The Stagelights Articles

(Ratified at the A.G.M. On 26/02/07 )

  AIMS OF THE CLUB

•  To promote and encourage amateur theatre, by the production of: - Plays, Musicals, Play Readings etc. etc.

•  To produce at least three main productions per year.

•  To hold quarterly social evenings, i.e. play readings, fun nights, quiz nights etc.

•  To learn the art and craft of the “Theatre”. By holding workshops etc. especially for younger members.

•  To use proceeds from productions to improve equipment and to further the aims of the club.

RULES OF THE CLUB - OFFICERS & COMMITTEE MEMBERS.

•  Elected officers on the Committee shall be Seven - Chairman, Vice Chairman, Secretary, Treasurer, Publicity Manager, Social Secretary & Young Person's Representative.

•  The Chairman will stand for one year from the AGM.

•  The Vice-Chairman automatically becomes Chairman at the AGM the following year

•  All other committee members will retire each year at the AGM, but may stand for re-election if they so desire.

•  The Committee has the right to co-opt a member to the committee at any time to fulfil a specific position, but this member would not have any voting rights.

•  Committee Members may form sub-committees for their particular departments with themselves as Chairman.

•  Should a Committee member leave the Committee during the year, the Committee has the right to co-opt another member to the Committee until the next Annual General Meeting (AGM) or Extraordinary General Meeting (EGM)

•  The names of anyone wishing to stand as Vice Chairman (and subsequently as Chairman the following year) must be submitted in writing, to the Secretary, not less than 2 weeks prior to the AGM. Stating their desire to stand, along with the signatures of a Proposer and a Seconded (both members of the club) . If more than one person submits a letter to the secretary to stand there will be a secret ballot held at the AGM. No new names for Vice Chairman can be taken at the AGM . [This is to prevent any member being pushed into this position without plenty of time to consider the implications of the post].

•  The AGM will be held after the pantomime, and before February 28 th each year

•  Fully paid up members only will be entitled to attend and vote at an AGM or EGM.

•  A half-yearly meeting can be held approximately 6 months after the AGM. This meeting would be a general open meeting for Members to air their thoughts and feelings. Minutes would be taken and produced at the next AGM. Decisions could be taken and acted upon at this meeting but must be ratified at the next AGM before becoming statutory.

•  An EGM can be called by any member, in writing by getting the signatures of at least 8 of the adult Club members or by the Committee.

•  The committee have the power to withdraw membership from any person who does not fulfil his or her obligations or who behaves in any manner which does not fit the clubs expectations.

•  The Stagelights shall adopt an equal opportunities policy at all times. (Except where that policy could jeopardise the safety or well being of any member or members of the club it's self).

•  All Officers and Committee Members must be at least 18 years of age on election.

•  The minimum age for voting shall be 16 years

FINANCE

  •  All monies and equipment purchased by or for The Stagelights shall belong to ‘The Stagelights'.

•  A yearly set of accounts and balance sheets shall be prepared and presented at the AGM showing profit and loss for each individual full production.

•  The committee shall agree a budget for each production and at the same time set the ticket prices for that production.

•  The Treasurer, Chairman and Secretary shall be signatories for the club bank account with two signatories being required on each and every cheque.

•  Should ‘The Stagelights' disband, it shall be decided at the final AGM or EGM, which charities shall benefit from any remaining funds held.

MEMBERSHIP

•  The rate of subscriptions for the forthcoming year shall be fixed at the AGM.

•  Subscriptions are payable in advance, at the AGM to the Treasurer, and membership will become void if subscriptions are not received within 6 months of the date of the previous AGM.

•  Only ‘paid up' members will be entitled to take part in any club activities

•  Full Membership

This gives the member full membership rights for 12 months from the A.G.M.

•  Family Membership = 2 adults & 2 children+ = a reduction of 10% [£63]

This gives the members full membership rights for 12 months from the A.G.M.

•  Temporary Membership = Full Membership – 40% = [£15, Adults & £6, Juniors]

Temporary membership would permit the member to take part in only one main production and any other smaller productions that occur between the auditions and final performance of that main production, and also to take part in any social events in that same time period.

