Constitution and Rules of The Pipe Band Association of Scandinavia
These constitutions and rules were adopted by the annual general meeting on Friday 13th February, 1998.
1 - NAME
The organisation shall be called The Pipe Band Association of Scandinavia, abbreviated "PBAS".
2 - OBJECTIVES AND FUNCTIONS
The aims of the PBAS is to promote the co-operation between pipe bands in Scandinavia, to co-ordinate mutual activities and otherwise to solve issues in common. Wherever the word Scandinavia is used in these rules it refers to Denmark, Finland, Norway and Sweden. The main functions of the association are:
- to devise and operate a proper system of Scandinavian pipe band contest rules
- to devise and operate a proper system of Scandinavian solo piping an drumming contest rules
- to be in charge of official Scandinavian competition trophies
- to appoint organisers of major Scandinavian championships
- to compile a massed bands repertoire and
- to file and exchange addresses to Scandinavian pipe bands
As a non-profit organisation, the PBAS shall support and assist any pipe band in Scandinavia, including newly formed pipe bands, in improving its standard. The PBAS shall also be of assistance to people who want to form a pipe band. In case this means splitting from an existing band, the PBAS must act in a way that does not interfere with obvious internal affairs. In case of disputes and other difficult situations the PBAS shall act in a way that best serves the interest of piping in Scandinavia, if possible avoiding inflicting damages to any single member band. The PBAS may settle disputes between members, provided that all parties involved agree on this.
3 - AFFILIATION
The PBAS shall promote good relations between Scandinavian pipe bands and pipe bands in Scotland and all over the World. The PBAS shall work to make it possible for Scandinavian pipe bands to take part in contests both in Scotland and elsewhere - and vice versa. The PBAS should therefore be affiliated to The Royal Scottish Pipe Band Association, RSPBA. Scandinavian competition rules should also be co-ordinated with the rules of the RSPBA as far as possible, taking Scandinavian conditions into consideration.
4 - MEMBERSHIP
The PBAS shall preferably and in majority consist of Scandinavian pipe bands. Any Scandinavian pipe band that shares the interests of this society and that is prepared to abide by its Constitution is eligible for Membership. Scandinavian organisations and groups, other than pipe bands, may also become members on the same conditions if they can be expected to contribute to the activities of the PBAS and to the development of piping and drumming in general in Scandinavia. Individual persons may become members only in exceptional cases, such as persons appointed honorary members of the association. Individual membership can not be combined with representing member organisations.
5 - APPLICATION FOR MEMBERSHIP
Application for membership should be in writing and forwarded to the committee, which is empowered to make a decision thereon. The application should, apart from name of the applicant also contain names and addresses to official representatives.
6 - ANNUAL FEE
The annual membership fee should be confirmed at the annual general meeting, and should be paid before the end of June each year. Under special circumstances, the committee may grant a reduction of membership fees. Honorary members do not pay any membership fee.
7 - DUTIES
Members of the PBAS shall be observant of situations in which the PBAS can be of help and shall inform about the existence of the PBAS and its functions. Members shall pay special attention to their relations to other members of the association.
8 - RESIGNATION
Members wishing to resign from the PBAS should present their decision in writing to the committee. The membership fee cannot be reclaimed. Any member who, in spite of two reminders, has not paid its membership fee for the current year shall be deemed to have resigned from the association. Unless having registered reservations in the minutes, members and ex-members are financially responsible for all major economical undertakings, decided upon by the association up until the moment they possibly notify their resignation.
9 - EXCLUSION
At a general meeting the decision may be taken to exclude a member from the association, should there be any special reason for doing so. Such a decision can be taken provided that two thirds of all the members present at the meeting are in agreement with the decision.
10 - ECONOMY
The PBAS shall base its economy on membership fees and may also accept donations. No member or person may, under any circumstances, receive payment from the association, apart from the covering of expenses. The financial year is from 1st January to 31st December.
11 - DECISIONS
The highest authority to make final and binding decisions within the association is granted to the assembly of its member representatives, either at the annual general meeting or at any duly summoned member meeting. Current matters are to be dealt with by the elected committee.
12 - REPRESENTATION AND VOTING
Each member group may be represented by one or two delegates at any member meeting and is always entitled to two votes, when present. Individual members have one vote each. Voting members must be present by at least one representative; voting through letter of attorney is not allowed. Member representatives must be able to prove their right to speak and vote on behalf of their group. Decisions may be passed by a simple majority, except on questions concerning amendments to these rules or the dissolution of the association, in which case a majority of two thirds of the votes is required. Decisions, including elections, shall be determined by voting or secret ballot if a representative demands this.
13 - THE COMMITTEE
The committee shall consist of the chairman, the secretary, the treasurer and two other members, all elected at the annual general meeting. The annual general meeting may also elect two deputy members of the committee. Major decisions by the committee should preferable be taken, or at least be confirmed at committee meetings. All major activities and decisions throughout the year must be stated in the annual report.
14 - SIGNING
The Committee shall as soon as possible appoint persons from amongst its members to sign all documents for the Association.
15 - LANGUAGE
All major and formal documents, such as rules and minutes, should preferably be written in English, as a neutral platform and to simplify communication within Scandinavia and Finland as well as with Scotland and overseas bands.
16 - MEETINGS
The annual general meeting shall be held before the end of march. Member meetings can take place at any time during the year, if the committee so decides or on the request of at least one third of the members. The committee meets at the discretion of the chairman. Summons to any member meeting are to be sent out to the members no later than three weeks prior to the meeting
17 - AGENDA
The Agenda for the Annual General Meeting should at least contain the following issues:
- Opening of the meeting
- Adjustment of the agenda
- Confirming the register of votes, new members
- Question of whether the meeting was properly summoned?
- Election of chairman and secretary for the meeting
- Election of two members to check the minutes
- The annual report
- Financial report
- Auditors' report
- Adopting the reports
- Membership fee for the current year
- Election of chairman for the next period
- Election of members of the committee (secretary, treasurer, two members and two deputy members)
- Election of two auditors
- Election of two members to the electoral committee
- Election of other officials (e.g. interpreter of rules, music board)
- Appointment of organisers of major competitions
- Issues to be put forward by the Committee
- Issues handed in by members
- Other issues or brief information
- Closing of the meeting
18 - ISSUES
Issues to be decided upon at the Annual General Meeting must be received by the committee no later than five weeks prior to the meeting.
19 - ELECTORAL COMMITTEE
The electoral committee shall consist of two persons who shall present a list of candidates prior to the elections at the annual general meeting, or otherwise when required.
20 - AUDITORS
There shall be two Auditors to examine the accounts and the financial report. The auditors shall make their report available to the members at the annual general meeting.
21 - AMENDMENTS OF CONSTITUTION
Decisions to amend these constitutions can only be made at the annual general meeting and requires an agreement of two thirds of the present voting member representatives. Decisions to amend the constitutions can only be made if the issue is stated on the preliminary agenda sent out with the summons to the annual general meeting.
22 - DISSOLUTION
The decision to wind up the association can only be made if it is taken at each of two succeeding annual general meetings. Such a decision requires an agreement by two thirds of the present voting member representatives at both meetings.
In the event of the dissolution of the association, its assets are to be realised and the proceeds used to further Scottish piping and drumming in Scandinavia and Finland.