CONSTITUTION AND TERMS OF REFERENCE
FOR HORSHAM DISTRICT BATTLE OF THE BANDS
1. Name
The name of the group shall be HORSHAM DISTRICT BATTLE OF THE BANDS
2. Aims
The aim of HORSHAM DISTRICT BATTLE OF THE BANDS will be:
• To arrange, organise and safeguard the long-standing annual Battle of the Bands Competition in the Horsham District
3. Terms of reference
The group will be managed by a Committee that shall:
3.1 Determine and be responsible for the actions and conduct of the group
3.2 Administer the funds and assets of the group to further the aims and objectives.
Accordingly:
a) An appointed Treasurer shall keep accounts for presentation at the request of the Management Committee
b) Accounts shall be audited under arrangements approved by the Management Committee (the financial year being 6th April – 5th April)
4. Membership
Membership is open to anyone who:
• is over 16 years old
• lives, works or goes to school in the Horsham District or the surrounding area; and
• supports the aims of HORSHAM DISTRICT BATTLE OF THE BANDS
5. Equal Opportunities
HORSHAM DISTRICT BATTLE OF THE BANDS will not discriminate on the grounds of gender, race, colour, ethnic or national origin, sexuality, disability, religious or political belief, marital status or age.
6. Officers and committee
The business of the group will be carried out by a Committee elected at the Annual General Meeting. The Committee will meet as necessary as and not less than four times a year. The Committee will consist of 4 members, and be composed of 3 officers and 1 committee member. Up to 3 additional members may be co-opted onto the committee at the discretion of the committee.
The officers’ roles are as follows:
• Chair, who shall chair both general and committee meetings
• Secretary, who shall be responsible for the taking of minutes and the distribution of all papers
• Treasurer who shall be responsible for maintaining accounts
In the event of an officer standing down during the year a replacement will be elected by the next General Meeting of members.
Any committee member not attending a meeting without apology for three months will be contacted by the committee and asked if they wish to resign.
The Committee meetings will be open to any member of HORSHAM DISTRICT BATTLE OF THE BANDS wishing to attend, who may speak but not vote.
7. Meetings
7.1 Annual General Meetings
An Annual General Meeting (AGM) will be held within fifteen months of the previous AGM.
All members will be notified in writing at least 3 weeks before the date of the meeting, giving the venue, date and time.
Nominations for the committee may be made to the Secretary before the meeting, or at the meeting.
The quorum for the AGM will 4 members.
At the AGM:
• The Committee will present a report of the work of HORSHAM DISTRICT BATTLE OF THE BANDS over the year.
• The Committee will present the accounts of HORSHAM DISTRICT BATTLE OF THE BANDS for the previous year.
• The officers and Committee for the next year will be elected.
• Any proposals given to the Secretary at least 7 days in advance of the meeting will be discussed.
7.2 Special General Meetings
The Secretary will call a Special General Meeting at the request of the majority of the committee or at least 3 other members giving a written request to the Chair or Secretary stating the reason for their request. The meeting will take place within twenty-one days of the request. All members will be given two weeks’ notice of such a meeting, giving the venue, date, time and agenda, and notice may be by telephone, email or post. The quorum for the Special General Meeting will be 4 members.
7.3 General Meetings
General Meetings are open to all members and will be held at least once every 12 months or more often if necessary.
All members will be given one weeks’ notice of such a meeting, giving the venue, date, time and agenda, and notice may be by telephone, email or post. The quorum for a General Meeting shall be 4 members.
7.4 Committee Meetings
Committee meetings may be called by the Chair or Secretary. Committee members must receive notice of meetings at least 5 days before the meeting. The quorum for Committee meetings is three Committee members.
8. Rules of Procedure for meetings
All questions that arise at any meeting will be discussed openly and the meeting will seek to find general agreement that everyone present can agree to. If a consensus cannot be reached a vote will be taken and a decision will be made by a simple majority of members present. If the number of votes cast on each side is equal, the chair of the meeting shall have an additional casting vote.
