Constitution
The above image is the recognised logo for the Marxmen Group
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Below is the current Constitution. It is in need of updating so that the Band as it is today is appropriately reflected.
Marxmen Group
(Formally adopted at the Annual General Meeting held on 12th November 2003, but compiled from the constitution of Braintree Dimensions of 18th November 1997 [as amended] and documents of the Marxmen Drum and Bugle Corps all suitably altered to be relevant to the current “Marxmen Group” organisation. This now supersedes all previous constitutions.) 11th November 2003.
1. NAME
The organisation shall be known as “Marxmen Group”. All Sub-Groups of this organisation shall be prefixed with the name Marxmen.
2. OBJECTIVES
2.1) To develop the talents of young people (children, youths and venerable adults) in MUSIC, DRILL and DANCE.
2.2) To encourage and promote the furtherance of their interest and enjoyment in MUSIC, DRILL and DANCE
2.3) To participate in musical entertainments, festivals, contests & competitions.
2.4) To engage in other activities that are conducive with and/or incidental to the previously mentioned objectives.
2.5) To be affiliated to an appropriate National Association. (e.g. British Youth Band Association [BYBA], Drum Corps United Kingdom [DCUK], Winter Guard United Kingdom [WGUK] etc.)
3. ORGANISATION
3.1) MANAGEMENT COMMITTEE
3.1.1) A Group Management Committee shall be elected consisting of Ten Elected Members & One Group Member Representative. Their election will be by proposal and seconding of those attending the Annual General Meeting. If necessary, a secret ballot for election will be held at that meeting.
3.1.2) The new committee shall then appoint (or ratify where appropriate) the following Group Management Officers:
Group Chairman (1)
Group Vice-Chairman (2)
Group Secretary (3)
Group Treasurer (4)
Group Manager (5)
Group Member Representative (6)
3.1.3) The Group Chairman or in his/her absence the Group Vice-Chairman, shall “chair” all Management Committee Meetings, any Special Meetings, and The Annual General Meeting. The Chairman & Vice-Chairman MUST at all times keep themselves aware of ALL the ongoing situations regarding the Group.
3.1.4) The Management Committee shall be responsible for the general management, policy & finances of the Group and Sub-Groups.
3.1.5) The Management Committee shall formulate such rules and regulations as they consider necessary for the governing of the Group and Sub-Groups provided that they are not contrary to the intent of this constitution.
3.1.6) The Management Committee shall have the power to co-opt any person to serve on the committee (up to a maximum of 15 members in total), with power to vote, to invite any person to a meeting, without the right to vote and to fill any vacancy arising out of the resignation of an officer or member of the committee.
3.1.7) The Management Committee shall hold at least six formal committee meetings for each and every twelve-month period.
3.1.8) A quorum for committee meetings shall be no less than six members or at least one half of the committee should the membership exceed twelve in number. No meeting will be eligible to take place without the presence of either the Committee Chairman or Vice-Chairman.
3.1.9) The Management Committee may appoint sub-committees or action groups for any specific purpose. At the time of their appointment the powers and clear objectives shall be defined by the Management Committee, and they shall not, in any event, suborn the powers of the Management Committee.
3.1.10) At Management Committee meetings the Chairman, or in his/her absence the Vice Chairman, shall have the “casting” vote, if one is required.
3.2) GROUP MANAGER
3.2.1) The Management Committee from within their membership shall appoint the Group Manager.
3.2.2) The Group Manager will be appointed for a consecutive three-year period. (This is solely being for reasons of continuity). After this three-year period has passed the Group Manager may be eligible for re-appointment.
3.2.3) The Group Manager’s appointment should be ratified each year by the new incoming committee.
3.2.4) The Group Manager in conjunction with other group management shall be responsible for the day-to-day management of ALL activities of the Group.
3.2.5) The Group Manager is at all times entirely responsible & answerable to the Management Committee.
3.3.1) The Musical Director shall be appointed by the Management Committee for a three-year period based upon recommendations from the Corps Director. (This is for reasons of continuity) and they will automatically become a member of the committee. After the three-year period has passed the Musical Director shall become eligible for re-appointment.
3.3.2) The incoming Management Committee shall ratify the Musical Director’s appointment each year
3.3.3) The Musical Director shall be responsible for the musical development of the group as well as being responsible for holding ALL the hard copy of any score (music). Upon resignation or not being re-appointed the hard copy music must be given in its entirety to the Chairman within 30 days.
