Our Constitution

1. NAME
1.1. The name of the Society is Swavesey Revue and Drama Society (“the Society”), otherwise
known as Swavesey RADSOC.

2. OBJECTIVES
2.1. The objectives of the Society are to stage a variety of productions and organise related
activities for the enjoyment of the Society members and audience.

3. MEMBERS
3.1. There are three categories of member:
3.1.1. Full member (aged 18 or over) with full voting rights.
3.1.2. Concessionary member (aged over 60, under 18 or those in full time education) with full voting
rights.
3.1.3. Friend – a non paying member who has no voting rights.
3.2. A member shall cease to be a member:
3.2.1. If he/she gives to the Membership Secretary written notice of resignation of his/her
membership:
3.2.2. If he/she fails to pay any subscription within three months after the due date of payment
3.2.3. If the member having committed some act or been guilty of behaviour inconsistent with
membership of the Society, the Committee resolves by simple majority to remove him/her from the
membership.

4. SUBSCRIPTIONS
4.1. The annual subscription of the Society shall be payable in advance on 1st September in each
year.
4.2. The Committee shall have the power to vary the subscription. Notice of any change must be
given at the Annual General Meeting and will become effective at the subscription renewal date.
4.3. A person who joins the society after 1st March in any year shall pay half the subscription for
that year.
4.4. Performance fees may be levied at the discretion of the Committee and are payable by all cast
members to a nominated Society member.

5. OFFICERS
5.1. The officers of the Society shall be a Chairperson, Vice-Chairperson, a Treasurer, a Secretary
and Membership Secretary and must be members of the Society.
5.2. The Officers main duties are:
5.2.1. Chairperson
5.2.1.1. Responsible for overseeing the affairs of the Society
5.2.2 Vice Chairperson
5.2.2.1. Responsible for deputising for the Chairperson.
5.2.3. Treasurer
5.2.3.1. Keeping proper accounts of the finance of the Society.
5.2.3.2. Presenting a statement of the accounts for the previous financial year at the Annual General
Meeting.
5.2.3.3. Maintaining appropriate banking accounts in the name of the Society.
5.2.4. Secretary
5.2.4.1. Keeping and presenting minutes of all meetings. The Secretary is required to make the
minutes available for inspection by members on reasonable notice.
5.2.4.2. Collation and circulation of agendas.
5.2.4.3. Management of correspondence and communication with other organisations.
5.2.4.4. Communicating with the membership.
5.2.5. Membership Secretary
5.2.5.1. Maintaining an accurate list of members’ names, addresses and other contact details as
necessary
5.2.5.2. Collation of annual subscription and
5.2.5.3. Regularly providing the Treasurer with up-to-date membership accounts.
5.2.6. The Committee reserves the right to delegate any of the above responsibilities wherever it is
deemed necessary, however the Committee shall remain responsible for ensuring that these activities
are in accordance with the constitution.

6. THE COMMITTEE
6.1. The Committee consists of the Officers and not more than four other members.
6.2. Any member of the Committee may retire by giving written notice to the Secretary and all shall
retire at each Annual General Meeting, but shall be eligible for re-election at that meeting.
6.3. Any vacancy on the Committee arising between Annual General Meetings may be filled by the
Committee at a properly constituted Committee Meeting, subject to the approval of the person
proposed.
6.4. Any person who fails to attend three consecutive Committee meetings without giving a reason
acceptable to the Committee shall cease automatically to be a member of the Committee.
6.5. The Committee shall manage the affairs of the Society including:
6.5.1. The good management of the Society
6.5.2. Authorising not less that three committee members, one of whom must be the Treasurer, to
sign cheques on behalf of the Society. All cheques drawn on any Society accounts shall be signed by
two persons so authorised.
6.5.3. Liaison with producers to agree budgets
6.5.4. Setting membership and performance fees
6.5.5. Nomination of a member to collect performance fees as necessary
6.5.6. Maintain an inventory of assets
6.5.7. The programme of productions
6.5.8. Selection of producers/directors
6.5.9. Payment of fees for scripts, licences and other copyrighted material
6.5.10. Payment of appropriate insurances
6.5.11. Adhering to appropriate legislation including Health and Safety and Child Protection
requirements
6.5.12. Editing, publishing and circulating of the Society’s Newsletter at regular intervals
6.5.13. Liaison with rehearsal and performance and other venues as and when required
6.5.14. Co-opting individuals to form working sub-committees as the need arises Sub-committees to
remain under the jurisdiction of the Committee
6.5.15. Reviewing and, where appropriate, revising the Constitution
6.5.16. Dissolution of the Society according to the provisions of the Constitution
6.5.17. When deemed necessary, instructing the Treasurer to have the previous years statement of
income and expenditure audited by a professional accountant, who is not a member of the Society or
related to a member of the Society within eight weeks and the power to do everything necessary for
this purpose.
6.6. The quorum of the Committee shall be three, one of which must be the Chairperson or in their
absence, the Vice-Chairperson.
6.7. Committee meetings shall be held not less than four times in every year.
6.8. Not less than one weeks written or oral notice shall be given by the Secretary to members of
the committee of every meeting, but in an emergency at the discretions of the Chairperson and
Secretary, additional meetings may be called on not less than 24 hours notice.
6.9. Decisions at meetings of the Committee are made by simple majority and in the event of
equality of voting the Chairperson (or Vice Chairperson in the absence of the Chairperson) shall have
a casting vote.

