Downing Dramatic Society

Part I - The Society

Article 1 - The name of the Society shall be the Downing Dramatic Society (referred to in this document as "the DDS" or "the Society").

Article 2 - The purpose and aims of the DDS shall be to:

Supervise and provide for the production of all performances of a dramatic nature within Downing College.
Ensure that Downing College and the DDS have a respected name in University drama.
Strive to improve its members' general dramatic education by providing for related activities other than performances.

Article 3 - The DDS shall be bound by the constitution of Downing College JCR.

Part II - The Constitution

Article 4 - This document shall upon its ratification by the DDS supersede all previous constitutional material pertaining to the Society, and its provisions shall bind all members of the society.

Article 5 - This documents and its provisions may be amended only by a majority at an AGM (see Article 18) or EGM (see Article 20) when the amendment is on the agenda of that meeting. The amendment may be included on the agenda only at the request of at least three members of the DDS, one of whom must be a full member (see Article 6).

Part III - The Membership

Article 6 - Full membership of the DDS is extended to members of Downing College currently studying there who have been or are presently part of the cast and/or crew of a DDS production (see Part VI). Associate membership of the DDS is extended to all others outside of Downing College who have been or are presently part of the cast and/or crew of a DDS production. Honorary membership may be granted pursuant to Article 15-2.

Article 7 - An individual's membership of DDS shall be reviewed termly. Full membership may be maintained if that person has participated in a DDS or University production within 12 months of his/her last participation. Associate membership may be maintained if that person has participated in a DDS production within 12 months of his/her last participation. Full or Associate membership shall maintained if that person has shown tangible interest in remaining a member of DDS, to the satisfaction of the Committee.

Article 8 - Any member may resign at any time by notifying the committee in writing of their intention to resign. The resignation shall take effect forthwith on receipt of such written notice.

Article 9 - A record of membership shall be kept by the Secretary (see Article 10-3). This record needs be accurate only from the time this document is ratified.

Part IV - The Committee

Article 10 - The DDS shall have a Committee responsible for the day-to-day management and affairs of the Society, to which the following rules shall apply:

The Committee shall consist of a President, a Secretary, a Junior Treasurer, an IT & Communications Officer, a Technical Officer, two Ordinary members and a Senior Treasurer.
The President's responsibilities shall include calling and chairing Committee and Society meetings, holding the casting vote at such in the event of a tied vote, overall responsibility for DDS decisions and the duties noted in Article 27.
The Secretary's responsibilities shall include all Society publicity, such as notice of meetings and elections, making and distributing agendas and minutes, keeping all non-financial records (including details of previous shows), functioning as acting-President in the President's absence and the duties noted in Article 27.
The Junior Treasurer's responsibilities shall include management of the DDS bank account and funds, responsibility for DDS resources (see Part VII) and the duties noted in Articles 27 & 28.
The Senior Treasurer shall be appointed from the fellows of Downing College to audit the DDS accounts and liaise with the Junior Treasurer. Requirements for membership of the Society and the Committee are waived for the Senior Treasurer, who need attend meetings only at his/her discretion, and is not required to send apologies if he/she does not.
The ordinary members' responsibilities shall include management and responsibility for the DDS props cupboard and its contents, investigation of new projects and the duties noted in Article 27.
The IT & Communications officer will produce, maintain and update the DDS website as well as working with the rest of the committee in the day to day running of the society.
The Technical officer will manage and be responsible for the lighting in the Howard building and the portable lighting kit owned by the DDS. They will also be expected to help with technical matters during DDS performances when required.

Article 11 - The Committee shall meet a minimum of twice per term. Each member of the Committee shall receive reasonable notice and an agenda of such a meeting.

Article 12 - A Committee Meeting is quorate when at least 3/5 of the total number of Committee members (including co-opted members but excluding the Senior Treasurer) is present. Any unable to attend should send apologies through another Committee member.

Article 13 - A Committee Meeting shall be minuted by the Secretary. The Secretary shall retain two copies of the minutes for DDS records (which need be accurate only from the time this document is ratified). These records must be produced for inspection upon reasonable demand by any member of the DDS.

Article 14 - If any Committee member deems it necessary, he/she may call an Emergency Committee Meeting, no agenda need be published for such a meeting.

Article 15 - The powers of the Committee, exercisable only when sitting quorate at a Committee Meeting, shall be as follows:

Granting full or associate membership of the DDS to any person.
Granting honorary membership to any person.
As individuals, permitting members of the Society to have access to DDS resources - see Part VII.
The disposal of DDS funds, subject to the Senior Treasurer's annual audit (note that the Senior Treasurer and Junior Treasurer are required to be joint signatories of any bank accounts the DDS possesses in its own name).
The co-option of full members of the DDS to the Committee without election - other than in the circumstances detailed in Article 17. Their term of office shall end at the expiration of the term of office of the committee which co-opted them or such earlier date as may have been agreed by the committee on their co-option.
The resolution of tied results in DDS annual elections (see Article 16-8).
Deciding any other matters within the Committee's ambit that appear before it.

