The Arcadians Constitution
(The Black-and-White of how we do it all ) NB. This text has been received in electronic form and presented in good faith, but has not been independently read and verified. The Webmaster has reason to suspect that it may NOT be exactly the document adopted by The Arcadians (whenever that was) ?
The Points!
1 Title The Society shall be called 'The Arcadians'.
2 Object The object of the Society is to educate the public in the dramatic and operatic arts to further the development of public appreciation and taste in the said arts (to assist and further such charitable institutions and charitable purposes as the Committee shall, from time to time determine); and in furtherance of this object but not otherwise the Society through its management committee shall have the following powers: (a) To promote 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 the Society shall not undertake any permanent trading activities in raising funds.
3 Constitution The Society shall consist of acting and non-acting members, together with Life Members, Patrons, Vice-Presidents and an Honorary President.
4 Management The Society shall be managed by a Committee consisting of the following members viz: Chairperson, Treasurer, Secretary and Four Members. The business of the Society must be conducted by or through this Committee. The Committee shall be responsible for appointing the Producer, the Musical Director, Repetiteur/Accompanist, Chorus Master and Choreographer for each production as necessary. The President will not be a member of the Committee or have any onerous duties.
5 Eligibility for Membership Membership shall be open to all those having sympathy with the object of the Society and desiring actively to further it and to pay the entrance fee and annual subscription prescribed by the Rules.
6 Application for Membership Application for Acting and Non-Acting Membership shall be made in writing, signed by the applicant, to the Secretary, who shall submit the same to the Committee for its decision.
7 Capabilities of Candidates for Membership Prior to election, all candidates for Acting Membership shall satisfy the Committee as to their historic and/or musical ability.
8 Names of Candidates to be sent to Committee The names and addresses of candidates for election shall be sent to the Secretary at least two clear days prior to the day of the meeting at which such applications for membership are to be considered by the Committee. (Note:- This rule can be omitted if deemed necessary).
9 Expulsion of Members (a) ANY Member of the Society who, in the opinion of the Committee confirmed by an Extraordinary General Meeting of the Society shall be guilty by his/her actions of misusing the privileges of the Society or of otherwise bringing the Society into contempt or disrepute may be suspended or expelled from the Society. (b) THE Committee may, by a unanimous vote, remove from the list of Members the name of any Acting Member who has persistently neglected the work undertaken by the Society and the name of any Member whose conduct they consider likely to endanger the welfare of the Society.
10 Subscriptions The annual subscription for members of the Society, in whichever category they fall, shall be an annual payment due on or before 1 January each year. The subscription shall be paid to the Treasurer and shall have been collected by the Membership Secretary before the member is entitled to participate in rehearsals or performances or to vote at a General Meeting or exercise any of the privileges of Membership.
11 Life Members, Patrons, Vice-Presidents and Honorary President Such persons who have rendered special services to the Society may be elected Life Members, with privileges determined by the Committee at an AGM on the nomination of not less than six Members of the Society. Such nomination shall be sent to the Secretary not less than 21 days prior to the AGM. The Society may elect a President who shall hold the office until the next AGM and who shall be entitled to attend any meetings or functions of the Society and to act in other capacities as requested on behalf of the Society. The election of the President shall take place at the AGM. Any nomination for President shall be made by not less than six Members of the Society and sent to the Secretary not less than 21 days prior to the AGM. Patrons and Vice-Presidents may be admitted to the Society by making a donation to the Society, the amount to be determined by the Committee, together with privileges of patronage.
12 Finance (a) THE funds of the Society shall be applied solely to the stated objects of the Society. (b) NO Member of the Society shall receive payment directly or indirectly for services to the Society or of other than legitimate expenses incurred in its work.
13 Financial Year The Financial Year of the Society shall commence on 1 January and any annual income and expenditure account and balance sheet shall be prepared by the Treasurer and audited by a suitably qualified person who is not a Member of the Society. These accounts will be presented to the Society for approval at the Annual General Meeting.
14 Resignations Members wishing to resign must give written notice to the Secretary before 1 January, and in default of so doing will be liable for the subscription for the current year commencing on that date.
15 Non-Payment of Subscription THE Committee shall have power by ordinary resolution to suspend any Member whose subscription remains unpaid after 1 March in any year from exercising all or any of the privileges of Membership until his or her subscription is paid.
16 Annual General Meeting The AGM of the Society shall be held between 1 January and 30 April. At this Meeting, the reports of the Officers of the Society will be presented. The Chairperson, Secretary, Treasurer and other Members of the Committee shall be elected. Any additional items for discussion at the AGM shall be forwarded in writing to the Secretary, indicating the proposer and seconder where appropriate no later than 21 days before the meeting and shall be placed on the Agenda prior to Any Other Business.
17 Extra-ordinary General Meeting An EGM of the Society may be called at any time by resolution of the Committee or at the written request of 10 Members of the Society. The request must specify the business for which the meeting is to be convened and no other business shall be transacted at that Meeting. The Meeting shall be held within one calendar month of the receipt of the request, the date to be decided by the Committee.
18 Quorum at the General Meeting 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 one third of the Members entitled to vote.
19 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 property recorded at such Meeting and in the case of an equality of votes the Chairman shall have a second or casting vote.
20 Election and Formation of Committee The Officers and ordinary Members of Committee shall retire annually but shall be eligible for re-election at the AGM. The names of candidates for election or re-election shall be sent to the Secretary no later than fourteen days prior to the AGM. Nominations must be made by not less than two members and with the consent of the candidate. All voting shall be by secret ballot, where committee members retire prior to the AGM, the Committee shall have the power to co-opt Committee to fill the vacancy. The Committee shall be empowered to co-opt further Members onto Committee for specific purposes.
