Madhatters Theatre Club

 


Constitution


adopted on the nineteenth day of June 2002 and amended on twentieth day of November 2002
 

A Name
The name of the Association is 'The Madhatters Theatre Club' (The Club).
B Administration
Subject to the matters set out below the Club and its property shall be administered and managed in accordance with this constitution by the members of the Executive Committee, constituted by clause G of this constitution ('The Executive Committee').
C Objects
1. The Club's objects ('the objects') are to advance education for the public benefit by the promotion of the arts, in particular but not exclusively the art of drama and provide opportunities for members of the community to participate in stage craft.
D Powers
In furtherance of the objects but not otherwise the Executive Committee may exercise the following powers.
1. Power to raise funds and to invite and receive contributions provided that in raising funds the Executive Committee shall not undertake any substantial permanent trading activities and shall conform to any relevant requirements of the law.
2. Power to co-operate with other charities, voluntary bodies and statutory authorities operating in furtherance of the objects or of similar charitable purposes and to exchange information and advice with them.
3. Power to establish or support any charitable trusts, associations or institutions formed for all or any of the objects
4. Power to appoint and constitute such advisory committees as the Executive Committee may think fit.
5. Power to do all such other lawful things as are necessary for the achievement of the objects.
6. Power to ensure that all sections of the community regardless of ethnic origin, disability, gender, age, sexual orientation or religion shall: participate in and benefit from its activities.
7. The Executive Committee may appoint one or more sub-committees consisting of three or more members of the Executive Committee for the purpose of making any inquiry or supervising or performing any function or duty which in the opinion of the Executive Committee would be more conveniently undertaken or carried out by a sub-committee; provided that all acts and proceedings of any such sub-committees shall be fully and promptly reported to the Executive Committee.
E Membership
1. Membership of the Club shall be open to any person over the age of 15 years interested in furthering the objects and who has paid the annual subscription laid down from time to time by the Executive Committee.
2. Every member over the age of 18 shall have one vote.
3. The Executive Committee may be unanimous vote and for good reason terminate the membership of any individual: Provided that the individual concerned shall have the right to be heard by the Executive Committee, accompanied by a friend, before a final decision is made.
F Honorary Officers
At the annual general meeting of the Club the members shall elect from amongst themselves a chairman, a secretary and a treasurer, who shall hold office from the conclusion of that meeting.
G Executive Committee
1. The Executive Committee shall consist of not less than 3 members nor more than 8 members being:
1.1 the honorary officers specified in the preceding clause;
1.2 not less than 0 and not more than 5 members elected at the annual general meeting who shall hold office from the conclusion of that meeting;
2. The Executive Committee may in addition appoint not more than 2 co-opted members but so that no-one may be appointed as a co-opted member if, as a result, more than one third of the members of the Executive Committee would be co-opted members. Each appointment of a co-opted member shall be made at a special meeting of the Executive Committee called under clause II and shall take effect from the end of that meeting unless the appointment shall run from the date when the post becomes vacant.
3. All the members of the Executive Committee shall retire from office together at the end of the annual general meeting next after the date on which they came into office but they may be re-elected or re-appointed.
4. The proceedings of the Executive Committee shall not be invalidated by any vacancy among their number or by any failure to appoint or any defect in the appointment or qualification of a member.
5. Nobody shall be appointed as a member of the Executive Committee who is aged under 18 or who would if appointed be disqualified under the provisions of the following clause.
6. No person shall be entitled to act as a member of the Executive Committee whether on a first or on any subsequent entry into office until after signing in the minute book of the Executive Committee a declaration of acceptance and of willingness to act in the trusts of the Club. 2
H Determination of Membership of Executive Committee
A member of the Executive Committee shall cease to hold office if he or she:
1. is disqualified from acting as a member of the executive Committee by virtue of section 72 of the Charities Act 1993 (or any statutory re-enactment or modification of that provision);
2. becomes incapable by reason of mental disorder, illness or injury of managing and administering his or her own affairs;
3. is absent without the permission of the Executive Committee from all their meetings held within a period of six months and the Executive Committee resolve that his or her office be vacated; or
4. notifies to the Executive Committee a wish to resign (but only if at least three members of the Executive Committee will remain in office when the notice of resignation is to take effect).
I Executive Committee Members not to be personally interested
No member of the Executive Committee shall acquire any interest in property belonging to the Club (otherwise than as a trustee for the Club) or receive remuneration or be interested (otherwise than as a member of the Executive Committee) in any contract entered into by Executive Committee.
J Meetings and proceedings of the Executive Committee
1. The Executive Committee shall hold at least two ordinary meetings each year. A special meeting may be called at any time by the chairman or by any two members of the Executive Committee upon not less than 4 days' notice being given to the other members of the Executive Committee of the matters to be discussed but if the matters include an appointment of a co-opted member then not less than 21 days' notice must be given.
