OUMS: Oxford University Music Society

Founded 1872
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OUMS Constitution

Constitution adopted by unanimous decision of the OUMS committee at a meeting held on 30th November 2005.

1. Aims.

The Oxford University Music Society (OUMS) exists to further the performance and appreciation of music within the University. Its responsibilities, exercised through its committee, include the advertisement of University-wide musical events, organisation of rehearsal schedules and orchestral auditions, co-ordination of joint projects, development of University music as a whole, representing university-wide musical groups in the Music Faculty, applying for both Music Faculty and external funding on their behalf, and distributing this money.

2. Regulation.

OUMS, and therefore its affiliated ensembles, shall be administered in accordance with the regulations for University clubs which are published from time to time in the Proctors' and Assessor's Memorandum ("the Proctors' Memorandum").

3. Terminology.

In what follows, the "voting affiliated groups" will mean the officially affiliated University-wide ensembles with voting rights: OU Orchestra, OU Philharmonia, OU Sinfonietta Oxford Chamber Orchestra, OU Wind Orchestra, and OU Big Band. The "non-voting affiliated groups" will mean: OUMS Brass Band and OUMS Percussion Ensemble. The "affiliated groups" will mean both the voting and non-voting affiliated groups.

3.1.

Changes to the list of voting and non-voting affiliated groups may be accomplished only by amendment to the constitution.

3.2.

OUMS has a particular responsibility to aid and co-ordinate the activities of the affiliated groups. These responsibilities are outlined in (7)-(14) below.

3.3.

The affiliated groups can be referred to as "OUMS Ensembles".

3.4.

The voting affiliated groups have external influence over the governance of OUMS, as reflected in the voting procedures, see (15) below.

4. Address.

OUMS will have a postal address at the Faculty of Music, Oxford University.

5. Membership.

Membership of OUMS will be open to any member of the University, or of any member of an affiliated organisation which is included in the Oxford University internal post system.

5.1.

Other members may be admitted at the discretion of the Secretary providing that non-University membership does not constitute more than 20% of the total.

5.2.

Any person eligible for membership may become a member by writing to the Secretary. Exceptionally, membership may be refused at the Secretary's discretion.

5.3.

Any member may leave the society by writing to the Secretary, and in exceptional circumstance the Secretary may expel a member at their discretion. Membership shall be terminated if a member ceases to be a member of the University, although the Secretary may exercise their discretion on this matter.

5.4.

There will be no charge for membership.

5.5.

Members may apply to the Secretary to receive a membership card, to supply proof of membership - this may allow access to extra benefits as negotiated from time to time by the committee. A small one-off charge may be made for the provision of a membership card. The charge and procedure for applying for a membership card will be determined by the committee.

5.6.

It is to be noted that the ultimate power over the governance of OUMS derives from the voting affiliated groups - separate ensembles - and not the members themselves. This reflects the fact that most of the activity of OUMS is in the co-ordination of those affiliated groups.

6. Committee Membership.

The functions and governance of OUMS will be carried out by its committee. The membership of the committee will consist of voting committee members and co-opted committee members.

6.1.

The voting committee members will be one representative nominated by each of the voting affiliated groups, plus the secretary and treasurer. The representative will normally be the manager of the relevant ensemble. The affiliated group may change their nominee at any time; there is no fixed term of office. The Chair will also be a voting committee member ex officio, although if already a voting committee member by virtue of being a representative of a voting affiliated group then they will not have two votes.

6.2.

The addition of extra voting committee members may be accomplished only by amendment to the constitution.

6.3.

Co-opted committee members will be elected or confirmed by the voting committee members, from those people involved in the organisation of University music. Co-optation shall take the form of a motion, passed by the committee. See item (15) for the voting procedure for motions. Retired managers of the affiliated groups will usually be co-opted, if they are willing. The conductors of the various performing ensembles do not have automatic election as co-opted members. There is no fixed term of office for co-opted members, and co-opted members may be sacked if such a motion is passed.

6.4.

Any person joining the committee in either capacity will immediately become a member of OUMS, if they were not already.

6.5.

All committee members should read and comply with the accompanying document "Notes for Committee Members and Managers", which describes OUMS procedure in more detail, but which is not directly governed by this constitution, in order to familiarise themselves with the workings of the society and its ensembles.

7. Officers.

The voting committee members will select officers of the society. For the voting procedure, see (15) below.

7.1.

The following officers will be selected: Chair, Secretary, Treasurer, Sinfonietta Manager, Recitals Co-ordinator, Membership Secretary, Webmaster, and Senior Member. If necessary (see (8) below) a President will also be selected.

7.2.

The Senior Member must be a member of Congregation, and will become a co-opted member of the committee ex officio.

7.3.

Other officers must be members of the committee.

7.4.

No office has a fixed term. An officer-ship will be terminated upon either the voluntary retirement of the incumbent or the selection of a replacement by vote.

