BY-LAWS OF THE
CITY OF WINCHESTER PIPES & DRUMS, INC.
Section I. Members. There shall be no members unless the Board of Directors so elects in which case the Articles of Incorporation shall be amended as so determined by the Board of Directors in accordance with Title 13.1, Chapter 10 of the Virginia Code.
Section 1. Number, Election and Terms. The Board of Directors shall be elected at the annual general meeting of the members or at any special meeting held in lieu thereof. The number of the directors shall be three (3). This number may be changed at any time by amendment of these by-laws. Directors shall hold office until removed or until the next annual meeting of the membership or until their successors are elected. A majority of the members shall constitute a quorum. Less than a quorum may adjourn the meeting to a fixed time and place, no further notice of any adjourned meeting being required.
Section 2. Removal and Vacancies. The directors at any meeting, by a majority vote, may remove any director for good and reasonable cause and fill the vacancy. Any vacancy arising among the directors may be filled by the remaining director or directors.
Section 3. Meeting and Notices. Meetings of the Board of Directors shall be held at times fixed by resolution of the Board, or upon the call of the President or the Secretary or upon the call of a majority of the members of the Board. Notice of any meeting not held at a time fixed by a resolution of the Board shall be given to each director at least 24 hours before the meeting at his residence or business address or by delivering such notice to him or by telephoning or telegraphing it to him at least 24 hours before the meeting. Any such notice shall contain the time and place of the meeting, but need not contain the purpose of any meeting. Meetings may be held without notice if all of the directors are present or those not present waive notice before or after the meeting.
Section 4. Action by Directors Without Meeting. Nothing herein contained shall be construed to prohibit the taking of action by the Board of Directors without a meeting, as provided in Virginia Code Section 13.1-685.
Section 1. Election, Removal and Duties. The members, promptly after the election of the Directors each year, shall elect a President, who shall be a director, and shall also elect a Secretary and Treasurer, and may elect or appoint other officers as it may deem proper. Any two or more offices may be held by the same person, except the offices of President and Secretary. All officers shall serve for a term of one year or until his or her respective successors are elected, but any officer may be removed summarily with or without cause at any time by vote of a majority of all of the members. Vacancies among the officers shall be filled by a quorum of the members. The officers of the corporation shall have such duties as generally pertain to their respective offices as well as such powers and duties as from time to time may be delegated to them by the Board of Directors. Additional provisions relating to officers, including additional band officers, are attached and incorporated herein by reference.
Section 1. Signatures. Checks, notes, drafts and other orders for the payment of money shall be signed by such persons as the Board of Directors from time to time may authorize. The signature of any such person may be a facsimile when authorized by the Board of Directors.
Section 1. Fiscal Year. The fiscal year of the corporation shall be determined by the Board of Directors.
Section 1. Advisory Board Members. The Board may select and appoint one or more persons to serve as an advisory board to the Board of Directors. The Advisory Board shall serve at the will and discretion of the Board of Directors and will have no voting authority.
Section 1. Additional Administrative Rules and Policies. The Board of Directors shall develop and maintain additional administrative rules and policies, to be adopted by two-thirds vote of the membership, and to be attached to and made a part of these by-laws.
Policy I. Statement of Purpose and Relationship with the City of Winchester. The City of Winchester Pipes & Drums is a musical organization committed to three primary purposes:
A. To preserve and to perpetuate Winchester’s Scottish heritage by serving as an official representative in parades and other civic functions both within the city and away.
B. To preserve and promote the traditional music of the Scottish highland pipes and drums.
C. To promote excellence of performance in piping and drumming, both in its appearance as a band and in the playing of individual members.
No officer or other member is to represent himself as an employee of the City. Members may accept reimbursement for expenses when directed to act as its official representative.
Since individual members volunteer their services to the City and are in no sense in its employ, they shall not be restrained in any way by the band’s relationship with the City from accepting other engagements, though in no such engagement shall they appear as in any sense official representatives of the City.
Policy II. Definitions.
A. Band member. Musicians certified to participate with the band in parades, and therefore entitled to one vote in all elections and referenda. Members are accepted by a majority vote of the band membership after recommendation by the Pipe Major.
B. Band Training Program. The procedure for systematically raising the level of musical proficiency of members and recruits who wish to become certified at the parade, concert or competition level.
C. Competition. Performance by the band before judges at highland games.
D. Concert. Performance of the band by itself; usually, but not necessarily at the halt.
E. Effective Repertoire. The complete collection of tunes and sets that each member of the band is expected to play from memory.
F. Intermediate Player. A member of the band who has reached the concert level of proficiency.
G. Novice Player. A member of the band who has reached the parade level of proficiency.
H. Parade. Performance of the band with other bands; usually, but not necessarily, on the march.
I. Recruit. A participant in the Band Training Program who is striving for the parade level of proficiency and therefore not yet certified as a band member.
J. Rehearsal. Regular band practice session devoted to preparation for a specific upcoming band performance.
Policy III. Powers and Duties of Band Personnel.
1. To select or compose drum settings appropriate to the tunes in each of the band’s three levels of performance.
1. To drill the band in conventional march steps and maneuvers.
2. To help plan programs and to instruct the band in the execution of performing routines.
3. To inspect performance areas and prepare the band for any obstacles to a smooth performance.
4. To inspect uniforms and general appearance of band members, having the prerogative to disqualify any member from a particular engagement who fails to present a smart appearance.
