Orkney Youth Music Forum
(Adopted on 2.2.12])
GENERAL Name, objects, powers, general structure Clauses 1 - 4
Qualifications, application, register, withdrawal, expulsion Clauses 5 - 9
(meetings of members) General, notice, procedure Clauses 10 - 23
Maximum number, eligibility, election/retrial/re-election, termination of office, register, office bearers, powers, personal interests Clauses 24 – 39
procedure Clauses 40 – 48
ADMINISTRATION Committees, operation of bank accounts etc., minutes, accounting records and annual accounts, notices Clauses 49 – 57
MISCELLANEOUS Dissolution, alterations to the constitution, interpretation, initial management committee members Clauses 58 – 65
1. The name of the association is Orkney Youth Music Forum (OYMF).
2. The association’s objects are to map and maximise musical opportunities for the 25 years and under age group in Orkney.
In furtherance to the above objects, the association will:
a) Create and manage a forum of local music providers both formal and informal, freelance artists and teachers, and young musicians;
b) Raise awareness of artistic and educational opportunities for young musicians;
c) Collate ideas for potential projects and possible sources of funding and disseminate relevant information;
d) Encourage diversification and shared resources for practitioners;
e) Create regional and national links to other organisations and projects;
f) Promote multi media collaboration;
g) Carry on any other activities which may further any of the above.
3. In pursuance of the objects set out in clause 2 the association shall have the following powers:
(a) To provide an arena for sharing ideas and examples of good teaching and/or playing/performing practice, and of event organisation, throughout the whole of Orkney.
(b) To co-ordinate musical activity in the statutory, private and freelance areas of provision - in all styles of music and learning.
(c) To collate information on current provision and activities and to disseminate this by any means.
(d) To purchase, take on lease, hire, or otherwise acquire, any property or rights which are suitable for the association’s activities.
(e) To improve, manage, develop, or otherwise deal with, all or any part of the property and rights of the association.
(f) To sell, let, hire out, licence, or otherwise dispose of, all or any part of the property and rights of the association.
(g) To borrow money, and to give security in support of any such borrowings by the association.
(h) To engage such consultants and advisers as are considered appropriate from time to time.
(i) To effect insurance of all kinds (which may include officers’ liability insurance).
(j) To liaise with other voluntary sector bodies, local authorities, UK or Scottish government departments and agencies, and other bodies, all with a view to furthering the objects of the association.
(k) To establish and/or support any other charitable body, and to make donations for any charitable purpose falling within the association’s objects.
(l) To take such steps as may be deemed appropriate for the purpose of raising funds for the association’s activities.
(m) To accept grants, donations and legacies of all kinds (and to accept any reasonable conditions attaching to them).
(n) To do anything which may be incidental or conducive to the furtherance of any of the association’s objects.
4. The structure of the association shall consist of:
(a) the MEMBERS - who have the right to attend the annual general meeting (and any special general meeting) and have important powers under the constitution; in particular, the members elect people to serve on the management committee and take decisions in relation to changes to the constitution itself.
(b) the MANAGEMENT COMMITTEE - who hold regular meetings during the period between annual general meetings, and generally control and supervise the activities of the association; in particular, the management committee is responsible for monitoring the financial position of the association.
Qualifications for membership
5. Membership shall be open to teachers, instructors, freelance musicians and young musicians and those interested in music provision. Young people under the age of 16 may become junior members. Junior members shall be entitled to attend meetings but shall not have voting rights.
Application for membership
6. The management committee may, at its discretion, refuse to admit any person to membership.
Register of members
7. The management committee shall maintain a register of members and/or attendees at Forum meetings.
Withdrawal from membership
8. Any person who wishes to withdraw from membership shall sign, and lodge with the association, a written notice to that effect; on receipt of the notice by the association, s/he shall cease to be a member.
Expulsion from membership
9. Any person may be expelled from membership by way of a resolution passed by majority vote at a general meeting (meeting of members), providing the following procedures have been observed:-
(a) at least 21 days’ notice of the intention to propose the resolution must be given to the member concerned, specifying the grounds for the proposed expulsion;
(b) the member concerned shall be entitled to be heard on the resolution at the general meeting at which the resolution is proposed.
