As adopted on the 20th day of May in the year 2010 by the Annual General Meeting of the Thurrock Operatic Society
1. Name and Description
The name of the Society shall be ‘Thurrock Operatic Society’ or ‘TOPS’, hereinafter called the Society. The Society is a membership based amateur, non-profit making organisation.
2. Objects
The objects of the Society shall be:
a) To present quality amateur performances of operas, operettas, musicals and other works.
b) To encourage the appreciation of all forms of music.
c) To educate the public in the dramatic and operatic arts, and
d) To develop public appreciation and taste in the said arts.
3. Powers
In furtherance of the above stated objects, but not otherwise the Society through its Executive Committee, (which may also be referred to as 'The Management Team'), may exercise the following powers in accordance with any relevant requirements of the law:
a) To promote plays, drama, comedies, operas, operettas and other dramatic and operatic works.
b) To purchase acquire and otherwise obtain interests in the copyright of or the right to perform or show any such dramatic or operatic works.
c) To purchase, hire or otherwise acquire plant, machinery, furniture, fixtures, fittings, scenery and all other necessary effects.
d) To raise funds and invite and receive contributions from any person or persons whatsoever by way of subscription, donation and otherwise, provided that in raising funds the Society shall not undertake any substantial permanent trading activities.
e) Subject to any consents required by law to sell, lease or dispose of all or any part of the property of the Society.
f) Subject to any consents required by law to borrow money and to charge all or any part of the property of the Society with repayment of the money so borrowed.
g) To do all such other lawful things as are necessary for the achievement of the objects of the Society.
h) To ensure that all relevant legislation and official guidance is adhered to in respect of Health & Safety, Risk Assessment and the Safety and Care of Young Persons and Children and that Policies in respect of such matters are set in place and regularly reviewed to protect the interests of all Members of the Society and any persons who might be engaged by them in any capacity whatsoever.
4. Membership
Membership of the Society shall be open to all persons over the age of 12 in accordance with the following stipulations.
a) The classes of membership shall be as follows:
i) Ordinary Members: Persons aged 18 and over admitted to ordinary membership in accordance with sub-paragraph 4b) herein. Such persons shall be entitled, subject to paragraph 11 below, to take part in all productions and concerts presented by the Society, and shall be entitled to vote at all general meetings of the Society.
ii) Production Members: Persons aged 18 and over admitted to production membership in accordance with sub-paragraph 4b) below. Such persons shall be entitled to take part in one staged production by the Society. Membership is for the period of rehearsal and performances of that production only. Such persons shall not be entitled to vote at general meetings of the Society
iii) Junior Members: Persons aged from 12 to 17 inclusive admitted to junior membership in accordance with sub-paragraph 4b) below. Such persons shall be entitled to take part in all productions and concerts staged by the Society, subject to the requirements of the said production, but shall not be entitled to vote in general meetings of the Society.
iv) Honorary Life Members: Such persons who in the opinion of the Executive Committee have rendered special services to the Society over a period of time. Such persons shall for the purposes of these rules be treated in all respects as an Ordinary Member of the Society and as such shall be entitled, subject to paragraph 11 below, to take part in all activities of the Society, and shall be entitled to vote at all general meetings of the Society.
b) Admission to membership shall be at the discretion of the Executive Committee, whose decision shall be final. The Executive Committee may decide that admission to any class of membership and/or re-admission to ordinary membership shall be by way of audition.
5. Equal Opportunities and Complaints
a) The Society shall conduct all aspects of its business in a way that respects others. The Society is committed to equality of opportunity, and opposes all forms of discrimination against people because of their age, race, religion, culture, disability, ethnic/national origin, gender, sexual orientation, and/or marital status.
b) The Chairman will ultimately be responsible for ensuring that the Society shall in all of its functions (including during rehearsals, in performance, at meetings, and social events) conform to this statement. The Director of any production should ensure rehearsals conform to this statement, or seek advice of the Chairman if it is considered that, for any reason, they might not.
c) Anyone wishing to make a complaint (related to equal opportunities or any other issue) should bring the complaint to the Chairman, or any other member of the Executive Committee. The Chairman is responsible for making sure any complaint is investigated, except if he or she is implicated in which case the appellant may nominate any non-associated member to investigate. Adjudication in such a circumstance shall be by the Executive Committee at large except for any members of the said Committee directly implicated in the complaint.
