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DOWNFIELD MUSICAL SOCIETY - CONSTITUTION AND RULES 2008
1 TITLE
The society will be called the Downfield Musical Society.
2 OBJECTS
The object of the society shall be the study and performance of operatic and musical works.
3 MEMBERSHIPS
The society shall be composed of an Honorary President, Honorary Vice Presidents, Honorary Patrons, Life Members and Active Members.
3.1 HONORARY PRESIDENTS AND PATRONS
The Honorary President, Vice President and Honorary Patrons shall be elected annually by vote at the Annual General Meeting. They shall be those persons who take an active interest in the society, its aims and objectives and can offer assistance and advice to the society. Their number shall be restricted to one Honorary President, two Honorary Vice presidents and twelve Honorary Patrons.
Any of the foregoing Honorary Officers, including patrons shall not be entitled to serve on the Executive Committee by virtue of their holding offices, but shall be entitled to do so by virtue of their belonging to any other membership category.
3.2 LIFE MEMBERS
Life members can only be appointed by a majority decision at the Annual General Meeting. Nominations will be put forward by the Executive Committee at the Annual General Meeting, but those proposed must have served at least 25 years as an active member of the society. On election, no further membership fees shall be paid.
3.3 ACTIVE MEMBERS
Active must be over the age of 18 years and shall consist of:-
a)Those persons who perform on productions of any kind on behalf of the society.
b)Those persons who do not perform but wish to take an interest in, and desire to help the society
c)Those persons who are non- performers but because of special skills, are invited by the Executive Committee to assist and support the society in any way.
Categories (a) and (b) require applying for membership in writing to the secretary and Category (a) applicants must pass such vocal and/or other tests.
All memberships are ratified and determined by the Executive Committee.
The names and addresses of persons proposed as active members of the society shall be displayed in a conspicuous place in the society’s premises for at least a week before their election and an interval of not less than two weeks must elapse between the nomination and election of active members.
All active members on joining shall be supplied with a copy of the Constitution and Rules and by acceptance will be bound by these and any amendments, which may be duly passed.
The Executive Committee reserves the right to review any membership. Any member affected by the review will have the right to appeal.
3.4 ACTIVE MEMBERS IN CATEGORY (A)
Active members in category (a) must perform in one of the society’s productions in any given season, the season starting at the Annual General Meeting and finishing at the following Annual General Meeting. Failure to do so may result in that membership category being reviewed by the Executive Committee.
Active members in Category (a) shall, to the best of their ability, play the parts assigned to them whether principal or chorus and follow the direction of the Production Director or his/her deputy or Producer(s) of any particular performance at all rehearsals and productions.
Active members in Category (a) must attend rehearsals at the times stated. If unable to attend, a member of the Production Team must be informed.
Active members in Category (a) who may be prevented from attending rehearsals shall be expected to give a satisfactory reason to the Executive Committee. Those members absenting themselves from three consecutive rehearsals without reasonable cause will be liable to have their names deleted from the list of active members in Category (a).
The Executive Committee shall have the power to revise the cast form time to time, if any member to whom a character has been assigned shall, in the Executive Committee’s opinion, prove unsuitable for the part or is failing to attend rehearsals.
If at any time, the number of members rehearsing an opera, musical works or other works exceeds the number of voices required for the representation of the same, preference shall be given to the members (in the part in which there are too many voices) who, in the opinion of the Executive Committee, are best qualified to appear in such productions.
4 DISCIPLINARY PROCEDURES
The Executive Committee shall have the right to discipline any member of the society, but such a member will have the right to appeal.
5 RESIGNATIONS
Active members in any of the categories (a), (b) or (c) intending to resign, must intimate their resignation to the secretary in writing.
6 SUBSCRIPTIONS
The Annual subscription shall be determined by the society at the Annual General Meeting and annexed to this constitution.
7 PAYMENTS OF SUBSCRIPTIONS
The first subscription of a new member shall become due and payable to the treasurer on receipt of Notice of Election from the secretary. Annual subscriptions shall become due at the Annual General Meeting and shall be paid to the treasurer no later than one month after the Annual general Meeting of that year. No member shall perform on behalf of the society until such a time as their full subscription has been paid to the treasurer.
8 MANAGEMENT
The Business of the society shall be in the hands of a Management Committee and an Executive Committee elected from Active Members in category (a), (b) and/or Life Members, consisting of the following office bearers, elected by general body of members at The Annual General Meeting for one year.
