Scotch College Pipes and Drums Auxiliary
Constitution  

NAME

  1. The organisation shall be known as the Scotch College Pipes and Drums Auxiliary (“the Auxiliary”).

PURPOSES

  1. The purposes of the Auxiliary shall be:
    1. to support the Scotch College Pipes and Drums Band (“the Band”);
    2. to encourage members of the Band to achieve their full potential as pipers and/or drummers individually and as a band;
    3. to raise funds to support the activities of the Band from time to time:
    4. to provide a forum for and to organise functions to bring together all persons interested in the activities and the well being of the Band;
    5. to encourage communication between the Band, the School community and the community at large;
    6. to promote the good image of the Band within and outside the School community.

MEMBERS

  1. Members of the Auxiliary shall be the Principal, the Teacher-in-Charge of Pipes and Drums and those members of the Scotch College family (as defined by the Constitution of the Scotch Family Association) who have paid the Annual Subscription of the Auxiliary (“Members”).
  2. Notwithstanding the provisions of Clause 3 hereof, all persons who are members of the Scotch College Pipes and Drums Support Group, as at the date this Constitution come into operation, shall be deemed Members of the Auxiliary up until the conclusion of the first Annual General Meeting after that date.

MEETINGS

  1. There shall be an Annual General Meeting of the Auxiliary during Fourth Term each year.
  2. There shall be an Ordinary General Meeting of the Auxiliary during each other Term.
  3. There shall be a Special General Meeting of the Auxiliary whenever called for by the Committee, or within five school weeks of the delivery of a petition addressed to the President, specifying the objects of the proposed meeting and signed by no less than ten Members.
  4. The Secretary is to give Members two weeks notice of each General Meeting which shall include an Agenda for each meeting.
  5. All meetings shall be Chaired by the President or, in the absence of the President, the Vice-President. In the absence of both the Present and the Vice-President, meetings shall be chaired by a Member elected by simple majority of those present at the meeting. The Chair shall not have a deliberative vote but may exercise a casting vote.
  6. No motion shall be discussed at any meeting unless first moved by one Member and seconded by another Member.
  7. Voting on all motions shall be by simple majority of those Members present, except motions proposing amendments to this Constitution. Where there is a tied vote the motion shall be deemed lost unless the Chair shall exercise a casting vote in favour of the motion.

THE COMMITTEE

  1. The Committee of the Auxiliary shall comprise:
    1. the President;
    2. the Vice-President
    3. the Secretary;
    4. the Treasurer;
    5. Five Ordinary Committee Members;
    6. The Principal (Ex-Officio) and
    7. The Teacher-in-Charge of Pipes and Drums or his proxy (EX-Officio)
  2. All Committee positions shall be deemed vacated at the commencement of each Annual General Meeting although the retiring President and, in the absence of the President, Vice-President shall chair the Annual General Meeting until the new President, or in the absence of the new President, the new Vice-President is elected who shall thereupon assume the Chair.
  3. Nominations for each Committee position shall be either:
    1. in writing received by the Secretary not less than two school days before the relevant General Meeting; or
    2. Made from the floor of the relevant General Meeting.
  4. All nominations shall be made by a Member, seconded by another Member and accepted by the nominee.
  5. All members of the Committee shall be elected for one year at the Annual General Meeting.
  6. Any casual vacancies in the Committee shall be filled at the Ordinary or Special General Meeting next following the vacancy occurring and such position shall be filled until the next Annual General Meeting.
  7. Members shall be eligible for election to a Committee position provided they have been a member for at least three consecutive months prior to their election.
  8. The Committee shall meet as required and shall be convened by either the President or the Secretary.
  9. Voting at meetings of the Committee shall be by simple majority with the Chair exercising only a casting vote.

