Constitution
Constitution for Oxford University Light Entertainment Society
1. Name of the Society
This constitution applies to the Oxford University Light Entertainment Society
(herein after "The Society") This name shall apply until approval is granted
by the University for use of the title "Oxford University" at which time
the title of the Society shall become Oxford University Light Entertainment
Society. The Society shall be known throughout by the acronym O.U.L.E.S.
2. Address
The Society does not have a registered office, as all correspondence
is to be addressed to the secretary at the time
3. Aims or Objects of the Society
OULES is a non-profit making group dedicated to putting on shows for
those who cannot normally travel to the theatre, in special needs schools,
hospitals and retirement homes - and try to have fun in the process! Proceeds
from all performances go to charity.
4. Membership
a) Full membership is confined to resident members of the University
and at the committee's discretion members of other institutions listed in
the Proctors' and Assessor's Memorandum
b) Non-University members other than those referred to in
a) may also be admitted if the club wishes, provided that
the total number of non-University members does not exceed one-fifth
of total membership.
c) Membership is automatic on participation in one production and will
continue until the beginning of the next academic year. Membership will
cease at this time unless written notification of intention to remain a member
is received by the Committee before the end of the second week of Michaelmas
term.
d) Members may be excluded with the full agreement of the Committee.
Any dispute in this matter is to be referred to the Senior Member.
5. The Governing Body of the Club
Each of the positions of the Committee, excluding the Senior Member,
shall be appointed by election at the start of each academic year. Elections
shall take place in third week of Michaelmas term, when nominations have
been received and membership from the preceding year has been confirmed.
The Senior Member shall be appointed at the decision and the request of the
committee. The post will be held until the committee appoints another Senior
Member, or until the Member feels unable to continue in the role. Notice
of intention to discontinue in this role must be received in writing.
i) The Senior Member will be appointed at the request
of the committee. The post will be held for as long as the committee require
or until the Tutor feels unable to continue. It is the job of the Senior
Tutor to arbitrate in the event of any serious dispute, and to audit the
accounts once a year to check that all is in order. S/he need not be at all
committee meetings.
ii) The post of President will be held for one year.
The post will be elected at the beginning of the academic year. S/he will
have the executive decision over what plays are performed each term. S/he
is in charge, even if s/he is not directing, and needs to know what needs
to be done. Organizing props, scripts, people, venues or delegating those
tasks to people who will do it. S/he is also in charge of forming the next
committee if the society is to continue. A joint presidency is not acceptable.
iii) The post of Secretary/Producer will be held for
one year. The post will be elected at the beginning of the academic year.
The secretary is in charge of contact with the public. It is his/her job
to find venues for the plays to take place. This role involves a great deal
of letter writing and phone calls and should only be taken on by someone
who has the time to do this. Good organizational skills are also necessary.
iv) The post of Treasurer will be held for one year.
The post will be elected at the beginning of the academic year. S/he is
in charge of gathering props and is answerable for any sum that goes into
or comes out of the bank. It is his/her responsibility to collect, or arrange
to have collected, ticket money. S/he is also required to help the President
and Secretary in whatever way possible.
6. Committee
The committee will be made up of the holders of the above offices, namely
the Senior Member, the President, the Secretary and the Treasurer. If one
of these is not the director of the play being performed, the director may
also sit as part of the committee.
7. Meetings
a) One Annual General Meeting of the Society shall be called
to which all members of the Society are invited. Any issues to be
raised must be received at least a week before the meeting takes place.
b) Committee meetings may be called by any member of the
committee for a time and place convenient to all. Meetings may
be called via e-mail, telephone or pigeon post. At least the President,
Secretary and Treasurer must be present.
c) Voting shall be carried out by a show of hands.
The presence of any three of the committee shall constitute a quorum.
8. Finance
a) The Society has an account with Barclay's Bank in Cornmarket
Street. The Treasurer is responsible for the safe depositing of money in
the bank account. The Treasurer must ensure that the accounts are up to
date and in a correct order ready to be seen if necessary by any member of
the society or any senior member of the University.
b) The consent of two of three signatories is required for a cheque.
This has been done by agreement with the bank.
c) There are to be no subscriptions to join the Society, since
it is felt that this may deter prospective members. The Society operates
an open door policy, to accept any person who feels they could contribute
to the Society regardless of their capacity to pay.
d) Auditing is to be carried out by the Senior Member once yearly,
at the start of the academic year.
9. Amendments to the Constitution
a) Amendments to the Constitution may only be submitted to the
Annual General Meeting for Consideration. At this meeting, a two-thirds
majority of members present will be sufficient to carry the amendment.
b) If an emergency amendment is needed, a meeting of all the members
may be called, but one week's notice must be given. A two-thirds majority
of present members is sufficient to carry the amendment.
10. Administration
The society shall at all times be administered in accordance with the
regulations for University clubs as published in the current edition of
the Proctors' and Assessor's Memorandum.