•  Any person joining as a new ‘full' member part way through a financial year will pay the following

•  Joining less than 6 months after the AGM full membership fee will be payable.

•  Joining more than 6 months from the date of the last AGM 50% of full membership will be payable.

PRODUCTIONS

•  Names of anyone wishing to direct a Play, Pantomime or Musical etc. must be submitted to the committee, in writing along with the play that they would like to direct. If the play is not suitable, the director will be asked to submit another, or the committee may make suggestions until agreement is reached. It may be useful if any intended play were presented as a play reading at a quarterly meeting with members being advised that it was a possible future production.

•  The casting committee to be made up of 5 persons: - The Director, two members of the Committee and two other members of the club chosen by the Director.

•  An extra audition can, if required, be held prior to the main audition just for those unable to attend the main audition. This to be organised by the director.

•  Acting members unable to attend auditions will be considered for a role but the Audition panel may only consider those attending auditions for the main roles, but this does not preclude, under special circumstances, a person being offered a main role even if they were unable to attend auditions.

•  The director has the right to replace any acting member who fails to attend three consecutive rehearsals without a valid reason or who is consistently late.

QUORUM

•  AGM & EGM

•  No business shall be transacted at an AGM or EGM without a quorum. A quorum being not less than one third of the fully paid up membership.

•  COMMITTEE

•  No business shall be transacted at a committee meeting without a quorum. A quorum being a minimum of 4 committee members.

. • i. The committee has the right to add to or amend the existing rules. Any such alterations to be confirmed (or otherwise) at the next AGM or EGM.

• ii. The chairman will hold the casting vote at any and all meetings.

[Minutes of all meetings must be taken]

Responsibilities

CHAIRMAN

•  To be responsible for all aspects of holding the club together and keeping a “firm hand on the tiller”

•  To represent the club at any official function that He or She or the Committee may deem necessary.

•  To liase with the Committee on all aspects of the running of the club where necessary.

•  Responsible for ensuring that He/She is kept fully informed about all activities in the club

•  To be prepared to make any public announcements, or to talk to the media as and when necessary.

•  To chair all meetings of the main Committee. Or to delegate some or any of the above duties to the Vice-Chairman, but keeping overall control.

VICE CHAIRMAN

•  To support the Chairman at all times

•  To stand-in for the Chairman in any of his functions or roles listed above, as and when necessary

•  Responsible for liasing with the Chairman so as to keep fully abreast of all activities in the club

HOUSE MANAGER

•  Responsible for ticket sales and programme distribution for all performances.

•  Responsible for organising the stewards required for each performance, never less than three, no more than five. These numbers to include the house manager.

•  Responsible for availability of seating plans for advance bookings and arranging all ticket sales.

•  Responsible for supplying details and/or arranging seating plans with Community Centre Caretaker.

•  Ensuring all ‘set out' seats correspond with numbered tickets.

•  Responsible for payment of all ticket receipts to the Treasurer.

•  Responsible for ensuring that all fire exits remain unobstructed at all times for unhindered evacuation.

•  No more than four wheelchairs to be permitted at any one performance and any wheelchairs to be placed at front of hall next to side aisle in place of normal chair. In the event of a fire, Wheelchairs are to be taken out last.

PUBLICITY MANAGER

•  Responsible for arranging the printing of tickets, posters, flysheets and programmes for all performances and functions. Ensure that these are ready in good time.

•  Responsible for the circulation and display of posters.

•  Responsible for obtaining programme details from the producer and submitting programme drafts to the Committee for approval.

•  Responsible for press/radio publicity and photography or delegating these with committee approval.

SOCIAL SECRETARY

•  To arrange quarterly play readings or other events, (Fund raising where possible) for any members to participate in.

•  To delegate any or all quarterly events to other members to organise and arrange but to ensure that all-necessary details have been organised.

•  To keep the Committee fully informed as to venue and date and to liase with the Publicity Manager accordingly.

