Constitution of the South Hams Community Orchestra

(An Unincorporated Association)

Article I: Name

The name of the orchestra shall be The South Hams Community Orchestra (‘the Orchestra’).

Article II: Purpose

The purpose of the Orchestra shall be to promote music education by providing the opportunity for amateur musicians to play music together in a supportive and inclusive environment and to promote and develop the appreciation of music in the community through public performances and outreach programs.

Article III: Activities

The Orchestra will:

  • Normally meet for rehearsals on Monday mornings during school term times, totaling over 30 rehearsals annually.
  • Expect members to commit to participating in a minimum of two-thirds of all rehearsals. Members unable to attend rehearsals or concerts should inform their section head or the Musical Director in advance.

Article IV: Membership

Membership is open to anyone over 18 who is interested in playing music and supports the purposes of the organisation, provided there is a vacancy for their instrument. Additional conditions:

  • Members should play their instrument at a level equivalent to ABRSM Grade 4 or above and attend two free rehearsals before approval by the Musical Director. No formal music qualification is required.
  • Members pay termly subscriptions at a rate set by the Committee and approved by members.
  • A membership register will be maintained in compliance with Data Protection regulations.
  • Membership is terminated if:
    • The member dies.
    • Subscriptions are not paid in full within three months.
    • The Musical Director and Committee agree on termination.
  • Discrimination on the basis of race, ethnicity, gender, sexual orientation, age, religion, or belief is not allowed.

Article V: Governance

The Orchestra is managed by a Committee, which includes a chair, secretary, treasurer, and up to three other elected members. Key points:

  • The Committee appoints the Musical Director and Orchestra Leader and approves the musical program.
  • Responsibilities include financial management, administration, and implementing Safeguarding and Data Protection policies.
  • Musical Director and Orchestra Leader are ex-officio members but cannot vote.
  • Conflicts of interest must be declared, and members with conflicts cannot vote on related matters.

Article VI: General Meetings

  • An Annual General Meeting (AGM) is held each year with 21 days’ written notice to members. The Committee presents reports and accounts for the preceding year at the AGM.
  • Members approve termly subscription increases and elect Committee members for three-year terms. Retiring members are eligible for re-election.
  • Each member has one vote at meetings, with a quorum of 20 members.
  • Members can propose a special general meeting with at least 21 days’ written notice.

Article VII: Committee Meetings

  • Regular Committee meetings occur once per term or as needed. Special meetings can be called by the chair or any two members.
  • The quorum is three unconflicted Committee members. Each member has one vote.
  • The Committee has the power to raise funds and invite contributions.

Article VIII: Finances

  • The Orchestra operates on a not-for-profit basis, with the financial year ending on December 31.
  • All funds are used to support the Orchestra’s purposes, including reimbursement of reasonable expenses incurred on behalf of the Orchestra.
  • The treasurer maintains accurate financial records, with payments authorized by two Committee members.
  • Financial accounts are independently scrutinized annually and reported at the AGM.

Article IX: Amendments

This constitution may be amended by a two-thirds majority vote at the AGM or any general meeting, provided members receive at least 7 days’ written notice of the proposed amendment.

Article X: Dissolution

If the Orchestra is dissolved, remaining assets will be distributed to non-profit organizations that advance music in the South Hams community.

Endorsed by the members on 15th May 2023

Signed


Chair – Gill Jolly
Date: 25th September 2023

Committee Member – Robin Bacon
Date: 25th September 2023

A PDF version of this document is available here.

Interested in joining the South Hams Community Orchestra?

The Orchestra welcomes new members who wish to develop ensemble skills, share the joy of playing with other musicians and who are keen to explore a range of music. We are currently seeking viola players, a second double bass and a bassoon player.

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