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Ramsgate Operatic Society Registered charity no 109538 ​ ‘Covid Secure Rehearsals’ Risk Assessment: Ramsgate Operatic Society ­­ ​ Back to ROS policies

Ramsgate Operatic Society Cookies Policy : Use of cookies We use cookies to gather information about your computer for our services and to provide statistical information regarding the use of our Website. Such information will not identify you personally – it is statistical data about our visitors and their use of our Website. This statistical data does not identify any personal details whatsoever. We may also gather information about your general Internet use by using a cookie file. Where used, these cookies are downloaded to your computer automatically. This cookie file is stored on the hard drive of your computer, as cookies contain information that is transferred to your computer’s hard drive. They help us to improve our Website and the service that we provide to you. All computers have the ability to decline cookies. This can be done by activating the setting on your browser which enables you to decline the cookies. Please note that should you choose to decline cookies, you may be unable to access particular parts of our Website. Where we work with advertisers on our Website, our advertisers may also use cookies, over which we have no control. Such cookies (if used) would be downloaded once you click on advertisements on our Website. Back to ROS policies

Ramsgate Operatic Society Privacy Policy : ​ 1. This privacy policy applies to Ramsgate Operatic Society’s website at www.ramsgateoperatic.org.uk (the “Website”). We at Ramsgate Operatic Society ("ROS") take your privacy seriously. This policy covers the collection, processing and other use of personal data under the Data Protection Act 1998 (“DPA”) and the General Data Protection Regulations (“GDPR”). 2. For the purpose of the DPA and GDPR we are the data controller and any enquiry regarding the collection or processing of your data should be addressed to the secretary Bob Drywood at 10 Marlborough Close, Broadstairs, CT10 2HF 07732385414 ​ 3. By using the Website you consent to this policy. Information we collect 4. We will collect personal data on this Website only if it is directly provided to us by you the user, e.g. your e-mail address, name, home or work address and telephone number, and therefore has been provided by you with your consent. Normally you will only provide such details if you [wish to sign up for our free e-newsletter or other resources or are making a purchase from us 5. We also use analytical and statistical tools that monitor details of your visits to our website and the resources that you access, including, but not limited to, traffic data, location data, weblogs and other communication data (but this data will not identify you personally). Use of your information 6. We may hold and process personal data that you provide to us in accordance with the DPA and GDPR. 7. The information that we collect and store relating to you is primarily used to enable us to provide our services to you, and to meet our contractual commitments to you. In addition, we may use the information for the following purposes: 7.1 To notify you about any changes to our website, such as improvements or service that may affect our service; ​ 7.2 Where you have consented to receive our e-newsletters, from time to time to provide that to you. Disclosure of your information 9. Where you have consented for us to do so, we may provide your data to selected third parties who may contact you about their goods or services that you may be interested in. 10. If you do not want us to use your data for our [or third parties’] use, you will have the opportunity to withhold your consent to this when you provide your details to us on the form on which we collect your data, or you can do so by writing to us at the address detailed in clause 2, or sending us an email ​ 11. Please be advised that we do not reveal information about identifiable individuals to our advertisers but we may, on occasion, provide them with aggregate statistical information about our visitors. ​ Controlling the use of your data 12. If you have given us consent to use your data for a particular purpose you can revoke or vary that consent at any time. If you do not want us to use your data or want to vary the consent that you have provided you can write to us at the address detailed in clause 2 or email us ​ Where we store and transfer your data 13. As part of the services offered to you, for example through our Website, the information you provide to us may be transferred to and stored in countries outside of the European Economic Area (EEA) as we use remote website server hosts to provide the website and some aspects of our service, which may be based outside of the EEA, or use servers based outside of the EEA – this is generally the nature of data stored in “the Cloud”. It may also be processed by staff operating outside the EEA who work for one of our suppliers, e.g. our website server host, or work for us when temporarily outside of the EEA. 14. A transfer of your personal data may happen if any of our servers are located in a country outside of the EEA or one of our service providers is located in a country outside of the EEA. If we transfer or store your personal data outside the EEA in this way, we will take steps with the aim of ensuring that your privacy rights continue to be protected, as outlined in this privacy policy and in accordance with the DPA and GDPR. If you use our service while you are outside the EEA, your personal data may be transferred outside the EEA in order to provide you with these services. 