5. To take command of the band on the march, consulting with the Pipe Major about musical selections, and dismissing the band.
6. To maintain general order and decorum in the ranks.
7. To set and regulate the march pace and tempo.
1. To assist with the non-musical administration of the band.
1. To assist with the non-musical administration of the band.
1. To report to the secretary the procurement of supplies, uniforms and equipment.
1. To attend practice meetings regularly.
Policy IV. Band Training Program.
a) After six months in the program:
i. Ability to play a substantial majority of the band repertoire on the practice chanter with confidence.
ii. Ability to strike up and maintain constant pressure on the full pipes.
b) After one year in the program:
i. Ability to practice the parade sets with the full band with confidence.
Variations from this guideline may occur, at the discretion of the master class instructors and the Pipe Major.
Policy V. Band Repertoire.
A. Establishment and Review.
1. The band repertoire shall be established and reviewed for possible additions and/or deletions annually, following the final competition of the summer season.
2. Throughout the year, as proposed additions arise from band members, they shall be forwarded in writing with a copy of the music to the Pipe Major. On a date prior to the annual review of the repertoire, a list of proposed additions shall be read to the band, and proponents of any proposal shall be afforded the opportunity to share the proposal with the band via recording or live demonstration.
3. On the date of the repertoire review, proposed deletions shall be solicited from the band, and all candidates for addition or deletion shall be subjected to a majority vote. No vote on repertoire modification shall be taken without prior notice to all members of the band.
4. When repertoire modifications have been adopted by the band, the Pipe Major shall propose a reasonable schedule for effecting the modifications, and the band shall accept or reject the proposed schedule via majority vote.
5. A list of all tunes comprising the band repertoire shall be printed and distributed to all band members following each repertoire review. For purposes of such publication, additions and deletions shall become effective upon mastery by the band of the replacement tunes. Thus all members are responsible for proficiency in all tunes comprising the effective repertoire of the band.
B. Repertoire Classification
1. The effective repertoire shall consist of three classifications of tunes and sets:
a) Parade: Comprising all tunes and sets that will ever be called for play in any parade situation during the year.
b) Concert: Comprising all tunes and sets that will ever be called for play in any concert situation during the year. This classification may be further subdivided into a short concert program for all performances averaging twenty minutes or less in duration, and a long concert program including all concert tunes for performances averaging longer than twenty minutes. Thus a player may be certified as proficient for the short set without having mastered the entire concert repertoire.
2. No player will be permitted to participate with the band in any of the above three situations without first being certified for the specific classification by the master class instructors and the Pipe Major as provided in the Band Training Program.
Policy VI. General Organization and Regulations.
A. Band rehearsal shall be held at least once per week throughout the year, taking into account holidays and other unavoidable interruptions
B. A sixty minute business meeting shall be held quarterly at a time separate from normal practice time. The meeting may be extended for a specific amount of time by general agreement of the members present.
a) At each quarterly meeting the Secretary, or his/her representative, will make the following summary report:
i. A financial statement of receipts, disbursements, accounts receivable and payable.
ii. A review of projected band engagements.
iii. A review of individual assignments for the previous quarter.
b) The Executive Committee will report its actions since the previous business meeting.
2. Band Business
a) Proposals of band actions or policy may be moved from the floor and acted upon immediately with two exceptions:
i. If a motion runs counter to executive committee policy, it must be distributed to all members at least seven days before it is acted on.
ii. Motions to amend the by-laws of the band must be distributed to all members at least fourteen days before acted on and be approved by a two-thirds vote.
b) A quorum of one-half of the active band members will be required to conduct band business.
i. If a quorum is not achieved and there is business requiring band action, the meeting will be postponed until the following week and the Secretary will be responsible for contacting absent members.
ii. Business requiring immediate action will, lacking a quorum, be given to the Executive Committee.
c) The Secretary may appoint a member to record the following:
i. Attendance at business meetings.
ii. Actions reported by the Executive Committee.
iii. Formal actions taken by the band.
C. Election of band officers shall be held every year at the regular business meeting in October or whenever a vacancy exists. The maximum period for the election meeting shall be one hour, and can only be extended by the Chairman. The following will be elective officers:
1. Pipe Major
2. Drum Sergeant
5. Three At-Large Executive Committee Members
D. An Executive Committee shall assume the general leadership of the band.
1. Membership: The Executive Committee must have seven members, the four elected officers and three at-large members of the band.
2. Chairmanship: The Pipe Major shall serve as Chairman of the Executive Committee.
a) To establish general standards of musicianship, deportment, and military drill.
b) To set and monitor long-range goals for the improvement of the band.
c) To design programs for the achievement of these goals.
d) To approve major expenditures (routine purchases may be made by the Quartermaster and reported to the Secretary).
e) To establish standards of musicianship necessary for solo performance as band representatives.
f) To initiate disciplinary actions.
iv. Disciplinary actions may take the form of suspension or dismissal.
v. A band member may be temporarily suspended for conduct detrimental to the good name of the band.
vi. A band member may be dismissed for blatant failure to conform to the objectives of the band.
vii. Dismissal of a band member must be ratified by a two-thirds vote of all band members in good standing. The Executive Committee shall act as a grand jury and must find just cause, supported by good evidence, for formulating charges before a general vote may be taken. An acquittal by the Executive Committee is final and uncontestable. The Executive Committee must meet in toto when deliberating on a dismissal. The subject band member must be given prior notification of such a deliberation.