General meetings (meetings of members)
10. The management committee shall convene an annual general meeting in each year (but excluding the year in which the association is formed); not more than 15 months shall elapse between one annual general meeting and the next.
11. The business of each annual general meeting shall include:
(a) a report by the chair on the activities of the association;
(b) consideration of the annual accounts of the association;
(c) the election/re-election of members of the management committee, as referred to in clause 26.
12. The management committee may convene a special general meeting at any time.
Notice of general meetings
13. At least 14 clear days’ notice must be given of any annual general meeting or special general meeting; the notice must indicate the general nature of any business to be dealt with at the meeting and, in the case of a resolution to alter the constitution, must set out the terms of the proposed alteration.
14. The reference to “clear days” in clause 13 shall be taken to mean that, in calculating the period of notice, the day after the notice is posted, and also the day of the meeting, should be excluded.
15. Notice of every general meeting shall be given to all the members of the association, and to all the members of the management committee.
Procedure at general meetings
16. No business shall be dealt with at any general meeting unless a quorum is present; the quorum for a general meeting shall be 4 members, present in person.
17. If a quorum is not present within 15 minutes after the time at which a general meeting was due to commence - or if, during a meeting, a quorum ceases to be present - the meeting shall stand adjourned to such time and place as may be fixed by the chairperson of the meeting.
18. The chair of the association shall (if present and willing to act as chairperson) preside as chairperson of each general meeting; if the chair is not present and willing to act as chairperson within 15 minutes after the time at which the meeting was due to commence, the members of the management committee present at the meeting shall elect from among themselves the person who will act as chairperson of that meeting.
19. The chairperson of a general meeting may, with the consent of the meeting, adjourn the meeting to such time and place as the chairperson may determine.
20. Every member shall have one vote, which (whether on a show of hands or on a secret ballot) must be given personally.
21. If there is an equal number of votes for and against any resolution, the chairperson of the meeting shall be entitled to a casting vote.
22. A resolution put to the vote at a general meeting shall be decided on a show of hands unless a secret ballot is demanded by the chairperson (or by at least two members present in person at the meeting); a secret ballot may be demanded either before the show of hands takes place, or immediately after the result of the show of hands is declared.
23. If a secret ballot is demanded, it shall be taken at the meeting and shall be conducted in such a manner as the chairperson may direct; the result of the ballot shall be declared at the meeting at which the ballot was demanded.
Maximum number of management committee members
24. The maximum number of members of the management committee shall be 10. Two places on the management committee shall be reserved for members between the ages of 16 and 25.
25. A person shall not be eligible for election/appointment to the management committee unless he/she is a member of the association.
Election, retiral, re-election
26. At each annual general meeting, the members may (subject to clause 24) elect any member to be a member of the management committee.
27. The management committee may at any time appoint any member to be a member of the management committee (subject to clause 24).
28. At each annual general meeting, all of the members of the management committee shall retire from office - but shall then be eligible for re-election.
Termination of office
29. A member of the management committee shall automatically vacate office if:
(a) he/she becomes debarred under any statutory provision from being a charity trustee;
(b) he/she becomes incapable for medical reasons of fulfilling the duties of his/her office and such incapacity is expected to continue for a period of more than six months;
(c) he/she ceases to be a member of the association;
(d) he/she resigns office by notice to the association;
(e) he/she is absent (without permission of the management committee) from more than three consecutive meetings of the management committee, and the management committee resolve to remove him/her from office.
Register of management committee members
30. The management committee shall maintain a register of management committee members, setting out the full name and address of each member of the management committee, the date on which each such person became a management committee member, and the date on which any person ceased to hold office as a management committee member.
31. The management committee members shall elect from among themselves a chair, a vice – chair, a treasurer and a secretary, and such other office bearers (if any) as they consider appropriate.
32. All of the office bearers shall cease to hold office at the conclusion of each annual general meeting, but shall then be eligible for re-election.
33. A person elected to any office shall cease to hold that office if he/she ceases to be a member of the management committee or if he/she resigns from that office by written notice to that effect.
