Our Constitution

Chinnor Musical Theatre

CONSTITUTION

  1. Name and type of organisation:

    1. The name of the organisation will be “Chinnor Musical Theatre” hereinafter referred in this document as “CMT”.

    2. The organisation shall be a “not-for-profit” unincorporated association.

  2. Objects:

    1. To create a framework that empowers like minded individuals to pursue their passion for musical theatre.

    2. To educate the public in the enjoyment of musical theatre and associated dramatic arts.

    3. To raise funds to enable CMT to carry out items 2.1 and 2.2

  3. Terms:

    For the avoidance of doubt, the following terms in this constitution shall have the meanings specified:

    1. In writing” shall mean a communication directed at an individual member and can be via any of the methods specified in 3.1.x As each of the following methods of communication are specific to the individual member, any one of these methods may be used to satisfy the intent of the phrase “in writing”.

      1. By letter posted with 1st or 2nd class stamp via the Royal Mail;

      2. By email to an email address supplied to CMT by the member;

      3. By the online members portal operated by CMT.

    2. AGM” shall mean Annual General Meeting.

    3. SGM” shall mean Special General Meeting.

    4. GM” shall mean General Meeting.

    5. CM” shall mean Committee Meeting.

  4. Membership:

    Membership shall be open to any persons of 16 years or older, wishing to advance the objects of CMT, subject to approval by the committee. All members are expected to support CMT to the best of their abilities and to act as an advocate for CMT whenever the opportunity presents itself.

    1. Members

      1. Full membership is open to anyone of 16 years or older who wishes to perform on stage in the productions of CMT.

      2. Associate membership is open to anyone of 16 years or older who wishes to take an active involvement in CMT, but does not wish to perform on stage. Nothing in this constitution shall prevent an Associate Member taking part in the productions of any work of CMT by invitation of the Committee.

      3. Parent membership is open to the legal parents or guardians of Junior Players in order to sponsor the Junior Player. A Parent Member may sponsor up to a maximum of five Junior Players, providing they are the legal parent or guardian of the Junior Player.

    2. Non members

      1. Junior players are persons under the age of 16 but of at least 4 years old, that wish to perform on stage in the productions of CMT. All Junior Players require a Parent Member to sponsor them.

      2. Patrons shall be any individual or organisation that pays a minimum donation to CMT (the amount of the minimum donation to be decided by the committee from time to time). In recognition of such a donation the Patron shall be entitled to advertising space on the CMT website for a period of time as agreed by the committee, and also to have advertising space on the programme of the productions of CMT and other promotional items as decided by the committee, and shall have priority bookings and other benefits as decided by the committee.

      3. Friends of CMT are persons of any age, who wish to support CMT and act as an advocate for CMT, but do not wish to take an active part in CMT.

    3. Rights

      1. All Full, Associate and Parent Members have the right to attend all meetings of CMT and each such member shall have one vote at the AGM, GM and any SGM called.

      2. Only committee members have the right to vote at a CM.

      3. Full Members shall have the full benefits of membership and (except as hereinafter mentioned), the right to take part in all productions of CMT.

      4. Junior Players shall have the right to take part in all productions of CMT that are deemed, by the committee, to be suitable for Junior Players, except as hereinafter mentioned.

      5. The committee may restrict the number of persons taking part in any production of CMT if it is deemed necessary for safety or artistic reasons.

    4. Subscriptions

      1. The annual subscription rate for all members, Junior Players and any concessionary rates shall be determined at the AGM, following recommendations by the committee.

      2. Concessionary rates shall apply to members of State Pension age and such other categories as the Committee may from time to time recommend. The qualifying date for concessions shall be the anniversary of the members joining date.

      3. Subscriptions shall be due on the anniversary of the member’s joining date., and must be paid in full, with cleared funds, on or before that date. The committee may recommend, for approval by the AGM, acceptable arrangements for payments by instalment and/or surcharges for late payment.

      4. Subscriptions are not normally refundable, except at the sole discretion of the committee.

  5. Equal opportunities:

    CMT will not discriminate on the grounds of gender, race, colour, ethnic or national origin, sexuality, disability, religious or political belief, marital status or age.

  6. Officers and Committee:

    1. CMT will be represented by a President who shall be a person of distinction interested in the objects of CMT, elected by a simple majority at the AGM and shall hold the office until the next AGM.

    2. The business of CMT will be carried out by a committee elected at the AGM, the committee will meet as necessary but not less than four times a year.

    3. The committee will consist of three honorary officers and between one and five additional committee members. Up to two additional committee members may be co-opted onto the committee at the discretion of the committee. Honorary officers and committee members must be Full or Associate Members.

    4. The honorary officers roles are as follows:

      1. Chair, who shall normally chair all meetings.

      2. Secretary, who shall take minutes and be responsible for the distribution of all papers and information concerning CMT.

      3. Treasurer, who shall be responsible for maintaining the finances of CMT.

    5. In the event of an honorary officer standing down during the year, a replacement will be sought as soon as possible and elected at a SGM called for the purpose, or at the AGM if the honorary officer stands down within 28 days of the next AGM being due.

    6. All honorary officers and committee members are expected to attend all meetings of CMT, if they are unable to attend any meeting they must send their apologies, in writing, to the Secretary as soon as practicable, but in any case prior to the meeting taking place. In the event of the Secretary being unable to attend any meeting, they must send their apologies to the Chair.

