Consistent with the provisions of the Corporations Act, the Executive, or in their absence the Officers, are legally empowered to manage the affairs of the Corporation including the authority to interpret rules. These rules are as complete as past experience has deemed appropriate, but as unanticipated circumstances arise, the Executive and Officers will perform their duties using their best judgement and experience in providing rulings, interpretations, and conducting the affairs of the Society.

“Champion Supreme Contest” means a contest which has been designated a Champion Supreme Contest in advance by cumulative tally of points to determine an overall champion for both bands and individuals;

“Competition” or “Contest” means any piping, drumming, drum major or band competition held under the auspices of the Society;

“Executive” means the Board of Directors of the Society, as created by the Supplementary Letters Patent of the Society, which consists of not more than 25 individuals, being the Officers of the Society and the President, First Vice-President and Second Vice-President of each Branch of the Society;

“Music Board” means the PPBSO standing committee established under By-Law 96-1

“Officers” means the Officers of the Society: the President, the Vice-President, the Secretary and the Treasurer of the Society;

“PPBSO” and “Society” mean the Corporation known as The Pipers’ and Pipe Band Society of Ontario;

“Proper Highland Dress” means a minimum of the requirements as set forth in Appendix 1.

A-2.2 Branches. Every member must be registered with a Branch, but a member may not be registered with more than one Branch at a time. [1994]

A-2.3 Applications. Application for membership in the Society is made to the central registry appointed by the Executive for processing memberships. Applicants must indicate the branch with which they wish to be registered. [1994]

A-2.4 Membership Cards. Membership cards shall be individually mailed to each member of the Society unless a submitted band roster indicates that the member is registered with a band, in which case, membership cards shall be forwarded to the band representative for distribution. [1990, 2001 AGMs]

A-3.2 When Payable. Membership dues shall be due and payable by the date of each Annual General Meeting (AGM) for the period following the AGM until the next AGM, or by January 1st of each year for the following year, whichever is the later, subject to sub-section (i) and (ii) hereof:

(i) Membership dues shall be paid a minimum of seventy two (72) hours prior to the member competing in a PPBSO sanctioned solo event.

(ii) Notwithstanding (i) above, for an individual wishing to compete with a band in a PPBSO sanctioned event, membership dues shall be paid a minimum of fourteen (14) days prior to the event. [Executive, 1988, 2004 AGM]

A-3.3 Discount for Early Payment. Any member paying dues by January 1st of a year shall be eligible for any discount established by the Executive from time to time. [1991 AGM; Executive, 2000]

A-4.2 Election of Officers. At an annual general meeting duly called for that purpose, Officers shall be elected for a two-year term by the membership. The terms of President and Treasurer shall expire in an alternate year to the expiry of the terms of Vice-President and Secretary. [Special Resolution, 1998 AGM]

A-4.-3 Eligibility. No person may be an Officer unless he or she is a member of the Society. [Supplementary Letters Patent]

A-5.3 Composition of Executive. The President, Vice-President, Secretary and Treasurer shall be members of the Executive, as well as the President, First Vice-President and Second Vice-President of each Branch.

A-5.4 Standing Committees.

Games Negotiating Committee. A committee shall be formed and chaired by the Society President and shall consist of at least three members of the Society and the Vice President of the Society for the purpose of negotiating terms with the Games Committees. The results of negotiations are reported to the Executive for approval.

Highland Ball Committee. A committee shall be formed and chaired by the Secretary of the Society or delegate and shall consist of at least seven members, four of whom shall represent the four Champion Supreme bands receiving awards at the ball. [1997, 2003 AGM]

Governance Committee.  A committee shall be formed by the Executive to review matters related to governance, by-laws and rules and make recommendations to the Executive. [Executive 2006]

Marketing and Promotions Committee.  A committee shall be formed by the Executive to promote piping and drumming to the public. [2006 AGM]

A-5.5 Quorum. A quorum for the transaction of business of the Executive shall be the lesser of ten Directors present in person or two-fifths of the Executive present in person. Participation through telephone or other simultaneous electronic means is also deemed to be present in person. [Supplementary Letters Patent, 2007 Executive]

A-6.2 Branch Officers. Each Branch shall elect the following officers:

(i) the Branch President;

(ii) the Branch First Vice-President;

(iii) the Branch Second Vice-President;

(iv) other Officers as may be prescribed by by-law.