6. Management
a) The affairs of the Society shall be managed by the Executive Committee (Management Team) of the Society.
b) The Executive Committee shall exercise the powers given to it under these rules and shall consist of a Chairman, Vice-Chairman, Secretary, Treasurer, and not less than three other members. All Executive Committee members shall be Ordinary Members of the Society and shall be elected annually by the Ordinary Members at the Annual General Meeting of the Society.
i) Voting for the election of Executive Committee members shall be by ballot.
ii) The Executive Committee may co-opt an Ordinary Member of the Society to fill any casual vacancy between the time of that casual vacancy arising and the occasion of the next Annual General Meeting of the Society.
c) The Executive Committee shall meet at least four times a year to conduct the business of the Society as may be necessary. A quorum shall consist of four members.
d) The Executive Committee may appoint one or more sub-committees for any purpose connected with the Society. Any such sub-committee may consist of at least three people, two of whom shall form a quorum. Persons who are not members of the Society may be co-opted on to a sub committee. All recommendations and resolutions passed by such a sub-committee shall be subject to ratification by the Executive Committee and shall not be acted upon until such ratification has taken place unless the Executive Committee has specifically authorised the earlier taking of such action.
7. Subscriptions
a) The rate of subscription of each category of member, as detailed in 4a), shall be as fixed by the Executive Committee from time to time.
b) The subscription for Ordinary and Junior Members shall be due and payable on 1st April each year. The subscription of Production Members shall be due on the date of the first rehearsal of the relevant production.
i) No reduction in the subscription shall be given for membership which lasts less than the full appropriate period of each class of member.
ii) The Committee may terminate the membership of any member whose subscription remains unpaid two months after the due date.
8. General Meetings
a) The Annual General Meeting shall be held in May each year. Notice of the date and time of each meeting shall be given at least fourteen days before the meeting. The business of the Annual General Meeting shall be:
i) To receive and approve the Chairman's report on the year.
ii) To receive and approve the accounts of the Society.
iii) To elect the Executive Committee.
iv) To transact any other business, notice of which has been given to the Secretary at least seven days before the date of the meeting.
b) Additional General Meetings may be called by the Executive Committee following the expiry of fourteen days notice given by the Secretary.
c) The Secretary shall summon a General Meeting, if required by written request signed by at least 10 Ordinary Members of the Society.
d) At all General Meetings of the Society voting shall be confined to Ordinary Members who shall have paid their subscriptions for the current year. A quorum will be at least one third of paid-up Ordinary Members.
9. Accounts
The Treasurer shall keep books of accounts and shall present verified accounts at the Annual General Meeting. An appropriately qualified person shall be appointed for this purpose and such appointment shall be made by the Treasurer in consultation with the Chairman.
10. Money
The Society's money, which is not invested, shall be kept in an account in the name of the Society at a bank or similar institution to be named by the Executive Committee. All cheques shall be signed by the Treasurer and either the Chairman or Secretary and each of these three Officers shall be registered with the bank as the “Authorised Signatories” of the Society.
11. Auditions
All principal roles in Society productions shall be allocated following publicised auditions. In the event of uncertainty, the definition of a principal role shall be referred to the Executive Committee, whose decision shall be final.
a) The Executive Committee may decide that participation in any Society production or concert shall be by audition only.
b) Arrangements for auditions, as above, and for admission/re-admission to membership as in rule 4), shall be published by the Executive Committee. Notice of said auditions shall not be restricted to current Society members.
12. Participants
Participants in Society staged productions shall provide themselves with a copy of the relevant vocal score and libretto. If copies are available, whether owned by the Society or obtained by the Society by hire or loan, they may be lent to participants. The Committee may decide to make a charge or to ask for a refundable deposit in return for such loans. The amount of any such charge shall be decided by the Executive Committee.
13. Alteration of Rules
These rules, or any part of them, may be added to, amended or replaced by a resolution of a two-thirds majority of Ordinary Members present and voting at any Annual General Meeting or at any other General Meeting of the Society called for the purpose under Rule 8 hereof.
14. Winding Up
The Society shall be wound up if a resolution to that effect is passed by a three-quarter majority of ordinary Members present and voting at a General Meeting of the Society called for the purpose under Rule 8 hereof. Upon the passing of such resolution:
a) The assets of the Society shall be used first to discharge all the debts and liabilities of the Society. All assets remaining shall be donated to the Thurrock Arts Council for use in advancing the provision of music in Thurrock. In the event that Thurrock Arts Council does not exist at the date of the Society's winding up and there is no body which may be regarded as its successor, the Committee may decide upon a charity or charities which exist primarily for the advancement of music, to which the said assets shall be donated.
b) If following the discharge of all debts and liabilities in accordance with sub-paragraph a) above, there is a negative balance in the assets of the Society then the amount outstanding shall, in equal shares, be the responsibility of all Ordinary Members of the Society as were registered as paid-up members at the Annual General Meeting immediately preceding the date of such resolution to wind up the Society.
15. Disputes
Any dispute arising out of, or not covered by, these rules, shall be referred to the Executive Committee, whose decision shall be final.