LIP THEATRE COMPANY CONSTITUTION

Transcription

1 LIP THEATRE COMPANY CONSTITUTION 1. GENERAL 1.1. The society constituted by these laws shall be called LIP Theatre Company, hereinafter referred to as the society The society shall be affiliated to the University of Dundee Students Association 1.3. The aims and objectives of the society shall be: Promotion of theatre, performance and related arts, techniques and skills To develop skills related to theatre for all society members To produce a minimum of three shows each university year, inclusive of the Edinburgh Festival Fringe 2. MEMBERSHIP 2.1. Full membership of the society shall be open to any matriculated student of the University of Dundee, and to any other member of the Students Association Full members have the right to attend all meetings, vote for such officers as are put up for election, and vote on all questions of policy within the society Academic and non-academic staff failing to satisfy the previously stated conditions shall still be eligible for associate membership Associate membership shall be open to any other member of the university Extraordinary membership shall be open to others Life-time membership is awarded to an existing President (or at the end of one Presidential year to said President) Life-time membership can be awarded at the end of the university year to any member (in good standing) for exceptional service to LIP Theatre Company after two or more years of membership.

2 3. OFFICE BEARERS 3.1. The full members only shall elect an executive committee which shall consist of: a President; a Vice-president/Senior Ordinary Member; a Secretary; a Treasurer; a Head of Backstage; a Head of PR; two Social Convenors; a Fringe Convenor; and a Junior Ordinary Member The President will normally preside at all meetings of the society, take over the duties of any committee member if they are unable to carry them out, and shall have a casting vote The Vice-president/Senior Ordinary Member shall be required to reside over all meetings in the absence of the President. It is the duty of the Vice-president to consult with the DUSA executive to book rooms on behalf of the society The Secretary shall deal with all correspondence of the society, the calling of meetings if not already done by the President, and the keeping of minutes of the meetings The Treasurer shall be responsible for the finances in the best interests of the society, and in accordance with the rules of Dundee University Students Association (see further roles below) The Head of Backstage shall have basic technical knowledge as taught by a member of the DUSA Tech staff, and is in charge of communication between backstage teams to ensure maximum productivity The Head of PR shall be responsible for ensuring the creation of all promotional material for the society, for events held, and for regular updating of the website The Social Convenors are required to hold a minimum of one social pub crawl event per semester, a Christmas dinner, and an annual Ball and awards ceremony at the end of the academic year The Fringe Convenor shall arrange for the society to attend the Edinburgh Festival Fringe in August, ensure the selection of a play, arrange accommodation, and manage all other duties related to the Fringe The Junior Ordinary Member shall be elected in September at the beginning of the new academic year, and must be a new society member. They shall act as a link between the new members of the society and the committee, and take on any jobs as requested by the President to ensure the continued progress of the society The above positions are the minimum requirements of each committee member.

3 4. REMOVAL OF OFFICE BEARERS 4.1. Office bearers can be removed following a vote of no confidence at an Extraordinary General Meeting. A vote of no confidence can be called by any member, and should be seconded by another two members. This vote is subject to the discretion of the Vicepresident of Student Activities and DUSA s societies co-ordinator. A 10% turnout of society members is required for the meeting to be quorate. All EGMs must have seven days notice given by advertising in a conspicuous manner within the Students Association building and on any other appropriate notice-boards or media. A simple majority is required to remove the office bearer. The Vice-president of Student Activities shall act as the Returning Officer and shall administer the secret ballot. 5. HANDOVER 5.1. After the voting in of a new committee, there should be a meeting with all members of the old and new committee in attendance. This meeting will be used to ensure that the new committee members are fully aware of, and comfortable with, their responsibilities. 6. ELECTIONS 6.1. Elections will be held at an Annual General Meeting specially called for this purpose The Vice-president of Student Activities and societies co-ordinator should be invited to the AGM Anyone putting themselves forward for a position on committee should be seconded by another member In order to put oneself forward for a committee position, that person must have been a member of the society for one academic semester (with the exception of the Junior Ordinary Member) Voting will take the form of a secret ballot, counted by office bearers and passed by a simple majority of the present and voting Only members in good standing may nominate themselves Any office falling vacant during the year shall be filled in an Emergency General Meeting. 7. COMMITTEE MEETINGS AND CONDUCT

4 % shall form a quorum at executive meetings Meetings shall be held weekly, unless society events dictate otherwise (e.g. show times not allowing time for meeting) Bringing the society into disrepute, either internally or externally, results in loss of post at the discretion of the committee Absence with 24 hours notice is forgiven Three absences without 24 hours notice will lead to a warning. Further absence is discussed by committee and the position of that member is taken to a vote. 8. GENERAL MEETINGS AND CONDUCT % shall form quorum at general meetings General meetings shall be held on a weekly basis for a minimum of two hours Extra rehearsals and meetings may be scheduled with due notice given to members There shall be at least one society meeting each year which shall be the Annual General Meeting, at which reports by the Secretary and the Treasurer shall be read Other meetings may be called by the committee. 9. DIRECTORS 9.1. The semester preceding a show, a director will be voted in At least one assistant director will also be voted in The duties of the director include: To help the committee decide upon a show/theme. This should be done in the semester preceding the show To provide a script To regularly attend committee meetings To attend rehearsals To work closely with the President to ensure the successful performance of a show.

5 10. HEAD OF TECH For each semester, a Head of Tech will be elected. The duties of the Head of Tech include: To communicate with committee and directors regarding shows and venues, and to present opinions from a lighting and sound perspective To plan technical aspects of shows To take responsibility for training general members in tech To ensure broken or damaged equipment is dealt with appropriately To provide support to the Head of Backstage. 11. BY-LAWS AND STANDING ORDERS The society may draw up such by-laws and standing orders as deemed necessary for the proper conduct of its affairs The society must schedule any proposed changes to the constitution for the AGM By-laws shall be amended by a two-thirds majority of those members present and voting at a quorate meeting Any clause in this constitution shall be amended at any quorum meeting, provided: Seven days notice of the amendment has been given Two-thirds of those present are voting in favour It is not against the constitution and by-laws of the Students Association It receives the approval of the Vice-president of Student Activities It is then the responsibility of the society to inform the Vice-president of Student Activities of these changes. 12. FINANCE The Treasurer will be responsible for the financial matters of the society, and see that claims against it are duly met The Treasurer may not be a fourth year, or post-graduate (unless non-final year PhD) student.

6 12.3. All accounts, budget reviews or requests must be submitted to the committee (or quorum) to be signed off by the President and/or Vice-president Any amounts over 50 must be consulted and signed off by the President first If members are responsible for deficit, it is essential that more than one person sees final accounting paperwork The individual members of the society, and not the Students Association, shall be liable for any deficit incurred by the society The society shall have a bank account registered in its own name Any cheques issued by the society must be signed by two of the following: The Treasurer The President The Vice-president The Treasurer will: Be responsible for keeping proper books showing the society s financial transactions Prepare accounts for presentation at the society s AGM Be responsible for compiling an asset register and presenting it along with the accounts An account for the finances of the society will be given to the Students Association on request The society will charge its members an annual subscription, as agreed from time to time, at quorate general meetings of the society. This is currently set at April 2012 Amended by Natasha Chiara McKim 10 February 2014 Amended by Kirsty McLaughlin 21 September 2015 Amended by Niamh Murray-Sheridan