THE LYRIC PLAYERS CONSTITUTION 2003
1 GENERAL
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. 3
1.1 INTRODUCTION
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3
1.2 CHANGES TO THE
CONSTITUTION
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. 3
1.3 COPIES OF THE
CONSTITUTION
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1.4 NAME, BASE AND ADDRESS OF THE
SOCIETY
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1.5 PURPOSE OF THE SOCIETY
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2 MEMBERSHIP
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... 4
2.1 CATEGORY
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4
2.2 JOINING
THE SOCIETY: BENEFITS AND DUTIES OF MEMBERSHIP
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2.3 APPROVAL
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4
2.4 SUBSCRIPTIONS
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2.5 SHOW
FEES
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2.6 CHANGE
OF MEMBERSHIP STATUS
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4
2.7 TERMINATION
OF MEMBERSHIP
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4
TABLE
2.2: Details pertaining to membership
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3 PRESIDENT
AND VICE-PRESIDENTS
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3.1 NOMINATION
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6
3.2 STATUS
AND BENEFITS OF APPOINTMENT
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3.3 OBLIGATIONS
OF APPOINTMENT
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3.4 TENURE
OF APPOINTMENT
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3.5 TERMINATION
OF APPOINTMENT
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4 PATRONS
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4.1 DEFINITION
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7
4.2 BENEFITS
OF PATRONAGE
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4.3 MINIMUM
DONATION
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5 THE GENERAL
COMMITTEE
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8
5.1 FORM
AND RESPONSIBILITY
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8
5.2 QUORUM
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5.3 ELECTION
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5.4 DISMISSAL
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5.5 SUB-COMMITTEES
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5.6 COMMITTEE
MEETINGS
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9
6
GENERAL
MEETINGS
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6.1 NOTICE
10
6.2 ATTENDANCE
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10
6.3 QUORUM
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6.4 ANNUAL
GENERAL MEETING (AGM)
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6.5 EXTRAORDINARY
GENERAL MEETINGS (EGMs)
10
7 CASTING OF
PRODUCTIONS
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7.1
ENTITLEMENT TO AUDITION
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7.2 AUDITION
COMMITTEE
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11
7.3 ADMINISTRATION
OF AUDITIONS
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7.4 CASTING
PROCEDURES
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11
7.5 RATIFICATION
OF CASTING BY THE GENERAL COMMITTEE
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11
7.6 FAILURE
TO CAST
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7.7 DANCE
AUDITIONS
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8 LEGAL AND CONTRACTS
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8.1 INSURANCE
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8.2 LEGAL
PROCEEDINGS
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8.3 FINANCIAL
LIABILITY
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8.4 CONTRACTUAL
RESPONSIBILITIES
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9 FINANCE
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9.1 ACCOUNTING
YEAR
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9.2 RESPONSIBILITIES
OF THE TREASURER
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9.3 ANNUAL
FINANCIAL REPORTS
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9.4 AUDIT
OF THE ACCOUNTS
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9.5 APPOINTMENT
OF AUDITORS
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. 14
9.6 ADOPTION
OF THE FINANCIAL REPORTS
14
9.7 OTHER
FINANCIAL REPORTS
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9.8 AUTHORISATION
OF EXPENDITURE
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9.9 TREASURY
HOLDINGS
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9.10 CUSTODIAL
RESPONSIBILITIES
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10 DISSOLUTION
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10.1 DISSOLUTION
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1.1
Introduction
The following is the Constitution of The Lyric Players (hereafter referred to as the Society) effective from (1 July 2003) as approved by the General Meeting of the Society (17 June 2003).
1.2 Changes to the Constitution
This
Constitution may only be amended by members of the Society at a General Meeting
providing that a motion proposing the amendment is passed by a vote of not less
than two thirds of members present at the General Meeting and that all members
of the Society have been given the required notice of the proposed change.
1.3 Copies of the Constitution
Every
new member shall be issued with a copy of the Constitution free of charge upon
joining the Society. Copies of the
Constitution shall be forwarded to all extant members following any substantial
change or as agreed by the General Committee.
Further copies may be obtained from the Secretary on request.
1.4 Name,
base and address of the Society
The
Society shall be called The Lyric Players.
The formal address of the Society shall be that of its elected
Secretary.
