Beeston Musical Theatre Group CONSTITUTION A.
NAME AND OBJECTIVES This constitution relates to The “Beeston Musical Theatre Group”, hereinafter referred to as The Society.
A.2
OBJECTIVES The Object of The Society is to educate and entertain the public in the dramatic and operatic arts to further the development of public appreciation and taste in the said arts to assist and further such charitable institutions and charitable purposes as the Committee shall from time to time determine: and in furtherance of this object but not otherwise the Society through its Management Committee shall have the following powers:
(a)
To promote plays, drama, comedies, operas, operettas and other dramatic and operatic works of educational value.
(b)
To purchase acquire and obtain interests in the copyright of, or the right to perform or show any such dramatic or operatic works.
(c)
To purchase or otherwise acquire plant, machinery, furniture, fixtures, scenery and all other necessary effects.
(d)
To raise funds and invite and receive contributions from any person or persons whatsoever by way of subscription, donation and otherwise, provided that the Society shall not undertake any permanent trading activities in raising funds.
(e)
To do all such other things as shall further the objects of “The Society”.
B.
CONSTITUTION
B.1
The Society shall consist of performing and non-performing Members.
B.2
Honorary Life Membership may be conferred by the Management Committee in recognition of service rendered to The Society.
B.3
The Management Committee may confer the title of Patron on persons who assist the Society financially.
C.
MEMBERSHIP
C.1
PRESIDENT AND VICE PRESIDENTS
C.1.1 The President: The Society shall elect a President for a term of three years. The retiring President shall be eligible for re-election. The duties of The President are: (a)
To take the chair at The Annual General Meeting and any Extra-Ordinary General Meeting.
(b)
To further the Society’s interests wherever possible in the area.
(c)
To advise on any matters referred to him by the Management Committee.
C.1.2. Vice Presidents: The Management Committee shall recommend to the Annual General Meeting, the election of additional Vice Presidents who will serve for a term of three years. Retiring Vice Presidents will be eligible for re-election. The duty of The Vice Presidents is to further the interests of The Society. C.2
ELIGIBILITY FOR MEMBERSHIP - PERFORMING OR NONPERFORMING Membership shall be open to all those having sympathy with the objects of The Society and desiring actively to further it and to pay the annual subscriptions prescribed by the rules.
C.3
APPLICATION FOR MEMBERSHIP - PERFORMING OR NONPERFORMING Applications for Acting and Non-Acting membership shall be made in writing signed by the applicant, to the Secretary, who shall submit the same to the Committee for its decision.
C.4
CAPABILITIES OF CANDIDATES FOR MEMBERSHIP Prior to election all candidates for performing membership shall satisfy the Committee or their agents as to their histrionic and/or musical ability by audition. The Society reserves the right to re-audition annually. The minimum age for membership shall be 16 years at the commencement of the session.
C.5
EXPULSION OF MEMBERS
(a)
Any member of the society who in the opinion of the Committee confirmed by an Extra-Ordinary General Meeting of the Society shall be guilty by his/her actions of misusing the privileges of The Society or of otherwise bringing the
Society into contempt or disrepute may be suspended or expelled from the Society. (b)
The Committee may, by a unanimous vote, remove from the list of Members the name of any acting Member who has persistently neglected the work undertaken by the Society and the name of any member whose conduct they consider likely to endanger the welfare of the Society.
C.6
PRIVILEGES OF MEMBERSHIP
C.6.1 Members shall have the privilege of attending and speaking, proposing motions and voting at General Meetings. C.6.2 Members may hold more than one form of membership but shall not thereby obtain more than their own vote. C.6.3 Any Member may ask for a particular matter to be raised for Discussion at a committee meeting by giving notice in writing to the Secretary. C.7
RESPONSIBILITIES OF MEMBERS
C.7.1 Members, having declared their intention to perform in the Annual Show or the Winter Concerts, who in the opinion of the Committee have not shown sufficient commitment to the Society by attending rehearsals on a regular basis may have their membership considered by the Management Committee. Three weeks holiday and any absence due to sickness or to work commitments notified to the Secretary or other committee member will be treated as an attendance. D
NON BUSINESS MEETING
D.1
ORDINARY MEETINGS
D.1.1 The purpose of ordinary meetings is to pursue activities related to the objects of the Society and in particular to rehearse as arranged by the person(s) in charge of the current production. D.1.2 Meetings shall normally be held on a Wednesday Evening. Additional meetings and all alterations of times and dates may only be arranged by the person(s) in charge of the current activity in consultation with the Management Committee.
