ROSEVILLE PUBLIC SCHOOL

Transcription

1 ROSEVILLE PUBLIC SCHOOL P&C ASSOCIATION BAND SUB-COMMITTEE RULES Name The Sub-Committee shall be known as the Roseville Public School P&C Association (RPS P&C) Band Sub-Committee (the Sub-Committee). 2. Aims of the Sub-Committee (a) To oversee the running of the Roseville Public School P&C Association Band Program (the Band) (b) To facilitate the engagement of independent contractors in the capacities of a Band Director, who drives the direction of the band program, and Conductors, to teach and conduct the bands (or as otherwise agreed with the RPS P&C). (c) To provide an opportunity for all students at Roseville Public School to participate in the Band at a reasonable cost. 3. Membership of the Sub-Committee (a) The Sub-Committee shall consist of at least eight (8) financial members of the RPS P&C. Membership will consist of: i. Band Convenor ii. Band Minute Taker iii. Representative of the RPS P&C Treasurer (this can be the RPS P&C Treasurer; where there is a bookkeeper engaged by the RPS P&C, it may be the bookkeeper) iv. At least five (5) other financial members of the RPS P&C elected to the roles of Instrument Coordinator and one (1) Band Coordinator per Band category, plus other Sub-Committee roles elected at the Sub-Committee s discretion. A list of suggested positions is described in Appendix 1. (b) The Band Convenor is to be elected annually at the Annual General Meeting of the RPS P&C. Election of other Sub-Committee roles is to be overseen by the Band Convenor and/or one or more members of the P&C Executive, at the next meeting of the Sub-Committee following the P&C AGM. The Sub-Committee must ensure that notice of this meeting and the calling for the members of the Sub-Committee is well publicised and made two weeks prior to this meeting. (c) The Principal of Roseville Public School and the President of the RPS P&C shall be ex-officio members of the Sub-Committee. (d) A copy of the most recent rules will be given to all new Sub-Committee members at the first Sub-Committee meeting following the RPS P&C AGM. A current copy of the rules will be kept by the RPS P&C Secretary. (e) In the running of the Band, the Sub-Committee is bound by the Constitution and the By-Laws of the RPS P&C. Where there is any inconsistency between these Rules and Constitution and/or the By-Laws of the RPS P&C, the Constitution and/or the By-Laws of the RPS P&C prevail. 4. Duties of the Sub-Committee (a) The Sub-Committee shall organise and control the full administration of the Band. However, the Sub-Committee shall be responsible in all its actions to the RPS P&C which shall have the right to reorganise, disband or close the Sub-Committee, such decisions to be supported by a

2 majority vote at a General Meeting of the RPS P&C Association or a Special Meeting of the RPS P&C called for that purpose. Notice of Motion for action to reorganise, disband or close must be given in writing to the Secretary of the RPS P&C and must be signed by five (5) financial members of the RPS P&C. Further, such notice shall be circulated to all financial members at least seven (7) days in advance of the General or Special Meeting. (b) The Sub-Committee will develop an Annual Plan, in conjunction with the Band Director, with key goals and measures for the year. (c) The Sub-Committee, via the Convenor, shall present a report to each General Meeting of the RPS P&C. This report will include the following: i. Details of changes in enrolments new and lapsing ii. Maintenance, instrument or equipment issues iii. Operational issues or changes iv. Changes to staffing v. Review of recent events or upcoming events vi. Updates on the Annual Plan (d) The RPS P&C Treasurer's representative must lodge with the RPS P&C Treasurer a current financial statement for presentation to each general meeting of the RPS P&C. (e) In accordance with the budget process communicated by the RPS P&C Treasurer, the Sub- Committee will submit a budget each year for approval by the RPS P&C. 5. Meeting of the Sub-Committee (a) The Sub-Committee shall meet at least once a school term. (b) A least four meetings each year must be open to all RPS P&C members, as per Bylaw 12 (e) of the By-Laws for the RPS P&C. (c) The quorum for all Sub-Committee meetings shall be five (5) members of the Band Sub- Committee (d) Format of Sub-Committee meetings is as follows: i. Apologies ii. Band Director s Report (brief discussion of band s progress) iii. Band Conductor s Report (brief discussion of band s progress) iv. Treasurer s report (presentation of brief profit and loss statement) v. Matters arising from previous minutes vi. New business vii. Next meeting time and date (e) Minutes of each meeting are to be recorded by the Minute Taker and distributed to the Sub- Committee and the P&C Secretary. 6. Funds (a) All money received by the Sub-Committee shall be deposited in an account in the name of the Sub-Committee or the RPS P&C Account. In addition to this, the Band Sub-Committee will establish a monetary reserve to allow for five to seven years of musical instrument replacement, as per Bylaw 12(a) of the By-Laws for the RPS P&C. Generally speaking, a maximum of $60,000 in the reserve should be sufficient.

