Cobham Players' constitution
Name: The name of the group is “Cobham Players”.
Aims of the group
* To facilitate the staging of theatrical productions in Cobham
* To stage, in a normal year, a minimum of, but not restricted to, three productions in Cobham
Village Hall in the spring, autumn and a Christmas production. However, there may be exceptional
circumstances that may change the timing or venue.
Membership
* Membership is open to anyone interested in supporting the activities of the Cobham Players.
There is a minimum of, but not exclusive to, 2 types of membership to allow persons to take an
active role in the society: Adult and Child.
* Members can also choose to become Patrons, which is a membership class for people who wish
to give a greater level of support to the society, but may or may not be active members.
* Any further categories of membership may be proposed by the Committee and agreed upon by the
society at the Annual General Meeting (AGM).
* The Adult and Patron members have the right to vote at the AGM.
Subscriptions
* The subscription costs of membership are set and reviewed annually at the AGM.
* The subscriptions are due every year immediately after the AGM.
Membership Secretary
* A member of the Committee is allocated the role of Membership Secretary by the Committee.
* The Membership Secretary will maintain the up-to-date list of membership. Membership are
responsible for ensuring that their details are up to date.
* The Membership Secretary will also collect subscriptions, as appropriate, throughout the year.
Structure of the Society – Committee
A committee is convened to oversee and co-ordinate the activities of the society.
The Officers of the Club are:
* Chairman
* Treasurer
* Secretary
These officers are supported by up to, but not exceeding, 7 committee members. There is a maximum Committee size of 10.
Election of Officers and Committee members
* The officers and the other members of the Committee shall be elected at the AGM.
* The Chairman and Treasurer are voted in separately and renewed as appropriate.
* If there is the required number of committee members standing, then they can be voted in as
one group. Any member may request a vote to review the Committee position of an individual.
* If there are more people standing than the numbers of places, then it should be put to the vote,
with the existing members voted in first, then the new members voted in by name, the person with
the most number of votes being elected. In the event of a tie, the Chairman will have the casting
vote.
* The Chairman may co-opt a member of the society onto the committee for a period of time,
either to fill a gap until the next AGM, or to support a specific project.
Length of Service
* The person holding the office of Chairman at the date of the Annual General Meeting in 2021 may
hold the position for a maximum of four years, upon the expiry of which he shall stand down and
cannot be elected back onto the Committee for a minimum period of two years. Any person
appointed Chairman in 2022 and thereafter may hold the position for a maximum of three years.
After three years he or she is required to stand down and cannot be elected back onto the
Committee for a minimum period of two years.
* The Treasurer and other committee members may be on the Committee for up to six years. At the
end of that time they are required to stand down, unless they are embarking on or already part way
through a term as Chairman, although they may still continue with some of their responsibilities.
They are eligible to stand again after one year has elapsed.
Quorum
* 5 members of the Committee should be present to old a formal Committee meeting.
Minutes
* The Secretary takes minutes at each Committee meeting, the Committee agrees they are accurate
at the next meeting and they are signed as accurate by the Chairman.
Scope of the Committee
* The Committee guides the activities of the group. It appoints producers/directors for each
production and plans in advance to ensure there is a balance of entertainment and interest over
the year, to suit the wider membership. The interests of the wider membership are always the
priority consideration of the Committee.
* The Committee makes decisions on general expenditure. The membership will be asked for
comment, prior to any extraordinary expenditure being made.
* The Committee cannot set membership fees or permanently change the entrance fees. They may
vote to change them for extraordinary reasons for an individual show.
* Sub-committees may be appointed by the Committee as required. Sub-committees shall conduct
only such business as is connected directly with the functions for which they are appointed.
Annual General Meeting
* The AGM is held annually in June.
* The AGM is chaired by the Chairman.
* A quorum for an AGM is 15 members or a quarter of the membership, whichever is fewer.
* In advance of the meeting the membership will be sent the Agenda and Nomination papers for
Committee members.
* The report of the Committee and the accounts for the past year are presented. Committee members
are elected.
* All resolutions brought forward to the AGM are decided by a bare majority of votes properly
recorded at such a meeting. The Chairman does not vote, but in the event of a tie, has casting vote.
* The Chairman of the meeting has the power to rule out of order any matter which in his/her
opinion of such major importance, that notice of it should have been given to all members of the
society.
An Extraordinary General Meeting may be called at any time by the Committee.
The Committee is bound to call an Extraordinary General Meeting at the written request of 12 or one sixth of the members, whichever is the fewer.
No business other than that notified at the convening of the meeting shall be transacted at an Extraordinary General Meeting.
Fifteen days’ notice must be given of any General Meeting and the business to be transacted at the meeting must be published with such notice.
Finance
* The society is not to be conducted for the financial profit of its members.
* The financial year is from 1st June to 31st May. Accounts are reviewed at the AGM and
submitted to the AGM for approval. The detail is available if requested by the
membership.
* Proposals regarding the annual subscription and the charging structure for shows are made
at the AGM by the Committee; they are fixed by a motion passed at the AGM.
* Withdrawal of funds from the society bank account may be made by one authorised
signatory.
* The Committee controls the finances of the society.
Dissolution
In the event of the dissolution of the society all properties of the society shall be disposed of in a manner decided at an Extraordinary General Meeting called for that purpose. The funds of the Society, including the proceeds of any sale of properties, shall, after payment of all debts and liabilities of the Society, be given to a charity approved at the Extraordinary General Meeting.
Changes to the Constitution
* Proposals for amendments to the Constitution must be forwarded to the Secretary in the
form of a written requisition signed by at least fifteen members at least three weeks prior
to the AGM.
* The proposal for changing the Constitution shall be included as an agenda item to be discussed
and a vote taken at the Annual General Meeting. A clear majority of at least 75% is required to
change the Constitution.
