Aims and By-Laws

As part of the incorporation process under the Societies Act of Alberta, the Association had to establish aims and by-laws governing the Association. These are supplied below.

After several rounds of submission of draft by-laws, the Association was registered April 16, 2007.

The by-laws were amended by special resolution passed at a meeting of the association held on June 7, 2022. These changes were accepted and filed by the Registrar of Corporations of the Province of Alberta on July 15, 2022. These changes are reflected in the by-laws below.

The name of the society is: Lethbridge and District Pipe Band Association
The objectivess of the society are:
- to cultivate, to a high standard, the learning and performance of the arts of highland piping and drumming in Lethbridge and environs.

Lethbridge and District Pipe Band Association By-Laws

Article I - Name

The name of the Association is the LETHBRIDGE AND DISTRICT PIPE BAND ASSOCIATION.

Article II - Interpretation

In these by-laws, unless otherwise stated or required:
reference to the term "Association" shall mean the Lethbridge and District Pipe Band Association as described in Article I, section 1.
In these by-laws, unless the context otherwise requires, words importing the singular number or the masculine gender shall include the plural number or the feminine gender, as the case may be, and vice versa, and references to persons shall include firms and corporations.
In these by-laws, written notice shall allow for email addresses on record with the Association secretary, unless otherwise noted.

Article III - Membership

There shall be four classes of membership in the Association, namely: Honorary Life Membership, Full (or Playing) Membership, Honorary Membership and Associate Membership.Honorary Life Membership: Any individual, for valuable services rendered to the Association over an extended period of time may be nominated for an Honorary Life Membership in the Association. Such nomination shall be made in writing to the executive of the Association and shall clearly state the name of the nominee, the reasons for nomination, and shall be signed by three (3) playing members in good standing. Upon approval by a simple majority of the membership at the annual general meeting, the nominee will be accorded an honorary life membership. Honorary Life Members shall be entitled to all the privileges and rights of associate membership.

Honorary Membership: Any individual, for valuable services rendered to the Association may be nominated for an Honorary Membership in the Association. Nomination and election for Honorary Membership is governed by rules for associate membership. Honorary members have the same privileges and rights as associate members.

Full (or Playing) Membership: Any person that has performed with the Band in a formal performance of the Band in the year prior to a special or general meeting of the Association is automatically a Playing Member of the Association, is eligible to speak and vote at meetings of the Association, and is eligible to serve on the executive of the Association. A playing member that has not played within the year prior to an Association meeting shall immediately be re-classified as an Associate Member.

Associate Membership: A drummer or piper, after three months of frequent participation at band practices, is eligible for nomination to associate membership. Two of the Pipe Major, Pipe Sergeant or Drum Sergeant nominate a piper or drummer for associate membership at either a special or general meeting of the Association where election to associate membership is achieved by simple majority vote of the playing members of the Association. One parent or guardian of a playing member under the age of eighteen is automatically accepted by the Association as an associate member. Associate members may speak at meetings of the Association, but may not vote at general or special meetings of the Association. They may stand for election to the executive of the Association. An associate member that has ceased attending band practices on a regular basis may have associate membership revoked by a simple majority of playing members at a special or general meeting of the Association.
The Association will have, at its incorporation, one Life Member: Alastair Gilchrist, former pipe major of the Band in its previous instantiation.
The Association shall have the power by a ballot vote of three-fourths of the members present at a meeting called for that purpose, to expel or suspend any member whose conduct shall have been determined by the Association to be improper, unbecoming or likely to endanger the interest or reputation of the Association, or who wilfully commits a breach of the By-Laws of the Association.
Any member may resign membership in the Association by giving notice in writing to the Secretary, or verbally to either the President or Pipe Major, in the presence of at least one other full member of the Association.
Any member who resigns, withdraws or is expelled from the Association shall forthwith forfeit all rights, claims and interests arising from or associated with membership in the Association. If the member is a Playing Member, then any equipment or uniform pieces on loan from the Band or the Legion must be returned to the quartermaster.

Article IV - Dissolution

Upon the dissolution of the Association and after payment of all debts and liabilities, the remaining property of the Association shall be sold or disposed of and the proceeds donated to charities of the Association's choice. .