The Executive Committee shall consist of – A President, Vice-President, Secretary, Treasurer, Business Manager, Premises Manager, Sales & Marketing Manager, and Social & Fundraising Manager. Nominations for positions/members of the Executive Committee should, as far as possible, be in the hands of the Secretary in writing, properly proposed and seconded, not later than fourteen days prior to the Annual General Meeting. The Executive Committee will also include a Bar/Functions Hall Manager and a Production Manager (Co - ordinator), elected annually by the general body of members at the Annual General Meeting on the recommendation of the Executive Committee. In the event any of these positions are held by the same person then an additional Executive member will be elected for one year. In addition, three other active members shall be elected to serve on the Executive Committee, one for three years, one for two years and one for one year. Retiring members are eligible for re-election.
The Management Committee shall consist of the President, Vice President, Secretary, Treasurer and Business Manager and will have the full power to act in all business matters relating to the society. Not more than one member of a family (i.e. household) may serve on the Management Committee at the same time. All decisions taken by the management Committee shall be ratified by the Executive Committee of the society at each monthly meeting.
The maximum amount of consecutive years a President may serve shall be three; thereafter if not elected to the Executive Committee in any other capacity he or she will become an ex officio member of the Executive Committee for one year and shall then become eligible for re-election to the Presidency.
Nominees for the Presidency and the Vice Presidency must have served at least one year on the Executive Committee at any time within the five years prior to his or her nomination. Nominations for election to the Executive Committee shall be proposed and seconded, and in the event of nominations exceeding the number of vacancies, the election shall be by ballot. Cases of equality of votes shall be decided by lot.
Members elected to the Executive Committee missing two consecutive monthly Executive Committee meetings, without due cause, may be asked to retire from the Executive Committee.
Should any vacancy occur, the Executive Committee shall have the power to co-opt a member to fill the vacancy until the next Annual General Meeting.
Seven members of the Executive Committee shall constitute a quorum.
The President, whom failing, the Vice President, shall preside at all meetings of the Executive Committee. In every case the chairperson shall have a deliberate as well as casting vote.
The Secretary and/or his or her assistant shall keep a true minute of all proceedings at meetings of the society and Executive Committee meetings.
The Treasurer and or his or her assistant shall keep a true record of his or her transactions and intromissions with the society’s funds and shall lodge in a bank in the name of the society all monies collected and received by him or her on its behalf.
The Treasurer, on the authority of the Executive Committee, may arrange appropriate loans or funding on behalf of the society for any substantial costs for repairs/refurbishments of the premises.
Cheques/withdrawals for all bank accounts shall be signed by two of the following: the Treasurer, the President, or the Secretary.
An Independent Examination of the Treasurer’s record of his/her intromissions with the funds of the Society shall be prepared by a Professional Accountant, duly appointed for the purpose at the Annual General Meeting.
A certified abstract of the said record shall be presented by the Treasurer at the Annual General Meeting.
The funds, property and assets of the society shall be vested in the Executive Committee in trust for, and on behalf of, the society.
Only active members in Category (a), (b) and/or life members of the society shall accept responsibility for the whole management of the society and for the financial loss which may be incurred.
A member of the Executive Committee of the society shall be appointed by the committee to be the society’s shareholder of the Whitehall Theatre (Dundee) Ltd and act as liaison between the Executive Committee and the Board of Directors of the Whitehall Theatre (Dundee) Ltd.
No member of the Executive Committee and any manager or servant employed in the society shall have any personal interest in the sale or excisable liquor therein or in the profits arising from such sale.
9 NON EXECUTIVE POSITIONS
For the production of shows, cabarets and other performances the positions of Producer(s), Choreographer(s), Musical Director(s) and Stage Director(s) shall be appointed by the general body of members at the Annual General Meeting on the recommendation of the Executive Committee.
10 SUB COMMITTEES
The Executive Committee shall have the power at any time to appoint sub committees for specific purposes with or without powers. Appointment of members (who may be of any category to the society) to these committees must have the approval of the Executive Committee. All decisions taken by the sub committees shall be ratified by the Executive Committee of the society at each monthly meeting.
THE BOOKING AND PUBLICITY COMMITTEE
This committee shall be chaired by the Business/Marketing Manager and consist of co-opted members approved by the executive Committee.
THE PREMISES MANAGEMENT COMMITTEE
This committee shall be chaired by the Premises Manager and will consist of the Bar Manager, Premises Maintenance Manager, Social Events Organiser and co-opted members approved by the Executive Committee.
THE PRODUCTION COMMITTEE
This committee will be chaired by the Production Manager and will consist of Producer(s), Choreographer(s), Musical Director(s), Stage Manager(s) and co-opted members approved by the Executive Committee.
