claygate dramatic society
CONSTITUTION AND OTHER DOCUMENTS
CLAYGATE DRAMATIC SOCIETY CONSTITUTION
1. Introduction
Produce theatrical performances and related events on a regular basis. Encourage learning and participation in all aspects of theatre, including acting, directing, technical production, and backstage roles. Support and encourage the involvement of young people in a safe and appropriate manner. (Please see our Safeguarding Policy) Contribute to the cultural life of the Claygate community.
Inclusive, welcoming, respectful to all and free from discrimination, harassment, and bullying.
Age Disability Gender identity or expression Race, ethnicity, or nationality Religion or belief Sexual orientation Socio-economic background
Membership is open to anyone who supports the aims of the Society. An Annual Subscription is payable on election to membership. The annual subscription is set and reviewed at the Annual General Meeting (AGM). Membership subs are due annually from the date of first joining the Society Members under the age of 18 years who shall be referred to as Junior Members, will pay a reduced subscription, and shall not be entitled to vote. T he Society also recognizes the category of Friends, defined as people who are not members but are interested in supporting CDS by attending productions and/or helping in their realisation. T he Society reserves the right to refuse or withdraw membership where conduct is inconsistent with the Society’s values or Code of Conduct. (Please see the Code of Conduct Policy)
Oversee the running of the Society Organise productions and activities Manage finances responsibly Ensure compliance with this Constitution and relevant policies
The Committee will comprise of a maximum of eight members, who must be aged 18 years or over. Once elected, the members of the Committee with exception to the Chairman, Secretary and Treasurer will be assigned their roles at the first meeting of the Committee.
T he Committee members shall be nominated and elected at the Annual General Meeting, hold the post for one year, and be eligible for re-election. The Committee shall meet as required and four shall be required for a quorum. The Committee shall be responsible for the management of the Society and its funds in accordance with the society’s objectives. They shall be empowered to make decisions on any issues other than those specified as needing AGM approval. Important decisions must be agreed by a vote, which can be requested by any Committee member. T he Chairman of any Committee Meeting shall have the power to vote not only as a member but shall also have a casting vote. T he Committee is empowered to fill any appointment falling vacant (including that of the Auditor) until the following Annual General Meeting. The Committee may also co-opt any other members to serve on the Committee or any sub-committee. T he secretary takes minutes at each Committee meeting. The Committee agrees their accuracy or institutes amendments as necessary at the next meeting, and they are signed as accurate by the Chairman. The Secretary shall give members at least 28 (twenty-eight) days’ notice of any General Meeting of the Society together with the Agenda. Twelve members aged 18 years or over shall be required to form a quorum. O nly members aged 18 years or over shall be entitled to vote. However, any member who has not paid their subscription shall not be entitled to vote. T he Committee Chairman of any General Meeting shall have the power to vote not only as a member but shall also have a casting vote. Should the Chairman be absent from the AGM then the Committee will nominate a stand-in Committee member prior to the AGM. The Annual General Meeting of the Society shall be held within five months of the end of the financial year. Only the Annual General meeting shall decide the following: a) annual subscription b) adoption of the accounts Any motion that is to be presented at the Annual General Meeting, which requires a vote, should be listed on the agenda. The proposed motion must be notified to the Secretary at least 28 days before the Annual General Meeting and circulated to all Society members along with the other Annual General Meeting papers. A n Extraordinary General Meeting of the Society shall be convened at any time upon receipt by the Secretary of a written request signed by at least 10 members of the Society. 28 days’ notice must be given to the Committee stating the purpose of the meeting and giving details of all motions intended to be put to the vote. An Extraordinary General Meeting may be convened by the Committee at any time.