3 (b) All financial transactions are to be undertaken by any two (2) of the following RPS P&C Officebearers; President, Secretary, Vice Presidents, or Treasurers. (c) All income received by the Band shall be given to: i. Payment of Band Director, Band Conductor, Tutors and any other contractors ii. Purchase of music iii. iv. Instrument repair Purchase of equipment for the efficient running of the Band, such as music stands, music folders, plastic sleeves, stationery and other sundry items. v. Payment for costs for Band camps and intensives (food and tutor fees etc.) vi. Purchase of new instruments to hire to students. All musical instruments become the property of Roseville Public School immediately upon acquisition, as per By-law 12(f) of the By-Laws for the RPS P&C (d) Purchases exceeding $1000 (one thousand dollars) must secure prior approval from the RPS P&C. At least three quotes must be obtained for instruments that cost over $3,000, as per Bylaw 12(c) of the By-Laws for the RPS P&C. (e) Band fees: i. Band fee notices, including instrument hire and any other Band camps/intensives, are sent to parents at least twice a year, at the beginning of Terms 1 and 3, and are requested to be settled within two weeks. ii. Band fees are to be proposed by the Band Sub-Committee and approved by the RPS P&C. Fees should be set to cover the projected costs for the calendar year, including replenishment of the instrument replacement monetary reserve, and any other costs associated with the running of the Band. iii. Additional fundraising may be carried out by the Band Sub-Committee as needed. (f) At the end of each calendar year, approximately $20,000 should be left in the Band s operating account to cover on-going expenses. Any amount over $20,000 is to be moved into the Band instrument replacement monetary reserve. 7. Band operation rules (a) An instrument stock-take shall be affected at the end of each calendar year and an asset register provided to the school. (b) The Sub-Committee will ensure that instruments and other equipment are well maintained, in good repair and used properly, and are being maintained as set out in instrument hire agreements with hiring parents. (c) Band categories are as per Appendix 2. Practice sessions for bands will be as determined by the Sub-Committee in consultation with the Band Director, Conductors, and School Principal and are to be attended by a rostered parent. (d) The Convenor will ensure that the RPS P&C has obtained public liability and volunteers insurance to cover Sub-Committee volunteers. (e) The Convenor shall be responsible to the Sub-Committee for the proper conduct of the Band and the adherence of the RPS P&C policies.

4 8. Contractors (a) No contractor of the RPS P&C shall hold an Officer or position of the elected RPS P&C Executive members; this is as per the RPS P&C s Constitution 5(a). (b) The Convenor, with input from the Sub-Committee, will propose Band Directors, Conductors and any other contractors to be engaged for approval by the RPS P&C Executive. The Convenor shall act on behalf of the RPS P&C, and for any Band contractors will determine rates of remuneration, conditions of engagement and shall terminate such arrangements as suitable provided that all relevant legislation is adhered to. (c) The Convenor will conduct an annual review of the Band Director and Conductors, in conjunction with the Band Director (where appropriate), the School Principal (or a delegated Teacher) and one (1) or two (2) other Sub-Committee members. (d) All contractors are to demonstrate to the Convenor that they have appropriate public liability insurance cover and to submit a Working With Children Check (WWCC) number which will remain current during the term of their contract. The Convenor shall ensure that the RPS P&C has obtained workers compensation insurance to cover contractors (if required for contractors). (e) The Convenor will liaise between all contractors of the Band and report to the RPS P&C President of any issues related thereto. 9. Audit The accounts of the Band Sub-Committee shall be audited annually as part of the audit of the RPS P&C accounts. The Sub-Committee will forfeit all Minutes, financial records and other appropriate materials to the RPS P&C Treasurer no later than fourteen (14) days following the end of the RPS P&C s financial year. 10. Alterations No alterations shall be made to these Rules without formal notice for the Agenda of a General Meeting of the RPS P&C. BAND CONVENOR Print Name: Signature: Date: P&C ASSOCIATION PRESIDENT Print Name: Signature: Date: P&C ASSOCIATION SECRETARY Print Name: Signature: Date:

