Constitution- Howdenshire Live Arts 19-7-23 The organisation is called Howdenshire Live Arts- we use a shortened version of this title which is Howden Live. ertlves: l. To promote and publicise live arts in all their forms within Howdenshire 2. To promote performances in the area by professional companies 3. To promote workshops and activities that allow mernbers and the publlc to experience a varlety of arts actlvltles and to gain experlence In them. 4. To raise funds in order that the organisation shall finance their artivities 2 Membershl l. Membership will be open to all persons interested in promotin8 the HLA objective5 2. Membership will be personal and not representatlve of any other or8anisatlon 3. Any person may be barred from membership by J/4 majority declsion of the HLA committee 4. Members wlll attend regular meetings as approprlate and take an active role in planningi votingi preparlng, and administerln8 events. Following Covid restrictions l ifting we have105t momentum a little and have not had as many meetings as previously. 3 Admi onof l. By participation in HLA actlvltles rs 4 Committee l. The business of HLA shall be conducted by a commlttee conslsting of: Chalr b. Secretary c. Treasurer d. Financial auditor e. Other officers as HLA shall from time to time decide are necessary to fulfil specific functions on behalf of the organisation. 5 Elertlon of offlcers l. Officers of HLA must be nominated for the said posts of Chair, Secretary, Treasurer, and Auditor which must be duly proposed and seconded, and such a vote be recorded in the minutes of the meeting during which the voting took place. 2. The financial records must be clear, concise, and available for any members of the committee to audit. At least one committee member other than the treasurer or any other suitably trustworthy and able person must audit the financial records annuallv. 3. The officers and auditors of HLA shall retire annually but can be eligible for re-election if so desired. 4, The committee shall from time to time appoint promoters and project or8anisers as desirable. Constitution- Howdenshire Live Arts 19-7-23 6 Meetln l. Promotion and project meetings shall be held Monthly or as and when suits the need5 of the organisation. The dates of the meetings will be set in advance and all members notified, In exceptional circumstances it may be necessary to change the date. 2. Meeting5 may be held at a local venue or virtually, via electronic devices. 3. The annual review meeting shall be held between April - August each Year to: Receive and adopt the financial statement for the preceding year. b. To elect officers and auditors by simple majority vote. To transact such other pertinent business that might arise. d. Fourteen day5 notice of the annual revlew shall be given by direct communication from the secretary to the members. e. A8enda items for the annual review must be placed with the secretary at least seven days before the meeting. Notice may be given of meeting dates by any of the following methods: l. Verbally ii. Email iii. Text message Iv. Phone call v. Letter 4. A speclal general meeting may be convened by the secretary by.. Direction of the committee b. Dlrectlon of 213ds of the members. 5. No buslness where notice has not been glven shall be transacted. uoru A Quorum at a commlttee meeting shall be 2/3d5 of the total membershlp. 8 Flnances l. A person or persons shall be appointed at each annual review to function as external auditor. 2. The treasurer shall keep a proper account of the finances up to the 31" March each year for the organisation and present these for a uditing to the appointed auditor. 3. Any monies whatsoever received by HLA shall be paid into the HLA bank account. 4. The funds of HL4 shall be under the control of the committee and no monles of over £200 shall be paid without the authority of the committee. 5. The use of cheques shall be phased out in favour of bank cards and on-llne banking. 6. Relevant appointed members shall hold HL4 cash cards which can be used to pay for good5 or draw cash from a bank or an ATM, 7. The funds of HLA shall not be used for any purpose contrary to the objectlves defined In section l. Constitution - Howdenshire Live Arts 19-7-23 9 General l. Accurate minutes of all meeting5 shall be kept in a suitable format and circulated to members prior to the next meeting. 2, These rules may be altered at any time by resolution of any general meeting or annual review providing that the intention to alter is given in the notice of the meeting. 3. The decision about any artivities of the organisatlon shall be made by a 213ds majority. 4. No voting by proxy shall be allowed. 5. Only members aged 16 years or over are eligible to vote. 10 Dissolution l. Howdenshlre Live Arts may be dissolved at any general meeting or annual review providing that the motion of dissolution is given in the notice convenlng the meeting. 2. The funds and assets of HLA shall be disposed of as the HLA trustees together with the member5 see fit. Signed Mark Rodger irperson & Trustee Dated Signed Anthony Malham Trustee Dated Signed Elaine Meldrum Treasurer & Trustee Dated Signed Joe Besch U5tee Dated Signed Wendy Wilford Member Dated Signed George Hawthornthwaite Secretary Dated I Izs Signed Lynn Hawthornthwaite eR&5eTr)r (4 Co fy h-KAI Member Dated Member & Financial Auditor Dated Signed i Greg Hipkiss Signed Sabine Hipkiss Member Dated Signed Jeff Sharp Member Dated