alcohol in uniform, uses their cell phone, wears their uniform to non-sanctioned events and/or disrespects the uniform at the Quartermasters’ discretion.
18.104.22.168 Cameras, cell phones and other digital devices are not permitted while on parade/in formation, with the exception of External relations, or otherwise at the Quartermasters discretion. Cameras may be used while not in formation at football games for the use of photo taking.
2.10.2 Performance Strikes
These strikes are to be distributed to members of Bands if they are unable to attend a mandatory Bands event, providing that they have not given an acceptable excuse for their absence prior to the event.
2.10.3 Practice Strikes
These strikes are to be distributed to members of Bands if they fail to attend their required weekly practices, marching or sectional.
Attendance taking is the direct responsibility of each section head. Once attendance is taken, the Marching Directors should be notified, and they will add updates to the master attendance record. Any discrepancies which arise about attendance should be referred to the Marching Directors. Executive members are not exempt from attendance policies (see section 2.11.0). Cheerleaders are expected to attend Marching practice every three weeks on a schedule to be determined in consultation with the Marching directors at the start of each semester.
2.10.4 Strike Distribution
Strikes will be distributed by any member of the Executive Committee as they occur, these Executive members must inform the Bands member of their infraction as soon as possible. Every member of the Queen’s Bands shall be given a potential to obtain 3 performance, 3 uniform, and 3 practice strikes for each semester. A fourth strike obtained in one of the strike sections will result in the bands member being brought before an executive assembly, and given an opportunity to explain their reasoning and discuss their future with the organization. The Bands Executive will discuss the members’ position in bands as outlined in 1.11.0. Strike sections as outlined in 1.10.1 – 1.10.3 are unaffiliated and cannot be combined across categories in order to bring a member before executive.
There will be an additional performance strike allowed for every member of the Bands on the condition that the Queen’s University Gaels are admitted into the playoff season in football, or at the discretion of the executive. Any Bands member shall have the opportunity to negate the distribution of a single uniform strike, per semester, through working within the vault at the discretion of the Quartermasters.
Behavioural strikes, as outlined in 1.10.6, are the only type of strikes that can be combined across categories in order to bring a member before an executive assembly. This condition can only be met if the behavioural infraction, in conjunction with three other strikes from a single section, is serious enough—as judged by the executive—to warrant reconsideration of a member’s standing within the Bands.
2.10.6 Behavioural Strikes
All members are expected to behave properly at all times, in and out of uniform, according to the Code of Conduct.
- After every behaviour strike is given, the executive member who gave the strike must notify the struck member, their section heads and the Operations 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. 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 terminate their membership. If a meeting is deemed unnecessary and the strike is valid, a warning is given to the member of concern, recorded by the Marching Directors, and the infraction is discussed at the next executive meeting.
- Should the member of concern receive a second behavioural strike, the executive will decide whether the member shall be placed on probation or their membership terminated. The member will be told that they are being placed on probation within the Bands. All members of the executive will be responsible to monitor the member’s behaviour for future infractions. If one has not already taken place, a secondary meeting will occur between the Operations and Finance Managers, the member of concern and their section heads to thoroughly discourage further misconduct.
- Should a third infraction take place, the member will be brought before the Executive at the next executive meeting. The distinct possibility of their termination will follow.
If a member causes direct harm to another member of Bands, they will be immediately brought before the executive and their possibility of termination will follow.
2.11.0 Removal under 2.08.0, 2.10.0, and 2.10.6 shall follow the procedure set out in this section. For this section only, quorum shall not be less than two thirds of the voting members of the Executive. Before a meeting at which a vote for removal is taken, the member in question is entitled to 24 hours’ 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 majority vote.
2.12.0 Leave of Absence – Medical, Personal, or Exchange
Each member is entitled to a leave of absence which will in no way affect their standing in the Band. A leave of absence can only be attained if a member is:
- going on an exchange
- needed for medical/health reasons
- needed for serious personal reasons
In all cases, some sort of explanation to the executive and 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 sections head(s) and the Operations and Finance Managers.
Part III: The Bands’ Executive
3.01.0 The Executive of Queen’s Bands shall be an elected body of not more than twenty voting members. Positions are to include the following:
3.01.0 Manager of Operations and Manager of Finances. Potential candidates will have to run for these positions as co-managers. In cases of voting, one co-manager must be designated the meeting chair and will only vote in the case of a tie. The other co-manager will vote with the rest of the executive (see 3.02.1 and 3.02.2).