A-6.3 Branch Officers Members of Executive. Each Branch President, Branch First Vice-President and Branch Second Vice-President shall also be a member of the Executive of the Society.

A-6.4 Branch Annual Meetings. Each Branch shall hold an annual meeting of its members at least every fifteen (15) months, and the Branch Officers shall be elected at the meeting. [Supplementary Letters Patent]

A-6.5 Chair of Branch Meetings. All branch meetings shall be chaired by the Branch President, unless the President is absent or relinquishes the Chair, in which case the meeting shall be chaired by the Branch Vice-President as the next most senior Officer. [1994]

A-7.2 Notice of General Meetings. Each member shall be notified of the date of any general meeting by mail. [1990 AGM]

A-7.3 AGM Motions.

(a) Motions made through branches. All motions to be considered at a Society AGM must be made and approved at a properly constituted Branch meeting.

(b) Motions provided to members. All motions to be considered at the Society AGM must be provided to the members in writing two weeks prior to the date of the AGM. All Branches must have their motions delivered to the Executive at least one month prior to the AGM. [1993 AGM]

(c) Motions made at AGM. All motions must be made at the AGM in person by a duly authorized member of the Branch which has previously approved the motion.

A-7.4 Votes at Meetings. Subject to Rule A-7.5, each member individual shall have one vote on each motion before each meeting of members of the Society or a Branch.

A-7.5 Band Votes at Meetings. Notwithstanding Rule A-7.4, the Chairman of a meeting of members of the Society or a Branch may rule any motion to be of relevance solely to bands, in which case the Chairman’s ruling shall be final, binding and unappealable, each band shall have one vote on such motion, and member individuals, as such, shall have no vote on such motion. Band votes may be cast by the registered pipe major, drum instructor, band manager, or band member holding written authorization signed by the registered pipe major, drum instructor, or band manager authorizing the member to vote on behalf of the band. [Supplementary Letters Patent, 2002 AGM]

A-7.6 Chair of Meetings. All General Meetings and Annual General Meetings of the Society shall be chaired by the Society President, unless the President is absent or relinquishes the Chair, in which case the meeting shall be chaired by the Society Vice-President as the next most senior Officer. [1994]

A-7.7 Tie Votes. Any tie vote shall be broken by the vote of the Meeting’s Chair. [1994]

A-8. Head Office
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A-8.1 The Head Office of the Society shall be located in Milton, Ontario. [Special Resolution, 1998 AGM]

A-9. Music Board
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A-9.1 Establishment of Music Board. In accordance with By-Law 96-1, a Music Board consisting of seven members shall be appointed by the Executive. The number of members of the Music Board may be increased or decreased by a decision of the Executive.

A-9.2 Function of Music Board. The Music Board members shall elect from their members a Chair and a Recording Secretary and hold at least four meetings annually to provide recommendations to the Executive. The Music Board coordinates the initiatives of the Music Board Committees.

A-9.3 Representation. The Music Board, through the attendance of the Chair or designate, shall have non-voting observer representation at Executive meetings. The Executive, through the attendance of the President or designate, shall have non-voting observer representation at meetings of the Music Board and Music Board Committees.

A-9.4 Eligibility. The Executive shall consider suitably qualified candidates for the Music Board and Music Board Committees satisfying at least three of the following criteria :

(a) Current Adjudicator — holding at least one “A” certificate.

(b) Open Competitor — past or present.

(c) Pipe Major, Pipe Sergeant, Lead Stroke — past or present

(d) Current Teacher.

(e) Specialist expertise such as public relations or promotions. [By-Law 96-1]

A-10. Music Board Committees
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A-10.1 Establishment of Music Board Committees. As set out in By-Law 96-1, the Music Board shall recommend annually, or as necessary, candidates to the Music Board Committees for approval by the Executive.