1.5
Purpose of the Society
The
Society is established for the purpose of the study and performance of musical,
operatic, dramatic, artistic and other such works. The funds of the Society shall be applied
either to these stated objectives or, at the discretion of the General Committee,
for the assistance of charities.
In
the furtherance of its purposes, the Society may acquire by purchase, lease or
rent, such premises, buildings, halls or rooms and equipment as may be
necessary. The Society may let, hire or
dispose of any of its assets as may be deemed necessary by the General
Committee.
Members
of the Society may not receive either direct or indirect payment for taking
part in or producing any performance of the Society. However reasonable expenses may be paid to a
member of the production team at the discretion of the General Committee.
2.1
Category
Full membership is divided into two categories:
Performing Members and Non-Performing Members.
2.2
Joining the Society: benefits and duties of membership
The
methods of joining the Society, fees payable, benefits of membership and duties
of the two classes of membership are detailed at Table 2.2. (see page 5)
Upon
application for membership of the Society the Secretary will ensure that the
applicant receives a membership form and a copy of Table 2.2.
2.3
Approval
Membership
is subject to the approval of the General Committee of the Society.
2.4 Subscriptions
Subscriptions,
which are non-refundable, shall become payable upon joining the Society and
will fall due on 1 July annually thereafter.
New members are required to pay the annual subscription in full within
28 days of approval of his or her membership of the Society. At the discretion of the General Committee a
discount may be given to individuals joining the Society more than 6 months
into the membership year.
Subscription
rates for the ensuing year shall be determined at the Annual General
Meeting. A lower Performing Member
subscription rate shall be available to those members who are:
·
over the state
retirement age or
·
in receipt of
Unemployment, Disablement, Supplementary or other like State benefit or
·
in full-time education.[PT1]
The
Treasurer shall be entitled to be provided with documentary evidence of the
above before authorising payment of any lower subscription rate.
2.5 Show Fees
Members
performing in a production will be required to pay a Show Fee, which shall be
determined in advance at the Annual General Meeting.
2.6 Change of membership status
Should a Performing Member wish
to change status to a Non-Performing Member they will be entitled to resume
Performing Membership at a later date without re-auditioning. However a full Performing Membership
subscription must then be paid.
2.7
Termination of membership
Membership will be terminated
in the following circumstances:-
·
If
the General Committee, in its absolute discretion, considers the actions of a
member to be prejudicial to the purposes or interests of the Society.
·
A
member fails to pay the annual subscription fee by 30 September of the same
year.
·
Upon
receipt, by the Secretary, of a formal written resignation from the member.
No subscription shall be refunded in these circumstances.
TABLE 2.2 : Details pertaining to membership |
||
|
|
Membership Categories |
|
|
|
Performing |
Non-Performing |
|
Method
of joining |
·
all applicants will
be required to complete an application form ·
by satisfactory
audition before the General Committee |
·
application to the
General Committee |
|
Fees
payable |
·
annual subscription ·
Show Fee |
·
annual subscription |
|
Benefits of
membership |
·
the right to attend
all General Meetings, auditions and rehearsals of the Society. ·
the right to one vote
at General Meetings of the Society. ·
receipt of
newsletters. ·
the right to audition
for any role at production auditions. ·
the right to perform
in productions of the Society providing a successful audition is undertaken
where required. |
·
the right to attend
all General Meetings, auditions and rehearsals of the Society. ·
the right to one vote
at General Meetings of the Society. ·
receipt of
newsletters. |
|
Duties of
membership |
·
to comply with the
terms laid down in this Constitution. ·
to underwrite any
debts of the Society on an equal basis with all other members in the event
that the Society neither has nor is likely to have assets, funds or income
with which to meet or service such debts. ·
to fulfil, within
reason, any performance obligation entered into ·
to sell tickets for
each show in which performing. |
·
to comply with the
terms laid down in this Constitution. ·
to underwrite any
debts of the Society on an equal basis with all other members in the event
that the society neither has nor is likely to have assets, funds or income
with which to meet or service such debts. ·
to support the
Society. |
3.1 Nomination
The
General Committee shall, from time to time, nominate persons to be invited to
act as President and Vice-Presidents of the Society. Such appointments shall be subject to the
approval of the Society at a General Meeting.