2. The chairman shall act as chairman at meetings of the Executive Committee. If the chairman is absent from any meeting, the members of the Executive Committee present shall choose one of their numbers to be chairman of the meeting before any other business is transacted.
3. There shall be a quorum when at least one third of the number of members of the Executive Committee for the. time being or three members of the Executive Committee, whichever is the greater, are present at a meeting.
4. Every matter shall be determined by a majority of votes of the members of the Executive Committee present and voting on the question but in the case of equality of votes the chairman of the meeting shall have a second or casting vote.
5. The Executive Committee shall keep minutes, in books kept for the purpose, of the proceedings at meetings of the Executive Committee and any sub-committee. 6. The Executive Committee may from time to time make and alter rules for the conduct of their business, the summoning and conduct of their meetings and the custody of documents. No rule may be made which is inconsistent with this constitution.
7. The Executive Committee may appoint one or more sub-committees consisting of three or more members of the Executive Committee for the purpose of making any inquiry or supervising or performing any function or duty which in the opinion of the Executive Committee would be more conveniently undertaken or carried out by a sub-committee; provided that all acts and proceedings of any such sub-committees shall be fully and promptly reported to the Executive Committee.
K Receipts and expenditure
1. The funds of the Club, including all donations contributions and bequests, shall be paid into an account operated by the Executive Committee in the name of the Club at such bank as the Executive Committee shall from time to time decide. All cheques drawn on the account must be signed by at least two members of the Executive Committee.
2. The funds belonging to the Club shall be applied only in furthering the objects.
L Accounts
The Executive Committee shall comply with their 'obligations" under the Charities Act 1993 (or any statutory re-enactment or modification of that Act) with regard to:
1. the keeping of accounting records for the Club.
2. the preparation of annual statements of account for the Club;
3. the auditing or independent examination of the statements of account of the Club; and
4. he transmission of the statements of account of the Club to the Commission.
M Annual Report
The Executive Committee shall comply with their obligations under the any statutory re-enactment or modification of that Act) with regard to annual report and its transmission to the Commission.
N Annual Return
Charities Act 1993 (or the preparation of an The Executive Committee shall comply with their obligations under the Charities Act 1993 (or any statutory re-enactment or modification of that Act) with regard to the preparation of an annual return and its transmission to the Commission.
O Annual General Meeting
1. There shall be an annual general meeting of the Club which shall be held in the month of May in each year or as soon as practicable thereafter.
2. Every annual general meeting shall be called by the Executive Committee. The secretary shall give at least 21 days' notice of the annual general meeting to all the members of the The Club. All the members of the Club shall be entitled to attend and vote at the meeting.
3. Before any other business is transacted at the first annual general meeting the persons present shall appoint a chairman of the meeting. The chairman shall be the chairman of subsequent annual general meetings, but if he or she is not present, before any other business is transacted, the persons present shall appoint a chairman of the meeting.
4. The Executive Committee shall present to each annual general meeting the report and accounts of the Club for the preceding year.
5. Nominations for election to the Executive Committee must be made by members of the The Club in writing and must be in the hands of the secretary of the Executive Committee at least 14 days before the annual general meeting. Should nominations exceed vacancies, election shall be by ballot.
P Special General Meetings
The Executive Committee may call a special meeting of the Club at any time. If at least ten members request such a meeting in writing stating the business to be considered the secretary shall call such a meeting. At least 21 days' notice must be given. The notice must state the business to be discussed.
Q Procedure at General Meetings
1. The secretary or other person specially appointed by the Executive Committee shall keep a full record of proceedings at every general meeting of the Club.
2. There shall be a quorum when at least one tenth of the number of members of the The Club for the time being or ten members of the Club, whichever is the greater, are present at any general meeting.
R Notices
Any notice required to be served on any member of the Club shall be in writing and shall be served by the secretary or the Executive Committee on any member either personally or by sending it through the post in a prepaid letter addressed to such member at his or her last known address in the United Kingdom, and any letter so sent shall be deemed to have been received within 10 days of posting.
S Alterations to the Constitution
1. Subject to the following provisions of this clause the Constitution may be altered by a resolution passed by not less than two thirds of the members present and voting at a general meeting. The notice of the general meeting must include notice of the resolution, setting out the terms of the alteration proposed.
2. No amendment may be made to clause A (the name of the Club clause), clause C (the objects clause), clause I (Executive Committee members not to be personally interested clause), clause T (the dissolution clause) or this clause without the prior consent in writing of the Commissioners.
3. No amendment may be made which would have the effect of making the Club cease to be a the Club at law. 4 The Executive Committee should promptly send to the Commission a copy of any amendment made under this clause.
T Dissolution