•  To arrange date, venue and menu of the Annual Dinner/Buffet Dance, acting on the instructions of the Committee.

•  To arrange refreshments and raffle for the quarterly meetings if required.

•  To arrange backstage parties after the final performance of any production except where the last performance is a matinee, then the party will be held after the last evening performance or other if decided by committee.

YOUNG PERSONS REPRESENTATIVE

•  To liase with the younger members to learn of any problems, worries and ideas they may have

•  To attend committee meetings to bring up any concerns etc. by the younger members.

•  To encourage the younger members:-

•  To attend social events

•  To attend rehearsals

•  To behave with decorum and respect.

•  To take a full part in Committee business

DIRECTOR

•  To obtain copies of the chosen play via the Treasurer

•  To arrange auditions

•  To select two non-committee members of the club to sit on the audition panel.

•  Is entitled to the casting vote on the selection of cast on audition panel.

•  Responsible for arranging the dates of productions after liaison with the committee and for advising the Treasurer of all dates involving the production as soon as possible.

•  Responsible for selecting the stage manager, Wardrobe Mistress, Prompt. Props. Person, Make-up, Music & Dance Directors.

•  Responsible for arranging an early meeting of all back stage staff.

•  Responsible for the organisation of the production up to and including the final dress rehearsal.

•  Responsible for liaising with the Stage Manager to ensure that the stage is correctly dressed at the final dress rehearsal.

•  Responsible for completing the entry form for the “Golden Rose Bowl awards for Amateur Drama and Music” if the production is to entered, and returning it to the treasurer as soon as possible.

•  Responsible for organising a review of the production for inclusion in a local newspaper.

•  To attend “The Rose Bowl Awards” ceremony if possible.

STAGE MANAGER

•  Responsible for selection of all back stage staff for building and painting the set and for ensuring that the set is dressed and completed.

•  Responsible for liaising closely with the producer, advising if a set to the latter's requirements cannot be provided, and on any problems on general requirements.

•  Responsible during performances for the overall control of the Assistant Stage Manager, Prompt, Props, The décor and for liaison with the sound and lighting manager.

•  Responsible for theatrical discipline amongst cast and back-stage members.

•  Responsible for ensuring that cast is on stage on cue.

•  Responsible for the overseeing of striking sets after the last performance and the proper disposal of props and sets into storage.

•  Responsible for knowing the play well.

•  Responsible for attending rehearsals as and when requested by the producer.

•  Responsible for all safety precautions during dress rehearsals and performances.

•  Responsible for liaising with lighting Manager before controlling curtains.

TREASURER

•  Responsible for collecting and banking all monies received from ticket sales and other amounts raised at various fund raising events.

•  Responsible for keeping a full set of accounts of the clubs financial business.

•  Responsible for producing account books at committee meetings as and when requested to do so.

•  Responsible for ordering and paying for all scripts as and when needed and collecting the monies in from various members for the costs of the scripts.

•  Responsible for liaising with Directors, Social Secretary and other members as and when necessary to ensure the smooth running of the club and it's productions.

•  Responsible for settling all bills and invoices promptly.

•  Responsible for keeping a fully updated list of all members and ‘next of kin' contact numbers and addresses for all junior members.

•  Responsible for organising cash floats for House Manager.

SECRETARY

•  Responsible for organising venue and time of all committee meetings.

•  Responsible for the taking of Minutes of all meetings

•  Responsible for circulating the Minutes of the last Committee meeting and agenda of forth coming committee meeting to all Committee members at least one week prior to the Committee meeting.

•  Responsible for circulating the Minutes of the last AGM and any special meeting along with the agenda of the forthcoming AGM to all members of the club at least Two weeks prior to the AGM.

CONSTITUTION

This constitution will stand until altered by a ‘General Meeting' decision. Any proposed alterations must be given to the secretary no later than 7 days before the date of a general meeting, in writing, explaining the reasons for the proposed changes.

ADOPTION

This Constitution was adopted by resolution of the membership at the AGM held on ­­­­26th February 2007 and is signed by the presiding Chairman Margaret Waller.