1. NAME & OBJECTIVE
1.1 The Name of the Society shall be Glencullen Dundrum Musical & Dramatic Society (the “Society”).
1.2 The purpose of the Society is to encourage an interest in music, drama, and all aspects of theatrical performance amongst the members and the public and to provide an outlet for the development of talents through the regular production of plays, musicals, revues, concerts and such other events as the governing committee may from time to time determine.
1.3 The Society may affiliate itself to other organisations or national bodies that, in the opinion of the governing committee, share its objective.
1.4 The Society may organise and/or take part in competitions, festivals, academies, schools, training courses or other events which, in the opinion of the governing committee, may help it achieve its objective.
1.5 The Society may hire or lease theaters, halls, or other suitable venues for the purpose of public performance, rehearsals, meetings or other activities.
1.6 The Society may purchase, hire, lease or acquire goods and chattels including, but not limited to, stage settings and other properties, stage lighting and audio-visual equipment, costumes, books, tapes, electronic and computer equipment and any other items necessary for its activities.
1.7 The Society shall not purchase land, buildings or real estate.
2. MEMBERSHIP
2.1 Any person who has an interest in music and drama and is willing to abide by the rules of the Society may apply for membership.
2.2 New members may be required to audition or perform a test to determine their talents.
2.3 Members shall not act in any manner that would bring the Society into disrepute. Any member who, in the opinion of the governing committee, brings the Society into disrepute may have their membership revoked and shall forfeit any membership fee paid. In these circumstances the member shall be informed of the intention to revoke their membership and shall be entitled to be heard in their defense and may be represented by an independent third party who need not be a member of the Society.
2.4 Each member shall pay a membership fee as may be determined by the governing committee from time to time.
2.5 The governing committee may from time to time waive or reduce the annual membership fee on a discretionary basis for any individual member or group or category of members.
2.6 Membership fees shall be paid promptly on request. The Treasurer may, at their discretion, allow payment by installment or some similar arrangement for any individual.
2.7 The Society respects each member equally as an individual and shall neither tolerate nor encourage discrimination any grounds including age, race, religion, cultural background, disability, ethnic/national origin, gender, sexual orientation, or marital status.
2.8 The Society shall respect the requirements for the ‘care and protection’ of children and the Secretary shall maintain a current child protection policy.
3. GOVERNANCE AND GOVERNING COMMITTEE
3.1 The Society shall be managed by a committee of no more than 9 persons comprising 4 Officers and up to 5 ordinary committee members. All committee members shall be paid-up members of the Society.
3.2a The Officers shall be Chairperson, Secretary, Treasurer and PRO. Officers shall be elected by the members at the Annual General Meeting. Committee members shall serve for an initial period of 1 season. The maximum number of consecutive seasons an Officer may serve is five years. The maximum number of consecutive seasons that Officers and/or ordinary committee members may serve is seven years. A former committee member shall be eligible for re-election after a break of one season.
3.2b A nominated Officer must have served at least 1 year as an ordinary committee member, either current or past, to be elected to a position of Officer.
3.3 In the event of a vacancy of an Officer position, another committee member may be appointed to that position until the next AGM.
3.4 In the event that the number of committee members falls below 9, the committee will have the discretion to co-opt the required number up to the maximum allowed.
3.5 In the event that the number of committee members falls below 6, an Extraordinary General Meeting shall be convened for the purpose of appointing additional committee members to serve until the next AGM.
3.6 The Governing committee shall meet as necessary to ensure the effective management of every activity: but in any event at least six times per year.
3.7 The Secretary shall notify all committee members of meetings 5 days (or such other period as the committee may determine) in advance.
3.8 The quorum for a committee meeting shall be 4 present in person of whom 2 shall be Officers.
3.9 Each committee member shall have one vote.
3.10 Where decisions cannot be made by consensus a simple majority shall be required. In the event of an equality of votes, the Chairperson shall have an additional or casting vote.
3.11 In the absence of the Chairperson for any particular meeting, another Officer of committee member present shall act as Chairperson of that meeting.
3.12 Minutes of every meeting shall be taken by the secretary and or in their absence by another committee member. An electronic copy of the minutes to be saved in a central folder to be maintained by current committee for that season.
3.13 The committee may from time to time appoint sub-committees to carry out specific tasks; at least one member of a sub-committee shall be a member of the governing committee, the remainder to be paid up members of the Society.
