Constitution

(1) NAME

 The society’s name is the Billingshurst Dramatic Society.

​(2) THE PURPOSES OF THE SOCIETY ARE: -

Producing dramatic art and encouraging people to enjoy theatre in Billingshurst, West Sussex.

(3) COMMITTEE

A Committee manages the operations of the Society.  The Annual General Meeting (AGM) of the society appoints the Committee.

(4) CARRYING OUT THE PURPOSES

The Committee members have the power to:

  • raise funds, receive grants and donations

  • apply funds to carry out the society’s work

  • co-operate with and support other charities with similar purposes

  • do anything which is lawful and necessary to achieve the purposes

(5) MEMBERSHIPS

Full membership

The society has a membership.   People who support the work of the society, are aged 18 or over and pay the annual subscription can become a member of the society.   Membership lasts one year. Members can renew their membership each year with payment of their annual subscription.  The Committee can use its discretion to ask for a reduced membership fee from anyone joining the Society for part of a year or anyone who has limited or no income.  The Committee will keep an up-to-date membership list.

The Committee will remove any member from the membership list who does not pay their annual subscription three months exactly after the Annual General Meeting or receiving their request to join the Society.   The Committee may also remove a person’s membership if they believe it is in the best interests of the society.   If removed for any other reason than non-payment of subscription the member has the right to be heard by the Committee before the decision is made and can be accompanied by a friend.

Full members can perform in plays and productions and take part in any social event, visit or reading held by the society.

Production membership

The society may occasionally ask people to assist with backstage or front of house in its productions.   Production members will not be asked for a membership fee and will normally only assist for one production.

Junior membership

The society may occasionally use people under the age of eighteen in its productions.   The Committee will put in place full safeguarding arrangements if a performance needs performer under the age of 18.   Junior members will be asked for a membership fee of no more than half the cost of a full membership. Junior members can perform in plays and productions and take part in all age-appropriate social events, visits or readings held by the Society.

At the time of signing this Constitution the Society does not have a juniors’ section or present juniors-only performances.   The Committee may set up, and disband, such a section and run such performances should it decide to do so.   A member of the Committee will run the junior section.  The juniors cannot stand for Committee.

Friends

The Society has a group of supporters known as the Friends.  This group supports the Society through an annual subscription. This entitles them to a free priority ticket for each of the two principal productions a year and also one other or entertainment (e.g., quiz, murder mystery evening etc). The subscription price is set annually by the Committee.

Friends cannot can perform in plays and productions and but can take part in any social event, visit or reading held by the society.

Life members

The Committee can occasionally give life membership to individuals who have shown exceptional commitment to the Society over many years. Life Members enjoy the same benefits as Friends but the Society does not charge them a subscription.

Supporters

The Committee will maintain a list of people who like to receive the Society’s monthly newsletter by email but do not become full members. There is no cost to being a supporter and there are no other benefits attached.

Supporters cannot perform in plays and productions but can take part in any social event, visit or reading held by the Society.  

(6) ANNUAL GENERAL MEETING - AGM

  • The Society holds an AGM every year.  The Committee gives 14 days’ notice to all members including items on the agenda.   The Secretary or a deputy keeps minutes of the AGM.

  • At least one quarter of members must attend the AGM for the meeting to go ahead on that date.

  • Every member present has one vote. 

  • The Committee will present the annual report and accounts.

  • Any full member may stand for election as a member of the Committee. 

  • Members will elect between 5 and 8 Committee members to serve for the next year.  They retire at the next AGM but may stand for re-election.

(7) COMMITTEE MEETINGS

  • Committee holds at least 6 meetings each year.  At their first meeting after the AGM the Committee members elect a treasurer and secretary and decide whether to elect a chairman or circulate the role for the year.  The Committee and its first meeting divide other tasks among the rest of the Committee members. Committee members act by majority decision.

  • At least 3 committee members must attend a meeting to take decisions.   The Secretary, or another Committee member in his/her absence, minute every meeting.

  • If a committee member has a conflict of interest, they declare it and do not take part in the meeting where this item is discussed or decided.

  • During the year, the Committee can appoint up to two additional committee members providing this does not bring the size of Committee above the upper limit of 8 members.  They will stand down at the next AGM.

  • During the year any Director of a play who is not a member of the Committee attends the Committee meetings for the period of rehearsal and performance and one meeting after the end of the play to help Committee review the successes and learning from the production.

  • The Committee can make reasonable additional rules to help run the Society.  These rules must not conflict with this constitution or the law.

  • Any person who wishes to produce a play using the membership may attend a committee meeting to explain their proposal to the Committee for Committee decision.

(8) MONEY AND PROPERTY

  • Money and property are used only for the society’s purposes.

  • The Committee keeps accounts.  Any member can see the most recent annual accounts by asking the Committee.

  • Committee members do not receive any money or property from the society, except to refund reasonable expenses in arrears.

  • Money is held in the society’s bank account or deposit account.  Cheques, if used, require 2 Committee signatures.  The Treasurer makes all electronic transfers in line with the bank’s requirements.

(9) GENERAL MEETINGS

If the Committee need to change the constitution, consult the society or wind up the society, it will call a General Meeting for the membership to make the decision.  Members can call a General Meeting by sending a written request signed by half the membership to the Committee.  Committee will give 14 days’ notice of the meeting and tell the membership the reason for the meeting.  Decisions at a General Meeting require a two-thirds majority.  The Secretary will prepare minutes of these meetings.   

If General Meeting decides to wind up the society, the society will give any money or property remaining after payment of debts to a society with similar purposes to this one. This includes societies that do not operate in Billingshurst but only those that operate in West Sussex.

(10) ADOPTION OF THIS CONSTITUTION

The constitution adopted on 9 July 2019 removed membership from the society.  Therefore, this constitution was adopted on 26 July 2021 by the members of the Committee.​​