3.3.4) The Musical Director shall at all times have the objectives and interests of the Group as a whole, to the forefront whilst so appointed.
3.3.5) The Musical Director shall at all times work with the Corps Director, but is ultimately responsible and answerable to the Management Committee.
3.3.6) The Musical Director shall be responsible for the sourcing of the new production score (music) after consultation with the Group Treasurer, Corps Director & all Caption Heads. This should be discussed, decided upon & obtained within the calendar month of May each & every year. The reasons for this being so that any re-writes can be completed and the drill show can be written before completion of the previous years “contesting” calendar.
3.4) CORPS DIRECTOR
3.4.1) The Corps Director shall be appointed by the Management Committee for a three-year period. (This is for reasons of continuity) and they will automatically become a member of the committee. After the three-year period has passed the Corps Director shall become eligible for re-appointment.
3.4.2) The Corps Director’s appointment shall be ratified each year by the incoming Management Committee.
3.4.3) The Corps Director shall take control of the Corps at all times when part or all of the Corps is assembled.
3.4.4) The Corps Director shall have the objectives of the Group and Corps to the forefront whilst so appointed and any decisions made should be in the best interest of all members present.
3.4.5) The Corps Director shall be responsible for the selection and appointment of the following officers:
· Show Co-ordinator
· Field Commander & Deputy
· Brass Caption Head
· Brass Line Technician/s
· Field Percussion Caption Head
· Field Percussion Technician/s
· Pit Percussion Caption Head
· Pit Percussion Technician/s
· Guard Caption Head
· Guard Technician/s
· Drill Caption Head
· Drill Technician/s
The Management Committee MUST ratify each and every one of these appointments BEFORE the individual gives any instruction. Should this not fit in with a scheduled Management Committee meeting, the named persons may instruct under “Committee Member” supervision until such times as written clearance has been given.
3.4.6) The Corps Director shall at all times work with the Musical Director but is ultimately responsible & answerable to the Management Committee.
3.4.7) The Corps Director shall have the power to suspend ANY member/s at ANY time as long as full details are given, without delay, to the Management Committee Chairman. (Suspension of members is to be regarded as the last option available and is not to be used unless there is no immediate alternative. Suspension is only used for the best interests of other Group members at that specific time.)
3.4.8) The Corps Director shall make suggestions of Competition & Circuit entries to the Management Committee after consultation with the Show Co-ordinator and the Treasurer.
3.5) SHOW CO-ORDINATOR
3.5.1) The Corps Director shall appoint The Show Co-ordinator and this term of office will be for the duration of one year. After this period has passed the Show Co-ordinator may be eligible for re-appointment.
3.5.2) The Show Co-ordinator’s appointment shall be ratified each year by the incoming Management Committee upon completion of a written application and the necessary checks being made & received in accordance with the Child Protection Act.
3.5.3) The Show Co-ordinator will work in close conjunction with both the Corps Director & Musical Director but will be answerable to the Management Committee.
3.5.4) The role of the Show Co-ordinator will be to write the full visual show & assist with teaching, ensure that all rehearsal sites are booked, ensure musical score is available, keep a detailed rehearsal schedule, ensure that targets are met with regards to progression with show etc. Assist with selection of Competition entries dependant on the progression of the visual show.
3.6) BRASS CAPTION HEAD
3.6.1) The Brass Caption Head will be appointed by the Corps Director, but at the discretion of the Management Committee and upon completion of a written application and the necessary checks being made & received in accordance with the Child Protection Act.
3.6.2) The term of office of the Brass Caption Head shall be one calendar year or as decided by the Management Committee.
3.6.3) The Brass Caption Head shall be responsible to the Corps Director and must work with both the Musical Director & Show Co-ordinator, but is ultimately responsible to the Management Committee.
3.6.4) The role of the Brass Caption Head will be to train the Horn Line and teach the chosen show in line with the instruction from both the Corps Director & Musical Director.
3.6.5) The Brass Caption Head may make suggestions with regards to the appointment of suitable Brass Technicians. Their sole purpose will be to assist the Caption Head in the teaching of the new score.
3.6.6) ALL Technician appointments will be ratified by both the Corps Director & Management Committee.