3.01.2 Marching Directors, two members, one shared vote.
3.01.3 Brass Band Music Directors (2 members, one vote).
3.01.4 Drum Major (one vote).
3.01.5 Pipe Major and Sergeant (2 members, one vote).
3.01.6 Head Highland Dancers (2 members, one vote).
3.01.7 Quartermasters of Equipment and Uniforms (2 voting members, one vote) to run as a team.
3.01.8 Social Coordinators (2 members, one vote). To run as a team.
3.01.9 Head Cheerleaders (2 members, one vote).
3.01.10 Alumni and External Relations Director and Fundraising Coordinator (2 members, one vote) To run together.
3.01.11 Drum Sergeant (one vote).
3.01.12 Head Colourguard (one 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.
The elected Operations and Finance Managers’ positions are not mutually exclusive; the responsibilities may be shared between the two. They may divide responsibilities as they see fit.
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 general meetings of the Bands at Executive, the Manager of Operations or one of the Co-Managers of Operations is to act as Chairperson, and in this capacity should see that:
○ An agenda has been created and has been available prior to each meeting
○ All items on the agenda have been covered with ample time for debate and voting, if necessary making sure that the minutes have been recorded by a secretary which has been chosen by the Bands Executive at the first meeting from among those present
○ Responsible for delegating responsibility among the Executive and membership for major trips
○ In the case of a tie vote on any issue before the Executive, the Manager of Operations will cast the deciding vote. Under no other circumstances is the Manager of Operations to vote in Executive meetings.
○ Oversee the operations of the Queen’s Bands executive
○ Ensuring that the Alumni Association, the University and the Alma Mater Society are kept informed about the Bands’ activities
○ Providing for public relations with respect to inquiries about the Bands activities, directly or indirectly
○ Co-ordinating the transition after the Executive elections, which is their responsibility if he/she is not running for office again (see section
○ Maintain and update the Queen’s Bands website
○ To establish and chair a promotional committee during a referendum and or other times of need.
- Responsible for providing members with an event agenda with two weeks’ notice for every Bands event, and provide all bands members with a list of tentative events for each semester.
- Organizing transportation and accommodation for all events as required
- Shall be present for probationary meetings regarding the behaviour of a Bands member
- Shall be responsible for keeping a backup of each year’s transition manuals
- Shall be responsible for organizing the general information session at the beginning of the school year
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 each Executive Member
- arranging for the orderly processing of all invoices and bills through the appropriate channels
- establishing a reasonable annual membership fee to be paid by each member of the Bands (see section 1.06.0)
- 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 return of the uniform (see section 3.02.8)
- updating the Bands Executive at every Executive meeting about the current state of the Bands finances
- preparing a year-end budget updating all the financial information for use by the incoming Manager of Finances, who should be thoroughly briefed on the responsibilities of the position
- Chairing a public meeting with the Manager of Operations and the Drum Major at year’s end to discuss, explain, and justify the spending and revenues of the year under public scrutiny. This meeting will be held during the first week of April after the end of the Bands season.
3.02.3 The Marching Directors shall be jointly responsible with the Drum Major, the Pipe Major and Sergeant, as well as the Brass Band Music Directors for the performance of Queen’s Bands on the field. A performance will be devised by the Marching Directors, the Drum Major and the section heads: all will be responsible for ensuring that the Bands are ready to perform. 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 the Executive Member in charge of managing strikes. The Marching Directors shall also be responsible for ensuring space is available for marching practices.
3.02.4 The Brass Band Music Directors shall be responsible for the musical selection and performance of the Brass Band section. The Brass Band Music Directors shall choose the members of the Brass Band based on the results of auditions for each position. Co-ordination between the musical requirements of the Brass and Pipe Bands will be jointly shared with the Pipe Major; however, any music, instruments, etc. required, must be brought to the attention of the Quartermasters of Equipment and Uniforms. The Brass Band Music Directors will work jointly with the Drum Major, Marching Directors, and other section heads in planning Bands performances. The Brass Band Music 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.
3.02.5 The Drum Major shall be in sole charge of the Bands during performances and while in formation. Any orders or information to be relayed to the Bands directly before or during a performance should be relayed at the discretion of the Drum Major. In consultation with the Marching Directors and the section heads, the Drum Major will devise the field show. Additionally, the Drum Major will aid the Marching Directors in the planning and operations of marching practices.