FINANCES OF THE AUXILIARY

  1. The Auxiliary shall maintain a cheque account at a Bank or other appropriate Financial Institution.
  2. Other accounts or investments may be held from time to time as approved by a General Meeting.
  3. All cheque accounts and investments shall be capable of being operated by any two of the following signatories:
    1. The President;
    2. The Vice-President;
    3. The Secretary;
    4. The Treasurer;
    5. The Deputy Bursar of the School or his Proxy.
  4. All monies received by the Auxiliary shall be paid into the Auxiliary's cheque account.
  5. All payments made by the Auxiliary exceeding $50.00 shall be made by cheque drawn on the Auxiliary's cheque account.
  6. All payments exceeding $250.00 and up to $2,000.00 made by the Auxiliary shall be first Authorised by either a Committee Meeting or a General Meeting of the Auxiliary
  7. No payment exceeding $2,000.00 shall be made by the Auxiliary unless first authorised by a General Meeting of the Auxiliary.
  8. The Treasurer shall present a Financial Report to each General Meeting and an Annual Financial Report to the Annual General Meeting.
  9. The Financial Year of the Auxiliary shall date from the 1st October each year to the 30th September of the following year ("Financial Year").

AUDIT

  1. Once in each Financial Year the financial accounts of the Auxiliary shall be examined and the correctness of the Annual Financial report ascertained by a qualified auditor. A copy of the audited financial accounts shall be provided to the Deputy Bursar each year.
  2. The Auxiliary shall at each Annual General Meeting appoint an honorary Auditor to hold office until the next Annual General Meeting.
  3. Any casual vacancy in the office of Auditor shall be filled at the Ordinary or Special General Meeting next following the vacancy occurring and such position shall be filled until the next Annual General Meeting.

QUORUMS

  1. The quorum at an Annual General Meeting shall be ten (10) members
  2. The quorum at a Special General Meeting shall be ten (10) members
  3. The quorum at an Ordinary General Meeting shall be eight (8) members
  4. The quorum at a Committee Meeting shall be five (5) members of the Committee.
  5. The quorum at an Annual General Meeting or Special General Meeting shall be 40 per cent of all Members whilstever such Meetings are considering and/or voting upon motions to:
    1. Amend this Constitution; or
    2. Wind up the 'Auxiliary'.

MINUTES

  1. Minutes of all Committee and General Meetings shall be taken by a Minute Secretary appointed by the Chair of each such meeting.
  2. Minutes of all meetings shall be retained by the Secretary and shall be available for perusal by any Member upon reasonable notice.

REPORTS

  1. Each year:
    1. the President shall prepare an annual report;
    2. the Secretary shall prepare an annual report;
    3. the Treasurer shall prepare the Annual Financial Report; for presentation to the Annual General Meeting.

SUB-COMMITTEES

  1. Any General Meeting or any Committee Meeting of the Auxiliary may appoint sub-committees for specific purposes.
  2. Decisions of all sub-committees must be ratified by:
    1. The Committee if they involve expenditure over $250.00;
    2. A General Meeting if they involve expenditure over $2,000.00.
  3. All sub-committees shall report to each Ordinary General Meeting and Annual General Meeting.

AMENDMENTS

  1. This Constitution shall come into operation upon a motion to that effect passed by 60% of the persons present at a meeting of the Scotch College Pipes Support Group especially called for that purpose and for which such members are given not less that four weeks notice.
  2. This Constitution shall be amended only by a motion passed by 60% of the Members present at a Special General Meeting or an Annual General Meeting of which motion members shall have been given not less than two weeks written notice. Such amendments shall not come into force until first approved by the Principal.

WINDING UP

  1. The Auxiliary shall be wound up only upon a decision to that effect by the Principal or a motion passed by 60% of the Members present at a Special General Meeting or an Annual General Meeting of which motion Members shall have been given not less than 28 days written notice.
  2. Upon the Winding up of the Auxiliary as aforesaid all of the net assets of the Auxiliary shall become the property of the Council of Scotch College to be used for the purposes of the College.

NOTICES

  1. Notices required by this Constitution shall be deemed to have been given to Members if sent by ordinary pre-paid post to the postal address given by each Member from time to time to the Secretary and shall be deemed to have been received on the next working day after they were posted.

HONORARY LIFE MEMBERS

  1. Annual General Meetings of the Auxiliary may appoint no more than two Members as Honorary Life Members of the Auxiliary in recognition of outstanding service to the Auxiliary and/or to the Band. Notwithstanding any other provision of this Constitution Honorary Life Members shall have all the rights and privileges of Members.