15. We do not use or disclose sensitive personal data, such as race, religion, or political affiliations, without your explicit consent. ​ 17. Otherwise, we will process, disclose or share your personal data only if required to do so by law or in the good faith belief that such action is necessary to comply with legal requirements or legal process served on us or the website. Security 18. The transmission of information via the Internet or email is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of data while you are transmitting it to our site; any such transmission is at your own risk. Once we have received your personal data, we will use strict procedures and security features to try to prevent unauthorised access. 19. Where we have given you (or where you have chosen) a password so that you can access certain parts of our site, you are responsible for keeping this password confidential. You should choose a password it is not easy for someone to guess. Third party links 20. You might find links to third party websites on our website. These websites should have their own privacy policies, which you should check. We do not accept any responsibility or liability for their policies whatsoever as we have no control over them. ​ Your rights 21. The DPA and GDPR give you the right to access information held about you by us. Please write to us or contact us by email if you wish to request confirmation of what personal information we hold relating to you. You can contact us as detailed in clause 2, above, or by email There is no charge for requesting that we provide you with details of the personal data that we hold. We will provide this information within one month of your requesting the data. 22. You have the right to change the permissions that you have given us in relation to how we may use your data. You also have the right to request that we cease using your data or that we delete all personal data records that we hold relating to you. You can exercise these rights at any time by writing to us at the address detailed in clause 2, above, or by using the 'contact us' button Changes to this policy 23. We may update these policies to reflect changes to the website and customer feedback. Please regularly review these policies to be informed of how we are protecting your personal data. ​ We welcome any queries, comments or requests you may have regarding this Privacy Policy. Please do not hesitate to contact us Back to ROS policies

Useful Links (Click on the icon) Noda Newsletter Newsletter Magazine Noda Magazine NODA is the National Operatic and Dramatic Association. They offer help and have been supporting amateur theatre companies since 1899. ​ NODA members can benefit from advice and support and tailored insurance policies, as well as discounted rates on scripts and performing rights, They publish a regular members’ magazine "NODA Today". ​ The Stage is a British weekly newspaper and website covering the entertainment industry, and particularly theatre. It was founded in 1880. It contains news, reviews, opinion, features, and recruitment advertising, mainly directed at those who work in theatre and the performing arts. Other useful links Amdram Amdram Groups Sarah Thorne Thanet Theatres Website with Amdram directory for other societies and groups Tom Thumb Theatre Royal Winter Gardens Kent Theatres Marlowe Hazlit Orchard Leas Cliff Hall

Ramsgate Operatic Society Policy and Procedures As a registered charity, the society takes it's legal obligations and duty to it's members and the public, seriously. In order to assist and comply with statutory requirements and our duty of care, we have a number of polices and procedures which are reviewed annually. Here at R.O.S. we strive to ensure that all our members are aware of what is expected of them when working with or representing the Society. Below are links to some of our main policy documents available for public scrutiny. Constitution Code of Conduct Safeguarding Equal Opportunities Health and Safety Social Media

Please click on individual phots to enlarge Main Gallery South Pacific 2010 ​ With thanks to Rachel! Back to Memory Lane

R.O.S. Articles I recently heard from a Patricia Rowe. She wrote to tell me about her mother Hilda MacDonald. She lived with her parents, brothers and sisters at 10 Nelson Crescent which is now the Royal Harbour Hotel. In her day, Hilda was fairly famous in Ramsgate and South East Kent as a local opera performer. Her speciality was Gilbert and Sullivan, where she would usually play the leading lady. Her earliest ro les were performing in The Mikado and HMS Pinafore for the local Ramsgate Operatic Organisation. The photo of Hilda on the right was taken in 1916. It would have been colourised by hand from the original black and white or sepia photograph. She would have been aged seventeen at the time. ​ Below are somet more pictures of Hilda in her performing days. ​ ​ ​ ​ Hilda Edith MacDonald: The first ever ‘ROS’ leading lady? ​ The last picture would seem to be from the Mikado but Patricia would be interested if anyone would know from the photographs what other Operettas Hilda might have been in? Patricia recalls family life when she was a little girl "They used to have some fun! My mother would dance the Hornpipe jig, My grandfather would entertain playing the bagpipes (they were stolen at the outbreak of the second world war when the family evacuated to somewhere out of danger,) He would get up on the dining room table and do a sort of highland fling as well." ​ ​ ​ One of Hilda's sisters played piano and the organ at the local cinema in the days of silent films. One of her brothers worked at the Grange as a chauffeur and drove one of the first cars in the town. He was given a silver plated tray as a thank you token after the first world war.