Powers of management committee
34. Except as otherwise provided in this constitution, the association and its assets and undertaking shall be managed by the management committee, who may exercise all the powers of the association.
35. A meeting of the management committee at which a quorum is present may exercise all powers exercisable by the management committee.
36. A member of the management committee who has a personal interest in any transaction or other arrangement which the association is proposing to enter into, must declare that interest at a meeting of the management committee; he/she will be debarred (in terms of clause 48) from voting on the question of whether or not the association should enter into that arrangement.
37. For the purposes of clause 36, a person shall be deemed to have a personal interest in an arrangement if any partner or other close relative of his/hers or any firm of which he/she is a partner or any limited company of which he/she is a substantial shareholder or director, has a personal interest in that arrangement.
(a) he/she has declared his/her interest,
(b) he/she has not voted on the question of whether or not the association should enter into the relevant arrangement and
(c) the requirements of clause 40 are complied with,
a member of the management committee will not be debarred from entering into an arrangement with the association in which he/she has a personal interest (or is deemed to have a personal interest under clause 37) and may retain any personal benefit which he/she gains from his/her participation in that arrangement.
39. Where a management committee member provides services to the association or might benefit from any remuneration paid to a connected party for such services, then
(a) the maximum amount of the remuneration must be specified in a written agreement and must be reasonable;
(b) the management committee members must be satisfied that it would be in the interests of the association to enter into the arrangement (taking account of that maximum amount);
(c) less than half of the management committee members must be receiving remuneration from the association (or benefit from remuneration of that nature).
Procedure at management committee meetings
40. Any member of the management committee may call a meeting of the management committee or request the secretary to call a meeting of the management committee, otherwise, the committee shall meet at least 4 times annually.
41 . Questions arising at a meeting of the management committee shall be decided by a majority of votes; if an equality of votes arises, the chairperson of the meeting shall have a casting vote.
42. No business shall be dealt with at a meeting of the management committee unless a quorum is present; the quorum for meetings of the management committee shall be 4.
43. If at any time the number of management committee members in office falls below the number fixed as the quorum, the remaining management committee member(s) may act only for the purpose of filling vacancies or of calling a general meeting.
44. Unless he/she is unwilling to do so, the chair of the association shall preside as chairperson at every management committee meeting at which he/she is present; if the chair is unwilling to act as chairperson or is not present within 15 minutes after the time when the meeting was due to commence, the management committee members present shall elect from among themselves the person who will act as chairperson of the meeting.
45. The management committee may, at its’ discretion, allow any person who they reasonably consider appropriate, to attend and speak at any meeting of the management committee; for the avoidance of doubt, any such person who is invited to attend a management committee meeting shall not be entitled to vote.
46. A management committee member shall not vote at a management committee meeting (or at a meeting of a committee) on any resolution concerning a matter in which he/she has a personal interest which conflicts (or may conflict) with the interests of the association; he/she must withdraw from the meeting while an item of that nature is being dealt with.
47. For the purposes of clause 48, a person shall be deemed to have a personal interest in a particular matter if any partner or other close relative of his/hers or any firm of which he/she is a partner or any limited company of which he/she is a substantial shareholder or director, has a personal interest in that matter.
Conduct of members of the management committee
48. Each of the members of the management committee shall, in exercising his/her functions as a member of the management committee of the association, act in the interests of the association; and, in particular, must
(a) seek, in good faith, to ensure that the association acts in a manner which is in accordance with its objects (as set out in this constitution);
(b) act with the care and diligence which it is reasonable to expect of a person who is managing the affairs of another person;
(c) in circumstances giving rise to the possibility of a conflict of interest between the association and any other party;
(i) put the interests of the association before that of the other party, in taking decisions as a member of the management committee;
(ii) where any other duty prevents him/her from doing so, disclose the conflicting interest to the association and refrain from participating in any discussions or decisions involving the other members of the management committee with regard to the matter in question;
(d) ensure that the association complies with any direction, requirement, notice or duty imposed on it by the Charities and Trustee Investment (Scotland) Act 2005.
