Hayling Musical Society Constitution

Transcription

1 Hayling Musical Society 1. TITLE The Society shall be called Hayling Musical Society (previously known as The Hayling Island Operatic Society ), hereinafter referred to as the Society. 2. OBJECTS The object of the Society is to educate the public in the dramatic and operatic arts, to further the development of public appreciation and tastes in the said arts, and in furtherance of this object but no 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 educative 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 works. d) To raise funds and invite and receive contributions from any person or persons whatsoever by way of subscriptions, donations and otherwise, providing that the Society shall not undertake any permanent trading activities in raising funds. e) To do all such things as shall further the objects of the Society. 3. CONSTITUTION The Society shall consist of members both acting and non-acting, life members being such persons as shall have rendered special services to the Society and Patrons. 4. MANAGEMENT a) The Society shall be managed by a committee consisting of the following officers: - CHAIRMAN - VICE-CHAIRMAN - HON. SECRETARY - HON. TREASURER - HON. BUSINESS MANAGER - THREE ACTING MEMBERS b) A person shall be eligible for election to the Executive Committee provided he or she is a fully paid up member of the Society, aged over 18. c) The committee shall have the power to co-opt many members having specialised knowledge of any item discussed, but such members shall not be entitled to vote at the meeting. d) A committee member is required to attend all committee meetings unless the Secretary is given prior notice of unavailability. Digitised: 31/01/2018 Hayling Musical Society Page 1 of 7

2 5. ELIGIBILITY FOR MEMBERSHIP Membership shall be open to all those having sympathy with the objects of the Society and desiring actively to further it and to pay any fees and annual subscriptions prescribed by the rules. 6. APPLICATION FOR MEMBERSHIP Applications shall be made in writing, signed by the applicant, to the secretary who shall submit the same to the committee for its decision. 7. CAPABILITIES OF CANDIDATES FOR MEMBERSHIP Prior to election all candidates for acting membership shall satisfy the committee as to their histrionic and/or musical ability. 8. EXPULSION OF MEMBERS a) Any member of the Society who in the opinion of the committee confirmed by an extraordinary general meeting of the Society shall be guilty by his 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 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. The member concerned shall be given the opportunity to appear before the committee or extraordinary general meeting (as the case may be) to state his or her case. The member shall be given reasonable notice of the meeting at which his or her case is to be considered. 9. SUBSCRIPTIONS a) Subscriptions payable by members or patrons shall be fixed annually by the committee and announced at the annual general meeting. In arriving at a figure the committee shall consider the existing financial state of the Society and an estimate of future expenses over the forthcoming year. b) Subscription fees shall become due on the 1 st April each year and shall be paid to the treasurer wholly or in instalments at the discretion of the committee. c) Any member whose annual subscription is not paid by the 30 th April shall, at the discretion of the committee (after notification in writing) cease to be a member. 10. LIFE MEMBERS Life members may on the nomination and recommendation of the committee only be elected on such terms as the members of the Society at an annual general meeting may decide. Digitised: 31/01/2018 Hayling Musical Society Page 2 of 7

3 11. FINANCE a) The funds of the Society shall be applied solely to the stated objects of the Society. b) No member of the Society shall receive payment directly or indirectly for services to the society, or for other legitimate expenses incurred in its work. 12. FINANCIAL YEAR a) The financial year of the Society shall commence on the 1 st July each year and an annual profit and loss account and balance sheet shall be prepared (for production at the AGM). b) A current account and savings account shall be opened in the name of the Society and cheques be signed by two of either Hon. Treasurer, Hon. Secretary and Chairman. c) All arrangements for the production and other events and the control of finance shall be in the hands of the committee who shall have the power to make ex-gratia payments to a person or persons as shall have rendered special service to the Society. 13. ANNUAL GENERAL MEETING. The date of the Annual General Meeting shall be determined by the executive committee. Not less than 21 days notice in writing shall be given to all members. The business to be transacted shall be: a) To receive the Chairman s report. b) To receive and approve the Treasurers report and account. c) To elect the officers and members of the committee. 14. EXTRAORDINARY GENERAL MEETING An extraordinary general meeting of the Society may be called at any time at the discretion of the committee and shall be called within 21 days after receipt by the secretary of a requisition in writing to that effect signed by at least 12 acting members. Each such requisition shall specify the business for which the meeting is to be convened and no other business shall be transacted at such meeting. The same notice shall be required as for the annual general meeting. 15. QOURUM AT THE GENERAL MEETING No business other than the formal adjournment of the meeting shall be transacted at any general meeting unless a quorum be present and such quorum shall consist of not less than one third of fully paid up members of the Society present and entitled to vote. Digitised: 31/01/2018 Hayling Musical Society Page 3 of 7