SELECTION OF CAST/ NEW MEMBERS COMMITTEE
This committee will be chaired by the President and consist of the Production Director, Choreographer, Musical Director plus one other co-opted member with on stage experience. Any member of the Cast/New Members Committee wishing to audition for any part will be replaced on that Cast/New Members Committee by another co-opted member with on stage experience. Should the replaced member be the President, the Cast/New Members Committee will appoint one of their number as Chairperson.
Any member of the Cast/New Members Committee having another member of his or her family (or household) auditioning for any part will be replaced by another co-opted member with on-stage experience or shall take no part in the selection of the character being auditioned.
All decisions being taken by the sub-committees shall be ratified by the Executive Committee of the society at each monthly meeting.
Should a chairperson be absent from any meeting, the meeting shall elect its own chairperson for that meeting. In every case the chairperson shall have a deliberate as well as casting vote.
The chairperson of any sub-committee will act as convenor of that sub-committee. Records of transactions and intromissions shall be recorded by a member nominated by that sub-committee and audited and published with the general accounts. All monies received by the chairperson shall be passed to the Treasurer forthwith.
11 MEETINGS
The Annual General meeting of the society shall be held between 1st June and 30th September of each year to receive the Executive Committee’s report, the Treasurer’s abstract, a copy of which shall be made available at the meeting, elect members of the Executive Committee and Auditors and to transact any other competent business. Special General meetings of the society may be called by the Executive Committee, or may be called by not less than ten members, who shall sign and deliver to the Secretary a requisition stating distinctly the business to be brought before the meeting. On receipt of such requisition, the Secretary shall call said meeting to be held within fourteen days. Seven days notice shall be given of all General meetings. Twenty five members shall form a quorum at any general meeting unless such a meeting is convened under the winding up clause.
12 RESOLUTIONS AT A 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 voters properly recorded at such meetings and in the case of equality of votes the Chairperson shall have a deliberate as well as casting vote.
13 WINDING UP
The society shall not be wound up unless consent by at least two thirds of the members present and voting at a Special General Meeting called for the purpose of considering a motion to wind up the society, of which at least seven days notice has previously been given to all members of the society. In the event of less than 25% of the total membership of the society being present, the meeting shall be adjourned to a date to be determined by the members present, not later than twenty one days hence. The business of the adjourned meeting, namely the winding up of the society, shall be determined by two thirds of the members present and voting at their adjourned meeting
14 FUNDS
The funds of the society will be applied to its stated objects.
15 FUND RAISING EVENTS
All members are expected to participate in the society’s fund raising events, especially annual pantomime whether on or off stage. All members to assist in selling tickets and publicising all show, cabarets and performances connected with the society
16 FUNDS ON DISSOLUTION
In the event of dissolution, after settling all financial obligations of the society, any remaining funds will be devoted to objects similar to those of the society or to other purposes, as determined at the meetings called for the dissolution of the society.
17 PAYMENTS OF MEMBERS
Members will not receive payment, either direct or indirect, for anything other than legitimate expenses authorized by the Executive Committee.
18 RECOVERY OF MONEY DUE TO THE SOCIETY
All monies due to the society including subscriptions of members and monies and for sale of tickets shall be recoverable at law in the name of the Secretary.
19 SELECTIONS OF WORKS
The Executive Committee shall have full authority to select the works to be produced form time to time by the society.
20 GENERAL
In any matter not specifically provided in the constitution the Executive Committee shall have full powers to act in the interest of the society.
A visitor shall not be supplied with excisable liquor in the society premises unless on the invitation and in the company of a member and the member shall, upon admission of such a visitor to the society premises immediately enter his or her own name and address of the visitor in a book which shall be kept for the purpose and which shall show the date of each visit. A member may introduce visitors on any one day and any restriction shall be at the discretion of the Executive Committee. Any member introducing a visitor(s) shall be responsible for their conduct.
There shall be no temporary membership of the company.
No excisable liquor shall be sold or supplied in the society premises except to a member of the society in person for consumption by him/her or to a person holding an excise licence for the sale of such liquor.
Any change made in the rules of the society or in the list of the society’s officials shall be intimated to the register of clubs or societies.
The society will comply with the Data Protection Act(s).
There shall be kept on the premises of the society, a copy of the current list containing the names and addresses of every member of the society, the list being available for police inspection at all reasonable times without payment.
21 ALTERATION OF CONSTITUTION
Notices of motions effecting the constitution or any part thereof must be given in writing, signed by the proposer and seconder in each case, to the Secretary no later than twenty eight days prior to the Annual general Meeting.
No clause of the constitution should be altered, rescinded or added to, without the consent of at least two thirds of the members present and voting at such Annual General Meeting.