A-10.2 Types of Committees. Committees shall be established in support of the Music Board activities as follows:

(a) Grading Committee.

(b) Adjudicators’ Certification Committee.

(c) Teaching Committee.

(d) Incentives and Recognition Committee.

(e) Promotions Committee.

(f) Competitions Committee.

A-10.3 Eligibility. The criteria established in A-9.4 shall apply to candidates being considered for appointment to Music Board Committees.

A-11. Discipline of Members
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A-11.1 Discipline Committee. A Discipline Committee shall be established to be composed of the President, Vice President and Secretary of the Society plus one member of the Music Board and one other Society member to be appointed by the President.

A-11.2 Discipline Committee Meetings. The President shall call a meeting of the Discipline Committee upon the written request of any three members of the Society or any one member of the Executive. The President shall chair all meetings of the Discipline Committee and shall have the deciding vote in the event of a tie.

A-11.3 Powers of Discipline Committee. The Discipline Committee shall be empowered to deal in disciplinary terms with either individual or band members who are alleged to have committed a violation of the Rules of the Society.

A-11.4 Penalties. The Discipline Committee shall be empowered to levy the following sanctions against any members for a breach of the Society’s Rules and Regulations:

(i) reprimand;

(ii) fine;

(iii) suspension;

(iv) expulsion.

These sanctions may be imposed singularly or cumulatively with the exception of expulsion, which may only be imposed singularly.

A-11.5 Notice to Member to be Disciplined. No such disciplinary action may be taken against any member without prior written notice to the member which shall:

(i) set out clearly the date, place and time of the meeting of the Discipline Committee;

(ii) set out the nature of the charges which the member is required to answer;

(iii) contain a warning that in the event of the failure of the member to attend, the meeting may proceed in his or her absence;

(iv) be received by the Member at least 7 days prior to the meeting.

A-11.6 Appeal.

(a) Notice of Appeal. Any member affected by a decision of the Committee shall have the right to appeal such decision to the general membership. Such appeal shall be launched by a notice in writing received by the President within 7 days of the date of the decision, which shall be accompanied by the sum of $25.00 to be credited to the general funds of the Society.

(b) General Meeting. The President shall call a meeting of the general membership, who shall be notified in the usual manner. The President shall chair all such meetings and in the event of a tie shall have the deciding vote.

A-11.7 Suspension of Penalty Pending Appeal. During the period in which any appeal of a decision of the Discipline Committee is pending, the decision shall be of no force and effect.

A-11.8 Failure to Follow Procedure. Any action of the Discipline Committee taken not in accordance with the above shall be a nullity. [1975 AGM]

A-12 Ombudsman
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A-12.1 Ombudsman. The Executive may establish the duties of the role of Ombudsman and designate a person to perform these duties. The Ombudsman is a neutral party, neither an advocate for the members of the PPBSO nor for the PPBSO Executive. The Ombudsman’s main role should be to help resolve complaints informally. The Ombudsman is an alternative channel of communication meant to complement, not replace, the Executive of the Branches or Parent Body of the PPBSO.

A-12.2 Scope and Duties. The Ombudsman shall be responsive to issues as they apply to the rules and regulations of the current issue of the PPBSO rulebook. The Ombudsman shall not be required to address requests nor complaints dealing with issues outside the bounds of the current issue of the PPBSO rulebook. The duties of the Ombudsman include:

(i) Remaining impartial to all individuals;

(ii) Listening to members concerns;

(iii) Keeping information confidential;

(iv) Providing information and coaching.

(v) Identifying resolution options and facilitating options with fairness and within the law.

(vi) Addressing the root cause of problems as well as specific issues. [2002 AGM]

A-12.3 Limitations. The Ombudsman avoids taking sides, breaching confidentiality unless there is a threat to the safety of a member or legal responsibility to inform, making management decisions for the Executive of the Branch or Parent Body, or setting policy. [2001 AGM]