7.5.

The positions of Chair, Secretary, and Treasurer may not be held by more than one person jointly, nor may one person hold more than one of these positions.

8. Responsibilities of Chair.

8.1.

The Chair will keep an up to date list of the membership of the committee.

8.2.

Meetings of the committee will be coordinated by the Chair, who should prepare and circulate an agenda in advance of each committee meeting, including any items requested by voting committee members.

8.3.

Normally there will be around two committee meetings per term. The Chair will select a time and place for the committee meetings. Reasonable notice should be given for committee meetings.

8.4.

Only committee members are automatically permitted to attend committee meetings. Other people, whether members of the society or not, may be invited at the discretion of the Chair.

9. Responsibilities of President.

If the selected Chair is eligible (as listed in the regulations of the Rules Committee of Oxford University) then they shall also be President of the Society. Otherwise a President will be selected as in (6) above.

9.1.

The President will fulfil any duties required of a society President as set by the Oxford University Clubs Committee.

10. Responsibilities of Secretary.

10.1.

The Secretary will produce minutes of each committee meeting, in a timely manner. These may be circulated by email.

10.2.

The other committee members are expected to help the Secretary with removal of members who leave the University without informing the Secretary in advance that they will be doing so.

10.3.

The Secretary will fulfil any other duties required of a society Secretary as set by the Oxford University Clubs Committee.

11. Responsibilities of Treasurer.

11.1.

The Treasurer will maintain all bank accounts for the society. There may be more than one such account, for the different activities of the society; in such a case the Committee will instruct the Treasurer as to from which account the various payments are to be made.

11.2.

All accounts will require the signature of two out of: the three current Chair, Secretary, and Treasurer.

11.3.

The Treasurer will keep all the accounts of the society according to the regulations published by Oxford University Clubs Committee.

12. Responsibilities of Membership Secretary.

12.1.

The Membership Secretary will maintain an up to date and accurate list of the members of the society.

12.2.

The Membership Secretary will maintain an up to date and accurate list of those members who have received a membership card, and will be responsible for the production and distribution of such cards.

13. Responsibilities of Recitals Coordinator.

The OUMS committee will maintain the University-wide recital series held in the Holywell Music Room, seeking to continue the high standard of solo and ensemble performance associated with this prestigious series.

13.1.

The recital series will be organised by the Recitals Coordinator in accordance with a recitals contract produced by the committee.

14. Sinfonietta;

Sinfonietta committee; Responsibilities of Sinfonietta Manager. The OUMS committee will oversee and fund the activities of the Oxford University Sinfonietta (Sinfonietta), a small chamber ensemble.

14.1.

The OUMS committee will appoint a committee for the day to day running of the Sinfonietta, to be called the "Sinfonietta committee". The Sinfonietta committee will include the Sinfonietta Manager (who will chair it), the OUMS President, the OUMS Treasurer, and the present Sinfonietta conductor as ex officio members. It will also include other willing individuals selected by the OUMS committee, who need not be members of the OUMS committee or members of the society as a whole.

14.2.

The OUMS Treasurer will oversee the financial affairs of the Sinfonietta, giving advice to the Sinfonietta committee as necessary, and providing details of the available budget.

14.3.

The Sinfonietta Manager will manage the day to day financial and administrative affairs of the Sinfonietta.

14.4.

In the selection of conductor, repertoire and rehearsals the OUMS committee must give formal approval to plans for the Sinfonietta, but where appropriate is likely to refer such decisions to the Sinfonietta committee as under (15.6) below. In other matters the organisation of the group should be left to the Sinfonietta committee. However in matters of dispute the OUMS committee remains the final authority on the activities of the ensemble.

14.5.

The OUMS committee will oversee the appointment of a conductor for Sinfonietta, reviewing the appointment each term. In the matter of the review it may take the advice of the Sinfonietta committee. The conductorship of Sinfonietta is not considered an office of the society, and there is no requirement for the conductor to be a member of OUMS, nor even a member of the University.

14.6.

Procedure for election of new Sinfonietta conductor. Should the incumbent retire, or the OUMS committee so decide, the OUMS committee will set up a panel (as under (15.6) below) for the appointment of a new conductor. The panel will include those members of the Sinfonietta committee who are willing to serve and not applying for the post themselves. If this does not include at least one member of music faculty staff, one should be added to the panel by the OUMS committee. The panel will advertise the position widely within the University, and will perform interviews or other examination of the candidates, taking into account relevant previous conducting experience and proficiency with contemporary repertoire, along with any information they feel will help in their decision. Should the panel be unable to agree unanimously on an appointment, they will make a report to the full committee who will make the final decision.

14.7.

The Sinfonietta committee will require formal approval in advance from the OUMS committee for the programme selected for each term; the OUMS committee will ensure that Sinfonietta remains true to its aims as a small orchestra or ensemble performing a mixture of Classical, twentieth century, and contemporary repertoire. Bearing in mind the need for a prompt decision on this, the OUMS committee may refer this decision to the Sinfonietta committee, as under (15.6).

