Constitution
Westman Jams Constitution
Article 1: Name
A. The name of this organisation shall be “Westman
Jams", hereinafter referred to as "Westman Jams" or the
“organisation”.
B. The aforementioned name shall be the exclusive property of Westman Jams and shall not be used by any other person or organisation except with the approval of Westman Jams and then only in the normal course of carrying on the business, programming, or promotion of Westman Jams.
Article 2: Statement of Purpose
and Principles
A. The purpose of Westman Jams shall be to promote
the continuation of our musical heritage and the sharing of musical knowledge
and ideas among its members. The wellbeing of Westman Jams and all its member
musicians shall be the principal consideration in the organisation’s policies,
procedures, activities and programs. In that regard the requests of
individuals, members or non-members, or of other organisations, shall always be
considered in light of the common good of Westman Jams.
Article 3: Membership
A. Any person may become a member of Westman Jams
after attending one jam in each calendar year and entering his or her name upon
the organisation's membership enrollment list, thereby agreeing to adhere to
the rules, regulations, policies, and code of conduct of Westman Jams.
Article 4: Election of Officers
A. The Executive Officers of Westman Jams shall consist of a President, Vice President, Recording Secretary and Treasurer who shall be bona-fide members of Westman Jams and who shall be elected by a majority vote of the members of Westman Jams present at an Annual General Meeting when said vote is taken.
B. The term of office for each of the aforementioned positions shall be two (2) years.
C. In order to become eligible to be elected as an Executive Officer a member must have attended a minimum of two jams during the current year, which shall run from January 1 to December 31.
D. No person shall hold more than one position on
the Executive at a time.
Article 5: Duties of Officers
A. The President:
i. Shall be the Chief Executive Officer of Westman
Jams and shall preside over all Executive and General Membership Meetings
whenever he/she is present.
ii. Shall be the official spokesperson for Westman
Jams in all matters concerning the organisation's policies, programs and day to
day activities.
iii. Shall be a signing officer for the organisation.
iv. Shall, in consultation with the Executive, take
such action as necessary to preserve the integrity of the organisation when so
required.
B. The Vice President:
i. Shall assist the President in his/her duties as
required and perform duties assigned by the President.
ii. Shall assume the responsibilities, duties and
authority of the President in his/her absence.
iii. Shall attend Executive meetings and preside over
said meetings in the absence of the President.
iv. Shall be a signing officer for the organisation.
i. Shall keep a record of all Executive and General
Membership meetings of Westman Jams.
ii. Shall keep the membership enrollment of Westman
Jams along with the addresses and phone numbers of its members.
iii. Shall receive all incoming correspondence, see
to its proper disposition and report on said correspondence to the Executive
and/or to the General Membership as necessary.
iv. Shall draft outgoing correspondence as directed
by the Executive and see to the proper disposition of said correspondence.
v. May be a signing officer for the organisation.
i. Shall collect and receive all money due and
belonging to Westman Jams and shall deposit said money in an account approved
by the Executive.
ii. Shall pay, by cheque, all approved expenses
incurred by Westman Jams.
iii. Shall maintain a detailed record of all receipts
and expenditures of the funds of the organisation.
iv. Shall present a detailed report regarding the
organisation's finances to all Executive and General Membership Meetings.
v. Shall be a signing officer for the organisation.
F. Committees:
i. Nominating Committee (two members):
· Shall, at least 60 days prior to an election of
officers, compile a list of eligible members who are interested in standing for
office in each position and shall nominate those persons on Election Day to
stand for election along with any additional persons who may be elected from
the floor by the membership.
Article 6: Removal from Office
A. Any person who holds an elected position in Westman Jams who fails to meet the responsibilities of said position pursuant to the terms contained in Article 5, commits any fraudulent or illegal act, commits an act contrary to the terms contained herein, or commits an act that is or may be harmful to the organisation, may be removed from office at any time by majority vote of the membership.
B. In the event that the actions of any elected
person constitute an immediate threat to the well being of the organisation,
the Executive shall immediately take any action it deems necessary with respect
to said person's removal from office and/or legal prosecution and shall report
said action to the membership.
Article 7: Meetings
A. Annual General Meetings shall be held, at minimum, once per calendar year.
B. Notice of meetings will be given at regular jams, on the website and in the monthly newsletter.
C. Emergency or special meetings may be called at the discretion of the Executive.
D. All meetings shall be conducted pursuant to
Robert’s Rules of Order.
Article 8: Quorum
A. No business shall be conducted at an Executive meeting unless at least three members of the Executive are present. Members who participate in a meeting by means of teleconferencing or videoconferencing shall be considered present at the meeting.
Article 9: Copyright
A. Any and all funds raised by Westman Jams through
its programs or the sale or production of original material shall remain the
exclusive property of Westman Jams.
