Constitution of the Society
1. Name
The Society shall be known as Priors Players
2. Aim
The aims of the Society are:
a. to promote amateur dramatics in the Bourne Valley
b. to be an inclusive Society that encourages participation in amateur dramatics by those in the Parish of St Mary Bourne and its locality.
c. to be a Society that facilitates social events for members and friends including theatre outings, play readings and social gatherings
3. Membership
3.1 To maintain membership each member shall pay an annual subscription.
3.2 The Society will invite a member of the community to be an ex officio president. The President will not be an officer of the committee.
4. Committee
4.1 The management of the Society shall be vested in a committee.
4.2 The committee members having been proposed and seconded shall be elected from members of the Society at the Annual General Meeting (AGM).
4.3 The committee shall consist of 10 members (including 4 officers).
4.4 The committee shall have the power to co-opt up to 2 additional members who may serve until the AGM.
4.5 The Producer of a play or show will be co-opted for the duration of a production if not already a committee member.
4.6 In the event of any vacancy occurring in the committee during the interval between AGMs the committee may nominate a member to fill the vacancy.
5. Officers
5.1 The officers shall be:
Chairman
Secretary
Treasurer
Social Secretary
5.2 The officers having been proposed and seconded shall be elected from members of the Society at the Annual General Meeting (AGM).
5.3 At any meeting of the committee, half the committee plus one shall constitute a quorum.
5.4 In the event of an equality of votes in a committee meeting, the Chairman shall have the casting vote.
6. Terms of Office
6.1 All committee members must stand for annual election and be proposed and seconded by a member of the Society.
6.2 Officers of the committee may only serve for three consecutive years. If there are no other nominations, an existing officer may continue beyond a three year term, with agreement of the membership at the AGM.
7. Sub Committees
The committee shall have the power to appoint other persons and sub-committees for consideration and execution of specific tasks.
8. Delegated Powers
The committee shall have the power to delegate authority and finances to such sub-committees as it sees fit so long as they are in accordance with the aims of the Society.
9. General Meeting
9.1 The Business Year of the Society will be 1 April to 31 March.
9.2 An Annual General Meeting shall be held in the final quarter of each Business Year (March):
a. To discuss and approve the report of the committee on the activities of Priors Players during the past year
b. To approve the audited financial statements as at the AGM
c. To elect committee members and officers
d. To elect an examiner for the ensuing financial year
e. To deal with any other business
9.3 An extraordinary general meeting may be convened at any time by unanimous decision of the officers; or a majority decision of the committee; or on written request of not less than 15 members , and shall be held within 28 calendar days of such a request having been received by the Secretary.
9.4 The Secretary shall give 14 calendar days notice to all members of any general meeting. A notice displayed on the Parish notice boards shall constitute a formal notice of meeting. The committee shall decide such other notification as necessary.
9.5 Subscribing members of the Society present shall be entitled to speak and vote at meetings.
9.6 Voting at meetings shall normally be by show of hands. In the event of a tie, the Chairman shall have the casting vote.
9.7 Decisions shall be by simple majority, except in those concerning changes to this Constitution.
10. Finance and Accounts
10.1 The resources of the Society consist of:
a. Subscriptions from members
b. All other income
c. Equipment held by the Society
10.2 Subscriptions for members shall be due at the AGM each year for the following Business Year. The amount will be determined at each AGM on the recommendation of the committee. Proposed changes will be included in the notice of the AGM.
10.3 The financial year of the Society shall end on the last day of the calendar year.
10.4 The examiner for accounts and financial records of the Society shall be appointed at the AGM. Members of the committee shall not be eligible to serve as examiner.
10.5 The Treasurer shall keep an account of all income and expenditure, and shall submit accounts, duly audited, at the AGM. The banking account shall be in the name of Priors Players on the signature of any two of the officers.
10.6 The funds of the Society will be applied solely for the development of the stated aims. In the event of the dissolution of the Society the remaining funds shall be devoted at the discretion of the committee to aims similar to those of the Society.
11. Standing Rules and Regulations
11.1 Only subscribing members shall take part in productions in order to comply with insurance requirements.
11.2 Membership does not guarantee a part in any production but existing members shall be considered for parts before new members are invited to join and take part.
11.3 The Director will hold auditions and have the final casting decision. Cast lists will be presented to the committee to ensure membership rules are complied with prior to announcement.
11.4 The organiser or producer of an event shall be responsible for ensuring a risk assessment is carried out and Health and Safety requirements are complied with.
11.5 Members shall be given reasonable prior notice of productions and events and a priority booking period before general release.
11.6 A general meeting of members may draw up rules and regulations to provide or make further provisions for all cases not covered by these articles.
11.7 These rules and regulations may not contain any clauses which conflict with this Constitution or the law.
11.8 Interpretation of any rule called into question shall be left to the committee to decide and its decision shall be binding.
12. Amendments to the Constitution
12.1 Any proposal for an amendment to this constitution must be submitted to a general meeting after due notice given as in 9.3.
12.2 Any proposal to alter this constitution, other than by the committee, must be given in writing to the Secretary 28 calendar days before the general meeting.
12.3 To be approved an amendment must receive at least two thirds of votes of members present.