3.7) FIELD PERCUSSION CAPTION HEAD
3.7.1) The Field Percussion Caption Head will be appointed by the Corps Director but at the discretion of the Management Committee and upon completion of a written application and the necessary checks being made & received in accordance with the Child Protection Act.
3.7.2) The term of office of the Field Percussion Caption Head shall be one calendar year or as decided by the Management Committee.
3.7.3) The Field Percussion Caption Head shall be responsible to the Corps Director and must work with both the Musical Director & Show Co-ordinator, but is ultimately responsible to the Management Committee.
3.7.4) The role of the Field Percussion Caption Head will be to train the Percussion Line and teach the chosen show in line with the instruction from both the Corps Director & Musical Director.
3.7.5) The Field Percussion Caption Head may make suggestions with regards to the appointment of suitable Percussion Technicians. Their sole purpose will be to assist the Caption Head in the teaching of the new score.
3.7.6) ALL Technician appointments will be ratified by both the Corps Director & Management Committee.
3.8) PIT PERCUSSION CAPTION HEAD
3.8.1) The Pit Percussion Caption Head will be appointed by the Corps Director but at the discretion of the Management Committee and upon completion of a written application and the necessary checks being made & received in accordance with the Child Protection Act.
3.8.2) The term of office of the Pit Percussion Caption Head shall be one calendar year or as decided by the Management Committee.
3.8.3) The Pit Percussion Caption Head shall be responsible to the Corps Director and must work with both the Musical Director & Show Co-ordinator, but is ultimately responsible to the Management Committee.
3.8.4) The role of the Pit Percussion Caption Head will be to train the Pit Line and teach the chosen show in line with the instruction from both the Corps Director & Musical Director.
3.8.5) The Pit Percussion Caption Head may make suggestions with regards to the appointment of suitable Percussion Technicians. Their sole purpose will be to assist the Caption Head in the teaching of the new score.
3.8.6) ALL Technician appointments will be ratified by both the Corps Director & Management Committee
3.9) COLOURGUARD CAPTION HEAD
3.9.1) The Colourguard Caption Head will be appointed by the Corps Director but at the discretion of the Management Committee and upon completion of a written application and the necessary checks being made & received in accordance with the Child Protection Act.
3.9.2) The term of office of the Colourguard Caption Head shall be one calendar year or as decided by the Management Committee.
3.9.3) The Colourguard Caption Head shall be responsible to the Corps Director and must work with both the Musical Director & Show Co-ordinator, but is ultimately responsible to the Management Committee.
3.9.4) The role of the Colourguard Caption Head will be to write, train and teach the chosen visual show in line with the instruction from both the Corps Director & Show Co-ordinator.
3.9.5) The Colourguard Caption Head may make suggestions with regards to the appointment of suitable Colourguard Technicians. Their sole purpose will be to assist the Caption Head in the teaching of the new visual package along with new skills & equipment work.
3.9.6) ALL Technician appointments will be ratified by both the Corps Director & Management Committee.
3.10) DRILL & DEPORTMENT CAPTION HEAD
3.10.1) The Drill & Deportment Caption Head will be appointed by the Corps Director but at the discretion of the Management Committee and upon completion of a written application and the necessary checks being made & received in accordance with the Child Protection Act.
3.10.2) The term of office of the Drill & Deportment Caption Head shall be one calendar year or as decided by the Management Committee.
3.10.3) The Drill & Deportment Caption Head shall be responsible to the Corps Director and must work with both the Musical Director & Show Co-ordinator, but is ultimately responsible to the Management Committee.
4.0.4) The role of the Drill & Deportment Caption Head will be to train the membership and teach the chosen drill show in line with the instruction from both the Corps Director & Show Co-ordinator.
3.10.5) The Drill & Deportment Caption Head may make suggestions with regards to the appointment of suitable Drill & Deportment Technicians. Their sole purpose will be to assist the Caption Head in the teaching of the new drill show.
3.10.6) ALL Technician appointments will be ratified by both the Corps Director & Management Committee.