21 Notice of General Meeting A printed notice of every General Meeting accompanied in the case of the Annual General Meeting by the statement of Accounts for the past year and particulars of nominations for the Committee (including the Officers) and Auditors and of any proposal to elect a Life Member shall be given or sent to each Member at least 14 days prior to the day fixed for such meeting.
22 Appointment of Sub-Committees THE Committee shall have power to appoint Sub-Committees and to delegate to such Sub-Committees, all or any of its powers and shall continue to hold office until the conclusion of the Annual General Meeting at which its successors are elected.
23 Selection of Cast The cast for any production shall be selected by the auditioning sub-committee consisting of Musical Director, the Producer, and a member selected by the Committee. Only properly paid-up Acting Members will be allowed to audition. The decision of the auditioning sub-committee shall be final. Where, in the opinion of the auditioning sub-committee and with the agreement of the full committee, candidates for parts either in an acting, singing, or dancing capacity are not of the standard required, then other people of known ability shall be invited to audition for the parts as a guest.
24 Revision of Cast THE Committee shall have power to revise the cast from time to time, if any Acting Member to whom a character has been assigned shall, in its opinion, prove unsuitable for the part but only after discussion with production officers concerned.
25 Obligations of Acting Members ACTING Members shall, to the best of their ability play the parts assigned to them, whether principal or chorus and obey the directions given at all rehearsals and performances.
26 Control of Rehearsals The control of rehearsals will normally be delegated to the Producer or Musical Director as appropriate. The Musical Director and Producer will co-operate over rehearsal times in the best interests of the Society and the production concerned. The Stage Manager shall exercise all control over performances at the Theatre or place of performance.
27 Attendance at Rehearsals A record of the attendances of Acting Members at rehearsals and performances shall be kept by the Registrar appointed by Committee and the 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 three consecutive rehearsals, may, at the discretion of the Committee, be deemed to have resigned their parts in the work then in rehearsal.
28 Acting Members in Excess of Requirements If at any time the number of Members rehearsing a production exceeds the number of persons required for the representation of the same, preference shall be given to the Members who, by the regularity of their attendance shall, in the opinion of the Committee have rendered themselves most efficient.
29 Selection of Shows(a) Any Member, or officer of the Society shall have the right to propose the works to be produced by the Society. A proposer shall submit to the Committee a maximum of two works, and the list of these shows shall be closed four weeks prior to the voting on the show. The Musical Director and Producer may be invited to a Committee Meeting to advise on the suitability of the works proposed. The Committee will reduce the number submitted to a maximum of eight shows but may submit two separate lists of a maximum of eight shows. A resume of each show chosen will then be displayed on the Notice Board for all Members to study. These shows shall then be listed on the prepared voting paper and circulated to all fully paid up Members of the Society who will be invited to indicate their choice in order of preference. (b) The No. 1 and No. 2 of this selection by the Society Members will then be the next two shows produced by the Society, not necessarily in that order, but according to availability of performing rights of those shows and other circumstances the Committee would inquire into availability of the other shows short-listed.
30 Production Moneys All moneys due from members in connection with the production and performance of any work, shall be accounted for, and paid to the Treasurer within 21 days after the conclusion of the final performance.
31 Production Account WITHIN one calendar month after the final performance of any work produced by the Society, the Committee shall prepare or cause to be prepared a full statement of receipts and expenses of each production and the same shall be open for the inspection of Members at such time and place as the Committee shall, from time to time decide.
32 Non-Acting Members The privileges of Non-Acting Members other than and except the right to attend and vote at General Meeting of the Society, shall be determined from time to time by the Committee.
33 Recovery of Moneys Due to Society ALL moneys due and owing to the Society including the Entrance Fees and Subscriptions of Members, shall be recoverable at Law in the name of the Secretary.
34 Meeting of Committee THE first meeting of the Committee shall be called by the Secretary and shall be held within 21 days after the Annual General Meeting. All subsequent meetings of the Committee shall be called by the Secretary in accordance with any resolution to that effect passed by the Committee and failing any such resolution at the discretion of the Chairman and Secretary. Four shall form a quorum.
35 Committee's Powers (i) The Committee, providing it is quorate, shall have the power to decide any questions arising from the Constitution and all other matters connected with the Society excepting those which can only be dealt with by the Society at an AGM or EGM. A quorum shall consist of four Members of the Committee which may include the Chairperson, Secretary and Treasurer. The articles of the Constitution can be revised only at an AGM or EGM. In either case, amendments may be submitted by the Committee or at the written request of ten members of the Society and where the amendments are to be discussed at an AGM they should be submitted to the Secretary in writing fourteen days prior to the date fixed for the meeting. Members who wish to revise the Constitution by calling an EGM should comply with Article 17 of the Constitution. (ii) In the event of a deadlock, the Chairperson may have a casting vote.
36 Dissolution of Society The society shall only be dissolved by resolution passed by a majority of at least give sixths 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 remaining in hand after the realisation of assets and payments of debts shall not be distributed among the Members of the Society but shall be applied for such charitable purposes similar to those of the Society or be paid, distributed or transferred to such charitable institutions or institution having objects similar to the objects of the Society as the Committee, with the consent of the meeting shall determine.
37 Alteration to Rules(a) NO alterations of 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 recorded thereon at the Meeting. (b) NO alteration may be made to Rules 2, 36 and 37 without the approval of the Charity Commissioners for England and Wales or other authority having charitable jurisdiction from time to time.