Approval of the minutes of the previous AGM Matters arising Chair’s report Treasurer’s report and approval of accounts Membership Secretary’s Report Publicity and Marketing Annual Subscriptions Election of the Chairman Election of the Secretary Election of the Treasurer Election of a Maximum of 5 other Committee Members Review of key policies Any other business
T he financial year of the Society runs from 1st June to 31st May. T he Society’s funds shall be used solely to further its objectives The Treasurer shall maintain accurate financial records. Accounts shall be presented annually at the AGM. In preparing the accounts the Treasurer shall consult with a suitably qualified person, not a member of the Society, to confirm their accuracy and validity.
The Society may raise funds through subscriptions, ticket sales, grants, and donations.
The Committee shall oversee the selection and scheduling of productions. Directors and production teams may be appointed by the Committee. Casting and participation decisions should be fair, transparent, and inclusive. All participants are expected to follow rehearsal and performance guidelines. A Production Manual is available to all members of the Society.
Notice of proposed changes is given to the Secretary at least 28 days before the convened General meeting A majority of members present and entitled to vote approve the changes
Any remaining assets, after debts are settled, shall be distributed to a local charitable or community organisation with similar aims.
CLAYGATE DRAMATIC SOCIETY CODE OF CONDUCT
All members and volunteers must:
Treat everyone with respect and dignity
Avoid being alone with a child where possible
Ensure activities are conducted in open, observable environments
Behave in a professional and appropriate manner during all Society activities
Avoid physical contact unless necessary and appropriate
Never engage in inappropriate or sexual behaviour
Not exchange personal contact details with children (unless authorised and with parental consent)
Use appropriate language at all times
Follow Society policies and procedures
The Committee may take appropriate action in response to misconduct
CLAYGATE DRAMATIC SOCIETY SAFEGUARDING POLICY
1. Policy Statement
All members of Claygate Dramatic Society Volunteers, committee members, and helpers Freelance staff (e.g. directors, choreographers) Children (under 18), adults, and vulnerable adults involved in activities
Rehearsals Performances Workshops Social events Trips and external performances
Physical Abuse – causing physical harm Emotional Abuse – persistent emotional harm or distress Sexual Abuse – inappropriate sexual behaviour or exploitation Neglect – failure to meet basic needs
Between adults and children Between peers (child-on-child abuse) In person or online
Acting as the main contact for safeguarding concerns Managing reports and referrals Liaising with external agencies where necessary Keeping records securely
Be aware of this policy Act in the best interests of participants Report any concerns promptly Maintain appropriate boundaries
Treat everyone with respect and dignity Avoid being alone with a child where possible Ensure activities are conducted in open, observable environments Avoid physical contact unless necessary and appropriate Never engage in inappropriate or sexual behaviour Not exchange personal contact details with children (unless authorised and with parental consent) Use appropriate language at all times
At least two adults should be present where children are involved wherever possible Parents/guardians remain responsible for children unless formally agreed otherwise Clear arrangements must be in place for: Drop-off and collection; Supervision during rehearsals and performances Changing areas must be supervised appropriately: Adults should not change in the same space as children Separate facilities should be used where possible
Volunteers working regularly with children should undergo DBS checks References may be requested Individuals must declare any relevant convictions
Stay calm and listen Take what is said seriously Reassure the individual they have done the right thing Record the information accurately
Promise confidentiality Ask leading questions Investigate the matter yourself
Report concern to DSL as soon as possible Record details (date, time, what was said/observed) DSL will assess and decide next steps Referral may be made to: Local Authority Safeguarding Team Police Relevant support services
Information will be shared on a need-to-know basis Records will be kept secure and confidential Confidentiality will not override safeguarding responsibilities
Consent must be obtained before taking or using images of children Images must be appropriate and not identifying where possible No private messaging between adults and children via personal accounts Official communication channels should be used
Online rehearsals or communications must be supervised Appropriate platforms must be used Behaviour expectations apply online as well as in person
Risk assessments should be carried out Someone should be informed of location and timing A mobile phone should be available
With the DSL With the committee Directly with external agencies if necessary