Constitution of the

Dynamo Youth Theatre

As accepted at the Annual General Meeting of 13th March, 2006
First amendment: 19th March, 2007
Second amendment: 17th March, 2008


1. Governance — 2. Membership — 3. Meetings — 4. Financial Management — 5. Records — 6. Discipline — 7. Annual General Meeting (AGM) — 8. Elections — 9. Amendments — 10. Affiliation — 11. Dissolution

Appendix 1 - Definitions: — I. Adult Member — II. Co-opted Member —Appendix 2 - Artistic Management

1. Governance

  • The overall business and governance of Dynamo Youth Theatre (hereinafter called the Company) shall be conducted by a Committee.

2. Membership

  • The Committee shall comprise the below listed Officers, Adult Members and two elected representatives from the Membership.

  • Officers of the Company:
    • Chair
    • Vice Chair
    • Secretary
    • Treasurer

  • The Committee may also propose a candidate for election as President.

  • In addition to the Committee, a variety of other posts will be held. The positions are as follows:
    • Artistic Director
    • Membership Secretary
    Others may be appointed including:
    • Publicity Officer
    • Technical Director
    • Events Organiser

  • The Artistic Director will be appointed by the Officers, following an interview. An Assistant Artistic Director may also be appointed. (The responsibilities of the Artistic Director are detailed in Appendix 2.)

  • The Committee may set up any such sub-committee that it deems necessary (e.g. anniversary celebrations, policy reviews, etc.). This will consist of a minimum of three people, of which one will be from the Committee. This person will Chair the sub-committee.

  • A member may resign from the Committee at any time upon giving notice in writing to the Chair. Should the Chair wish to resign, they shall do so by informing the rest of the Committee, via the Secretary. All resignations must be publicised to the society as soon as possible.

  • On receipt of a resignation the Committee may appoint a replacement Member at their discretion, either by reshuffling of posts within the Committee, by co-option, or by calling an E.G.M. to hold elections for the post. Upon the resignation of any Officer, the position may be filled for the balance of the term thereof by special appointment of the Committee.

  • Any Member of the Committee may be removed by a unanimous vote of all the other Members of the Committee.

3. Meetings

  • The Committee will meet monthly during the academic year.

  • Committee members will be expected to attend 50% of the Committee meetings. Each will receive a full copy of the minutes.

  • The Committee shall have the authority to make the decisions that will effect the running of the Company. If the Committee cannot agree and it comes to a vote situation, the majority vote of those present will prevail. For general purposes, the quorum is one third of the members of the Committee, of which at least one of those must be an Officer.

  • All other Committee members who are present and have listened and/or contributed to the debate may have a vote or they may abstain. In the event of a tie and after further short discussion, if a tie prevails, the Chair has a casting vote to resolve the issue.

  • In matters of great urgency requiring immediate decisions to protect the interests or welfare of the Company and/or it's personnel including all members, the Chair may, after consultation with another Officer and one other Committee member, make decisions and commit the Company without calling a Meeting. The decision(s) should be reviewed at the next Committee meeting.

  • Agenda items must be sent to the Secretary in writing not later than seven days prior to the monthly meeting. Any other business should be kept to a minimum and not used to bring up items that should have been properly placed on the Agenda.

4. Financial Management

  • The Committee is responsible for the control and management of all financial matters. The Treasurer will report regularly to the Committee.

  • The Committee considers budgets for each significant event. The budgets include estimates of receipts and expenditure and nominate those responsible for expenditure.

  • Subscriptions will be announced, for the following academic year, at the preceding Annual General Meeting. The amount set will have been previously decided by the Committee.

  • The Treasurer will present a report of the finances of the Company at the Annual General Meeting. Independently examined accounts will be produced and submitted to the first Committee after receipt.

  • The Treasurer will keep records of the accounts of the Company for a period of seven years.

5. Records

  • The Secretary shall:
    • prepare and maintain minutes of all meetings of the Committee
    • retain all correspondence received. These records shall be kept securely for at least five years.

6. Discipline

  • The Committee shall have the authority to withdraw or suspend any individual from the Membership for misconduct, unacceptable behaviour or blatant contravention of the rules of the Company, failure to implement or comply with Committee decisions and policies and/or Company policy.

7. Annual General Meeting (A.G.M.)

  • A general meeting is held each year between the 1st February and 30th April. The meeting receives the Chair's, Treasurer's and Artistic Director's reports and elects the Officers and Committee. The meeting may also discuss any other business.

  • Notice of the Annual General Meeting is to be given not less than four weeks prior to that Meeting.