Article 16 - The DDS shall hold elections for all Committee posts other than that of the Senior Treasurer every Lent Full Term. If there is to be a DDS Annual Dinner (see Article 24) planned for that Term, the elections must precede it. The organisation of such elections is the outgoing Committee's responsibility, and the following rules shall apply to them:

Only full members of the DDS may stand for Committee posts or vote in elections for such.
Candidates must be nominated and seconded in signed form by full members of the DDS other than themselves and must submit a signed manifesto (the President must receive these nominations at least three days prior to the advertised date of the elections.
No person may nominate or second more than two other people for Committee posts, stand for more than one post, or hold any post if elected to another.
Notice of elections must be given to all full members of the DDS at least seven days in advance of the date of the election.
Election shall be by secret ballot, using the single non-transferable vote, and polls shall be open for 24 hours.
An impartial person or persons not a member or members of the DDS shall be appointed by the President to count votes and act as returning officer.
There shall be no recounts except when the two highest-placed candidates' results are within five votes of each other, and then only on the demand of one of those candidates - only one recount shall ever be permitted.
In the event of a tied result in the election, the outgoing Committee shall appoint one of the candidates to the relevant post (see Article 15-6).
The result of the elections, including the number of votes cast for each candidate, shall be published with in 48 hours of the closing of polls.
Official hand-over of posts shall occur at the first DDS Annual Dinner after the elections or at the end of the Lent Full Term following the election, whichever is sooner.

Article 17 - If the President, for whatever reason, relinquishes his/her post then the Secretary shall assume the role of President and a new Secretary shall be elected at an EGM. If any other member of the Committee, for whatever reason, relinquishes his/her post then a replacement shall be elected at an EGM.

Part V - General Meetings

Article 18 - There shall be a DDS Annual General Meeting every year, at which all members are permitted to attend. Such meetings shall be called by the President. At least 7 days in advance of such a meeting each full member of the DDS shall receive written notice and each associate member shall receive notice by any means possible. An agenda will be published at least 2 days in advance and be displayed prominently in college. Any member requiring a personal copy may obtain one on request from the secretary. If any member wishes to place an item on the agenda (including a possible amendment to the constitution - see Article 5) he/she must inform the secretary at least 4 days in advance of the AGM.

Article 19 - The format of an AGM shall be as follows:

Call to order, noting the time and date of such.
Apologies for absence.
Matters arising from previous minutes (excepting Constitutional matters).
Relevant reports from any Committee officers, including the year's events and productions.
Items on the agenda (Constitutional matters may be raised only in this category - see Article 5).
Any other business (excepting Constitutional matters).
Close, noting the time and date of such.

Article 20 - On the written request of at least three members of the DDS, one of whom must be a full member, the President or Secretary shall convene an Extraordinary General Meeting to discuss the matter specified in the request. Each full member of the DDS shall receive written notice and an agenda for such a meeting at least seven days in advance. Each associate member shall receive notice by any means possible and an agenda for such a meeting at least seven days in advance. The EGM shall have a definite purpose and discussion shall not range outside this purpose.

Article 21 - An AGM or EGM is quorate when at least twenty full members of the DDS are present.

Article 22 - An AGM or EGM shall be minuted by the Secretary and the minutes made available to all members within seven days of the meeting. The Secretary shall retain two copies of the minutes for DDS records (which need be accurate only from the time this document is ratified). These records must be produced upon reasonable demand by any member of the DDS.

Article 23 - The membership may decide the matters appearing before it by a simple majority decision when sitting quorate at an AGM or EGM. Further powers available to the membership (exercisable as above, but requiring a 2/3 majority decision of full members) are as follows:

The revocation of the membership of any member of the DDS.
The removal from his/her position of any member of the Committee.

Article 24 - Circumstances permitting, there shall be a DDS Annual Dinner, open to all members. This event shall be the outgoing committee's responsibility (including invitations and organisation).

Part VI - Productions

Article 25 - All public performances of a dramatic nature funded by the DDS shall be subject to the DDS Constitution. It the responsibility of the Producer to ensure that the Bursar of Downing College and the licensee of the Howard Building are informed of any impending production within Downing College (see Article 26-1).

Article 26 - All DDS productions must have the following production posts (of which no more than two may be held by any person):

A Producer, who, subject to the DDS Committee, has overall responsibility for the production, its administration and publicity, and for appointing and co-ordinating those holding other production posts (who shall all communicate through the Producer).
A Director, who, subject to the Producer, shall be responsible for he acquisition and instruction of the production's cast.
A Stage Manager, who, subject to the Producer, shall be responsible for the production's scenery, props, costumes and the acquisition and instruction of any stage crew required.
A Technical Manager, who, subject to the Producer, shall be responsible for the production's lighting and sound facilities and the acquisition and instruction of any technical crew required.

Article 27 - All holders of these posts who have not previously held such a position in a DDS production must have their duties explained by the Committee before they may use any DDS resources (see Part VII) or any technical equipment available in Downing College. This explanation must bear particular reference to health and safety requirements, and proper use of technical equipment.

Article 28 - All takings from DDS productions shall be surrendered to the Junior Treasurer, who will audit production accounts, reimburse reasonable expenses incurred by the cast and/or crew of the production upon production of the relevant receipts. It is not permissible to use any takings to fund any post-production parties.

Article 29 - Circumstances permitting, there shall be a Freshers' Play each Michaelmas Term. The regulations governing this DDS production are as follows:

The cast and crew shall consist entirely of newly matriculated First Years of Downing College, with the exception only of advisors appointed by the Committee who have no direct role in the production, or those with special permission from the Committee.
The play shall be instigated in the Michaelmas Full Term of matriculation, and be performed by the end of that Full Term.
All other previsions in this Part of the Constitution apply to the production and those involved with it.

Part VII - DDS Resources

Article 30 - The room at the top of the Howard Building containing DDS property, shall be deemed to be the DDS cupboard, the cupboard (and its contents) and the DDS keys, which shall be kept in the porters lodge when not in use, shall be deemed to be DDS resources for the society's exclusive use. Non-members of DDS shall not be permitted access to these resources, and members of the society shall be granted access only with the permission of a member of the committee. This permission may stand for a length of time stipulated by that committee member.