4 16. RESOLUTION AT GENERAL MEETING Unless otherwise provided by these rules all resolutions brought forward at a general meeting shall be decided by a bare majority of the properly recorded at such meeting and in the case of equality of votes the chairman shall have a second vote. 17. RETIREMENT OF OFFICERS AND COMMITTEE The committee (including the officers) shall retire annually but shall be eligible for re-election. The names of the candidates for these positions shall be sent to the Secretary in writing 14 days at least before the annual general meeting and if more names are proposed than the number to fill the vacancies and sufficient names are not withdrawn at or before such a meeting the election shall be by ballot. If all the before mentioned positions shall not be filled at such same meeting or any casual vacancy shall occur, the same shall be filled by the remaining members of the committee. 18. MEETING OF COMMITTEE The first meeting of the committee shall be called by the Secretary and shall be held within 21 days after the annual general meeting. All subsequent meetings of the committee shall be called by the secretary in accordance with any resolution to that effect passed by the committee and failing any such resolution of the Chairman and Secretary. Three shall form a quorum to include an executive officer and any two other executive committee members. 19. COMMITTEE POWERS a) The committee shall have power to decide any questions arising out of these rules and all other matters connected with the Society (other than and except those which can only be dealt with by the Society at a general meeting) and make and maintain and publish all necessary orders, regulations and bye-laws in connection therewith. b) The committee shall have power to appoint sub-committees to delegate to such subcommittees all or any of its powers. 20. SELECTION OF WORKS The committee shall select the works to be time to time produced by the Society. 21. PRODUCTION OF WORKS The committee shall have power to appoint the producer and musical director for each production. 22. SELECTION OF CAST The cast for any production shall be selected by the committee or a selection sub-committee appointed by the committee consisting of not more than five of its members, to include, the producer and the musical director. No member auditioning for any part shall be eligible as a member of the auditioning committee. Digitised: 31/01/2018 Hayling Musical Society Page 4 of 7

5 23. REVISION OF CAST The committee shall have power to revise the cast from time to time if any acting member to whom a character has been assigned shall, in its opinion, prove unsuitable for the part. 24. OBLIGATION OF ACTING MEMBERS The acting members shall, to the best of their ability, play the parts assigned to them whether principal or chorus and obey the directions given at all rehearsals and performances. 25. CONTROL OF REHEARSALS AND PERFORMANCES The musical director and/or producer shall control all rehearsals and attendances at rehearsals and performances. 26. ATTENDANCE AT REHEARSALS AND PERFORMANCES A record of the attendances of acting members at rehearsals and performances shall be kept by the secretary and the committee shall have the power to prohibit any members whose attendance at rehearsals have been irregular from taking part in the performance of the work in preparation. Acting members absenting themselves from three consecutive rehearsals may, at the discretion of the committee, be deemed to have resigned their parts in the work then rehearsal. 27. ACTING MEMBERS IN EXCESS OF REQUIREMENTS If at any time the number of members rehearsing a production exceeds the number of persons required for the presentation of the same, preference shall be given to the members by the popularity of their attendance, in the opinion of the committee have rendered themselves most efficient. 28. PRODUCTION COMMITTEE The production committee shall consist of the executive committee plus the following: a) Musical Director b) Producer c) Stage Manager d) Choreographer e) Costume Mistress f) Property Manager g) Scenery Designer & Stage Electrician Digitised: 31/01/2018 Hayling Musical Society Page 5 of 7

6 29. PRODUCTION MONEY All monies due from members in connection with the production and performance of any work shall be accounted for and paid to the treasurer within 21 days after the conclusion of the final performance. 30. PRODUCTION ACCOUNT Within three calendar months after the final performance of any work produced by the Society, the committee shall prepare or cause to be prepared a full statement of the receipts and expenses of each production and the same to be open for the inspection of members at such time and place as the committee shall from time to time decide. 31. RECOVERY OF MONEY DUE TO SOCIETY All monies due and owing to the Society, including the entrance fees and subscription of members, shall be recoverable at law in the name of the Society. 32. PATRONS Patrons benefits shall be reviewed annually. Patrons are entitled to one free ticket for each production Patrons subscriptions shall be payable on or before the first day of January each year. 33. ATTENDANCE AT PRODUCTIONS Immediate members of the family, i.e. husbands, wives, children of acting members, having purchased seats, at the discretion of the committee, shall be admitted free on the other evenings other than gala or special productions at the rear of the hall, provided they do not occupy seats to the exclusion of the paying public. 34. DISSOLUTION OF THE SOCIETY The Society shall only be dissolved by resolution passed by a majority of at least five sixths of the members 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 consent of the meeting shall determine. 35. ALTERATION OF RULES a) No alteration of these rules shall be made except at a general meeting, nor unless 21 days prior to such a meeting, a written notice of the proposed alteration or of one substantially to the like effect, shall have been given to the secretary, who shall give 14 days notice thereof to the members and the resolution embodying such proposal Digitised: 31/01/2018 Hayling Musical Society Page 6 of 7

7 alteration shall be carried by a majority of at least two thirds of the votes recorded thereon at the meeting. b) No alteration may be made to rules 2, 34 and 35 without the approval of the charity commissioners for England and Wales, or other authority having charitable jurisdiction from time to time. Digitised: 31/01/2018 Hayling Musical Society Page 7 of 7