The Drum Major will be given access to the bands’ financial accounts for the purposes of observation, but will not be given an executive card nor authority to spend money or make decisions regarding the management of the Bands’ funds. The drum major will accompany the Finance Manager and Operations Manager to all financial meetings and will oversee major financial decisions. At years end, the Drum Major will review the entire year of revenues and costs with reference to the initial budget of the organization, and will prepare questions to be answered by the Manager of Finances and Manager of Operations regarding spending, receiving, and budgetary discrepancies. The goal of these questions is to ensure that there has been no misuse of Bands’ funds, whether by incompetency or intentional misuse of for any Bandsmember’s personal benefit. The Drum Major will attend a public meeting chaired by the Manager of Finances (as detailed in 3.02.2) and will publicly scrutinize the bands’ spending. The Drum Major will be responsible for publishing minutes of this meeting and will be accompanied by the incoming Drum Major-elect to take notes throughout the meeting, or other enlisted bands member if they are not available. The meeting may be adjourned when and only when the Drum Major is satisfied with the answers given by the Manager of Operations and the Manager of Finances.
At the discretion of the Drum Major, misuse of bands funds will be taken up with the Commissioner of Clubs, with all Bands financial information, as well as the proceedings of the end-of-year meeting provided to the AMS.
In the week before each scheduled weekend football appearance by the Bands, 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. It is also the Drum Major’s responsibility to ensure, before the end of the winter term, that his/her incoming successor is trained in the duties and steps to be performed. Moreover, the Drum Major will be responsible for all Smokers held for Queen’s Bands, and will lead the Operations and Finance managers in coordinating elections.
3.02.6 The Pipe Major and Pipe Sergeant shall be responsible for the Pipe Band section of the Bands. This responsibility entails choosing the members of the Pipe Band based on the results of auditions for each position. This position also entails 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.
3.02.7 The Head Highland Dancers will choose, train, choreograph, and lead a Highland Dance section and be responsible for their performance. As with the Pipe Major, 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. The Head Highland Dancers are responsible for the Queen’s Bands parade banner, both on and off parade. The Head Dancers shall be responsible for selecting the dance to be performed during events and parades.
3.02.8 The Quartermasters of Equipment and Uniform shall operate as a team, and shall be responsible for all equipment and uniforms owned by the Bands. 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. From this inventory, a course of action shall be planned to repair or replace any equipment, instruments, or uniforms in need of such attention, and shall be devised in consultation with the Manager of Finances. As well, Quartermasters are responsible for acquiring all new uniform parts, including Queen’s Bands jackets, 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 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 Manager of Finances 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.
3.02.9 The Head Cheerleaders will be solely 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 the Brass Directors and other section heads for bands performances.
3.02.11 The Alumni and External 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 External Relations Director shall also support the marketing and branding efforts of the following clubs and initiatives at the request of their current leadership: The Queen’s Bagpipe Club, and The Queen’s Highland Dance Club.
Alumni functions include Homecoming Weekend, Alumni Newsletter, and the John Orr dinner. Three editions of the newspaper will be released annually; one in September, January, and April. The Alumni Relations Directors will meet with the Queen’s University Office of Advancement toward the end of the winter semester to prepare personalized thank-you notes for sponsors of Queen’s Bands.
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.
3.02.12 The Drum Sergeant shall be responsible for the Drum Corps section of the Bands including the snare drummers, tenor drummers, bass drummers. This responsibility entails choosing a 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 Manager of Finances (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 Colourguard shall be responsible for the selection of the Colourguard. He/she 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. He/she 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. 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.
3.02.14 The Fundraising Director will be in charge of initiating and overseeing all fundraising projects, including those relating to Alumni. The Director will join Alumni Relations, Operations and Finance, and the Drum Major at the John Orr Dinner and will be responsible for setting up a fundraising table outside the banquet hall. Furthermore, the Fundraising Director will be responsible for the ordering, maintenance, sale, and inventory of all Bands-related merchandise (i.e., mugs, flasks, etc.). All internal and external fundraising projects will fall under the jurisdiction of the Director.
In addition to fundraising for Queen’s Bands, the Fundraising Director will be responsible for fundraising projects undertaken on behalf of Queen’s Bands for charitable causes in the community. In the event that the Executive decides to create a fundraising committee, the Fundraising Director and External Relations Director will become the heads of that committee for its duration.
3.02.15 The Social coordinator shall work to plan team bonding events for the bands such as BEWICs, a Relay for Life Team, intramurals etc. The social will work in conjunction with the Fundraising Director to plan and execute fundraising related events. The External Relations Director will be responsible for organizing the annual Queen’s Bands photo.
The Social Coordinator will 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. The Coordinator will act as emcee for both events and 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.
