1. NAME
The name of the association is ”THE NEW FOREST PLAYERS” (the Charity)
2. ADMINISTRATION
Subject to the matters set out below the Charity and it’s members shall be administered and managed in accordance
with this constitution by the members of the Executive Committee, constituted by clauses 6 and 7 of this constitution
(“the Executive Committee”).
3. OBJECTIVES
The Charity’s objects (“the Objects”) shall be to promote the advancement and improvement of all aspects of drama
and the development of the public appreciation of such art.
4. POWERS
In furtherance of the Objects but not otherwise the Executive Committee may exercise the following powers:
(i) power to raise funds and to invite and receive contributions provided that in raising funds the Executive
Committee 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 sell, lease or dispose of all or any part of the property of the
Charity;
(iv) power subject to any consents required by law to borrow money and to charge all or part of the property of the
Charity with repayment of the money so borrowed;
(v) power to appoint and constitute such advisory subcommittees as the Executive Committee may think fit;
(vi) power to hold a number of monthly “Club Night” meetings for the purpose of instructive lectures or
demonstrations relevant to all aspects of drama;
(vii) power to hold Drama Workshops for adult and juvenile members as educational exercises in the practice of
drama;
(viii) power to hold an annual New Forest Drama Festival Competition and to compete in other such festivals
elsewhere, to promote higher standards of drama amongst the general public;
(ix) power to do all such other lawful things as are necessary for the achievement of the Objects.
5. MEMBERSHIP
(1) Full Membership of the Charity shall, subject to the approval of the Executive Committee, be open to any
person over the age of 18 years interested in furthering the Objects and who has paid the annual subscription
laid down annually by the Executive Committee.
(2) Every Full Member shall have one vote.
(3) Junior Members may be accepted under the age of 18 years but shall have no voting rights. Junior Members
under the age of 13 years must be accompanied at the meetings of the Charity by Full Members.
(4) The subscription is due on June 1st each year. If the subscription is not paid by October 31st, membership is
deemed to have lapsed.
(5) For members joining after May 1st, the subscription will cover the ensuing 13 months subject to any increase
announced at the Annual General Meeting.
(6) Application for membership shall be accompanied by the subscription which shall be refunded if for any
reason membership is refused.
(7) The Executive Committee may by unanimous vote and for good reason terminate the membership of any
individual. Before any such member is expelled the Executive Committee shall give the member seven days
written notice to attend a meeting of the Executive Committee, which notice shall contain particulars of the
complaint made against the member. At such a meeting the member may be accompanied by a friend.
6. HONORARY OFFICERS
At the Annual General Meeting of the Charity the full members shall elect from amongst themselves a Chairman, a
Vice- Chairman, a Secretary, a Treasurer, a Property Manager, a Publicity Manager and an editor of “Contact” (the
monthly newsletter), all of whom shall hold office from the conclusion of the Annual General Meeting at which they
are elected.
7. EXECUTIVE COMMITTEE
(1) The Executive Committee shall consist of 13 full members being:
(i) the Honorary Officers specified in the preceding clause
(ii) six other Full Members, all of whom shall hold office from the conclusion of the Annual General Meeting
at which they are elected.
(2) The Executive Committee may in addition appoint not more than 4 co-opted members to fill any vacancies.
Each appointment of a co-opted member shall be made at a special meeting of the Executive Committee called
under clause 10 (i) and shall take effect from the end of that meeting unless the appointment is to fill a place
which has not been vacated in which case the appointment shall run from the date when the post becomes
vacant.
(3) (i) All the members of the Executive Committee shall retire from office together at the end of the Annual
General Meeting but, subject as follows (and ignoring in the case of a member initially co-opted the period
between the date of co-option and the date of the next ensuing Annual General Meeting), they may be
re-elected
(ii) No member of the Executive Committee may serve
(a) in the case of an Honorary officer for more than four consecutive years in any single office and
(b) in the case of any other member for more than four consecutive years (excluding any years previously
served as an Honorary Officer) but shall be eligible for re-election after one year from ceasing to be a member
of the Executive Committee.
(4) The proceedings of the Executive Committee shall not be invalidated by any vacancy among their number or
by any failure to appoint or any defect in the appointment or qualification of a member.
(5) Nobody shall be appointed as a member of the Executive Committee who is aged under 18 or who would if
appointed be disqualified under the provisions of the following clause.