14.8.

The OUMS committee will instruct the Sinfonietta committee in the setting of rehearsal schedules for the Sinfonietta, as part of its co-ordination of the rehearsal schedules of all member groups.

15. Other Committee Responsibilities.

The committee has other responsibilities which will be discharged in a way agreed in meetings.

15.1.

The voting committee members will elect a committee member to accompany the Chair to meetings of the Music Faculty Performance Committee. The OUMS representatives at the Performance Committee will lobby for funding and support for the affiliated groups from the Music Faculty. Money from the Faculty will be distributed in a way agreed by the OUMS committee.

15.2.

The committee will seek external funding for the society, and administer the details of any agreed sponsorship deal with an external funding body. Affiliated groups will all implement any agreed sponsorship deal, including but not limited to, the display of logos on posters and advertisements in programmes. Money from any such sponsorship arrangement will be distributed in a way agreed by the OUMS committee.

15.3.

The committee may consider any applications made to it by performing ensembles for financial assistance. In deciding whether to give financial assistance, the committee will bear in mind the viability - financial and otherwise - of the venture as displayed in the funding application, the nature of the event and its likely contribution to the development and diversification of university music, the alternative sources of funding available. The committee will bear in mind its own resources, not putting at risk the well being of the society finances.

15.4.

The committee will support the development of its affiliated groups, in such a way as to benefit University music as a whole. In particular, the committee will encourage the affiliated groups to fulfil clearly distinct roles. From time to time the committee should formulate and publish a policy document outlining its aims for development.

15.5.

The committee will assist the affiliated groups in the co-ordination of their rehearsal schedules. The committee will also assist, where necessary, in the conveying of such information to the Faculty of Music in order to facilitate the use of faculty buildings and instruments.

15.6.

The committee will strive to promote university-wide music as a whole, undertaking any other actions not listed here deemed appropriate by its members.

16. Voting Procedure.

The voting procedure for all committee decisions and appointments will be as follows.

16.1.

The committee will work by co-operation, not force. Every effort should be made to obtain a consensus on issues raised in committee meetings.

16.2.

If a vote is unavoidable, only voting committee members may vote and a simple majority of all present voting committee members is required to pass a motion. Tied votes will be decided by the Chair. At a meeting the Chair and at least two other voting committee members must be present, before a motion can be passed.

16.3.

Voting committee members who are unable to attend a meeting may send a proxy as long as they inform the Chair in advance. Alternatively they may inform the Chair in advance of their vote.

16.4.

Each vote must be on a specific positive motion. Motions may be to replace an officer of the Society, to co-opt a new committee member, to approve a policy document, to approve the programme for a particular Sinfonietta concert, to change the constitution (see (16.5) below), to appoint a panel to decide a particular issue (see (16.6)), or to make any other decision necessary to fulfill the aims of the society. If the motion is not passed, the status quo remains. That is, the officer is not replaced, the member not co-opted, the policy document not approved (and any previously approved document still stands), the programme for Sinfonietta is not approved and so on.

16.5.

Amendments to the constitution may be made at any meeting but require the unanimous agreement of all voting committee members. If any are not present then the Chair must ask for their agreement before the new constitution is ratified.

16.6.

The OUMS committee may, for reasons of speed, convenience, or otherwise, refer specific decisions to a subcommittee or panel, such a decision having the same status as those reached by the whole OUMS committee in the usual way. The precise decision being referred must be specified, along with the composition of the subcommittee or panel to make it, and this act of referral is a motion of the OUMS committee. The subcommittee or panel may include individuals not on the OUMS committee. The committee may not refer decisions on constitutional amendment or the appointment or removal of officers (but note that the Sinfonietta conductor is not an officer of the society - the appointment of Sinfonietta conductor and approval of Sinfonietta programme are in fact likely to be decisions referred to the Sinfonietta committee). Usually the subcommittee or panel must make its decision unanimously. If the OUMS committee wishes to allow a majority decision by a subcommittee or panel, the act of referral is a motion requiring unanimous consent by present voting committee members.

16.7.

Since every motion proposed by the committee is likely to affect at least one voting member, it will not be necessary for a particular committee member to absent themselves from a vote affecting them. In particular, an officer may vote on their own dismissal.

17. Data Protection Act.

The lists of members and membership cardholders must be administered in a way consistent with the Data Protection Act 1998.

18. Procedural Disputes.

In the event of dispute on procedural issues, matters will be decided in the first instance by the Chair, then if no agreement can be reached by the Senior Member, and if agreement is still not reached by the Proctors.

19. Conduct.

The committee will conduct itself according to the rules of the land, and also according to any rules published in the Proctors and Assessors Memorandum, or equivalent, as issued by the University Offices.

Events At A Glance

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