THE SHERINGHAM SAVOYARDS CONSTITUTION
Adopted on 30 September 2009
Amended at AGM 14 September 2012
The Society shall be called ‘The Sheringham Savoyards’
The objects of the Society are to educate and entertain the public in the dramatic and operatic arts, and to further the development of public appreciation and taste in the said arts and to assist and further such charitable institutions and charitable purposes as the committee shall from time to time determine.
In furtherance of these objects but not otherwise the Society through its Management Committee may exercise the following powers:
a. to promote the works of Gilbert and Sullivan, 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, fittings, scenery and all other necessary effects;
d. to raise funds and invite and receive contributions from any person or persons whatsoever by way of subscription, donation and otherwise, provided that in raising funds the Society shall not undertake any substantial permanent trading activities and shall conform to any relevant requirements of the law;
e. subject to any consents required by law to sell, lease or dispose of all or any part of the property of the Society.
The Society shall consist of Members and Friends, and may also include as honorary Life Members such other persons as shall have rendered special services to the Society.
- Eligibility for Membership
Membership shall be open to all having sympathy with the objects of the Society and desiring actively to further it and to pay the annual subscription laid down from time to time by the Management Committee. Every Member shall have one vote.
- Capabilities of Candidates for Membership
Prior to election all candidates for membership as performers (Acting Members) shall satisfy the Management Committee as to their histrionic and/or musical ability.
- Expulsion of Members
The Management Committee may by a unanimous vote remove from the list of Members the name of any Member who has persistently neglected the work undertaken by the Society or whose conduct it considers likely to endanger the welfare of the Society. The individual shall have the right to be heard by the Management Committee, accompanied by a friend , before a final decision is made.
- Subscription and Fees
The annual subscription to the Society shall be determined from year to year by the Management Committee and become due in September each year.
- Non-Payment of Subscriptions
The Management Committee shall have power by bare majority to suspend any member whose subscription remains unpaid after the 30th November in any year from exercising all or any of the privileges of membership until his or her subscription is paid.
- Honorary Life Members
Honorary Life Members may, on the nomination of the Management Committee only, be elected on such terms as the members of the Society at an Annual General meeting may from time to time decide.
- Management Committee
The Society shall be managed by a Management Committee elected at the Annual General meeting consisting of the following officers, namely: Chairman, Vice-Chairman, Treasurer, Secretary, Publicity Officer and six Members.
- Meetings of the Management Committee
a. The Management Committee shall hold at least two ordinary meetings a year.
b. A special meeting may be called at any time by the Chairman or by any two members of the Management Committee upon not less than 4 days notice being given to the other members of the Management Committee of the matters to be discussed.
c. The Chairman shall act as chairman at meetings of the Management Committee. If the Chairman is absent from any meeting, the members of the Management Committee shall choose one of their number to be chairman of the meeting before any business is transacted.
d. There shall be a quorum when at least one third of the number of members of the Management Committee for the time being or 5 members of the Management Committee, whichever is greater, are present at a meeting.
e. Every matter shall be determined by a majority of votes of the members of the Management Committee present and voting on the question but in the case of equality of votes the chairman of the meeting shall have a second vote or casting vote.
f. The Management Committee shall keep minutes of the proceedings of meetings of the Management Committee and any sub-committee and shall make them available to any member on reasonable notice.
g. The Management Committee may from time to time make and alter rules of the conduct of their business, the summoning and conduct of their meetings and the custody of documents. No rule may be made which is inconsistent with this constitution.
h. The Management Committee may appoint one or more sub-committees consisting of three or more members of the Management Committee for the purpose of making any enquiry or supervising or performing any function or duty which in the opinion of the Management Committee would be more conveniently undertaken or carried out by a sub-committee: provided that all acts and proceedings of any such sub-committees shall be fully reported to the Management Committee.
- Management Committee’s Powers
The Management Committee shall have power to decide any questions out of these Rules and all other matters connected with the Society ( other than and except those which can be dealt with only by the Society in General Meeting) and make maintain and publish all necessary orders regulations and bye-laws in connection therewith.
a. The funds of the Society shall be applied solely in furthering the objects of the Society.
b. The funds of the Society, including all members fees, donations, box office income and bequests, shall be paid into an account operated by the Management Committee in the name of the Society at such bank as the Management Committee shall from time to time decide. All cheques drawn on the account must be signed by at least two members of the Management Committee.
c. No member of the Society shall receive payment directly or indirectly for services to the Society or for other than legitimate expenses incurred in its work.
d. No expenditure shall be incurred by any member of the Society without it being sanctioned by the Management Committee.
e. The Society shall give an annual subscription to the National Operatic and Dramatic Association in accordance with the subscription scales published by that Association, and shall abide by the Rules and Bye-laws of that Association.