3.03.2 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 resigns or is removed from office during his/her term, a substitute member shall be elected by a majority vote of the Executive. In the event that a section head resigns, strikes out or is impeached, a replacement head will be elected by a majority vote of the Executive on the voluntary consultation of the members of the section in question.
3.04.1 An executive member may be 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.
3.04.2 An Executive member will only be removed by a two thirds vote of the Executive.
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.
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. The membership of the Queen’s Bands shall be notified of the opening of nominations at least three weeks prior to the Bands election date.
4.01.1a 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.
4.01.2 Nominations will be open to any Bands member in good standing. If a member is not in good standing, then they may approach the executive and request permission to receive candidacy (see section 1.07.0). A nomination will be considered valid if it contains the signature of: the nominee, the outgoing executive member, and five other Bands members’, and has been accepted by the Executive Officer in charge of the elections (see section 4.02.0). Nominations close the day before the election smoker, before the election date.
4.02.0 The election process shall be coordinated by a graduating/non-returning member of the executive. Failing this, the Operations or Finance Manager (if they are not running), or a fourth year Queen’s University and Queen’s Bands student. Whoever runs the election shall have a graduating/non-returning member of the Queen’s Bands present to assist in verifying the votes and shall not vote except in the case of a tie (see section 4.03.6).
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 C.R.O. (Chief Returning Officer).
4.03.2 Each candidate (or team) shall be allotted a predetermined time to speak in the meeting at the discretion of the C.R.O.
4.03.3 Voting shall be by secret ballot, with every Bands member from the current year allowed one vote for the positions of the Manager of Operations/Manager of Finances team, the Drum Major, a team of Quartermasters, a team of Bands Alumni Relations Directors, Fundraising Coordinator, External Relations Director, and a team of Marching Directors.
4.03.4 Each section of the Bands shall also have an election for their respective leaders (i.e., the Brass
Band Music Directors by only Brass Band members; the Pipe Major by only Pipe Band members; the Head Highland Dancers by only the Highland Dancers, the Head Cheerleading Team by only the Cheerleaders; the Drum Sergeant by only the Drum Corps; and the Head Colourguard by only the Colourguard).
4.03.5 This election procedure necessitates a ballot as follows:
For non-sectional executive positions, all members of the Bands are entitled to vote. More than one vote for any position, from the same member, will spoil the ballot for that position. Each section is entitled to maintain their own elections, making them either open to all Bands, or their section only. Furthermore, each section is entitled to choose the timing of their elections, as long as they fall in the winter semester and do not conflict with Bands events, exam or class schedules. Hence, Bands must respect those sections who wish to close their elections from the rest of the organization; this is a right of their semi-autonomy within the organization. A non-sectional executive member must be present to count the vote. These elections must occur before general elections. Candidates running for Head Cheerleaders must be going into their third or fourth year of cheerleading, where possible.
4.03.5 All decisions regarding spoiled ballots or questionable election procedures rest with the Executive member in charge of the elections.
4.03.6 In the event of a tie vote between two candidates in a three or more candidate race, the candidate receiving the least votes shall be dropped from the ballot and that particular section’s election will be re-run. In the case of a tie in a field of only two candidates or teams, the Executive member in charge of the elections shall cast the deciding vote.
4.03.7 The election figures shall not be made public at any time. Only the winners of each respective race will be announced.
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 in charge. It 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 two thirds majority vote of the Queen’s Bands Executive in charge 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 shall be dealt with by the Queen’s Bands Executive in charge. Internal conflict within the Executive due to appeals from Executive decisions concerning the Constitution may only be taken to the Alma Mater Society Judicial Committee.
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 and report to its next meeting.
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 have 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 _ _ . 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 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.
- The 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: Committee of the Whole Procedures
Article I: Committee of the Whole
The Bands Executive may at any time form itself into a committee of the whole body. The purpose of this procedure is to allow less formal discussion of a complex or controversial issue which, nevertheless, requires some action to be taken.
A committee of the whole, under a chair other than the regular chair, is appointed by a motion “that the meeting be considered in the committee of the whole with (name of person) in the chair”. The committee’s proceedings are not entered into the Minutes of the Bands Executive.
A motion made in committee of the whole need not be seconded, and the rule limiting the number of times a member may speak shall be withheld except that no member may speak more than once to any question until every other member choosing to speak shall have spoken. Motions taken by the committee are not considered final decisions.
After the matter referred to the committee of the whole has been considered to the satisfaction of Bands Executive the committee of the whole is terminated by passing a motion “that the committee be closed”.