If the Executive Committee decides that it is necessary or advisable to dissolve the Club it shall call a meeting of all members of the Club, of which not less than 21 days' notice (stating the terms of the resolution to be proposed) shall be given. If the proposal is confirmed by a two-thirds majority of those present and voting the Executive Committee shall have power to realise any assets held by or on behalf of the Club. Any assets remaining after the satisfaction of any proper debts and liabilities shall be given or transferred to such other charitable institution or institutions having objects similar to the objects of the Club as the members of the Club may determine or failing that shall be applied for some other charitable purpose. A copy of the statement of accounts, or account and statement, for the final accounting period of the Club must be sent to the Commission.
U Arrangements until first Annual General Meeting
Until the first annual general meeting takes place this constitution shall take effect as if references in it to the Executive Committee were references to the persons whose signatures appear at the bottom of this document.
This constitution was adopted on the date mentioned above by the persons whose signature appears at the bottom of this document.
Signed
(Chair)
(Deputy Chair)
(Treasurer)
(secretary)
THE MADHATTERS THEATRE CLUB
Rules
1 The Club shall be called 'The Madhatters Theatre Club'.
1.1 The Club may also be known as 'Madhatters Community Theatre'.
2. These rules shall be read in conjunction with the Constitution dated 20th November 2002.
3. Membership
3.1 Membership shall be open to anyone who is aged 15 years or over.
3.2 Applicants shall have attended 3 meetings, play readings or rehearsals, (but not General Meetings) before applying for membership, and shall be proposed and seconded at a General Meeting by existing Club members. Election shall be by a two thirds majority of the members. The proposed member shall not be present during the election.
3.3. The number of applicants for membership shall not exceed 25% of the total at that time.
3.4 Membership may be withdrawn from a member whose conduct is, in the opinion of a General Meeting against the interests of the Club.
3.5 Members whose subscriptions lapse for more than 6 months shall be deemed to have resigned, but may apply for reinstatement by election. A rejoining fee wilt be applied in such cases.
3.6 No member of the Club shall receive payment, directly or indirectly, for service to the Club other than as reimbursement for legitimate expenditure incurred on behalf of the Club.
4. Subscriptions
4.1 The membership subscription and production fee for non-members will be decided at each Annual General Meeting. Subscriptions are payable quarterly in advance commencing 1st July each year.
4.2 Members on restricted income will pay subscriptions at the discretion of the elected Officers of the Club.
4.3 All proposed members will complete a membership Registration Form.
5. General Meetings and Officers
5.1 An Annual General Meeting (AGM) shall be held as near to the end of May as possible. The Treasurer's report and statement of accounts and the Secretary's report will be submitted in writing, and matters arising and other business may be discussed.
5.2 The following Officers shall be elected at the AGM.
Chair
Secretary
Treasurer
Additional Officers may also be elected at the AGM
Vice Chair
Deputy Secretary
Social Secretary
Publicity Officer
Grants Officer
5.3 The Officers shall be proposed and seconded, and elected by majority vote. They shall serve until the next AGM. In the event of an Officer resigning before the next AGM, a replacement Officer shall be elected at an Extraordinary Meeting called as soon after the resignation as possible and shall serve until the next AGM.
5.4 The post of President and Vice President(s) are honorary positions, shall not carry additional voting rights, and shall be held by persons who, in the opinion of the membership, have made significant contributions to the achievements of the Madhatters Theatre Club.
5.5 The President and Vice-President shall be elected annually at the Annual General Meeting, nominations to be received by the Secretary not later than 21 days before the AGM for distribution to members with the Agenda.
5.6 The quorum for any General Meeting shall be 30% of the paid-up membership, 2 of whom must be elected Officers.
5.7 Members shall received 21 clear days' notice of any General Meeting.
5.8 At all General Meetings of the Club, every paid-up member shall be entitled to be present and vote. In the event of a tie in voting the Chairman may exercise a casting vote.
5.9 Extraordinary General Meetings may be called at any time on the application of not less than 50% of the paid-up members of the Club, or at the Chairman's discretion.
5.10 These Rules may only be altered at the AGM or by an Extraordinary General Meeting, in accordance with the Rules 5.7 and 5.8. Any proposed new rule or amendment to a rule must be handed to the Secretary in writing at least 21 days before the AGM.
5.11 On any question of procedure the Chair's decision shall be final.
5.12 On any matter not covered by this Constitution, the matter shall be decided by a duty convened General Meeting of the Club.
6. Productions
6.1 It is intended that two productions will be organised each year.
6.2 Participation in a production shall be offered first to paid-up members. Non-members may then be invited to participate at the discretion of the Officers on payment of a production fee.
6.3 All productions shall be adequately covered by insurance, including third party liability.
6.4 The Officers will consult with members and advise on the choice of forthcoming productions. Productions will be selected by a majority vote of the Club.
6.5 As soon as a production is decided a Director shall be appointed by the members on the advice of the Officers.
6.6 The Officers together with the appointed Director may constitute a Casting Committee for the particular production to oversee any auditions and to appoint a stage manager and other posts as necessary.
6.7 For any production each member or participant will undertake to sell a minimum of 5 tickets.
7. Finance
7.1 Any 2 of the Chairman, Secretary or Treasurer shall be signatories for all monetary transactions on behalf of the club.
7.2 The elected Officers may authorise expenditure on behalf of the Club.
7.3 In the event of the Club showing a debit on its books, a General Meeting shall be convened to decide as to steps necessary to regain solvency.
8. Dissolution
8.1 In the event of dissolution, any remaining funds shall be devoted to objectives similar to those of the Club. 2

The Madhatters Theatre Club is a registered charity (Registered charity No. 1095317)
and is affliated to the Brent Arts Council
2017 Madhatters Theatre Club

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