3.2 Status and Benefits of Appointment
Appointments
are honorary and shall infer honorary Non-Performing Membership of the
Society. As such, all benefits of such
membership shall be granted, including the right to vote at General Meetings,
but duties in respect of payment of membership fees and underwriting of the
Societys debts will not apply. The
President and Vice-Presidents are also entitled to attend General Committee
meetings as observers and, when requested, advisors. Attendance should, however, be pre-arranged
with the Secretary.
The
President of the Society will be entitled to attend a performance of any of the
Societys productions with a guest on a complimentary basis.
3.3 Obligations of appointment
The
appointment of the President and Vice-Presidents is a token of respect and/or
gratitude for past services and, as such, no formal obligations are laid
down. However, the President will be
invited to preside over the Annual General Meeting. When unavailable, a Vice-President may be invited
to perform this office.
3.4 Tenure of Appointment
Appointments
of President and Vice-Presidents will be subject to review by the General
Committee 5 years after appointment or re-appointment.
3.5 Termination of appointment
Appointments
made to President or Vice-Presidents will be terminated in the following
circumstances:-
·
If the General
Committee, in its absolute discretion, considers the actions of a President or
Vice-President to be prejudicial to the purposes or interests of the Society.
·
Upon receipt of a
formal written resignation by the Secretary.
4 PATRONS
4.1 Definition
Individuals
who wish to support the Society may become Patrons.
4.2 Benefits of patronage
Patrons
will enjoy all of the privileges of a Non-Performing Member without the
responsibility for underwriting any of the Societys debts. Patrons may attend General Meetings of the
Society as observers only. They will not
be entitled to vote at such meetings.
Patrons
may also, from time to time, be offered special prices on tickets for
performances being undertaken by the Society.
These will be advertised in the Societys newsletter.
4.3 Minimum Donation
A
minimum donation will be payable, due on 1 July and annually thereafter. The sum will be determined at the Annual
General Meeting.
5.1 Form and responsibility
The
affairs of the Society shall be managed by a General Committee, which shall
consist of
Chairman
Treasurer
Secretary
Assistant
Secretary
Business
Manager
Publicity
Manager
Fund-Raising
Manager
Social
Secretary
Two
General Members
A
Vice-Chairman shall be elected at the Annual General Meeting from the elected
General Committee members. This Committee may co-opt additional members of the
Society to undertake particular functions.
All
posts on the General Committee are honorary in nature and members will not
receive any payment other than legitimate expenses, supported by receipts,
which are incurred in their work for the Society or by reason of their office.
All
officers and members of the General Committee shall act under the
superintendence, control and direction of the General Committee as a
whole.
5.2 Quorum
Five
members of the General Committee shall constitute a quorum and, providing this
quorum is met, the General Committee may continue to act notwithstanding any
vacancies therein.
5.3 Election
General
Committee members shall be elected from the membership of the Society at the
Annual General Meeting. General
Committee members will hold their posts for one year after which they may be
proposed for re-election. Any vacancies
on the General Committee may be filled from the Societys membership at the
General Committees discretion.
Nominations
for General Committee membership may be made by any member of the Society at
the Annual General Meeting. All
nominations must be seconded by another member of the Society. Where more than one individual is nominated
for a post or where an objection is raised to a nomination the election will be
put to a ballot of members in attendance.
5.4 Dismissal
·
If the majority of the
General Committee, in its absolute discretion, considers the actions of a
member of that Committee to be prejudicial to the purposes or interests of the
Society they may dismiss the said member from the General Committee.
·
Any member(s) of the
General Committee may be removed by vote of the Societys membership at an
Extraordinary General Meeting specifically convened for that purpose.
5.5 Sub-Committees
The
General Committee may constitute, appoint and delegate authority to any
Sub-Committee formed from the membership of the Society. It may further set up Sub-Committees of any
such persons as the General Committee may consider desirable or co-opt any such
person to a
Sub-Committee
i.e. non-members of the Society. Any
such Sub-Committee shall act under and within, and be subject to, the
overriding authority of the General Committee.
5.6 Committee Meetings
The
General Committee shall meet at least every two months. Such meetings shall be presided over by the
Chairman or, in his/her absence, by the Vice-Chairman. Should neither be available the Chairman for
the meeting shall be appointed by vote of the General Committee. The names of those present shall be recorded
and a true and accurate account of the meeting shall be made. The Minutes of the meeting shall be subject
to the approval of the General Committee at the following meeting and, when
approved, shall be signed by the Chairman of that meeting. Decisions at meetings of the General
Committee shall be made through a majority vote and in the event of a split
vote the Chairman (or acting Chairman) shall have the casting vote.
