Dartmouth Players - Rules & Constitution

The Dartmouth Players

Rules and Constitution

1. The group is called “The Dartmouth Players”

2. Aims and Objectives

a. The performance by members, of dramatic and musical works of all kinds

b. The raising of funds for the benefit of the Group

c. The Group shall be a non-profit making organisation

d. The Group shall actively endeavour to support and encourage all people in the local area (including the young) in theatre and drama.

3. Management

The Group is managed by a Team of no more than 10% of the membership at close of Accounts of the year in consideration, up to a maximum of 10, plus the following elected Officers: - Chairman, Secretary and Treasurer. All members of the Management Team will have specific responsibilities defined each year.

The Management Team is responsible for ensuring that all Health and Safety practices are undertaken.

4. Membership

a. Membership of the Dartmouth Players is open to all, but the Management Team may at any time remove any member whose conduct they consider prejudicial to the Group.

b. the Members of the Group shall be entitled:

i) to vote in person at all General Meetings

ii) to be present at all play readings

iii) to audition for parts in productions

iv) to be eligible for election to the Management Team

v) to take part in any social function organised in connection with the Group.

c. Membership of the Group shall not guarantee any member a part in readings or productions

d. Temporary Membership

Directors must ask the Management Team before inviting a non-member of the Group to become a temporary member to take part in any production. They may attend up to three rehearsals as visitors before being asked to become a member and pay a subscription.

e. Honorary Membership

To be given to those members who have been part of the Dartmouth Players for over 30 years and whose contribution has greatly enhanced the group. Honorary Membership means no yearly subscription is paid.

5. Finance

a. The funds of the Group shall be kept in a Bank approved by the Management Team and no financial liabilities shall be incurred or payments made except under a special or general authorisation of the Management Team. All cheques shall bear the signatures of two of the three Officers viz. Chairman, Treasurer or Secretary.

b. The financial year of the Group shall commence on 1st August and an annual Surplus and Loss Account and Balance Sheet shall be prepared by the Treasurer as soon as possible after the 31st July in each year.

c. The Accounts, together with all relevant books, vouchers and records shall be submitted to the Honorary Auditors duly appointed by the group, who shall audit the same and forward two copies of the accounts duly certified to the Secretary not later than fourteen days before the date of the Annual General Meeting.

d. The annual membership subscription shall be paid to the Treasurer by 1st October each year. The subscription levels will be set at the AGM.

e. Budgets are to be generated by directors for each production and activity organisers for their activity and approved by the management team prior to expenditure being made.

f. Cash floats can be allocated to members of the Society to undertake defined activities on the approval of the Management Team.

6. The Management Team

a. The Officers, and members of the Team shall normally serve for a term of two years but shall then be eligible for re- election. If more than half those attending the Annual General Meeting vote so to do, Officers and Management Team members may be required to submit themselves to re-election at the end of a single year term.

b. Candidates for any vacant position must be nominated by two members of the Group and such nominations shall be sent to the Secretary before the Annual General Meeting. In the event of not enough nominations being received in writing any paid up member attending the Annual General Meeting or an Extraordinary General Meeting can be put forward for election to the management team (if nominated by two members).

c. No nomination written or verbal will be considered unless the candidate signifies his/her willingness to accept the position if elected.

d. If more candidates are proposed than the number required to fill the vacancies, the election shall be by ballot

e. Management Team members missing three consecutive meetings without reasonable excuse shall be deemed to have resigned.

f. The Management Team may co-opt a member to fill a vacancy. A member so co-opted shall hold office only until the next Annual General Meeting. The Management Team may also co-opt for any other purpose with the same proviso.

g. The Management Team is responsible for all matters pertaining to the management of the Group and shall continue to hold office until the conclusion of the next Annual General Meeting.

h. The Management Team shall have power to appoint sub-committees and to delegate to such sub-groups or individuals any of its powers as appropriate. The Chairman and Secretary shall be ex-officio members of all sub-groups.

i. All resolutions, matters in dispute, and suggestions from members shall be referred to the Management Team in writing through the secretary.

j. Management Team meetings will be held according to need. The Chairman of the Group shall be the Chairman of the Management Team.

k. All meetings of the Management Team shall be called by the Secretary in accordance with any resolution passed by the Committee and failing such resolution at the direction of the Chairman and Secretary.

l. Five members present (including at least one of the Officers) shall form a quorum.

m. The Management Team shall have power to decide any questions arising out of these rules and all other matters concerning the Group and make and maintain and publish any regulations in connection therewith.

n. At any meeting of the Management Team , where a matter has to be decided by vote, and there is an equality of votes the Chairman shall have a second or casting vote.

o. The Management of all productions is to be in line with the “Production Management Structure” issued on 18 September 2007 as a companion document to this constitution.

p. The Management Team shall appoint a Director, who shall submit a proposed project together with budget for approval.

q. The Director shall have entire authority in the choice of cast and in all other matters in connection with the production, following a publicised audition. All members of the production must be members of the Group or have been approved by the Committee in accordance with Rule 4d above.

r. The Management Team can appoint an organiser to run any activities for the benefit of the Group.

7. General Meetings

a. The Annual General Meeting should take place on a date agreed by the Management Team in the month of September each year.

b. An Extraordinary General Meeting of the Group must be called at any time within 28 days after the receipt by the Secretary of a requisition in writing to that effect signed by at least six members. The business for which such a meeting is convened must be notified in writing and no other business may be transacted at such a meeting.

c. Each member shall be informed at least seven clear days prior to the date fixed for the Annual General Meeting, and of any Extraordinary General Meeting. Notice of such meetings sent out in any form shall constitute due notice. This will include Agenda and a description of any proposed changes to the constitution. All other formal documentation for the AGM or Extraordinary AGM will be available at the AGM.

d. Unless otherwise provided by these Rules all resolutions brought forward at any General Meeting shall be decided by a bare majority of votes properly recorded at such meeting. In the case of equality of votes, the Chairman shall have a second or casting vote.

e. No alteration of these rules shall be made except at a General Meeting and with the consent of two-thirds of the members present and voting.

f. The Group shall only be dissolved by resolution passed by a majority of at least two thirds 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 or of goods and chattels remaining in hand after the realisation of assets and payment of debts shall be handed over to local organisations or people involved in promoting or supporting theatre and drama, selected by the meeting.

September 2010

CBrooker/Mac doc/September 2010