Article V - Executive

The affairs of the Association shall be managed by an Executive of three (3) members, each of whom at the time of his election and throughout his term of office shall be either an Associate or Honorary or playing member of the Association, such management subject to the By-Laws of the Association and any direction given to the Executive by majority vote at any properly called and duly constituted special or general meeting of the Association. Executive or Executive Committee shall mean the Executive of the Association. There are no directors of the Association, only officers of the Executive.
There shall be a President, a Secretary, and a Treasurer.
The term of office shall run for a period of two years commencing with the Annual General Meeting following the elections. The terms are to be staggered so that not all three executive positions are filled at the same Annual General Meeting.
A member may not hold the same office for more than two (2) consecutive terms, except if a successor has not been duly elected, or if it is the wish expressed by the general assembly by a motion that the member continues in the same office.
Election of Executive
(a) The election of the Executive members will be held in the first general meeting in each year.
(b) Candidates for Executive offices shall be nominated from the membership at large at either the first general meeting of the year, prior to voting, or at a special meeting prior to the first general meeting of the year.
(c) Nominations for office shall be accepted from the floor at the first general meeting of the year provided that the nominee has given his consent. If the nominee is not present, his consent must be in writing.
(d) If there is more than one candidate nominated for an office, an election by secret ballot shall be conducted.
(e) If there is only one nominee, that candidate shall be elected by acclamation.
Officers may be relieved of their positions by at least two-thirds of the votes cast at a general meeting provided that a written notice specifying the intention to do so has been received by the general membership at least two weeks prior to the meeting. The membership may then elect another member to fill that position for the remainder of the term.
Any officer may retire from his office upon giving two weeks' notice of his intention to do so in writing to the President or the Secretary and such resignation shall take effect upon the expiration of such time or the earlier acceptance thereof by the Executive.
Except as provided for in Section 6 above with regard to the President, if any member of the Executive should resign, absent himself for any meeting without notifying the Secretary in writing with reasons satisfactory to the Executive or arranging for a substitute, be suspended or expelled from the Association, or die, the membership may elect another member to fill his position at a general meeting or a special meeting called for this purpose.
Duties of the Executive Officers
(a) President: The President shall, when present, preside at all meetings of the Association. He shall also be charged with the general management and supervision of the affairs and operation of the Association, and shall be a member of all committees struck by the Association, ex officio.
(b) Secretary: The Secretary shall attend all general and executive meetings of the Association and record all facts and minutes of all proceedings in the books kept for the purpose. He shall give all required notices, be custodian of all books, papers, records and correspondence, contracts and other documents belonging to the Association and shall not deliver any documents belonging to the Association and shall not deliver any document out unless specifically authorised by the Executive. The Secretary shall keep a list of all members.
(c) Treasurer: The Treasurer shall keep full and accurate accounts of all receipts and disbursements of the Association in proper books of account for the purpose and shall deposit promptly all monies or other valuable effects in the name of the Association and to the credit of the Association in such bank or financial institution as may be decided upon from time to time by the Executive. He shall, whenever required of him, render an account of all his transactions as Treasurer and of the financial position of the Association. All cheques must be signed by the Treasurer and countersigned by the President or Secretary.

Article VI - Band Officers

The playing members of the band are to bi-annually elect, by simple majority at the annual general meeting, the band officers from among their ranks. Band officers may include the positions of pipe major, quartermaster, drum sergeant, drum major, or other positions as may be warranted by the needs of the band and the pool of playing members and associate members available to serve in the capacity of band officers.
The band will always, at a minimum, have a pipe major and drum sergeant. Other band officer positions may be created at the initiative of the pipe major and drum sergeant at a special meeting of the Association.
Duties of Band Officers
(a) The pipe major is a playing member of the Association, and has the responsibility of calling band practices, informing Association members of the timing and location of band practices, selecting music for the band, tuning the pipe corps and conducting the band unless such duties are delegated by the pipe major to other playing members of the band.
(b) The pipe sergeant, if one is appointed, is a playing member of the pipe corps that tends to the training and conduct of the pipe corps, as delegated by the pipe major.
(c) The drum sergeant is a playing member of the Association, and has the responsibility of managing the training and conduct of the drum corps.
(d) The drum corporal, if one is appointed, is a playing member of the drum corps that tends to the training and conduct of the drum corps, as delegated by the drum sergeant.
(e) The quartermaster has the responsibility of issuing, and keeping records of, band gear lent to band members, as well as attending to the recovery of band-issued gear when a member of the band retires from the band. The quartermaster may be an Associate Member.
(f) All band officers are to provide reports to the Association at general and special meetings of the Association.
A member of the Association may hold a position as both an executive officer and a band officer. The position of band quartermaster maybe held simultaneously with any other position either as a band officer or as an executive officer.