4. GROUP MEMBERSHIP (THIS RELATES TO ALL THAT ARE ASSOCIATED WITH THE GROUP)
4.1) APPLICATION FOR MEMBERSHIP TO THE GROUP
4.1.1) The Committee shall vet all applications for membership to the group and request written disclosures for all members over the age of 16 in relation to the Child Protection Act. (These written disclosures shall be in the format as suggested or recommended by the National Association that the Group is affiliated to.) The cost of such disclosures being met by the applicant or member. This procedure shall be conducted in retrospect where necessary and then repeated at suitable intervals. The Committee must themselves provide written disclosures in the same manner.
4.1.2) It shall be the Management Committee’s decision as to who will be accepted for membership to the group. (There shall be no bar to membership on the grounds of sex, race, religion or disability)
4.1.3) The Management Committee shall be responsible for determining the required criteria for membership.
4.2 MEMBERSHIP FEES
4.2.1) From time to time (usually once a year and by 1st January) the Management Committee will decide what the membership fee shall be.
4.2.2) When deciding the membership fee the Management Committee shall consider in the main the following matters.
4.2.3) The cost of hiring premises for rehearsals and Group meetings.
4.2.4) The cost of any paid tuition or instruction
4.2.5) The cost of any necessary insurance.
4.2.6) The cost of any affiliation fees to any of the chosen National Associations.
4.2.7) The Management Committee will then decide and state when membership fees are due for payment.
4.2.8) It shall be the responsibility of the Treasurer, and ultimately that of the Management Committee, to ensure that membership fees are collected from ALL members. Any member falling behind by more than one calendar month WILL have their membership suspended until such time as all outstanding monies are paid up to date. Should this suspension cover a competition day the suspended member shall not be allowed to perform.
4.2.9) Members having the following positions within the Group are exempt from membership fees, and deemed to be “paid up.”
4.2.9.1) All elected Committee Members
4.2.9.2) Musical Director
4.2.9.3) Group Directors
4.2.9.4) All Instructors
4.2.9.5) The above paid up members may, of course, offer to pay fees or provide a donation if they so wish.
4.3 DISCIPLINE
4.3.1) PROCEDURE FOR DISCIPLINE OF MEMBERS
4.3.1.1) The Group Manager, appropriate Sub-Group Director & Musical Director (if applicable) shall be responsible for the discipline of the Group Members.
4.3.1.2) All actions of discipline by those in 4.3.1.1) above shall be reported fully in writing to the Group Chairman of the Management Committee as soon as practically possible.
4.3.1.3) The Management Committee shall be ultimately responsible for the delivery of any such discipline and shall ensure that this is never done on a one to one basis.
4.3.1.4) The Group Manager, Sub-Group Director & Musical Director may recommend dismissal of a member to the Management Committee. Only the Management Committee shall have the authority to dismiss a member. However the Sub-Group Director may temporarily SUSPEND a member without prior notification to the management committee. However this must as soon as practically possible be followed by a submitted report to the Group Chairman with detailed reasons why the decision to suspend was made.
5. FINANCE
5.1) INCOME & EXPENDITURE
5.1.1) The day to day running of the Group shall be such that the generated income will meet the incurred expenditure.
5.1.2) It shall not be intended that the normal day to day running of the Group shall generate profit.
5.1.3) The Management Committee/Fund Raising Committee (see 3.1.9 above) shall arrange such events, as considered appropriate to raise funds to meet the expenditure.
5.2) BANKING
5.2.1) All monies belonging to the Group shall be banked in suitable accounts in the name of “Marxmen Group”.
5.2.2) Money in bank accounts shall be protected so that it can be accessed only by the elected Treasurer together with one of the following three elected officers: Management Committee Chairman, Group Manager & Group Secretary.
5.3) ACCOUNTING
5.3.1) The Group Treasurer shall keep and maintain Income & Expenditure accounts and be able to give a true representation of the financial position of the Group at any time.4.4.3.2) The Group Treasurer shall prepare a Statement of Affairs of “Marxmen Group” as at 14th October each year. An accountant must examine the books and records for each year and shall certify, or not, that the Statement of Affairs and the Income & Expenditure accounts as at 14th October give a true representation for that year.
6. ANNUAL GENERAL MEETING
6.1) DATE OF THE A.G.M.
6.1.1) Arrangements shall be made to hold an Annual General Meeting during the month of November.
6.1.2) Announcement of the A.G.M. shall be made at least 21 days prior to the date of the A.G.M by placement of a notice in a local newspaper (such as Braintree & Witham Times)
6.1.3) Any items of “any other business” shall be notified, in writing, to the Group Secretary at least seven days prior to the A.G.M.