(6) No person shall be entitled to act as a member of the Executive Committee whether on a first or subsequent
entry into office until after signing in the minute book of the Executive Committee a declaration of acceptance
and of willingness to act in the trusts of the Charity.
(7) The Executive Committee or a General Meeting shall have the power to elect Honorary Ordinary Members
who will have no voting rights and therefore will not be members of the Executive Committee.
8. DETERMINATION OF MEMBERSHIP OF EXECUTIVE COMMITTEE
A member of the Executive Committee shall cease to hold office if he or she;
(1) is disqualified from acting as a member of the Executive Committee by virtue of section 45 of the Charities
Act1992 (or any statutory re-enactment of modification of that provision);
(2) becomes incapable by reason of mental disorder, illness or injury of managing and administering his or her
own affairs;
(3) is absent without the permission of the Executive Committee from more than fifty per cent of all their
meetings held within a period of 12 months and the Executive Committee resolve that his or her office be
vacated; or
(4) notifies to the Executive Committee a wish to resign (but only if at least five members of the Executive
Committee will remain in office when the notice of resignation is to take effect).
9. EXECUTIVE COMMITTEE MEMBERS NOT TO BE PERSONALLY INTERESTED
No member of the Executive Committee shall acquire any interest in property belonging to the Charity (otherwise than
as a trustee for the Charity) or receive remuneration or be interested (otherwise than as a member of the Executive
Committee) in any contract entered into by the Executive Committee.
10. MEETINGS AND PROCEEDINGS OF THE EXECUTIVE COMMITTEE
(1) The Executive Committee shall meet at intervals of not more than 3 months. A special meeting may be called
at any time by the Chairman or by any two members of the Executive Committee upon not less than 4 days
notice being given to the other members of the Executive Committee of the matters to be discussed.
(2) The Chairman shall act as chairman at meetings of the Executive Committee. If the Chairman is absent from
any meeting, the Vice-Chairman shall act as chairman, or, in the absence of the Vice-Chairman, the members of
the Executive Committee shall choose one of their number to be chairman of the meeting before any other
business is transacted.
(3) There shall be a quorum when at least 5 members of the Executive Committee are present at a meeting.
(4) Every matter shall be determined by a majority of votes of the members of the Executive Committee present
and voting on the question but in the case of equality of votes the chairman of the meeting shall have a second
or casting vote.
(5) The Executive Committee shall keep minutes, in books kept for the purpose, of the proceedings of the
Executive Committee and any subcommittees.
(6) The Executive Committee may from time to time make and alter rules for the conduct of their business, the
summoning and conduct of their meetings and the custody of documents. No rule may be made which is
inconsistent with this constitution.
(7) The Executive Committee may appoint one or more subcommittees, each with an Executive Committee
member as chairman, for the purpose of performing any function or duty which in the opinion of the
Executive Committee would be more conveniently undertaken by a subcommittee. All acts and proceedings
of any such subcommittee shall be fully and promptly reported to the Executive Committee.
11. RECEIPTS AND EXPENDITURE
(1) The funds of the Charity, including all donations contributions and bequests, shall be paid into an account
operated by the Executive Committee in the name of the Charity at such bank as the Executive Committee shall from
time to time decide. All cheques drawn on the account must be signed by any two of the following officers: Chairman,
Vice-Chairman, Secretary and Treasurer. Exceptionally the Executive Committee may allow the Treasurer to issue
cheques on his or her unsupported signature up to a value to be agreed by the Executive Committee for the current
financial year.
(2) The funds belonging to the Charity shall be applied only in furthering the Objects.
12. PROPERTY
The Executive Committee shall cause the title to:
(i) all land held by or in trust for the Charity, and
(ii) all investments by or on behalf of the Charity, to be vested in not less than three individuals appointed by
them as holding trustees.
Holding trustees may be removed by the Executive Committee at their pleasure and shall act in accordance
with the lawful directions of the Executive Committee.
Provided they act only in accordance with the lawful directions of the Executive Committee, the holding
Trustees shall not be liable for the acts and defaults of it’s members.
13. ACCOUNTS
(1) The Executive Committee shall comply with their obligations under the Charities Act 1992 (or any statutory
re-enactment or modification of that Act) with regard to:
(i) the keeping of accounting records for the Charity;
(ii) the preparation of annual statements of account for the Charity;
(iii) the auditing or independent examination of the statements of account of the Charity; and
(iv) the transmission of the statements of account for the Charity to the Commissioners.