B. Videos and/or photographs may be taken on the authority of, or at the request of, the Executive. Such videos/photographs shall be the copyright of Westman Jams, and may be shared in public media, including social media, with the express permission of the Executive.
C. Other attendees may take personal videos and/or
photographs only with the express permission of the person or persons captured
in said video/photograph. Westman Jams
shall assume no responsibility or liability for such videos/photographs.
Article 10: Use of Equipment
A. Sound equipment and any other equipment
belonging to Westman Jams shall be used only for events approved by the Executive.
Article 11: Conduct and Discipline
A. Members of Westman Jams shall conduct themselves
with proper decorum at all Westman Jams events. Inappropriate behaviour or
language in the presentation of a performance or otherwise shall be prohibited.
B. Inappropriate behaviour will result in action
being taken by the Master of Ceremonies and/or any member of the Executive
present to remove an offender from the premises or area of the event.
Article 12: Appointment of Committees and other Positions
A. The Executive shall be authorised to appoint such committees, as it deems necessary, along with a chairperson for the purpose of carrying out special projects.
B. Other Positions:
i. Advertising Coordinator
· Shall be responsible for generating new
advertising revenue and managing existing advertising agreements.
ii. Special Events Coordinator
· Shall be responsible for coordinating special events, i.e. remote jams, etc.
iii. Equipment Manager/Sound Technician:
· Shall be responsible for the care, maintenance
and security of all equipment owned by Westman Jams.
· Shall be responsible for ensuring that all sound
equipment is in working order for each jam or special event.
· Shall immediately report to the President the
loss of or damage to any piece of equipment. Shall coordinate the disposal of
any piece of equipment with the President.
· Shall advise the Executive regarding the
necessity for the replacement or purchase of new equipment prior as the need arises.
· Shall provide a detailed inventory of equipment
at every Annual General Meeting.
iv. Website Manager
· Shall be responsible for management and updating
of the organisation's website.
· Shall be responsible for the management and
updating of the Westman Jams Facebook Page.
· Shall be responsible for posting dates of
Westman Jams events, regular and/or special, on local events websites.
v. Newsletter Editor
· Shall be responsible for the preparing the
content and layout of the monthly newsletter, “The Jammin’ Times”, in
consultation with the President.
· Shall be responsible for all aspects regarding
the publishing and distribution of the monthly newsletter, “The Jammin’ Times”.
· Shall be responsible for the management and
updating of the Westman Jams Facebook Group (a members-only Facebook platform).
· Shall be responsible for managing “The Jammin’ Times” advertising sponsor list, in consultation with the President.
vi. Master of Ceremonies
· Shall be responsible for the order of performers
at the Jams and announcements, and other responsibilities identified by the
Executive.
Article 13: Not for Profit Status
A. Westman Jams shall remain a Not-For-Profit
organisation. At the end of each calendar year any funds that have been raised
in excess of that amount required to purchase or maintain equipment and operate
the organisation shall be donated to a charity designated by the membership,
that being “The Reg Jones Memorial Bursary”.
Article 14: Dissolution
A. In
the event of the dissolution of Westman Jams, all assets of the organisation
shall be sold and the proceeds donated to a charity as decided by a majority
vote of the registered membership, that being “The Reg Jones Memorial Bursary”.
Article 15: Revision
A. The Constitution of Westman Jams may be revised
by a majority vote of its members in attendance voting in favour of said motion
at any Annual General Meeting.
Article 16: Matters not Covered in Constitution
A. In the event that any matter should arise that
is not covered within this Constitution, the President shall, at his/her
discretion, call a meeting of the Executive or the General membership to deal
with the matter. If the nature of the matter requires an immediate decision
before a meeting can be convened, the President shall make said decision and
report it to the Executive at the earliest possible time. The Executive shall
have the option to confirm or overrule that decision if circumstances allow.
Should the President’s decision be overruled by the Executive, the matter will
then be placed before the General Membership for a vote.
Article 17: Policy Statements
A. Attached hereto as “Appendix A” shall be deemed
to form a part of the Constitution.
Appendix A
To and Forming Part of the
Constitution of Westman Jams
Policy Statements
Policy #1:
All capital expenditures must be approved by the Executive
and reported to the membership. Wherever possible the Executive will endeavour
to seek input from the membership prior to any major capital expenditures. For
purposes of this policy a capital expenditure shall mean any expenditure over
$200.00 (Two Hundred Dollars).
Policy #2:
Westman Jams shall cooperate with and support other
organisations but shall not affiliate with any other organisation or commercial
enterprise.
Policy #3:
Westman Jams shall not charge admission to any of its
regular jams. Voluntary donations will be accepted. A nominal admission may be
charged for special events.
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