Constitution

Name

The Orchard Players Trust

Objectives

• To stage theatrical performances for example pantomimes, plays, variety evenings and other activities to be decided by the Committee.
• To promote social and fundraising activities.

Membership

There are 4 types of membership, adult, junior, associate (non-performing) and honorary lifelong membership. See Membership policy

Membership (other than honorary lifelong membership) can only be granted on completion of an application form and the fee being paid.

Child Protection

The Orchard Players Amateur Dramatic Society recognises its duty of care under the Children and Young Persons Act 1963, the Child (Performances) Regulations 1968, the Protection of Children Act 1999 and the Criminal Justice and Court Services Act 2000). See Child Protection Policy

Committee

Committee meetings

• Committee meetings shall be called by the Chairman of the Executive Committee or any two Officers.
• A quorum shall consist of four members, at least one of whom must be an officer of the Society. Any Committee member acting, with the approval of the Committee, as Chair for a specific meeting, shall have authority to undertake any activity appropriate to the Chair for the period prior to the next Committee meeting, with all associated delegated powers.
• Minutes shall be kept of all committee meetings and approved minutes and financial reports shall be available to members on request. Approved minutes and financial reports shall be retained on the organisation’s one drive for 3 years.
• Any Committee member who fails to attend 3 consecutive meetings of the Committee without good cause and apology e.g. sickness or working out of the area, shall be deemed to have stood down from the Committee. The Chairman will advise the member accordingly.
• The Committee may co-opt members of The Orchard Players to serve on any committee where appropriate. Any member may be invited to attend a committee meeting to observe or discuss a specific issue. No voting rights shall ensue from such an invitation.

Productions

The Committee shall select the script and director for each production and also agree a production team to assist the director in staging the next relevant production. Where more than one proposal is submitted to the committee for consideration, then the following process will apply; Each proposer will be invited, in turn, to present their script and proposal to the committee and answer questions for a maximum of 30 minutes. The committee will meet shortly afterwards, and each member will cast a vote, in secret, for their preferred option.

NB Committee members who may be, or who may be seen to be, compromised in any way will not be permitted to vote.

• Auditions will normally be held for the purposes of selecting cast and shall take place at dates, times and places notified in advance to members. The audition panel shall consist of the duly appointed director and production team and one other member of The Orchard Players appointed by the Committee, who does not intend to audition for a principal part.
• Should a member of the production team audition for a principal part, that member shall not be present at the subsequent deliberations of the audition panel regarding the casting of that part and shall not be part of the decision-making process in respect of that part.

Annual General Meeting (AGM)

• The Annual General Meeting of The Orchard Players shall be held no later than eight weeks following the society’s financial year end. The business to be transacted is:
  1. to approve the minutes of the previous AGM and EGMs;
  2. to receive the Committee’s report;
  3. to receive the audited statement of The Orchard Players’ accounts for the preceding year;
  4. to consider and, if approved, sanction any properly proposed alteration to the Constitution
  5. to elect the Chairman, Vice Chairman, Secretary and Treasurer and other members of the Committee
  6. to conduct any other business as approved by the newly elected Chairman e.g. consider any proposed increase in membership rates.
• Notice convening the AGM as well as mention of nominations, will be sent electronically not less than two weeks before the meeting. Committee nomination forms are made available for those that request one.
• Completed nomination forms for Officers and Committee members must be received by the Chairman at least one week prior to the AGM.
• Any member wishing to call an Extraordinary General Meeting must obtain the support of eight members and notify the Chairman in writing of their request.
• Alterations to the Constitution of The Orchard Players may only be made at General Meetings. Any proposed alterations must be submitted to the Secretary in writing not less than fourteen days prior to the meeting. The Committee shall be empowered to draft any consequential alternations.
• The quorum of Annual or Extraordinary General Meetings shall be ten members, two of whom must be Officers of The Orchard Player

Finance

• The membership rates for adult and junior members shall be fixed at the AGM for the ensuing year commencing 1st March.
• The financial year of The Orchard Players shall be the first day of March to the last day of the following February.
• All the monies received on behalf of The Orchard Players shall be given into the care of the Treasurer or other designated Committee member and deposited in the bank.
• The funds of The Orchard Players shall be applied to the constitutional objectives of The Orchard Players under the supervision of the Committee.
• Members shall only receive payment for any legitimate expenses incurred by or on behalf of The Orchard Players and with the consent of the Committee.
• The accounts shall be checked as soon as possible after the end of the financial year by an independent person appointed by the Committee.

Dissolution

In the event of the dissolution of The Orchard Players: any remaining assets after the deduction of any outstanding debts shall be passed to an organisation(s) with similar aims and objectives to The Orchard Players or to a registered charity as agreed by the members. Any outstanding debts shall be met equally by the adult members. Insurance has been taken out to cover this eventuality.

April 2026