MEMBERSHIP AND GIFT AID FORM If you are interested in joining the Society please fill in the form below. You will be contacted regarding payment of your membership fee We collect and use your personal data in compliance with the (GDPR) General Data Protection Regulation and the relevant UK legislation. Our legal basis for holding and processing your data is for our legitimate interest and needs as a Society. This data will be used for running the Society, recording its membership and providing you with information and to help us organise our shows and events. Data may on occasion be shared with other relevant organisations and public bodies. PART 1: MEMBERSHIP FORM D.O.B. (Optional) I consent to my personal data being stored on a secure database for any membership and Society purposes and to being contacted by the Society via I have read and understand the Society’s policies including the code of conduct E-Mail Post Phone SMS Text Link to policies and proceedures PART 2: GIFT AID DECLARATION (Optional) N.B. There will be no extra cost to the member who gift aids their membership Boost your membership fee and/or other donation by 25p for every £1 you pay in membership fees or donate ​ Gift Aid is reclaimed by the charity from tax you pay for the current year. Your address is needed to identify you as a current tax payer In order to Gift Aid your membership fee and any other donation you must tick the appropriate box or boxes below I want to Gift Aid my donations from this tax year onwards I want to Gift Aid all the donations I have made in the previous four tax years I am a UK taxpayer and I understand that if I pay less Income Tax (and/or Capital gains Tax} than the amount of Gift Aid claimed on all my donations in that tax year it is my responsibility to pay any difference. A hard copy of this form will be produced by the Secretary which you will be asked to sign By signing the form you are agreeing to your details being held by the charity and being sent electronically to HMRC. They will be used for processing Gift Aid and no other purpose. Your details will be retained for only as long as required under the relevant Finance Act.. Please notify the Secretary if you wish to cancel this declaration, change your name or home address or no longer pay sufficient tax on your income and/or capital gains. If you pay Income Tax at the higher or additional rate and want to receive the additional tax relief due to you, you must include all your Gift Aid donations on your Self-Assessment tax return or ask HM Revenue and Customs (HMRC) to adjust your tax code. Thank you for for submitting this membership form Submit this form A printable blank membership form is also available for completion for the Secretary ​ Download printable form

Ramsgate Operatic Society Registered charity no 109538 HEALTH AND SAFETY POLICY The Ramsgate Operatic Society recognises and accepts its health and safety duties for providing a safe and healthy environment (as far as is reasonably practicable) for all its members and other visitors to its rehearsal venues, show venues and any other premises or location that the Society may use for its activities. The Society also recognises its obligations under all relevant legislation and common law duties of care. to a standard of equivalence to that of the following regulations: Health and Safety at Work Act 1974, The Fire Precautions (Workplace) Regulations 1997, The Management of Health and Safety at Work Regulations 1999, The Society furthermore recognises its legal responsibilities under The Children and Young Persons Act 1963, in respect of the employment and performance of children. Ramsgate Operatic Society will: Take all reasonably practicable steps to safeguard the health, safety and welfare of all personnel on the premises; Provide adequate working conditions with proper facilities to safeguard the health and safety of personnel and to ensure that any activity which is undertaken produces no unnecessary risk to health or safety; Encourage persons on the premises to co-operate with the Organisation in all safety matters, in the identification of hazards which may exist and in the reporting of any condition which may appear dangerous or unsatisfactory; Maintain safe arrangements for the use, handling, storage and transport of props and scenery Provide sufficient information and instruction, to enable everyone to avoid hazards and contribute to their own safety and health; Appoint a named person as Health and Safety Officer who will have particular health and safety responsibilities; Provide adequate First Aid facilities; Make sure that the workplace satisfies health, safety and welfare requirements, eg for ventilation, temperature, lighting and for sanitary, washing and rest facilities; Make, as reasonably