BILLINGSHURST DRAMATIC SOCIETY CONSTITUTION – OCTOBER 2025

(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, and pay the annual subscription can become a member of the society. Membership lasts one year from 1 August to 31 July. 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 by 1 September each year (in the 2025/26 year on 1 December). 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, be a member of the Committee and vote at the AGM.

Full members taking part in directing, taking part or helping with productions will pay a production fee.

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 principal productions a year and a programme at the production. The subscription price is set annually by the Committee.

Friends can perform in plays and productions and take part in any social event, visit or reading held by the society. Any Friend asking to take part in a play will be charged the production fee in addition to their Friends’ membership.

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.

(6) PRODUCTION FEES

The AGM will agree production fees for the year as follows:

Adult performer fee – a fee for any director or actor in a play, whether a main production or murder mystery. Community events are not charged.

Adult crew fee – a fee for any producer, stage manager, assistant stage manager, costume, choreographer, lighting or sound technician, front of house manager and any other such role as the Committee decide.

Children under the age of leaving school are not charged production fees but must be members of the Society.

Production fees are set annually at the AGM and are attached as an appendix this Constitution.

(7) ANNUAL GENERAL MEETING - AGM

The Society holds an AGM every year. The Committee gives 14 days’ notice to all members of the date of the meeting. 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.

(8) COMMITTEE MEETINGS

Committee holds at least 4 meetings each year. At their first meeting after the AGM the Committee members elect the officers 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.

(9) 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.

(10) 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 a 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.

(11) ADOPTION OF THIS CONSTITUTION

This constitution was adopted on 26 July 2021 at an AGM and revised on 5 September 2024 and 18 October 2025 following changes agreed at the AGM.

APPENDIX – PRODUCTION FEES FOR 2025/26

Adult Performer Production Fees:

For the first production in the year (1 August to 31 July) – £15

For the second production in the year - £10

For the third production in the year - £0

Adult Crew Production Fees:

For the first production in the year - £5

For any subsequent production in the year - £0