(2) The Financial Year shall end on 31st May each year.
14. ANNUAL REPORT
The Executive Committee shall comply with their obligations under the Charities Act 1992 (or any statutory reenactment
or modification of that Act) with regard to the preparation of an annual report and it’s transmission to the
Commissioners.
15. ANNUAL RETURN
The Executive Committee shall comply with their obligations under the Charities Act 1992
(or any statutory re-enactment or modification of that Act) with regard to the preparation of an annual return and it’s
transmission to the Commissioners.
16. ANNUAL GENERAL MEETING
(1) There shall be an Annual General Meeting of the Charity which shall be held not later than 30th September in
that year.
(2) Every Annual General Meeting shall be called by the Executive Committee. The Secretary shall give at least
21 days notice of the Annual General Meeting to all members of the Charity. All Full Members of the Charity
shall be entitled to attend and vote at the meeting.
(3) Before any other business is transacted at the first Annual General Meeting the persons present shall appoint
the Chairman of the meeting. The Chairman shall be the Chairman of subsequent Annual General Meetings, but if
he or she is not present, before any other business is transacted, the persons present shall appoint a Chairman
of the meeting.
(4) The Executive Committee shall present to each Annual General Meeting the Report and accounts of the
Charity for the preceding year.
(5) Nominations for election to the Executive Committee must be made by Full Members of the Charity in writing
and must be in the hands of the Secretary of the Executive Committee not later than 28 days before the Annual
General Meeting. Such nominations shall be signed by the proposer and a seconder. Should nominations
exceed vacancies, election shall be by ballot.
(6) A President and Vice-Presidents may be elected at the Annual General Meeting, holding office as Honorary
Members, and shall be eligible for re-election.
(7) Any other business to come before the Annual General Meeting shall be sent in writing, signed by a proposer
and a seconder, to reach the Secretary of the Executive Committee not later than 28 days before the Annual
General Meeting . Such business shall be included in the notice of the Annual General Meeting sent to all
members of the Charity.
(8) The appointment of an Auditor shall be made at the Annual General Meeting.
17. SPECIAL GENERAL MEETINGS
The Executive Committee may call a Special General Meeting of the Charity at any time. If at least twelve Full
Members request such a meeting in writing stating the business to be considered the Secretary shall call such a meeting.
At least 21 days notice must be given. The notice must state the business to be discussed and no other business shall be
transacted.
18. PROCEDURE AT GENERAL MEETINGS
(1) The Secretary or other person specially appointed by the Executive Committee shall keep a full record of
proceedings at every General Meeting of the Charity.
(2) There shall be quorum when at least 20 Full Members of the Charity are present at any General Meeting.
19. NOTICES
Any notice required to be served on any member of the Charity shall be in writing and shall be served by the Secretary
or the Executive Committee on any member either personally or by sending it through the post in a prepaid letter
addressed to such member at his or her last known address in the United Kingdom and any letter so sent shall be
deemed to have been received within 10 days of posting.
20. ALTERATIONS TO THE CONSTITUTION
(1) Subject to the following provisions of this clause the Constitution may be altered by a resolution passed by not
less than two thirds of the full members present and voting at a General Meeting. The notice of the General
Meeting must include notice of the resolution, setting out the terms of the alteration proposed.
(2) No amendment may be made to clause 1, clause 3, clause 9, clause 21, or this clause 20 without the prior
consent in writing of the Commissioners.
(3) No amendment may be made which would have the effect of making the Charity cease to be a Charity at law.
(4) The Executive Committee should promptly send to The Commissioners a copy of any amendment made under
this clause.
21. DISSOLUTION
If the Executive Committee decides that it is necessary or advisable to dissolve the Charity it shall call a meeting of all
full members of the Charity, of which not less than 21 days notice (stating the terms of the resolution to be proposed)
shall be given. If the proposal is confirmed by a five-sixths majority of those present and voting the Executive
Committee shall have the power to realise any assets held by or on behalf of the Charity. Any assets remaining after
the satisfaction of any proper debts and liabilities shall be given or transferred to such other charitable institution or
institutions having objects similar to the objects of the Charity as the members of the Charity may determine or failing
that shall be applied for some other charitable purpose. A copy of the statement of accounts, or account and statement,
for the final accounting period of the Charity must be sent to the Commissioners. |