E
FORMAL MEETINGS
E.1
SOVEREIGNTY Ultimate authority within the Society shall be exercised by its General Meetings.
E.2
ANNUAL GENERAL MEETINGS
E.2.1 The Annual General Meeting shall be held before the end of February each year. Three weeks notice shall be given to The Society and The Agenda published one week prior to the meeting. This meeting shall be chaired by The President of The Society. E.2.2 The Agenda shall consist of: (a) (b) (c) (d*) (e*) (f) (g) (h*) (i*) (j) (k)
Apologies Minutes of the Previous AGM Matters arising from these minutes Minutes of other General Meetings Matters arising from these minutes Officers reports Rate of Subscription Reports from existing sub-committees Revisions of the Constitution Elections of Officers, Auditors and Two Society Representatives. Any other business
* if any E.2.3 Eligibility Any member of the Society whose membership subscription is fully paid for the year prior to the Annual General Meeting is entitled to vote on matters raised to a vote. E.3
OTHER GENERAL MEETINGS
E.3.1 A General meeting may be called when the Secretary considers that a majority of The Society desires one, by the request of The Management Committee or by a written petition of one-third of the members of the Society. It shall be held within four weeks of being called. E.3.2 At least one week’s notice shall be given of its date, time and location; the agenda should be published with the notification. E.4
PROCEDURE The procedure of all formal meetings shall be governed by Standing Orders.
F.1
MANAGEMENT COMMITTEE
F.1.1 The Society shall be managed by a Management Committee, which shall comprise the following Officers, namely: (a) (b) (c) (d) (e)
Chairman Vice-Chairman Secretary Treasurer Publicity Officer
(f) (g) (h) (i)
Patrons & Subscriptions Secretary. Social Secretary Librarian Two Society Representatives.
F.1.2 The Management Committee shall appoint a Director, Musical Director and, with advice from the Musical Director, an Assistant Musical Director. F.1.3
The Management Committee shall appoint a Choreographer for a term of one year.
F.1.4
A Production Manager will be appointed by the Management Committee and co-opted onto the Management Committee but will not have a vote. The Production Manager will be responsible to the Management Committee for all the back-stage preparation including scenery, staging, wardrobe, props, etc. The Committee will appoint a Stage Manager with advice from the Production Manager. The Stage Manager will be responsible for all performance activities, timings, calls etc.
F.2.
PERIOD OF OFFICE
F.2.1 All officers shall be elected at an AGM to hold office for 2 years, half retiring each year. F.3
DUTIES
F.3.1 The Chairman shall chair the Management Committee Meetings. F.3.2. The Secretary shall be responsible for publishing agenda and for preparing and publishing minutes of all General and Management Committee Meetings. The Secretary shall deal with the correspondence on behalf of The Society and shall make copies of the constitution available to all members. F.3.3 The Treasurer shall be responsible for the financial affairs of The Society, and shall present a balance sheet and financial report to the AGM and Management Committee meetings. F.4. TERMINATION OF OFFICE F.4.1 Termination of Office shall occur in the following circumstances: (a)
at the close of the AGM in which a successor is elected.
(b)
on acceptance of a resignation submitted in writing to the Secretary or Chairman
(c)
following absence from three consecutive Management Committee meetings without apology.
F.5
VACANCIES
F.5.1 A vacancy on the Management Committee whether temporary or otherwise should be filled as soon as possible either by election or if necessary by cooption until a General Meeting is held. G
MANAGEMENT COMMITTEE
G.1
FUNCTION
G.1.1 To organise the activities of and to execute all business pertaining to the Society; to act at all times on behalf of and in the best interests of The Society: and, wherever possible, faithfully to respond to the feelings of the Society Members. G.2
SPECIFIC DUTIES
G.2.1 To discuss and make decisions on all matters concerning The Society, and to minute all decisions and appointments. G.2.2 To appoint, normally from among members of the Management Committee, individuals to bear responsibilities for the productions for forthcoming shows. G.2.3 To select the Society’s Productions. G.2.4 To appoint any sub-committees as necessary. G.3
MEETINGS OF THE MANAGEMENT COMMITTEE
G.3.1 Meetings shall be convened at least every six weeks except when there is no business to transact. G.3.2 The Secretary shall prepare the Agenda for the meeting. G.3.3. If business on the Agenda is not completed, the meeting must be reconvened at the earliest opportunity to continue work on this agenda; place, date and time of the reconvention must be decided before the close of the meeting. G.3.4 The quorum shall be six H
CASTING COMMITTEE AND AUDITIONS
H.1
THE CASTING COMMITTEE
H.1.1 The casting committee shall consist of The Director, Musical Director (or Assistant Musical Director) and one non-performing member of The Society to be appointed annually by the Management Committee. In addition the advice of the Choreographer should be sought for those parts which require dancing ability. H.2
AUDITIONS
H.2.1 (a) (b)
The auditioning shall be carried out by the casting committee. Any member of the Society shall be allowed to audition provided their subscription is not in arrears.