6.2) ANNUAL GENERAL MEETING AGENDA
6.2.1) The agenda for the A.G.M. shall be:
· Opening by the Group Chairman
· Apologies
· Minutes of the previous year’s A.G.M.
· Matters Arising
· Chairman’s Report
· Sub-Group Directors’ Reports (In alphabetical order.)
· Musical Director’s Report
· Group Manager’s Report
· Group Treasurer’s Report
· Election of a committee (Ten elected members and one Group Representative Member). Should a vote by secret ballot be necessary then only those eligible to vote shall do so. (If necessary the outgoing Chairman or in his/her absence the Vice Chairman, shall have the “Casting Vote”).
· Any other business (Only that which has been received in writing at least 7 days prior to the date of the A.G.M.). (If necessary the outgoing Chairman or in his/her absence the Vice Chairman, shall have the “Casting Vote”).
· Close of A.G.M.
7. SPECIAL MEETING
7.1) PURPOSE OF SPECIAL MEETING
7.1.1) Should 10 persons, or more, that are eligible to vote, decide that they wish to convene a meeting to raise a particular matter then written application shall be made to the Group Secretary.
7.1.2) On receipt of the written application the Group Secretary shall arrange for a Special Meeting to take place within 28 days.
7.1.3) Notice of the Special Meeting shall be placed in a local newspaper (Such as the Braintree & Witham Times.) at least 14 days prior to the Special Meeting.
7.2) SPECIAL MEETING AGENDA
7.2.1) The Group Chairman shall open the special meeting by summarising the matter for the calling of the special meeting.
7.2.2) The Group Chairman should conduct the meeting in a manner that he/she considers to be appropriate.
7.2.3) Should the occasion of a vote either for or against a motion arise, only persons eligible to vote can do so. (If necessary the Group Chairman or in his/her absence the Group Vice Chairman, shall have the “Casting Vote”).
7.2.4) The Group Chairman shall close the Special Meeting as and when he/she considers it appropriate.
7.3) CHANGES AS THE RESULT OF THE SPECIAL MEETING
7.3.1) Any changes to the Constitution or the running of the Group that occur at a Special Meeting shall not come into force until such time as 31 full days have passed. (To be known as the “cooling off period”)
7.4) PERSONS ELIGIBLE TO VOTE
7.4.1) GROUP MEMBERS THAT ARE ELIGIBLE TO VOTE
7.4.1.1) All paid up Group Members who are over the age for the start of “secondary school education” are eligible to vote at A.G.M’s and Special Meetings. Group members under this age are not eligible to vote.
7.4.2) PARENTS OR GUARDIANS THAT ARE ELIGIBLE TO VOTE
7.4.2.1) One parent or guardian, of paid up group members under the age of “secondary school education” are eligible to vote at A.G.M’s and Special Meetings.
7.4.2.2) Parents or guardians, of paid up group members over the age of “secondary school education” are not eligible to vote at A.G.M’s and Special Meetings.
7.5.3) OTHER PEOPLE THAT ARE ELIGIBLE TO VOTE AT A.G.M’s AND SPECIAL MEETINGS
7.5.3.1) All elected and co-opted Committee Members
7.5.3.2) The Musical Director.
7.5.3.3) The Group Directors.
7.5.3.4) All Caption Heads.
7.5.3.5) All Instructors
8. DISSOLUTION OF THE GROUP
8.1) PROCEDURE FOR THE DISSOLUTION OF THE GROUP
8.1.1) The dissolution of the Group shall only occur as a result of a Special Meeting which is held in accordance with the procedure given within this document.
8.2) REASON FOR DISSOLUTION OF THE GROUP
8.2.1) The Group shall be dissolved if it should fall into irretrievable financial debt.
8.2.2) The Group shall be dissolved if a working Committee cannot be formed.
8.2.3) The Group shall be dissolved if there are insufficient members.
8.3) DISPOSAL OF THE ASSETS
8.3.1) After dissolution of the Group all assets and other property of the Group shall be sold.
8.3.2) All monies belonging to the Group after the sale of all the assets and property shall be used to settle any debts. Any monies that remain shall be donated to a registered charity or divided between registered charities as decided by the Group Management Committee Members that remain at the time of the Group dissolution.
12 November 2003.