practicable, safe arrangements for protection against any risk to health and safety of the general public or other persons that may arise for the Society’s activities; Duty of the membership Members and volunteers also have a duty of care .They include the following: To take reasonable care for their own health and safety, and that of other persons who may be affected by what they do or do not do; To co-operate with Ramsgate Operatic Society on all health and safety issues; To report at the earliest opportunity injuries, accidents or dangerous occurrences including those involving the public and participants in activities organised by the Society. The Society accepts no responsibility for medical conditions or pre-existing injuries which have not been declared. This extends to any adverse effects from any necessary first aid treatment administered to the member or volunteer. ​ Fire Precautions All personnel must familiarise themselves with procedures and follow directions in relation to fire. At the Society’s main rehearsal venues and performance venues all members should know the location of all the fire extinguishers, the fire exits and the assembly points. When at a theatre venue, fire evacuation is usually the responsibility of the Theatre’s in house stage manager and technical crew. All ROS stage actors and personnel will listen and obey given instructions; Members are asked not to park in front of fire exits or place any obstruction in front of fire exits, outside or inside the building(s) used by the Society. In the case of a fire, everyone will follow instructions given by the Theatre’s in house stage manager and technical crew or the Society’s H&S Officer or deputy. Persons discovering a fire should sound the nearest alarm; • The first duty of all workers is to evacuate all people from the building by the nearest exit immediately the fire is discovered; • All persons must evacuate the building and, where possible without personal risk, leave all doors and windows closed; • If any fire occurs, the Kent Fire and Rescue Service must be called immediately by dialling 999 (or 112) and asking for “Fire”; • When the Fire and Rescue Service arrives, advise if all persons are accounted for and location of fire. • No-one should leave any fire assembly points before the attendance sheet has been checked; First Aid The current First Aiders for the Society will be displayed on the Notice Board in the main hall. A First Aid Box is provided by the ‘tea counter' in the main hall. Accident Book ROS has a duty to keeps a record of any injury suffered by a member or visitor on premises being used by the Society, however slight. A ROS accident book shall be kept with the first aid kit when at a rehearsal or performance venue and maintained and stored by the H&S Officer or a deputy when not in use. The H&S Officer or a deputy will record the details of any incident that requires first aid, in the accident book together with any other particulars as are required by regulations. Performance venues may also need to record such incidents using their own ‘In House procedures’. Leaving the rehearsal venue Close-down checks will be made of all parts of the rehearsal venue at the end of a session and electrical apparatus turned off and unplugged i.e.lights off, internal doors closed and outside doors and windows closed and secured. Theatre Attendance The H&S Officer will liaise with theatre staff, in particular the Theatre Technicians, to agree the responsibility for safety in the theatre and to identify any particular hazardous areas or situations that need to be addressed. The H&S Officer will inform the cast and back stage crew of all safety matters that need to be notified to them. A safety briefing will be given to all participants after ‘get in’ at any performance venue. Dressing rooms All members are asked to keep their dressing room tidy. The Wardrobe manager will supervise the storage of costume packing cases. If there is a fault with the tannoy system, tell the stage manager so it can be dealt with by Theatre staff. Facilities for the disposal of waste materials must be kept in a clean and hygienic condition. Waste must be disposed of in an appropriate manner and in accordance with any special instructions relating to the material concerned. On-stage and in the wings The Stage Manager is responsible for ROS stage crew. The H&S Officer will inform them of the relevant procedures. The H&S Officer is responsible for checking that the ROS Stage Manager and ROS stage crew liaise with the Theatre technical staff. ROS recognises that the stage and its wings can be hazardous areas. The H&S Officer will ensure a risk assessment is undertaken of the activities and situations that present themselves or could present themselves in the areas concerned. A