WHITCHURCH ARTS

~ C O N S T I T U T I O N ~

1. Name
1.1 Whitchurch Arts

2. Objectives
2.1 To act as a Forum to further the progression of all creative art forms in the community of Whitchurch, Hampshire, UK.

3. Membership
3.1 Membership shall be open to individuals, organisations and others as proscribed by the Committee, and who support the objectives of Whitchurch Arts.

4. Membership Fees
4.1 Membership fees shall be set at the Annual General Meeting.
4.2 Fees are due annually, upon the anniversary of the member joining.

5. Meetings
5.1 Open Meetings
Open Meetings shall be held at least once every three months. Any member of Whitchurch Arts may attend such meetings and speak at the Chairman’s discretion. Dates and locations of Meetings will be publicised in advance through Whitchurch Arts channels. Members shall be encouraged to bring along samples, or demonstrations of, their artistry to the Meetings.

5.2 Committee Meetings
The Committee of Whitchurch Arts shall meet at least 6 times per year.
At their discretion, they may be combined with Open Meetings.

5.3 Annual General Meeting
In September 2009, and every 12 months following, an Annual General Meeting shall be held in Whitchurch, Hampshire, UK.
The business shall include:
Presentation of Annual Reports
Consideration and approval of audited accounts
Setting of Membership Fees for the forthcoming year
Election of the Committee
Appointment of Auditor

5.4 Special General Meeting
A Special General Meeting can be called at any time on the written request of 10 members to the Chairman.

6. Notice Period
6.1 Twenty eight (28) days notice of the Annual General Meeting or any Special General Meetings must be provided to all members through Whitchurch Arts channels.

7. Voting Rights
7.1 All fully paid up individual members will be entitled to vote.
Each affiliated organisation will be entitled to one vote.
An individual cannot cast a vote both as an individual and as a representative of an organisation.

8. Quorum
8.1 In any matter which requires a decision, five members shall form a quorum.
In the case of a tie, the Chairman of the meeting shall exercise the casting vote. A majority of votes in favour [including the Chairman’s casting vote if necessary] shall be sufficient to carry any motion or decide any matter, except amendments to the Constitution. See Section 12 regarding alterations to this constitution.
Decisions at Open Meetings will require ratification by the Committee.

9. Committee
9.1 The Annual General Meeting will elect or re-elect the Committee members.
9.2 The Committee can co-opt another two members.
9.3 Members shall be elected for 12 months and shall comprise of these posts:
Director of Arts
Chairperson
Vice Chairperson
Secretary
Treasurer
Membership Secretary
Publicity Officer
Committee without portfolio (up to 3)

10. Financial Status
10.1 Whitchurch Arts is a non-profit organisation. Provision may be made for accumulation of funds towards the financing of future development and activities.

11. Dissolution
Whitchurch Arts may only be dissolved by a resolution at the Annual General Meeting or at a Special General meeting of two-thirds of the membership. Such a resolution may give instructions for the disposal of the assets, all debts and liabilities. Such property shall not be paid or distributed among the Officers, but shall be given or transferred to other institutions having charitable objectives and dealing mainly in local Arts related work.

12. Alteration to Constitution
Any amendment or alteration to the Constitution shall only be effective if two month’s notice of a meeting called for the purpose has been given to all members, and subsequently to being approved by two-thirds of the members present at that meeting.