Constitution of the Deep River Musical Society
1.
Name
1.1. The name of the organization shall be The Deep River Musical Society, hereinafter referred to as
DRMS
2.
Purpose
2.1. The purpose of DRMS is:
a) to provide the opportunity for members to develop their theatrical skills by means of musical
stage productions, or other development methods, for example workshops
b) to foster an appreciation of musical theatre arts in the community and encourage participation in
DRMS activities
c) to ensure the continuing viability of musical theatre arts in the Deep River area
3.
Membership
3.1. Membership is open to all individuals who support the aims of the DRMS and participate in its
activities.
3.2. Membership will begin when the membership fee is accepted by the Secretary.
3.3. The membership fee of the DRMS shall be approved by a majority vote of the Executive Committee.
3.4. Only members eighteen (18) years of age or older may vote at meetings of the DRMS.
3.5. Members may resign at any time in writing to the Secretary or verbally at a meeting.
3.6. The Executive Committee may unanimously and for good reason terminate the membership of any
individual. The individual concerned shall have the right to be heard by the Executive Committee,
accompanied by a friend, before a final decision is made.
4.
Executive Committee
4.1. The Executive Committee shall consist of the President, Vice President, Past President, Secretary,
Treasurer, and up to two members-at-large, all of whom must be resident in the Deep River area.
4.2. The Executive Committee, with the exception of the Past President, will be elected at the Annual
General Meeting (AGM).
4.3. Executive members shall hold office from one AGM to the next.
4.4. The Past President shall be ex officio. Should this person be unable to serve, the new executive may,
at its discretion, appoint a former President of the DRMS to the position.
4.5. Each Executive Committee position will be elected individually in the order: President, Vice
President, Secretary, Treasurer, members-at-large.
4.6. If less than four people are elected to a new executive the old Executive shall remain with authority to
decide the future of the DRMS.
4.7. If an Executive Committee position is not filled at the AGM, then the newly-elected Executive
Committee with at least four members may appoint someone to the vacant position(s).
4.8. Where a position on the Executive Committee, other than the President, becomes vacant during the
term of office, the Executive Committee may appoint a qualified person to the position, and such
person shall hold office until the next AGM. Where the office of President becomes vacant during
the term, the Vice-President shall assume and hold the office of President until the next AGM.
4.9. Any member of the Executive Committee may be removed from office by a vote of three-quarters of
the members (as defined in Article 3.1) attending a meeting at which three quarters of the members
are present.
4.10. Executive members shall serve without remuneration but may, with the approval of the Executive as a
whole, be reimbursed for expenses incurred in the performance of their duties.
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5.
Duties of the Executive Committee
5.1. The Executive Committee shall be the governing body of DRMS and shall be ultimately responsible
for all activities of DRMS. Any activity taken in the name of DRMS must have the prior approval of
the Executive Committee.
5.2. The Executive Committee will meet between Annual General Meetings at dates and times to be
agreed by the committee.
5.3. A quorum for Executive Committee meetings shall be four.
5.4. In addition to specific duties prescribed in Articles 5.8 to 5.12 and elsewhere in the Constitution, the
Executive Committee shall be responsible for public relations, external liaison, social and personnel
activities, publicity, fund raising and properties.
5.5. The Executive Committee will seek and, by resolution, appoint Production Teams and provide
guidelines, limits and performance requirements for them.
5.6. Further, the Executive Committee shall, by resolution:
a) determine the overall artistic direction of DRMS
b) manage the daily business of DRMS independent of approved productions
c) establish procedures for the conduct of DRMS business
d) cause a complete review of the Constitution to be made at least every three years to ensure it
continues to reflect the purposes and needs of DRMS
e) procure operating liability insurance on behalf of the DRMS.
5.7. The responsibilities listed in Article 5.4 to 5.6 shall be allocated by the Executive Committee
members among themselves at their first meeting, following the Annual General Meeting.