risk assessment will be carried out by the designated ROS H&S officer and a hard copy provided. Where the theatre has carried out its own risk assessment, then the H&S Officer will liaise closely with the theatre. All members attending a performance venue for the first time will be expected to make themselves familiar with the layout of the building. In the case if emergencies, cast and crew will follow instructions given by the Theatre’s in house stage manager and technical crew or the Society’s H&S Officer or deputy and will report to the Stage Manager/ H&S Officer at the assembly point. Front of house The ROS Front of House Manager will liaise with the Theatre Front of House staff so that each has identified themselves to each other and each party has understood the respective roles of the parties concerned. In the case of emergencies, the ROS front of house team will follow instructions given by the Theatre staff, and will report to the ROS Front of House Manager at the assembly point. Orchestra Pit The H&S Officer will inform the Musical Director about health and safety procedures. The MD must check that the orchestra is familiar with the procedures. No unauthorised members of the Society should enter the orchestra pit. In the case of emergencies, the MD and orchestra will follow instructions given by the Theatre staff, and will report to the Stage Manager at the assembly point. Safety Clearways Corridors and doorways must be kept free of obstructions and properly lit. Sign-in sign-out ROS will use a sign-in and sign-out register for its performance venues. Each member is required to sign-in and sign-out. Alcohol, Drugs and Tobacco Smoking on the premises and the use of Drugs (except under medical supervision) on the premises are prohibited at all times. The use of intoxicants (alcohol) is prohibited and no member or volunteer may participate in any activities if under the influence of alcohol or drugs (except under medical supervision) Children ROS defines a child as a person aged from 5 to 16 years of age. And a young person as a person aged from 16 to 17 years (up until their 18th birthday) No child under 5 will take part in ROS activities. The designated Safeguarding Officer is responsible for telling children about our H&S procedures. Adult members are reminded of the need to exercise special care and attention when performing with children and young persons. (For more information please refer to our safeguarding policy) General information The H&S Officer (or in their absence the Assistant to the Director) is responsible for checking that props and staging are safe. Members must work safely with props, and refuse to use any that are, in their reasonable opinion, unsafe. In particular members are forbidden to stand on makeshift rostra such as plastic nesting chairs or fold-up tables. Members are asked to attend rehearsals wearing suitable loose fitting clothing and footwear that is nonslip. In the event of an injury or illness, inform the designated first aid officer or ring for an ambulance directly. To call an ambulance – dial 999 (or 112) and ask for “ambulance”; Any volunteer with a health and safety concern must first tell the responsible Committee member. If, after investigation, the problem is not corrected in a reasonable time, or the responsible committee member decides that no action is required but the volunteer is not satisfied with this, the volunteer may then refer the matter to the management committee chairperson. This must be in writing. If the volunteer is still dissatisfied, the matter will be entered on the agenda for the next meeting of the Management Committee. Electrical equipment used by the Society will be subject to Portable Appliance Testing (PAT) where deemed appropriate and necessary. To help prevent manual handling injuries, members and volunteers are expected to exercise caution when lifting any heavy objects, using correct back posture and assistance from another person when possible. This policy will be monitored by the Committee to make sure that our health and safety objectives are achieved and maintained and will be subject to annual review. Back to ROS policies