Delegation to sub-committees
49. The management committee may delegate any of their powers to any sub-committee consisting of one or more management committee members and such other persons (if any) as the management committee may determine; they may also delegate to the chair of the association (or the holder of any other post) such of their powers as they may consider appropriate.
50. Any delegation of powers under clause 51 may be made subject to such conditions as the management committee may impose and may be revoked or altered.
51. The rules of procedure for any sub-committee shall be as prescribed by the management committee.
Operation of accounts and holding of property
52. If it became necessary to open a bank account for OYMF, the signatures of two out of three signatories appointed by the management committee shall be required in relation to all operations (other than lodgement of funds) on the bank and building society accounts held by the association; at least one out of the two signatures must be the signature of a member of the management committee.
53. The title to all property (including any land or buildings, the tenant’s interest under any lease and (so far as appropriate) any investments) shall be held either in the names of the chair, treasurer and secretary of the association (and their successors in office) or in name of a nominee company holding such property in trust for the association; any person or body in whose name the association’s property is held shall act in accordance with the directions issued from time to time by the management committee.
54. The management committee shall ensure that minutes are made of all proceedings at general meetings, management committee meetings and meetings of committees; a minute of any meeting shall include the names of those present, and (as far as possible) shall be signed by the chairperson of the meeting.
Accounting records and annual accounts
55. The management committee shall ensure that proper accounting records are maintained in accordance with all applicable statutory requirements. The financial year shall end on 5th April.
56. The management committee shall prepare annual accounts, complying with all relevant statutory requirements; if an audit is required under any statutory provisions or if they otherwise think fit, they shall ensure that an audit of such accounts is carried out by a qualified auditor.
57. Any notice which requires to be given to a member under this constitution shall be in writing; such a notice may either be given personally to the member or be sent by post in a pre-paid envelope addressed to the member at the address last intimated by him/her to the association, or by email.
58. If the management committee determines that it is necessary or appropriate that the association be dissolved, it shall convene a meeting of the members; not less than 21 days’ notice of the meeting (stating the terms of the proposed resolution) shall be given.
59. If a proposal by the management committee to dissolve the association is confirmed by a two-thirds majority of those present and voting at the general meeting convened under clause 60, the management committee shall have power to dispose of any assets held by or on behalf of the association. Any assets remaining after satisfaction of the debts and liabilities of the association shall be transferred to an Orkney-based organisation providing musical activities for young people in Orkney, such organisation to be identified by the members.
60. For the avoidance of doubt, no part of the income or property of the association shall (otherwise than in pursuance of the association’s charitable objects) be paid or transferred (directly or indirectly) to the members on dissolution.
Alterations to the constitution
61. Subject to clause 64, the constitution may be altered by a resolution passed by not less than two-thirds of those present and voting at a general meeting, providing due notice of the meeting, and of the resolution, is given in accordance with clauses 17, 18 and 19.
62. No amendment to clauses 3, 39, 61 or 62 of the constitution may be made if the effect would be that the association would cease to be a charity.
63. For the purposes of this constitution,
(a) the expression “charity” shall mean a body which is either a “Scottish charity” within the meaning of section 13 of the Charities and Trustee Investment (Scotland) Act 2005 or a “charity” within the meaning of section 96 of the Charities Act 1993;
(b) the expression “charitable purpose” shall mean a charitable purpose under section 7 of the Charities and Trustee Investment (Scotland) Act 2005 which is also regarded as a charitable purpose in relation to the application of sections 505 and 506 of the Income and Corporation Taxes Act 1988.
64. Any reference in this constitution to a provision of any legislation shall include any statutory modification or re-enactment of that provision in force from time to time.
Initial members of the Management Committee
65. The initial members of the management committee, and the positions held by each, shall be as set out below.
This constitution was adopted on 2.2.12
Name Address Position
Glenys Hughes Easdale House Chair
David Griffith Kirbister School House Secretary
Tanya McGill Sycamore Cottage Treasurer
Gemma McGregor Cedarwood Co-ordinator
New Scapa Road
Elaine Geddes 19 King Harald Kloss Ordinary Member