CONSTITUTION FOR STOKES SINGERS
Adopted at the Annual General Meeting on 24 October 1996
Amended at the Annual General Meeting on 13 February 1997
Amended at the Annual General Meeting on 18th February 1999
Amended at the Annual General Meeting on 2nd March 2006
Reviewed at the Annual General Meeting on 15th February 2007 - no changes
Reviewed at the Annual General Meeting on 7th February 2008 - no changes
Reviewed at the Annual General Meeting on 29th January 2009 – no changes
Reviewed at the Annual General Meeting on 11th February 2010 – no changes
Reviewed at the Annual General Meeting on 10th February 2011 – no changes
The name of the Society shall be Stokes Singers hereinafter referred to as the Society.
The object of the Society shall be to enjoy, promote, improve, develop and maintain public education in and appreciation of the art and science of music in all its aspects by the presentation of public concerts and recitals; and for the general purposes of such charitable bodies or for such other purposes as shall be exclusively charitable as the Membership may from time to time decide
Membership shall be open to all persons aged 18 years or over. All Members will be entitled to attend and vote at meetings of the Membership. Every Member will be required to pay a weekly subscription; the amount to be set by the Annual General Meeting. Members may also be requested to occasionally pay for music.
Membership will be limited to 60 and a minimum of 12. Should the Membership fall below 20 an advertising campaign will be put into practice. No vocal section should exceed 20. A waiting list will be operated under the sole direction of the Membership Secretary to ensure equal opportunity. A member who wishes to move from one singing section to another can do so if there is a place available, taking precedence over any waiting list.
Every Member should aim to attend every rehearsal. If a Member should miss three consecutive rehearsals without prior notice to the Membership Secretary, that Member will have his/her place forfeited and his/her name deleted from the Membership List. He/she will not be able to re-apply for Membership until one clear term has elapsed when his/her name will be placed on the waiting list.
Only those who have attended an appropriate percentage of rehearsals may sing in a concert; this will be at the discretion of the Musical Director. The Musical Director will have the authority to bar any Member from attending rehearsals or performing in a concert for any reason
4. Officers and Committee
The management of the Society shall be in the hands of the Committee. The Members shall elect from amongst their number Honorary Officers who will form the Committee. The Committee will be responsible for the administration of the business of the Society and shall have the power to make all reasonable decisions in order to carry out its function.
5. Honorary Officers
5.1 The Annual General Meeting of Members shall elect the Officers as follows:
iv) Membership Secretary
v) Publicity Officer
vi) Concert Co-ordinator
vii) Music Librarian
5.2 Only Members may serve as Officers of the Society.
5.3 Although duties of any Officer may be shared by more than one Member only one Member may be elected to one post.
5.4 The term of office of the Officers shall end at the Annual General Meeting each year.
5.5 The Committee shall have the power to co-opt a Member to any officer position not filled at an Annual General Meeting or to any officer position becoming vacant during the twelve months following an Annual General Meeting.
All the arrangements for the concerts and other events and the control of finance shall be in the hands of the Committee
In furtherance of the objects of the society but not otherwise, the Committee may exercise the following powers:
i) power to raise funds and to invite contributions provided that in raising funds the Membership shall not undertake any substantial permanent trading activities and shall conform to any relevant requirements of the law
ii) power to buy, take on lease or in exchange any property necessary for the achievement of the objects and to maintain and equip it for use
iii) power subject to any consents required by law to borrow money and to charge all or part of the property of the Society with repayment of the money borrowed;
iv) power to employ such staff (who shall not be Members) as are necessary for the proper pursuit of the objects;
v) power to co-operate with 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;
vi) power to support any charitable trusts, associations or institutions formed for all or any of the objects
vii) power to appoint and constitute such advisory committees as the Membership may think fit;
viii) power to do all such other lawful things as are necessary for the achievement of the objects
8 Equal Opportunities
No individual shall be excluded from Membership of the Society or de-barred from any official capacity on the Committee on the grounds of sex, race, colour, religion, disability, economic situation, sexual orientation, or political affiliation.
9.1 The financial year shall end on 31 December each year.
9.2 A banking account shall be opened in the name of the Society and the Treasurer and one other Member of the Committee shall sign cheques.
9.3 The Society shall receive donations, grants in aid and financial guarantees. Tickets for any or all of its concerts and other events shall be for sale to the public.
9.4 The income and property of the Society whencesoever derived shall be applied solely towards promoting the objects of the Society as set forth above and no portion thereof shall be paid or transferred either directly or indirectly to any Member or Members of the Society except in payment of legitimate expenses incurred on behalf of the Society.
10 Rules of procedure
10.1 Voting All questions arising at any meeting shall be decided by a simple majority of those present and entitled to vote. No Member shall exercise more than one vote, but in the event of an equality of votes, the Chair shall have a second or casting vote
10.2 Quorum One third of all Members shall form a quorum at meetings of the Membership. Three Officers shall form a quorum of meetings of the Committee.
10.3 Minutes Minutes of all meetings of the Membership and the Committee shall be maintained under the direction of the Secretary
10.4 Chair The Chair shall have the power to decide any other question of procedure at Membership meetings or Committee meetings.
10.5 In the absence of the Chair at a meeting of Members or the Committee then those present shall have the power to elect a Member from those present to act as Chair for that meeting.
10.6 Committee The committee shall hold at least 2 ordinary meetings a year.
Meetings A special meeting may be called at any time by the chairman or by any 2 committee members upon not less that 4 days notice being given to all committee members.
In the event of the Society being wound up, any assets remaining upon dissolution after payment of proper debts and liabilities shall be transferred to a charitable institution or institutions having similar objects to those of the Society and as decided by the Membership.
12 Annual General Meeting
Within eight weeks of the end of each financial year the Members shall be summoned to an Annual General Meeting of which at least fourteen days' notice in writing shall be given
The committee shall present to each AGM the report and audited accounts for the preceding year. These will be approved by the members and signed by a committee member
Nominations for election to the committee must be made by members in writing and must be in the hands of the secretary of the committee at least 14 days before the AGM. Should nominations exceed vacancies, an election shall be held.
The constitution shall be reviewed as part of each AGM
13 Extraordinary General Meeting
An Extraordinary General Meeting of which at least fourteen days' notice in writing must be given to Members may be called for by the Committee OR upon written request to the Secretary signed by at least four Members of the Society. The notice must state the business to be discussed
14 Audited accounts
The financial accounts shall be independently examined and submitted to the Members at the Annual General Meeting.
Any proposal to alter this constitution must be delivered to the Secretary in writing not less than 28 days before the date of the Annual or Extraordinary General Meeting at which it is first to be considered.
Any alteration will require the approval of a simple majority of the Members present and voting at an Annual or Extraordinary General Meeting.
No amendment may be made to clause 1(the name), clause 2(the objectives), clause 9.4(distribution of assets) or clause 11(dissolution) without the prior consent of the charity commission
The committee shall send the Charity Commission a copy of any amendment
Notice of such a meeting must have been given to all Members not less than 14 days prior to the meeting and giving the wording to the proposed alteration. Members unable to attend such a meeting may submit their votes, in writing and signed, to the Secretary prior to the commencement of that meeting.