Ramsgate Operatic Society Registered charity no 109538 SOCIAL MEDIA POLICY ​ Introduction We encourage and welcome open, lively debate, but the decision to publish comments and/or images (including video) via any social media, associated with the Charity, remains at the discretion of the Trustees. The views expressed by any third party upon these platforms belong solely to them and are not necessarily endorsed by the charity. One or more Trustees shall be named as hosts or administrators of any such page, website or account. The Definition Social media is an interactive online media that allows users to communicate instantly with each other or to share data in a public forum. It includes social and business networking websites such as Facebook, Pinterest, Tumblr, Twitter and LinkedIn. Social media also covers video and image sharing websites such as Instagram, Snapchat, YouTube and Flickr, as well as blogs. This is a constantly changing area with new websites and platforms being launched on a regular basis, and therefore this list is not exhaustive. Official Accounts For everyone posting on our behalf on any platform, the following rules must at all times be followed: • Never post any potentially offensive or libellous material. • Ensure that any communication has a purpose and a benefit for the society. • Obtain permission from the committee before embarking on a public campaign using social media. • Request a committee member to check and approve content before it is published online, if necessary. • Follow any additional guidelines given by the society. Members’ Accounts Comments and/or images on any Charity associated social media platform will be acceptable if they conform to the following criteria: They do not bring the Charity into disrepute Comments and/or images shall not be malicious or offensive in nature, and shall not constitute a personal attack on a person’s character and shall not constitute bullying, harassment or discrimination against any organisation or individual They do not incite hatred on the basis of race, religion, gender, nationality or sexuality or any other personal characteristic They do not reveal personal details, such as private addresses, phone numbers, email addresses or other online contact details, unless expressly desired by that person. They are reasonably concise, and do not constitute spamming of the site. They do not impersonate or falsely claim to represent a person or organisation. They are not party political in nature. They do not include offensive, hate or other obscene material. They do not break the law – this includes libel, condoning illegal activity, and breaking copyright. They do not advertise commercial products and services except for the purpose of advertising amateur productions, or trips to see professional productions They do not disparage any member of the Charity, or any other amateur group or member Persons under 16 of age shall obtain the permission of their parent or guardian before submitting a comment. Ensure that any personal views expressed are clearly stated as yours alone and not representative of the society’s views. Do not bring the society into disrepute, for example by posting images or video clips that are inappropriate or links to inappropriate website content. Do not allow your interaction on social media websites or blogs to damage working relationships with or between members, audience members or suppliers of the society, for example by criticising or arguing with such persons. Do not post any personal details of anyone connected to the society without their express permission. Avoid making any derogatory, offensive, adverse, discriminatory, untrue, negative, critical or defamatory comments about the society, other members, patrons, contractors or suppliers, or any comments which might reasonably be considered to insult, damage or impugn the society’s or their reputation or character. Do not disclose any secrets or confidential, proprietary or sensitive information belonging to the society or members. This may include the nature or title of upcoming shows. Do not breach copyright or any other proprietary interest belonging to the society. Social Media Monitoring The society reserves the right to monitor the use of social media on the internet. We may do this through randomised searches, specifically looking up profiles we suspect, or are referred to, as breaking the rules. The purposes of this monitoring are to: Ensure compliance with our own policy. Ensure the society is complying with our own policies and legal obligations. Protect the interests and reputation of the society and its members. Contravention of this Policy If necessary, any article comment, image, video, thread or post shall be moderated by the Trustees and will be removed if it does not meet the above criteria. Persons or Organisations who ignore this ruling shall have their threads, comments or posts removed. Any member found to repeatedly or seriously breach our policy may be asked to leave the society. ​ ​ Back to ROS policies

NEWS AND EV E N T S ​ Next quiz night: On hold for the moment! Over £300.00 was raised at our last R.O.S. quiz night Help us do even better at our next quiz by supporting, sharing and coming along! Further details to follow at a later date 7 for 7.30 start. £5 per person 6 - 8 per table. Bring your own food/nibbles and drinks Email barrytodd59@yahoo.co.uk mobile 07827314513 .

