Society Rules

These are the 2018 Rules by which all members are expected to abide and by which the Committee manage the Society’s affairs.

1. The Society shall be called the Corps of Drums Society for the Preservation of Drum and Fife and Bugle Music (commonly abbreviated to the Corps of Drums Society and further abbreviated in the rules to the Society).

2. These rules shall apply from the closing of the Annual General Meeting held on 13th October 2018.

3. The object of The Society shall be to enhance the education of the public by the promotion and preservation of the concept and traditions of the drum and flute Corps of Drums.

4. In furtherance of this object but not further or otherwise the Society shall have power:

1. to investigate, record and publish the History of Corps of Drums both as the signalling instruments and marching music of the Infantry of the British Army and also in their various civilian forms
2. to provide a means of communication between persons interested in the history, present conduct and future development of Corps of Drums
3. to act as a repository and library for Drum and Flute and Bugle music (ie published or unpublished manuscript or sheet scores), for recordings and for photographs or other visual images of Corps of Drums and Drummers
4. to give practical advice and assistance, including education, in the playing of the instruments of the Corps of Drums, and in the formation, management and administration of a corps of drums
5. to maintain a register of active corps of drums
6. to raise funds and to do such other lawful things as shall further the object of The Society.

5. Membership of The Society shall be open to any person or formed Corps of Drums who shall support the object of The Society and agree to abide by its Rules. Young persons under the age of eighteen may apply for junior membership and formed Corps of Drums shall be eligible for corporate membership.

6. Annual subscriptions shall be set from time to time by the Committee of The Society (constituted as set out in Clause 12 below and referred to hereinafter as The Committee) for the following types of membership:

1. Individual members resident in the United Kingdom or serving with HM Forces overseas
2. Overseas members
3. Junior members
4. Corporate members

Subscriptions shall be paid on joining The Society and thereafter on 1 April annually, except that junior members shall pay a subscription on joining The Society and no further subscription shall be due for a period of three years after which the current annual subscription shall be paid.

7. The Committee may recommend to the Annual General Meeting of The Society that any member who has, in the opinion of the Committee, rendered valuable service to The Society over a significant period should be invited to accept Honorary Life Membership.

8. All applications for membership of The Society shall be made in writing and signed by the candidate and election shall be at the discretion of the Committee.

9. Any member desiring to withdraw from The Society shall give notice in writing to the Secretary on or before 31 March, otherwise the subscription for the ensuing year shall be payable.

10. The committee shall have the power to expel from The Society any member who has offended against the Rules of The Society or whose conduct has in the opinion of the Committee rendered that person unfit for membership provided that the Secretary has given that person seven days’ notice in writing to attend a meeting of the Committee and has informed the member of the complaint made against them. Expulsion of a member must be approved by a unanimous vote of the Committee members present.

11. Membership of The Society shall be deemed to have terminated if the annual subscription is not paid by 30 June.

12. The business of The Society shall be managed by a Committee consisting of seven members, including a Chairman, Secretary and Treasurer. The committee shall be elected at the Annual General Meeting in each year.  Nominations for membership of the Committee are to reach the Secretary in writing by 1 March for the ensuing year.  Once elected, members of the Committee shall remain in office, subject to termination by resignation or otherwise, until their successors are elected at the next Annual General Meeting.  At meetings of the Committee, four members shall constitute a quorum.  In the event of equal numbers of votes being cast for and against a proposition, the Chairman shall have an additional and casting vote.

13.  A General Meeting of The Society shall be held every year not later than 30th November to transact the following business:

1. to receive, and if approved to adopt a statement of The Society’s accounts for the period up to the end of the preceding year
2. to receive and approve a report on the activities of the past year from the Chairman
3. to appoint the Chairman, Secretary and Treasurer, and other members of the Committee
4. to appoint an auditor (or auditors)
5. to consider and approve any alterations to these Rules provided that such alteration is in accordance with Clause 14 of these Rules
6. to consider any special matter which the Committee wish to bring before the members and to receive from the members suggestions for consideration by the Committee

A notice convening the Annual General Meeting shall be sent to all members not less than 10 days before the meeting and shall specify the matters to be dealt with.  Voting shall be by show of hands.  15 members shall constitute a quorum.

14. An Extraordinary General Meeting of The Society may be convened at any time by the Committee either to deal with any matter which the Committee may desire to place before the members of The Society or to deal with a proposition which members may desire to place before The Society. In the latter case, a request shall be made in writing and signed by not less than 10 members; the request shall specify the proposition and explain why it is not desirable to have the matter wait until the next Annual General Meeting.  In such circumstances the Committee shall arrange an Extraordinary General Meeting within 21 days of receipt of a proposition.  A notice convening an Extraordinary General Meeting shall be sent to all members not less than 10 days before the meeting and shall specify the matters to be dealt with. Only those members who have paid their subscription for the current year shall be entitled to vote. Voting shall be by show of hands. 15 members shall constitute a quorum.

15. These Rules may be altered by a majority of the members present and voting at a General Meeting, provided that no alteration shall be made to Clause 3 (Object), Clause 18 (Dissolution), or this Clause without the prior approval of the Charity Commissioners and provided also that no amendment shall be made which would cause The Society to cease to be a Charity in law.

17. The Society’s membership and financial year shall end on 31 March.
18. The Society shall maintain a bank account or accounts in the name of The Society at a Bank to be decided by the Committee into which the funds of The Society and monies received by it shall be paid. Cheques and payments by other means shall be authorised on The Society’s behalf by the Honorary Treasurer and by one other member of the Committee.
19. General Data Protection Regulations (GDPR) Despite being a small organisation and a charity, we are still duty bound to ensure that people who hold a position of responsibility within our organisation are aware of the obligations that GDPR places on us. By following the key points below, we will not only be adhering to our responsibilities under the new GDPR Act, but also reassuring our members that we take their privacy and security seriously.1. All information that we hold on our members MUST be kept safely, securely and not shared with anyone unless we have written authority from the member(s)
    2. We have to ensure that information is not kept unnecessarily. If it is no longer needed, then we should dispose of it in a secure and professional manner
    3. People that hold a position of responsibility within the Society must appoint a Data Protection Officer. This position shouldn’t be publicly advertised, but if a question or query does arise, then it is that person’s responsibility to respond
    4. The Society will need to carry out an audit of what information it holds. This should be done at least (initially) on a yearly basis.
20. The Society may be wound up at any time by Resolution of a General Meeting. In such an event the Committee shall as soon as possible wind up the affairs of The Society.  So much of the assets of The Society as may be required to discharge all liabilities shall be realised and any remaining assets shall be donated to the National Army Museum or to such charity or charities having a similar object to The Society as the Committee may with the approval of the Charity Commissioners determine.

16 April 2019