- Financial Year
The financial year of the Society shall commence on the 1st August and an annual profit and loss account and balance sheet shall be prepared within two calendar months after the 31st July in each year for presentation to the Annual General Meeting.
- Annual General Meeting
a. The Annual General Meeting shall be held in the month of September or as soon as practicable thereafter, when the report of the Management Committee and accounts for the past year, duly audited, shall be presented, the Officers, other members of the Management Committee for the ensuing year, and the honorary Life Members, if any, elected, and all general business transacted including the appointment of auditors.
b. Every Annual General Meeting shall be called by the Management Committee. The Secretary shall give at least 21 days’ notice in writing of the Annual General Meeting to all members of the Society. All Members and Friends of the Society shall be entitled to attend but Friends will not be entitled to vote at General Meetings.
c. The Management Committee shall present to each Annual General Meeting the report and accounts of the Society for the preceding year.
d. Nominations for election to the Management Committee must be made by members of the Society in writing and must be in the hands of the Secretary at least 7 days before the Annual General Meeting. Should nominations exceed vacancies, election shall be by ballot.
- Retirement of Officers and Management Committee
The Management Committee (including the Officers) shall retire annually but shall be eligible for re-election. The names of candidates for these positions shall be sent to the secretary at least 7 days before the Annual General Meeting and if more names are proposed than the number required to fill the vacancies and sufficient are not withdrawn at or before such meeting, the election shall be by ballot. The Management Committee shall have power to co-opt.
- Special General Meetings
A Special General Meeting of the Society may be called at any time at the discretion of the Management Committee and shall be called within 21 days after the receipt by the Secretary in writing to that effect signed by at least 5 Members. Every requisition shall specify the business for which the Meeting is to be convened and no other business shall be transacted at such Meeting.
- Notice of General Meeting
A printed notice of every General Meeting accompanied in the case of the Annual General Meeting by particulars of vacancies for the Management Committee (including the Officers) and of any proposal to elect an honorary Life Member shall be received by each member at least 14 days prior to the date fixed for such Meeting.
- Procedure at General Meeting
The Secretary or other person specially appointed by the Management Committee shall keep a full record of proceedings at every General Meeting of the Society.
- Quorum at General Meetings
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 25% of the Membership present and entitled to vote.
- 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 votes properly recorded at such Meeting and in the case of equality of votes the Chairman shall have a second or casting vote.
- Selection of Works
The Management Committee shall select the works to be produced by the Society, shall determine the dates of productions and shall appoint the Director and Musical Director for these productions.
- Selection of Cast
The cast for any production shall be selected by the Management Committee or by a Selection Sub-Committee appointed by the Management Committee and consisting of not less than 3 persons.
- Revision of Cast
The Management Committee or its appointed Sub-Committee shall have power to revise the cast from time to time in consultation with the Show Director if any Acting Member shall, in it’s opinion, prove unsuitable for the show.
- Obligations of Acting Members
Acting Members shall to the best of their ability play the parts assigned to them and obey the directions given at all rehearsals and performances.
- Control of rehearsals
The Musical Director shall conduct all music rehearsals and the Director shall direct all stage rehearsals.
- Attendance at Rehearsals and Performances
A record of the attendance of Acting Members at rehearsals and performances shall be kept. The Management Committee shall have power to prohibit any Member whose attendance at rehearsals shall have been irregular from taking part in the performance of the work in preparation. Acting Members absenting themselves from more than one third of total rehearsals shall, at the discretion of the Management Committee and in consultation with the Show Director, be deemed to have resigned their parts in the work then in rehearsal.
- Acting Members in excess of Requirements
If at any time the numbers of Members rehearsing a production exceed the number of persons required for the representation of the same the matter shall be resolved by the Management Committee in consultation with the Musical Director and Director.
- Production Account
Within two calendar months after the final performance of any work produced by the Society, the Management Committee shall prepare or cause to be prepared a full statement of the receipts and expenses of each production and the same shall be open for the inspection of Members at such time and place as the Management Committee shall decide.
- Dissolution of Society
If the Management Committee decides that it is necessary or advisable to dissolve the Society it shall call a meeting of all members of the Society, of which not less than 21 days notice (stating the terms of the resolution to be proposed) shall be given. If the proposal is confirmed by a two-thirds majority of those present and voting the Management Committee shall have power to realise any assets held by or on behalf of the Society. Any assets remaining after the satisfaction of any proper debts and liabilities shall be given or transferred to such other charitable institution or institutions having objects similar to the Society as the members of the Society may determine or failing that shall be applied for some other charitable purpose.
- Alteration to Rules
No alteration to 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 proposed alteration shall be carried by a majority of at least two thirds of the votes present and voting at a General Meeting.