5 APPENDIX 1 - RPS P&C Band Sub-Committee job descriptions Convenor Co-Convenor(s) Minute Taker Treasurer s Representative (may be the P&C Treasurer or a paid bookkeeper) Coordinators x8 (Junior, Intermediate, Concert, Stage Bands, other ensembles) Instrument Coordinator Attend RPS P&C meetings to provide general report Oversee administration of the Band, acting on behalf of the Sub- Committee (note: the Convenor does not make unilateral decisions) Chair Band Sub-Committee meetings Support Band Director and Conductors Monitor progress of all bands Annual review of Band Director and Conductors Arranges Annual Plan, with goals and measures, in conjunction with Band Director and Sub-Committee Hold keys to all rooms, alarms and cupboards Liaise with RPS Principal on matters involving Band including timetable coordination, performances etc. Co-ordinate Band performances and competitions Oversee special events, e.g. Band Camp, Musicale, Intensives etc. Oversee music library Step in for Convenor when necessary Record minutes of Sub-Committee meetings and arrange distribution to members and P&C Secretary Other correspondence when necessary, including notes regarding all events Put out fee invoices by early Terms 1 and 3 and follow-up Keep record of all financial matters of Band Process contractor and other invoices Prepare quarterly financial reports for Sub-Committee meetings Co-ordinate annual audit with RPS P&C Treasurer Arrange rosters for parent volunteers to set-up bands Supervise band set-up and pack-away Liaise between conductor, parents and students Organise music folders Oversee organization of events for each band including transport of instruments/equipment, information s to parents and permission notes Assist with organization for Band camps/intensives Keep instrument records up to date Arrange roster for collection of instruments at the end of the year Arrange Conductors to check instruments Organise repairs and maintenance of instruments not out on hire Liaise with hiring parents to arrange repairs and maintenance as required. Reinforce the responsibilities of parents who hire instruments Negotiate whether repair and maintenance costs are the responsibility of

6 Music Librarian Publicist Special event Coordinators (Band Camp, Intensives, Musicale, Other Events) Band Director Band Conductors the Sub-Committee or the hiring parent. Prepare an annual instrument purchase plan, based on the asset replacement plan, feedback from the Musical Director and Band Convenor and review of repair costs. Obtain quotes and organise purchase of new instruments Allocate newly purchased hire instruments to students, in consultation with the Band Director Responsible for ordering, stamping, photocopying and filing all music Communications in the School Bulletin Liaise with school regarding publishing photos on RPS P&C Noticeboard Keep photo albums and concert awards up to date Responsible for overall running of special events Responsible for the direction of the music program and all music matters, in consultation with the Convenor Conduct and teach bands Monitor progress of all bands Arrange music in advance for librarian to copy and file Organise assessments of student capability Recommend and assist with instrument maintenance and purchases Organise tutors as required Provide input to assist Convenor with Conductor annual reviews Provide reports at Sub-Committee meetings Conduct and teach bands Arrange music in advance for librarian to copy and file Organise tutors as required Provide reports at Sub-Committee meetings APPENDIX 2 RPS P&C Band categories Junior Band Comprised of mainly Year 3 children, with some from Years 4-6 Children have usually not played an instrument before Usually the largest band Intermediate Band Comprised of children who have some experience but are not ready to progress to Concert Band. They may be in Years 4-6. Concert Band Comprised of the most experienced band members, usually Years 5-6 Stage Band A small band made up from some members of the Concert or Intermediate bands who may need extending. Other extension groups Other extension groups as required, e.g. woodwind, lower brass, percussion. May not be formed every year.