Article VII - Meetings

Meetings Schedule - The yearly meeting schedule shall be as follows:
First fortnight of February - Annual General Meeting
First fortnight of September - General Meeting
January and August - Executive Meetings
Meetings will be held, with notice by post, telephone or email given to the membership at least two weeks in advance.
General Meetings - A General Meeting is open to all current members, of any membership class, of the Association.
Executive Meetings - An Executive Meeting shall include all Executive Members, Pipe Major, Drum Sergeant and quartermaster and any other members as required. Other Members, of any class, may attend Executive Meetings to express their opinions, but may NOT vote.
The business of the Annual General Meeting shall be to receive and consider the accounts and balance sheets for the preceding fiscal year, install officers and to transact any other business which ought to be transacted at the Annual General Meeting. The agenda of the Annual General Meeting must include the following items:

Approval of minutes of the previous general meeting
Financial report, including auditors' report
nomination and election of new executive
nomination and election of band officers
approval of budget
5. The agenda of the General Meeting held in September shall include:
- Approval of minutes of the annual general meeting
- Financial report
- call for nominations for executive positions
- selection of auditors for the annual general meeting

6. Special meetings of the Association may be called at any time but the notice of such special meeting shall state the business for which the meeting is called. No business other than that for which the meeting was called shall be transacted. A notice of the time, place and purpose of such a meeting shall be sent to each current member at least two weeks before the time fixed for holding the meeting.
7. a) No public notice or advertisement of any Annual General Meeting, general meeting or special meeting of the Association shall be required, but notice of the time and place of every such meeting shall be given by sending notice by prepaid post at least one week before the time fixed for holding such meetings, or by e-mailing or telephoning each current member two weeks in advance of the meeting.
b) Special executive meetings may be called upon one week's notice or without notice upon consent of members entitled to be present.
8. No error or omission in giving notice of any meeting shall invalidate that meeting or make void any business or proceedings conducted thereat. Any member at any time may waive notice of such meeting and confirm any and all business or proceedings conducted thereat.
9. Any meeting may be adjourned to any future time or times. Business may be transacted at such adjourned meeting(s) as might have been transacted at the original meeting from which such adjournment took place. No notice shall be required of any such adjournment. Such adjournment may be made even though a quorum is not present.

Article VIII - Conduct of Business

Votes at General Meetings -- At all special or general meetings of the Association, each playing member shall have only one vote. Proxy voting is not permitted.
Votes at Executive Meetings -- At all special or scheduled meetings of the Executive, each Executive member shall have one vote. Proxy voting is not permitted.
Unless otherwise required by these By-Laws or the Societies Act, Roberts' Rules of Order will govern all meetings.
At any general or special meeting of the Association, a quorum shall consist of a simple majority (50% plus one) of playing members.
At any executive meeting of the Association, a quorum shall consist of two executive members and one band officer from the pipe major, drum sergeant or quartermaster.
At all meetings, any member making a motion shall, upon the request of the President, put the same in writing and it shall be read by the Secretary and duly seconded before discussion. Notices of Motion to be made at any meeting shall be in writing and delivered to the Secretary not less than one week in advance of any meeting at which the motion is to be made.
Discussion of religious, political or other contentious subjects foreign to the objects and purposes of the Association will not be allowed at any meeting. No member shall be allowed to use discourteous language or reflect on another member while in debate. All remarks in any debate will be addressed to the meeting chairman.
Order of Business -- The following items of business must be covered when conducting a general meeting or scheduled Executive meeting:
(a)Minutes of Last meeting(i) Reading and Approval
(ii) Business Arising(b)Old Business(c)Executive and Band Officer Reports(d)New Business(e)Announcement of Next Meeting

Article IX - Audits and Auditors

The books, accounts and records of the Secretary and Treasurer shall be audited at least once each fiscal year by a duly qualified accountant, or by at least two (2) members-at-large of the Association appointed for that purpose at the September General Meeting.
The fiscal year of the Association shall end on the 31st day of December, in each year.
At each General Meeting of the Association, all books, accounts and records shall be available for inspection by any member.

Article X - Manner of Making, Altering and Rescinding By-Laws

The By-Laws of the Association may be amended, altered or added to in the following manner: The proposed change must be presented as a "Special Resolution" passed by a majority of not less than three-fourths of such members entitled to vote as are present in person, at a general meeting of which one month's written notice specifying the intention to propose the resolution as a special resolution has been duly given.

Article XI - Remuneration

Unless authorised at any meeting and after notice for same shall have been given, no officer or member of the Association shall receive any remuneration for his services.

Article XII - Borrowing Powers

The Association does not have the power to borrow monies.

March 28, 2007

Signature: Name: Bruce Gedrasik
Signature: Name: Brenda Lockmuller
Signature: Name: Arthur Cogdale
Signature: Name: Cory Armfelt
Signature: Name: Robert Tomkinson
WITNESSSignature: Name: David Kaminski