9. Finances
An account will be opened and maintained on behalf of the group at Natwest Bank by the committee. Three authorised signatories will be nominated by the Committee (one to be the Treasurer). The signatories must not be related nor members of the same household. For the purposes of being able to use online banking the account will operate on an ‘any one to sign’ basis.
All payments will be signed off by a minimum of two of the signatories and then processed by the treasurer. This may be in the form of an agreed budget or an individual payment. Sign off shall be at a meeting (and appear in the minutes of that meeting) or via email.
• Faster / BACS Payments – Invoices / Bill will be presented to the signatories and on two authorising the invoice the treasurer will make the BAC Payment via the banks online portal.
• For other payments (such as cash withdrawals, debit card payments or cash payments), a requisition note will be signed by two signatories, and held by the Treasurer.
The organisation will have its own internal audit and sign off processes which all signatories will abide by.
Records of income and expenditure will be maintained by the Treasurer and a financial statement given at each meeting.
All funds raised by or on behalf of HORSHAM DISTRICT BATTLE OF THE BANDS are only to be used to further the aims of the group, as specified in item 2 of this constitution.
No profits or funds may be distributed to members, either through the running of the organisation or on dissolution.
10. Amendments to the Constitution
Amendments to the constitution may only be made at the Annual General Meeting or a Special General Meeting.
Any proposal to amend the constitution must be given to the Secretary in writing. The proposal must then be circulated with the notice of meeting. Any proposal to amend the constitution will require a two thirds majority of those present and entitled to vote.
11. Dissolution
If a meeting, by simple majority, decides that it is necessary to close down the group it may call a Special General Meeting to do so. The sole business of this meeting will be to dissolve the group. If it is agreed to dissolve the group, all remaining money and other assets, once outstanding debts have been paid, will be donated to a local charitable organisation. The organisation will be agreed at the meeting which agrees the dissolution.
FOR HORSHAM DISTRICT BATTLE OF THE BANDS
1. Name
The name of the group shall be HORSHAM DISTRICT BATTLE OF THE BANDS
2. Aims
The aim of HORSHAM DISTRICT BATTLE OF THE BANDS will be:
• To arrange, organise and safeguard the long-standing annual Battle of the Bands Competition in the Horsham District
3. Terms of reference
The group will be managed by a Committee that shall:
3.1 Determine and be responsible for the actions and conduct of the group
3.2 Administer the funds and assets of the group to further the aims and objectives.
Accordingly:
a) An appointed Treasurer shall keep accounts for presentation at the request of the Management Committee
b) Accounts shall be audited under arrangements approved by the Management Committee (the financial year being 6th April – 5th April)
4. Membership
Membership is open to anyone who:
• is over 16 years old
• lives, works or goes to school in the Horsham District or the surrounding area; and
• supports the aims of HORSHAM DISTRICT BATTLE OF THE BANDS
5. Equal Opportunities
HORSHAM DISTRICT BATTLE OF THE BANDS will not discriminate on the grounds of gender, race, colour, ethnic or national origin, sexuality, disability, religious or political belief, marital status or age.
6. Officers and committee
The business of the group will be carried out by a Committee elected at the Annual General Meeting. The Committee will meet as necessary as and not less than four times a year. The Committee will consist of 4 members, and be composed of 3 officers and 1 committee member. Up to 3 additional members may be co-opted onto the committee at the discretion of the committee.
The officers’ roles are as follows:
• Chair, who shall chair both general and committee meetings
• Secretary, who shall be responsible for the taking of minutes and the distribution of all papers
• Treasurer who shall be responsible for maintaining accounts
In the event of an officer standing down during the year a replacement will be elected by the next General Meeting of members.
Any committee member not attending a meeting without apology for three months will be contacted by the committee and asked if they wish to resign.