​ 1. Name The Charity shall be known as “Ramsgate Operatic Society” (the Society). 2. Objects The objects of the Charity are to advance public education in the operatic and dramatic arts particularly by the provision of public performances; and for such other charitable purposes as the Charity shall determine. 3. Powers of the Charity Power to promote opera, operettas and other musical and dramatic works; Power to purchase, acquire and obtain interests in the copyright of, or the right to perform or show, any such dramatic or operatic works; Power to purchase or otherwise acquire plant, fixtures, machinery, fittings, scenery and all other necessary effects; Power to raise funds and invite contributions from any person or persons or organisations by way of subscription, donation and otherwise; provided that the Society shall not undertake any permanent trading activities to raise funds; Power, subject to any consent required by law, to sell, lease or dispose of all or any part of the property of the Charity; Power, subject to any consent required by law, to borrow money and to charge all or any part of the property of the Charity with repayment of all of the money so borrowed; Power to cooperate with other charities, voluntary bodies and statutory authorities operating in furtherance of the objects or of similar charitable purposes and to exchange information and advice with them; Power to establish or support any charitable trusts, associations or institutions formed for all or any of the objects; Power to appoint and constitute such advisory committees as the Trustees may think fit; Power to do all such other lawful things as is necessary for the achievement of the objects. 4. Constitution The Charity shall consist of Trustees, Members, Youth Members, Honorary Members and Friends. The Charity shall elect a Board of Trustees to run its affairs, social affairs and fundraising activities. 5. Trustees Trustees must be paid-up Members of the Charity elected at the Annual General Meeting (AGM) or co- opted in accordance with clause 12.4 of the Constitution. The Board of Trustees shall comprise of a Chairperson, Secretary and Treasurer and five further Trustees. The Chairperson, Secretary and Treasurer shall act as Executive Officers of the Board of Trustees. A quorum of the Board of Trustees shall consist of two Executive Officers and three other Trustees. In the absence of the Chairman, one other Executive Officer shall chair the meeting. The Trustees shall maintain confidentiality of all decisions taken in meetings of the Trustees. Other persons may be invited to attend one or more meetings of the Trustees on a temporary basis for the purpose of discussing a specific point or points. However such persons will not be entitled to a vote at that meeting, if a vote is called by the Chairman. It is a condition of membership of the Board of Trustees, or of any Member of the Society required to attend one of its meetings on a temporary basis, that the confidentiality of any discussion is maintained, unless published otherwise in the official minutes. The Trustees may appoint a prestigious person as Patron of the Charity. The Trustees may appoint members to committees (other than the Board of Trustees), sub-committees, working groups and ad-hoc groups to deal with specific projects and topics. Such committees, sub- committees, working groups and ad-hoc groups and its members shall be disbanded at any time at the discretion of the Trustees. The Trustees shall appoint a Youth Coordinator to organise the activities of the Society’s youth group. The Youth Coordinator may be elected as a Trustee at an AGM in which case, for that coming year, they would have full voting rights as a Trustee. Any Trustee unable to attend a committee meeting in person may participate via video link. 6. Membership Membership shall be open to all those who have sympathy with the Objects of the Charity, wish to further its Objects and pay the annual membership fee. Members shall be required to fully abide by the Society’s constitution, policy and code of conduct. Transfer to another membership category or expulsion of members, shall rest with the Trustees. There shall be four categories of membership: Members: Persons over the age of 17 who are either performing or non-performing and fulfilling a useful role within the Society. This category of membership shall have full voting rights at AGMs and EGMs called in accordance with the rules. Youth Members: Persons between the age of 6 to 17. Such persons shall have no voting rights at AGMs and EGMs called in accordance with the rules. Honorary Members: Persons who are recognised by the Trustees as having given outstanding service to the Society shall be appointed by the Trustees, and such appointments shall be for a period as determined by the Trustees. Such persons shall have full voting rights at AGMs and EGMs called in accordance with the rules. Friends: Persons who wish to support the Objects of the Charity by making an annual financial donation to the Charity but who do not wish to participate in the active running of the Charity. Such persons shall have no voting rights at AGMs and EGMs called in accordance with the rules. 