(c)
Where the casting committee considers that there is insufficient material from the Society for any particular part(s), they shall accept auditions from non-members of The Society.
J
SUB-COMMITTEES
J.1
SOCIAL COMMITTEE
J.1.1
The Social Secretary shall be responsible for organising all social and fund raising activities but may co-opt members of the Society to assist in these duties.
J.2
PRODUCTION SUB-COMMITTEE
J.2.1
The Production Sub-Committee shall consist of:
(a) (b) (c) (d) *
A Chairman The Musical Director The Director The Production Manager With power to co-opt any other person(s) as necessary
J.3
OTHER SUB-COMMITTEES
J.3.1
All sub-committee chairmen will be responsible for maintaining liaison between each sub-committee and the Management Committee ensuring that the actions and proceedings of any such sub-committee shall be fully and promptly reported back to the Management Committee.
K
FINANCIAL PROVISIONS
K.1
GENERAL
K.1.1 Expenditure shall be incurred solely in support of the objects of The Society. K.1.2 Control of financial matters shall be vested in the Management Committee the treasurer bearing responsibility for the administration of finances. Accounts shall be presented to The Society for approval at each AGM. K.2
BANKING AND DISPOSAL OF FUNDS
K.2.1 Apart from moneys required for day-to-day expenses. the funds shall be lodged in the name of The Society, in an account or accounts at a recognised financial institution. K.3
SUBSCRIPTIONS
K.3.1 Membership fees shall be payable as directed by the Management Committee year by year. K.3.2 The rate of subscription shall be fixed annually at the AGM and shall be in force immediately.
K.4
SIGNING OF CHEQUES
K.4.1 The signing of cheques for the Society shall be executed by the Treasurer and one of any two other officers to be nominated by the Management Committee. Two signatures being required. K.5
AUDITORS
K.5.1 An Auditor shall be elected annually at the AGM, to audit the books and the accounts of the Society, once a year prior to the AGM. L
ELECTORAL PROVISIONS
L.1
VOTING
L.1.1 Voting for elections shall normally be by ballot and candidates may vote for themselves. L.2
TIES
L.2.1 In the event of there being a tie, The Chairman shall have a casting vote. L.3
NOMINATIONS
L.3.1 A nomination shall require a proposor and a secondor, and the assent of the nominee. Nominations should be handed to the Secretary before the meeting but may be made orally at the meeting. Nominations for a post shall close immediately before the vote.
M
STANDING ORDERS
M.1
THE CHAIR
M.1.1 The conduct of meetings shall be governed by a Chairman who shall have an ordinary vote except in the case of a tie when he shall have a casting vote. The Chair shall be heard in silence: other speakers shall address themselves solely to the Chair. M.2
PROCEDURE
M.2.1 Meetings shall be conducted under the normally accepted procedures. N.1
DISSOLUTION OF THE SOCIETY
N.1.1 The Society shall only be dissolved by resolution passed by a majority of at least five sixths of the membership present and voting at a special general meeting called for the purpose of considering such dissolution. In the event of dissolution, any balance of cash remaining in hand after the realisation of assets, and payments of debts shall not be distributed among the members of The Society, but shall be applied for such charitable purposes similar to those
of The Society or be paid distributed or transferred to such charitable institutions having objects similar to the objects of The Society as the Committee with the onset of the meeting shall determine. P.1
ALTERATIONS TO THE CONSTITUTION
P.1.1 Any alteration to the constitution: (a)
Shall be made only at an Annual General Meeting or Extra-Ordinary General Meeting.
(b)
Shall be subject to notice being given in writing to all Members, on the agenda for any amendments or proposals to the constitution.
(c)
Shall be approved by two thirds of the members present.
NO AMENDMENT MAY BE MADE WHICH WOULD CAUSE THE SOCIETY TO CEASE TO BE A CHARITY AT LAW. This constitution was amended at an Annual General Meeting held on the 12th February 2003.