  • The following are eligible to attend and vote at the Annual General Meeting:
    • Members of the Committee
    • Co-opted Members of the Committee
    • The parents/guardians of individuals of the Membership

  • In addition, the following may attend the Annual General Meeting:
    • Individuals from the Membership
    • Past members of the Committee
    • Others invited by the Chair on behalf of the Committee

  • The Constitution may be amended only at an A.G.M. or an E.G.M. provided the appropriate notice has been given. Amendments are only valid if supported by two thirds majority of those present.

8. Elections

  • All candidates for election as Officers are proposed and seconded at the Annual General Meeting. A ballot is held if appropriate, the votes being counted by the outgoing Officers.

  • If more than one nomination is received, the majority vote at the Annual General Meeting will prevail. The Committee may recommend amendments or additions to these officials subject to the decision at the next Annual General Meeting (or Extraordinary General Meeting) following their minuted Committee decision.

  • All Officers assume office at the end of the Annual General Meeting at which they are elected and retire immediately after the following Annual General Meeting but may offer themselves for re-election.

  • The election of candidates from the Adult Membership takes place at the A.G.M. With the consent of the meeting, the names of willing current Committee members may be read out by the Secretary and they may be re-elected en-bloc. New candidates are proposed and seconded for election and the meeting asked to vote.

  • All elected and co-opted members retire at the end of the following A.G.M. but may offer themselves for re-election.

9. Amendments

  • This Constitution dated 27th March 2008, shall remain in force until altered or amended by a majority vote at an Annual General Meeting. The Committee has the power to amend or alter on a temporary basis with a two third majority vote and seek ratification at the next Annual General Meeting.
The following inclusions and modifications were proposed and accepted at the Committee Meeting held on 17th September 2007 and ratified at the AGM held on 17th March 2008:

The wording in section 2 - Membership, clause vii shall be amended to read:
    A member may resign from the Committee at any time upon giving notice in writing to the Chair. Should the Chair wish to resign, they shall do so by informing the rest of the Committee, via the Secretary. All resignations must be publicised to the society as soon as possible.
AND

A new clause (viii) to be added to section 2 - Membership:
    On receipt of a resignation the Committee may appoint a replacement Member at their discretion, either by reshuffling of posts within the Committee, by co-option, or by calling an E.G.M. to hold elections for the post. Upon the resignation of any Officer, the position may be filled for the balance of the term thereof by special appointment of the Committee.
    Any Member of the Committee may be removed by a unanimous vote of all the other Members of the Committee.

The following inclusions (10 & 11) were proposed and accepted at the Committee Meeting held on 15th May 2006 and ratified at the AGM held on 19th March 2007:

10. Affiliation

  • The Company shall be a member of the National Association of Youth Theatres (NAYT) and have the power to associate with other organisations which have compatible and mutually supportive objects.

11. Dissolution

  • The Company may be dissolved only at an A.G.M., or an E.G.M. called for the purpose, by a resolution supported by three quarters of those present including Officers.

  • The resolution must specify the disposal of the Company's collections and other assets after debts and liabilities have been settled. This may involve their transfer to an appropriate organisation or institution with objects compatible with those of the Company.

Appendix 1 - Definitions

I. Adult Member

  • Adult Membership is open to anyone of 18 or over who is interested in furthering the work of the Company. Applications will be welcomed by any Officer or Committee member, for consideration by the Committee.

  • All Parents / Guardians of an individual from the current Membership are automatically Adult Members.

  • Adult Members are eligible to stand for election to the Committee and as Officers.

II. Co-opted Member

  • A willing person co-opted by the Chair with the consent of the Committee. Co-opted members have the same rights and responsibilities as Adult Members.

Appendix 2 - Artistic Management

  • The Artistic Director assumes responsibility for leading the artistic development of the whole Company. (S)he works closely with the Committee in formulating and implementing policies.

  • (S)he leads the introduction of new ideas and philosophies relating to the teaching of performance skills and encourages learning in all aspects of the performing arts, particularly drama, dance and music, developing each member according to personal needs.

  • (S)he encourages the involvement of Adult Members (q.v.) who wish to improve their understanding and practice of educational drama and dance, using demonstration lessons, team teaching and additional professional expertise when appropriate.

  • (S)he oversees the choice of each formal production and its director, recognising the need to maintain the developmental needs of the members and the interest of the audience.

  • (S)he meets monthly with the Artistic Panel to discuss future planning of workshops, general membership matters and productions in rehearsal.

  • (S)he attends monthly meetings of the Committee.

Last updated 27th March, 2008

 

 

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