7. ANNUAL GENERAL MEETINGS
7.1. An AGM shall be held in May of each year. The Secretary will give the membership four
weeks’ notice of the date of the AGM and request agenda items no later than 14 days prior to the
meeting.
7.2. The business of the AGM shall be
7.2.1. To receive and consider the Chairperson’s report of the activities of the society during the
preceding year
7.2.2. To receive and consider the accounts of the Society for the preceding year and the
Treasurer’s report on the financial position of the Society
And can include
7.2.3. Altering this constitution;
7.2.4. When deemed necessary, instructing the Treasurer to have the previous year’s statement of
income and expenditure audited by a professional accountant who is not a member of the Society or
related to a member of the Society, within eight weeks and the power to do everything necessary for
this purpose:
7.2.5. Dissolving the Society
7.3. Election of Chairperson and Committee by all members
7.4. Election of Officers
7.5 Election of Officers will be made according to the following procedure:
7.5.1. All persons wishing to stand for election to the Committee will indicate their willingness or
otherwise to stand for Chairperson. Nominations for the committee may be taken from the floor
provided that the nominees are present at the AGM or by nomination in writing to the Secretary prior
to the meeting. All nominations are to be seconded by a member with voting rights.
7.5.2. Order of election:
7.5.2.1. Election of Chairperson by secret ballot of the members at the Annual General Meeting
followed by
7.5.2.2. The election of the remaining 4 – 8 committee members by secret ballot of the members at the
Annual General Meeting (this procedure to be overseen by the newly elected Chairperson) followed by
7.5.3. The election of the remaining officers by the newly appointed Committee by secret ballot
7.5.3.1. Where equal voting occurs preference will be given to the person who has not previously held
the office concerned.
7.5.3.2. Should a tie still occur then the resolution will be by tossing a coin. This procedure to be
overseen by the elected Committee.

8. EXTRAORDINARY GENERAL MEETING
8.1. An Extraordinary General Meeting may be held at any time. This can be called by the
Committee at not less than 14 days notice or by at least a third of the membership if they inform the
Secretary of their wish to do so stating the nature of the business in writing. If the latter procedure
occurs, the Secretary must convene the meeting within 21 days of the request. At the meeting only the
business requested may be discussed.
8.2. The business which may be conducted at an Extraordinary General Meeting may be any one
or more of:
8.2.1. Removing all or any of the Officers or other members of the Committee and filling vacancies
caused by such removal;
8.2.2. When deemed necessary, instructing the Treasurer to have the previous years statement of
income and expenditure audited by a professional accountant who is not a member of the Society or
related to a member of the Society or related to a member of the Society within eight weeks and the
power to do everything necessary for this purpose.
8.2.3. Altering this Constitution
8.2.4. Dissolving the Society

9. PROCEDURES AT ANNUAL AND EXTRAORDINARY GENERAL MEETING
9.1. Written Prior notice of the meeting shall be sent to members at their last known address not
less than 14 days before the meeting.
9.2. Resolutions at an Annual General Meeting shall be passed by simple majority of the votes
entitles to be cast by the members present at the meeting.
9.3. Resolutions at an Extraordinary General Meeting shall be passed by a majority of threequarters
of the votes entitled to be cast by the members present at the meeting.
9.4. Each member shall have one vote on every resolution.
9.5. In the event of equality of voting at an Annual General Meeting the Chairperson or acting
Chairperson at that meeting shall have a second or casting vote, but there shall be no second or
casting vote on any resolution proposed at an Extraordinary General Meeting.
9.6. Nominations of persons for election to the Committee (including the Chairperson) can be
made in writing to the Secretary before the meeting at which the elections are to be held, or, taken
from the floor. All nominations must have the agreement of the nominee and be seconded by another
member.
9.7. In the event of nine or less members being nominated for election to the Committee (including
the Chairperson) elections will be automatic and voting will be unnecessary.

10. ACCOUNTS INCOME AND ASSETS
10.1. The financial year of the Society shall end on 31st March in every ear, to which day the
accounts shall be balanced and drawn.
10.2. As soon as is practicable, after the end of the financial year there shall be prepared a
statement of income and expenditure of the Society and assets at the end of the financial year.
10.3. All income received by the Society shall be paid into an account in the name of the Society at
bankers appointed by the Committee and cheques and other instruments drawn on the directions to
the bankers shall be signed by not less than two officers, one of whom shall be the Treasurer.
10.4. No action involving expenditure in the name of or on behalf of the Society shall be taken
except:
10.4.1. Where expenditure is already agreed within submitted and approved production budgets, or
10.4.2. Where urgent expenditure is required providing a minimum of two Committee Members (one
of whom must be the Chairperson or Vice-Chairperson) authorise the expenditure and the actions are
noted in the next full minutes of the committee, or
10.4.3. Where prior authority has been given by majority resolution of the Committee.

11. INDEMNITY
11.1. Members of the Committee shall to be liable (otherwise than as members) for any loss
suffered by the Society as a result of the discharge of their respective duties on its behalf, except such
loss as arises from their respective wilful default and they shall be entitled to an indemnity out of the
assets of the Society for all expenses and other liabilities incurred by them in the discharge of their
respective duties.

12. DISSOLUTION
12.1. The Society may be dissolved:
12.1.1. By a resolution passed at an Annual General Meeting or an Extraordinary General Meeting, or
12.1.2. By a resolution of the Committee if the number of members is less than ten for a period of not
less than six months.
12.2. The dissolution shall take effect from the day when the resolution is passed and the
Committee shall be responsible for the winding up of the assets and liabilities of the Society.
12.3. If any property remains after the discharge of all debts and liabilities of the Society it shall be
distributed as seen fit by the members of the Society at the date of dissolution.

13. PRECEDENCE
13.1. This Constitution replaces all previous Constitutions.

Last updated on the 19th May 2009