5.8. The President shall:
a) give managerial direction and leadership to DRMS
b) call meetings of the Executive Committee, preside over these meetings, and ensure that minutes
are available to the Members of the Executive Committee
c) call Annual General Meetings and Special General Meetings of the members, preside over these
meetings, and ensure that minutes are available to the Members
d) ensure that the appropriate procedures for the conduct of the Executive Committee are in place
e) delegate or assign additional duties to members of the Executive Committee
f) be the official spokesperson for DRMS
g) be an ex officio member of all DRMS committees.
5.9. The Vice President shall:
a) perform all the duties of the President in the absence of the President
b) perform any duties as requested by the President.
5.10. The Secretary shall:
a) keep Minutes of meetings of the Executive Committee and of Annual General Meetings and
Special General Meetings
b) maintain the records
c) maintain a membership list
d) perform any duties as requested by the President.
5.11. The Treasurer shall:
a) be the custodian of the funds and disburse funds at the direction of the Executive Committee
b) deposit all moneys in a recognized financial institution selected by the Executive Committee
c) present financial reports at any time the Executive Committee may designate, and a complete
written financial report at Annual General Meetings
d) perform any duties as requested by the President.
5.12. The Members-at-Large and Past President shall perform any duties as requested by the President.
6.
Annual General Meeting
6.1. The Annual General Meeting will be held within 4 months of the end of the Fiscal Year.
6.2. The business of the meeting shall include:
a) a report from the President of activities throughout the year
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6.3.
6.4.
6.5.
6.6.
6.7.
b) a financial report
c) any other business
d) the election of Executive Committee members for the following year.
Nominations for the Executive Committee may be made at the meeting.
The Secretary shall place a meeting notice in the North Renfrew Times a week prior to the meeting.
The quorum for the AGM will be 20% of the membership or 10 members, whichever is the smaller
number.
The election of the Executive shall be by secret ballot.
The Meeting will be chaired throughout by the out-going President.
7.
Special General Meetings
7.1. The Secretary will call a Special General Meeting at the request of the Executive Committee or if
asked to do so, in writing, by at least ten (10) members.
7.2. The Secretary shall place a meeting notice in the North Renfrew Times a week prior to the meeting.
7.3. The quorum for a Special General Meeting will be 20% of the membership or 10 members, whichever
is the smaller number.
8.
Rules of Procedures
8.1. With the exception of changes to the constitution all motions that arise at any meeting will be decided
by a simple majority of those present and entitled to vote.
8.2. If the number of votes cast on each side are equal the chair of the meeting shall have an additional
casting vote.
8.3. Any motion must have a proposer and a seconder before it is discussed or voted on.
9.
Finances
9.1. The fiscal year will run from January 1 to December 31.
9.2. Records of income and expenditure will be maintained by the Treasurer and a financial statement
given to each Annual General Meeting.
9.3. Bank cheques written against the funds of the DRMS shall require any two signatures of: President,
Treasurer, and Secretary.
9.4. No member shall benefit financially as a direct result of membership in the DRMS.
10. Amendments to the Constitution
10.1. Amendments to the constitution may only be made at the Annual General Meeting. Proposed
amendments will be distributed with the agenda for the meeting.
10.2. Any proposal to amend the constitution must be signed by five members and given to the Secretary in
writing at least two weeks before the notice of the meeting at which it is to discussed is due to be
circulated.
10.3. Any proposal to amend the constitution will require a three-quarters majority of those present and
entitled to vote.
10.4. Any amendments shall be effective from the date of approval or from some future date specified in the
amendment.
10.5. The Executive will place any proposed amendment meeting the requirements of Section 10.2 on the
agenda of the next following Annual General Meeting.
11.
Dissolution
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11.1. If a General Meeting, by three-quarters majority, decides that it is necessary to close down the DRMS,
the Executive Committee may call a Special General Meeting to dissolve the DRMS. At least 21
days notice will be given to members.
11.2. If it is agreed to dissolve the DRMS all remaining money, once outstanding debts have been paid, will
be donated to a local organization to be decided by a vote of the general membership.
Approved by the Membership of the Deep River Musical Society 2007 March 22.
DRMS Constitution Approved 2007 Annual General Meeting 2007 March 22
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