Rules of Witney Dramatic Society

1. Title

The name of the society shall be Witney Dramatic Society hereafter referred to as The Society.

2. Objectives

a. To further the interest of Dramatic Arts.

b. To provide members with information and theatrical skills.

c. To provide opportunities for them to practise these skills at club nights and in multiple

productions a year.

d. To arrange visits to the theatre and other social functions for members.

3. Management

The authority and responsibility of the business of the Society and for its management shall be

vested in the committee as defined in section 3.1 below.

3.1 The Committee

The Committee shall consist of the following named positions:

● Chair

● Vice chair

● Treasurer

● Secretary

Plus a minimum of six ordinary committee members.

The Committee shall be elected at the Annual General Meeting.

A quorum is deemed to be five.

The Committee shall have the power to appoint a sub-committee of two or more members to

deal with any items as the Committee instructs.

The Committee shall have the right at any time to co-opt members to fill vacancies unless there

are more candidates than vacancies, in which case an election will be held.

The Director of a current production may be co-opted onto the Committee in order to provide

updates.

3.2 Meetings of the Committee

The Committee shall meet whenever summoned to do so by the Secretary (normally once each

month) or as directed by the Chairperson.

3.3 Voting at committee meetings

Each person with the exception of the Chairperson shall be entitled to cast one vote. Decisions

will be reached by a simple majority.

In the event of a tied vote the Chairperson shall have the casting vote.

3.4 Duties of the Secretary

It shall be the duty of the Secretary to

• Attend in person or by deputy all committee meetings and AGMs and to take
• minutes of the proceedings.
• Receive all correspondence and reply to letters as instructed by the Committee.
• File Minutes of meetings and present them for confirmation in the following
• committee meeting.
  
  

The minutes to be signed as a true record and a copy to be made available to members on request.

Upload Minutes of every meeting to the Committee area on the website.

3.5 Banking

All monies shall be banked (or deposited with a Building Society) by the Treasurer, or

nominated committee member, in the name of the society, and no disbursements shall be made

therefrom except in accordance with the form or forms authorised by the Committee.

Cheques must be signed in accordance with the bank mandate as agreed by the Committee,

the signatories being the Chairman, Treasurer and two named Committee members.

All monies over £100 to be spent other than on a production must be put to the committee for

authorisation prior to any expenditure including any online or electronic payments.

4. General meetings

4.1 Voting at general meetings

Every paid up member with the exception of the Chairperson, shall have the right to exercise

one vote.

At all general meetings decisions shall be reached by a simple majority.

In the event of a tied vote, the Chairperson shall have the casting vote.

4.2 Annual General Meeting

The annual general meeting (AGM) of the society shall be held after the 1st December in each

year upon a date and at a time fixed by the committee.

The AGM shall:

•  Receive from the Chairperson a report on the activities of the Society during the year ending 30th November.
•  Receive from the Treasurer a balance sheet and full statement on accounts showing receipts and expenditure for the year ending 30th November.
•  Effect the new committee using the procedure detailed in section 4.2.1.
•  Decide on any changes to the Society rules that have been submitted using the procedure in section 8.1.
•  Select two persons independent of the Treasurer to audit the accounts every year end.
•  Act as a forum for any other business.
• A Quorum should consist of two thirds of the membership. Should this number not be reached,
• a Special General Meeting (SGM) will be called at a later date.
  
  

4.2.1. Election of officers

The Committee shall be elected at the annual general meeting.

The Committee shall be selected from members of at least 6 months standing who are paid up

members.

• The AGM shall elect a Chairperson, Secretary, Treasurer, Vice Chair and a minimum of six (6) other members.
• Each Committee member shall serve as elected until the next AGM.
•  Retiring members shall be eligible for re-election.
•  Nominations for candidates to the Committee shall be verbally proposed at the AGM.
•  The name of the proposer and the seconder to be recorded by the Secretary in the Minutes.
  
  

4.3 Special general meetings

A special general meeting (SGM) may be convened:

By the direction of the Committee

or

On a requisition to the Secretary stating the business for which the SGM is required and signed by not fewer than ten members

If the meeting so requisitioned is not convened within twenty-one days the said ten members, or 30% of members, whichever is the lesser may convene such a meeting.

Thirty percent of the members recorded on the date the meeting is called shall form a quorum.

At least fourteen days’ notice, by post or electronic means shall be given of all SGMs stating the purpose of the meeting.

The non-receipt of such notice by any member shall not invalidate the proceedings.

No other business, other than that stated in the notice of such a meeting, shall be discussed at the meeting.

5. Membership

5.2 Normal members

Membership of the society is based on an annual subscription.

The subscription period starts on 1st April.

*The subscription shall be determined at the AGM.

A Student Membership is available at a cost of 50% of the normal subscription.

Membership of the Society is open to all persons over the age of sixteen years.

Members will be asked to contribute to the purchase of any script, up to a value of £10.

*As from 1st April 2025 the subscription will be as follows:

New members would pay a £25 subscription to join the Society - regardless of when in the

membership year they join. They will then be asked to pay £10 per production they participate in

so maximum in the first year would be £45. This would be regardless of the role within the show.

Renewing members can rejoin for £40 which will cover them for all shows.Or renewing members can opt for an

Associate membership of £25 - This would be for members who might not participate in a

production but still want to be part of the society. If during the membership year an Associate

member wishes to take part in a production, they will be asked to pay £10 for that production or if

taking part in both £15 to match the renewing membership of £40

5.3 Temporary membership

Temporary membership may be extended to persons, including those 15 and under who

participate in a production where the committee so instructs.

The temporary member shall be requested to pay a sum of money to be determined by the

committee, to cover the cost of inclusion on the Society’s insurance policy.

This cost will be no less than 60% of the current normal membership fee.

5.4 All members

Every member binds him or herself to abide by the rules of the society and also any

modifications thereof, made in conformity with such rules, and also accept as final and binding,

the decision of the Committee in all cases of dispute or disagreement as to the interpretation of

these rules.

6. Costumes, props and equipment

6.1 Society costumes

The committee shall appoint a member of the Society, not necessarily on the Committee to the

post of wardrobe controller.

Costumes must be used for Society productions only.

The wardrobe controller must be informed before any item is removed from or returned to the

store.

In exceptional circumstances requests by other drama groups to use the Society’s costumes for

productions may be authorised by the Committee.

6.2 Society equipment

Equipment must be used for society productions only.

In exceptional circumstances requests by other drama groups to use the Society’s equipment

may be authorised by the Committee.

6.3 Equipment belonging to a third party

The Society will not accept responsibility for damage or loss of personal property or effects (used by their

owner) during a production.

6.4 Use of the Society’s name

The Society’s name shall not be given by a member as his/her address for any trade advertising

or business purposes or in connection with any legal proceedings.

7. Dissolution

A Special General Meeting (SGM) to discuss the dissolution of the Society may be convened by

the Committee or on the requisition of the majority of members. Should a SGM decide in favour

of a resolution to dissolve the Society, then a poll of the members shall be taken.

If the resolution be duly passed, the Committee shall forthwith pass the affairs of the Society for

a minimum of twelve months prior to the disposal thereof.

8. Society rules

Every member of the society shall be bound by these rules.

Every member of the society shall be issued with a copy of these rules.

8.1 Alterations to the rules

Any alterations may be made to the rules by a general meeting, provided:

a) That the Secretary has given fourteen days’ notice of the proposed alteration, which

shall then be included in the agenda for the meeting.

b) That the resolution proposing such alteration, or alterations, is carried by a two thirds

majority of those present and voting as such General meeting.

Amendments agreed via Member Poll - 20th March 2025