3.14 In the event that in the opinion of all other committee members any one committee member fails to carry out his/her duties in the best interests of the Society, they may be asked to resign.
4. FINANCES
4.1 The funds of the Society shall be devoted entirely to the stated objectives.
4.2 The Committee shall open such bank accounts as may be recommended by the Treasurer from time to time.
4.3 Any cheques issued on behalf of the Society shall be signed by two signatories authorised by the Committee.
4.4 The Treasurer and other officers shall be authorised to avail of electronic and internet banking facilities on behalf of the Society. The same signatory rules will apply to internet banking payments as to cheques.
4.5 The Treasurer shall keep proper books of account and shall present financial statements to the Annual General Meeting.
4.6 No payments, either directly or indirectly, shall be made to any member for services to the Society or for other than legitimate expenses incurred in connection with its actives.
4.7 The Governing committee shall approve a detailed budget for any activity and any expenditure in excess of such budget shall be approved in advance by the Governing committee.
4.8 Each paid-up member of the Society shall be jointly liable for any debts incurred by the Society.
5. GENERAL MEETINGS AND VOTING
5.1 An Annual General Meeting shall be held every year before the 30th of June for the purpose of reviewing the Financial Statements, electing Committee Members and determining such other ordinary business as the governing committee shall propose.
5.2 An Extraordinary General Meeting may be convened at any other time by the Committee or may be requested in writing by at least one third of the paid-up members.
5.3 General Meetings shall be chaired by the Chairperson or in his/her absence by another Officer or committee member.
5.4 Every member shall be notified of general meetings in writing at least 14 days in advance.
5.5 The quorum for a general meeting shall be 15 members present in person.
5.6 Proxy voting shall be permitted by any paid-up member providing They communicates in writing, or by electronic communication to the Secretary prior to the vote taking place.
5.7 Only paid-up members of the Society may vote at a General Meeting.
5.8 Each member shall have one vote.
5.9 Except as specified otherwise in these rules, a simple majority shall be required.
5.10 In the event of an equality of votes, the Chairperson shall have an additional or casting vote.
5.11 Any member/former member shall be eligible for election to committee, subject to 3.2b
5.12 Any member/former member standing for election as an Officer must express their interest in advance of the AGM.
5.13 In the event that there is more than one nomination for an officer position and/or more than 5 nominations for Ordinary Committee Members, then the relevant position/s shall be filled by secret ballot at the AGM.
5.14 A Committee member shall be over the age of 18 years.
6. AMENDMENT OF THIS CONSTITUTION
The constitution may be amended only by a Special Resolution at a General Meeting convened for that purpose and passed by a two-thirds majority of those present (in person or by proxy as per section 5.6a) at that General Meeting.
7. PRODUCTIONS
7.1 The governing committee shall determine the dates for all productions having due regard to availability of venue, personnel, performing rights and such other concerns as may be appropriate.
7.2 The governing committee shall select a director, musical director, choreographer and other appropriate personnel for each production.
7.3 As far as possible only members/former members of the Society shall be involved in any production, however, the governing committee may, at its absolute discretion, invite persons who are not members/former members to perform roles or undertake tasks for any production if the appropriate talent is not available from within the Society.
7.4 The governing committee may engage persons who have expertise that is not available from within the membership generally and may, if necessary, agree a fee or payment to such persons.
7.5 The governing committee shall invite and consider suggestions for musicals and plays to be performed. Such suggestions shall be thoroughly investigated and considered in the light of the personnel, staging, suitability and other matters essential for the successful production of such a play or musical. A short-list of musicals shall be offered to the membership for consideration.
7.6 The governing committee may withdraw or cancel any performance if it determines it to be in the best interest of the Society to do so.
8. DISSOLUTION
8.1 The Society shall not be dissolved except by special resolution of a General Meeting convened for that purpose and passed by a majority of at least two thirds of the members present (in person or by proxy) at such meeting.
8.2 In the event of the dissolution of the Society, the balance of the funds of the Society shall be used:
a) to pay all debts; or
b) donated to such charitable purposes as may be approved by the General Meeting.
8.3 Other assets, goods and chattels of the Society shall be donated to such other Society or National body selected by the General Meeting that shares the objective of the Society or shall be sold and the proceeds used as determined in 8.2 above.
Signed: Liam Ryan
Chairperson 2023/2024
Signed: Niamh Thornton
Secretary 2023/2024