The Committee meetings will be open to any member of HORSHAM DISTRICT BATTLE OF THE BANDS wishing to attend, who may speak but not vote.
7. Meetings
7.1 Annual General Meetings
An Annual General Meeting (AGM) will be held within fifteen months of the previous AGM.
All members will be notified in writing at least 3 weeks before the date of the meeting, giving the venue, date and time.
Nominations for the committee may be made to the Secretary before the meeting, or at the meeting.
The quorum for the AGM will 4 members.
At the AGM:
• The Committee will present a report of the work of HORSHAM DISTRICT BATTLE OF THE BANDS over the year.
• The Committee will present the accounts of HORSHAM DISTRICT BATTLE OF THE BANDS for the previous year.
• The officers and Committee for the next year will be elected.
• Any proposals given to the Secretary at least 7 days in advance of the meeting will be discussed.
7.2 Special General Meetings
The Secretary will call a Special General Meeting at the request of the majority of the committee or at least 3 other members giving a written request to the Chair or Secretary stating the reason for their request. The meeting will take place within twenty-one days of the request. All members will be given two weeks’ notice of such a meeting, giving the venue, date, time and agenda, and notice may be by telephone, email or post. The quorum for the Special General Meeting will be 4 members.
7.3 General Meetings
General Meetings are open to all members and will be held at least once every 12 months or more often if necessary.
All members will be given one weeks’ notice of such a meeting, giving the venue, date, time and agenda, and notice may be by telephone, email or post. The quorum for a General Meeting shall be 4 members.
7.4 Committee Meetings
Committee meetings may be called by the Chair or Secretary. Committee members must receive notice of meetings at least 5 days before the meeting. The quorum for Committee meetings is three Committee members.
8. Rules of Procedure for meetings
All questions that arise at any meeting will be discussed openly and the meeting will seek to find general agreement that everyone present can agree to. If a consensus cannot be reached a vote will be taken and a decision will be made by a simple majority of members present. If the number of votes cast on each side is equal, the chair of the meeting shall have an additional casting vote.
9. Finances
An account will be opened and maintained on behalf of the group at Natwest Bank by the committee. Three authorised signatories will be nominated by the Committee (one to be the Treasurer). The signatories must not be related nor members of the same household. For the purposes of being able to use online banking the account will operate on an ‘any one to sign’ basis.
All payments will be signed off by a minimum of two of the signatories and then processed by the treasurer. This may be in the form of an agreed budget or an individual payment. Sign off shall be at a meeting (and appear in the minutes of that meeting) or via email.
• Faster / BACS Payments – Invoices / Bill will be presented to the signatories and on two authorising the invoice the treasurer will make the BAC Payment via the banks online portal.
• For other payments (such as cash withdrawals, debit card payments or cash payments), a requisition note will be signed by two signatories, and held by the Treasurer.
The organisation will have its own internal audit and sign off processes which all signatories will abide by.
Records of income and expenditure will be maintained by the Treasurer and a financial statement given at each meeting.
All funds raised by or on behalf of HORSHAM DISTRICT BATTLE OF THE BANDS are only to be used to further the aims of the group, as specified in item 2 of this constitution.
No profits or funds may be distributed to members, either through the running of the organisation or on dissolution.
10. Amendments to the Constitution
Amendments to the constitution may only be made at the Annual General Meeting or a Special General Meeting.
Any proposal to amend the constitution must be given to the Secretary in writing. The proposal must then be circulated with the notice of meeting. Any proposal to amend the constitution will require a two thirds majority of those present and entitled to vote.
11. Dissolution
If a meeting, by simple majority, decides that it is necessary to close down the group it may call a Special General Meeting to do so. The sole business of this meeting will be to dissolve the group. If it is agreed to dissolve the group, all remaining money and other assets, once outstanding debts have been paid, will be donated to a local charitable organisation. The organisation will be agreed at the meeting which agrees the dissolution.