6.1 Notice
Members
shall be given at least 14 days written notice of any General Meeting. The notification shall specify the place,
date, time and intended business of the meeting including any proposed
resolutions.
6.2 Attendance
The
President, Vice-Presidents and members shall be entitled to attend General
Meetings and each shall have one vote.
Patrons may attend but shall have no entitlement to vote.
6.3 Quorum
One
fifth of the voting membership shall form a quorum at General Meetings. Resolutions and motions put to the vote shall
be decided by a show of hands unless a ballot is considered to be more
appropriate by the Chairman or by at least 10 members present in person. In the event of a split vote the Chairman (or
acting Chairman) shall have the casting vote.
6.4 Annual General Meeting (AGM)
An
AGM shall be held once a year between 1 April and 1 July. Prior to the AGM each voting member shall be
sent copies of the Minutes of the previous AGM and the audited accounts for the
previous financial year.
At the AGM:
·
The Treasurer shall
explain the audited financial accounts where necessary.
·
The Secretary shall
deliver an Annual Report.
·
The Chairman shall ask
the membership to propose and adopt the report and accounts.
·
The membership shall
agree to the appointments of the Honorary Solicitor and Honorary Auditors.
·
The General Committee
shall then be elected.
·
Subscriptions and Show
Fees for the membership year commencing on 1 July shall be set.
·
An Open Forum shall be
allowed.
6.5 Extraordinary General Meetings (EGMs)
On
receipt of a requisition signed by not fewer than five General Committee
members or by not fewer than one quarter of the voting membership of the
society, the Secretary shall convene an Extraordinary General Meeting (EGM)
within 28 days to discuss the business as required. An EGM may also be convened if agreed by vote
at another General Meeting or if the General Committee considers it otherwise
to be necessary in the interests of the Society.
7.1 Entitlement to audition
Only
fully paid up Performing Members may audition for a role in a production. Payment of any subscriptions or outstanding
funds due by cheque must be received at least ten days prior to any said
audition unless fully guaranteed by a cheque card.
7.2 Audition Committee
An
Audition Committee will be appointed for each show to select Performing Members
to play particular roles within a production.
This Committee will consist of the Director, Musical Director and
Choreographer appointed for the production (the Production Team) plus one
General Committee member and one member selected by members of the
Society. If no Choreographer is
appointed for the production then the General Committee shall select a further
member to sit on the Audition Committee.
7.3 Administration of auditions
Auditions
for the Societys productions will be open to attendance by all members and
Patrons of the Society. An Audition
Secretary will be appointed by the General Committee to serve the Audition
Committee.
7.4 Casting Procedures
The casting of productions
shall be as a result of auditions set by the Production Team. Notification of the roles to be auditioned,
copies of the audition pieces where applicable and details of the audition
dates and location shall be made available at least one week in advance of any
auditions.
The Audition Committee may cast
a member in a role that he or she has not specifically auditioned for provided
that he or she has auditioned for another role in the same production.
7.5 Ratification of casting by the General
Committee
All casting decisions by the
Audition Committee are subject to the ratification by a quorum of the General
Committee. Where discussion concerning
the individual auditions ensues, any General Committee members who are under
consideration shall be required to leave the room to permit a frank and open
discussion.
7.6 Failure to cast
Should the Audition Committee
be unable to agree upon the casting of a particular role, the Audition
Committee together with the General Committee may either then decide by vote or
agree to proceed with re-auditions.
The re-auditions will be open
to both members and non-members. For
non-members such auditions are considered to be auditions both for Performing
Membership and the role. Auditionees are
required to pay Performing Membership and Show Fees should they be successful.
In the event of a role still being uncast, the General Committee may
invite a suitable person to play the role.
This is considered to be a guest membership and such individuals will
not be expected to pay any membership fees although they will be asked to pay
the relevant Show Fee.
7.7 Dance auditions
Where
appropriate a dance audition shall be held to determine the members of the
dance troupe. The composition of the
troupe shall be determined by the Choreographer for the production in
consultation with the appointed Director.
Dance auditions will be presided over by the Choreographer, the Director
and one member of the General Committee not taking part in the dance auditions.
Dance auditions are open to non-members. Successful auditionees will be granted full Performing Membership and will be required to pay Performing Membership and Show Fees.