    7. Any honorary officer or committee member that fails to attend three meetings in a year without apology will be contacted by the Secretary, or Chair, and asked if they wish to remain in post.

    8. Any honorary officer or committee member that fails to attend four meetings in a year without apology may be removed from their post by a simple majority vote of the committee at a CM.

    9. All CM’s will be open to Full, Associate and Parent Members. Any members attending may address the committee when invited but may not take part in any vote by the committee.

    10. Any honorary officer or committee member may be removed from their post by a simple majority vote at a SGM called for the purpose, if it is deemed that the honorary officer or committee member has acted in such a manner that is detrimental to the objects of CMT.

    11. The committee may appoint a sub-committee consisting of no less than two committee members to make any enquiry, or to supervise or perform any function or duty that would be more conveniently carried out by a sub- committee. All acts and proceedings of any such sub-committees will be promptly and fully reported to the committee.

    12. The committee may cancel the membership of any member by a simple majority vote at a CM, if it is deemed that the member has acted in such a manner that is detrimental to the object of CMT.

  7. Annual General Meeting and other meetings:

    1. Annual General meeting.

      1. An AGM shall be convened approximately once every year, but no sooner than nine months and no longer than fifteen months since the previous AGM.

      2. All Full, Associate and Parent Members will be notified in writing as to the date, time and venue for the AGM, at least four weeks prior to the AGM taking place.

      3. The quorum for the AGM shall be 10% of the Full, Associate and Parent Members, or five members, whichever is the larger.

      4. The AGM shall consist of the following agenda:

        1. Report from the Chair.

        2. Report from the Treasurer.

        3. All honorary officers and committee members must stand down at the AGM, however they may, if they wish, present themselves for re- election.

        4. All honorary officers and committee members for the coming year must be proposed and seconded by two separate members, a simple majority vote is then required in order to confirm their post.

        5. The President of CMT shall be confirmed for the coming year by a simple majority vote of the members.

        6. Any Other Business, which must have been given to the Secretary at least seven days prior to the AGM, can then be discussed.

    2. Special General Meeting

      1. The Secretary will call a SGM at the request of the majority of the committee, or at least eight other members giving a written request to the Chair or Secretary stating the reason for their request.

      2. The meeting will take place within twenty one days of the request.

      3. All Full, Associate and Parent Members will be given at least seven days notice of the SGM and given the date, time , venue and agenda for the SGM.

      4. The quorum for the SGM shall be 10% of the Full, Associate and Parent Members, or five members, whichever is the greater.

      5. The only discussion and vote (if any is required) shall be as specified in the agenda submitted as per 7.2.3

  8. Rules of procedure:

    1. All meetings shall be chaired by the elected Chair of CMT, except:

      1. If the elected Chair is not present at the meeting any committee member may chair the meeting if agreed by a simple majority of those present.

      2. If no committee members are present the meeting shall be adjourned immediately and no further business discussed concerning CMT.

    2. All questions that arise at any meeting will be discussed openly and the meeting will seek to find general agreement that everyone present can agree to.

    3. If a consensus cannot be reached a vote will be taken and a decision will be made by a simple majority of Full, Associate and Parent Members present, except at a CM, where only committee members may vote.

    4. If the number of votes cast on each side are equal, the chair of the meeting shall have an additional casting vote.

  9. Finances:

    1. An account will be maintained on behalf of CMT at a bank agreed by the committee.

    2. Records of all income and expenditure shall be maintained by the Treasurer and presented to the members at the AGM.

    3. All money raised by or on behalf of CMT may only be used for the furtherance of the objects of CMT as specified in item 2 of this constitution.

    4. Any Full, Associate or Parent Member may be reimbursed for out of pocket expenses incurred whilst carrying out tasks for or on behalf of CMT. The nature of the expense as well as the maximum total amount of any such expense must be agreed beforehand by the committee. Receipts must be retained, where possible.

    5. Any Full, Associate or Parent Member may be paid for professional services supplied to CMT by themselves or their firms by prior authorisation of the committee. Any member supplying such services may take part in the discussion to appoint the service(s), as well as the proposed charges for the service(s) but may not take part in any vote that decides the approval of the provision of such service(s).

    6. At no time must the majority of the committee benefit from item 9.5

  10. Changes to the constitution:

    1. Amendments to the constitution may only be made at the AGM or an SGM.

    2. Any proposal to amend the constitution must be given to the Secretary in writing. The proposal must then be circulated with the notice of meeting.

    3. Any proposal to amend the constitution will require a two thirds majority of those present and entitled to vote.

  11. Dissolution:

    1. If a meeting, by simple majority, decides that it is necessary to close down the group it may call an SGM to do so. The sole business of this meeting will be to dissolve the group.

    2. If it is agreed to dissolve the group all remaining money and other assets, once outstanding debts have been paid, will be donated to a local organisation with similar aims to CMT. The organisation to be agreed at the meeting which agrees the dissolution.

This constitution was agreed at a Committee Meeting of Chinnor Musical Theatre on Monday 4th July 2016 by the following persons present:

Signatures

Name: Mr Stephen Chadd

Position: Chair

Name: Ms Kim Wilcox

Position: Secretary

Name: Mr Chris Smith

Position: Treasurer

Name: Mrs Ashling Smith

Position: Committee member