7. Capabilities of Candidates for membership All prospective performing Members shall satisfy the Trustees as to their abilities by audition. An audition of such applicants shall be held in front of a minimum of two Trustees to assess the suitability of the applicant. The decision as to successful application for membership rests with the Trustees and their decision is final. Candidates will be advised in writing by the Secretary of the result of their audition. A member, whose membership lapses for two or more years, may be required to re-audition to become a member of the Society. A successful show casting audition by a non-member of the Society, will also qualify as a successful audition for membership. (See clause 16.2) The Youth Coordinator shall decide on the suitability of candidates for membership of the Youth Group. 8. Membership records 8.1 The Secretary shall maintain a record of all Members, Youth Members, Honorary Members, Friends and necessary contacts who are not members of the Society. All records shall be updated annually in accordance with the requirements of the Data Protection Act and General Data Protection Regulation (GDPR). All records kept are for internal use only and shall not be used for commercial purposes by the Charity. 9. Expulsion of members The Trustees shall reserve the right to expel any category of member who is considered by the Trustees to be unsuitable to remain as a member who brings the Charity into disrepute and/or does not act in the best interests of the Society including the inappropriate use of Social media as defined by the Charity’s policy documents. Any such decision to expel a member shall be taken by the Trustees meeting in special session. The vote for such expulsion shall be made in a full meeting of Trustees and shall require casting a minimum of 5 votes. The Youth Coordinator has the sole right to dismiss Youth Members, following discussions with the Trustees. 10. Membership fees Members other than Honorary Members shall pay an annual membership fee. The cost of fees will be determined by the trustees prior to the AGM for the ensuing year. The annual membership fee shall be paid by new members, re-joining members and existing members. The annual membership fee shall be due to be paid by the 31ST January of the current financial year. Friends shall pay a minimum annual donation as decided by the trustees prior to the AGM for the ensuing year. This donation becomes due on the day following the AGM and shall be paid by the 31ST January of the current financial year. Members wishing to participate in a production shall pay a show fee and, if felt appropriate, a costume fee in addition to their annual membership fee. The amount and date for payment of the Show Fee will be determined by the trustees and shown on the Audition Application Form. Membership fees for Youth Members will be determined by the trustees in consultation with the Youth Coordinator prior to the AGM for the ensuing year. Failure by any Member or Friend to pay either the membership fee or minimum donation by the due date as noted above may result in cessation of membership or friendship, unless just cause can be proven to the Trustees. New members who are accepted after 1st July of the current financial year shall pay half the full annual membership fee unless the membership fee has been set at £10.00 or less. The only exception to conditions of clause 10.3 and clause 10.5 shall be where arrangement has been made with the Treasurer for a fee to be paid at a later date. 11. Financial matters The financial year of the Charity shall be from 1st January to the 31st December. Individual summations of the income and expenditure of every production for the previous year, together with an annual profit and loss, income and expenditure account and balance sheet shall be prepared for submission to the AGM. The timetables for submission to members as defined in Clause 6 shall be as given in Clause 12 (Annual General Meeting). No member shall be able to borrow from the Charity. 12. Annual General Meeting The AGM will be held no later than 28th February each year at a time and place agreed by the Trustees. The Secretary shall notify all members of the meeting in writing at least 21 days before the meeting is due to take place. Those members requiring a proxy form shall notify the Secretary on receipt of the AGM documentation. Nominations for Trustees shall be made in writing to the Secretary not later than 7 days before the date of the AGM. The Secretary shall post the nominations on the Trustee notice board. Any vacancies not filled at the AGM shall be co-opted by the incoming Trustees, if deemed to be necessary. Only members (see clause 6) shall be eligible to vote on issues requiring voting. Any member who has offered their apology for non-attendance at the AGM to the Secretary not later than 7 days before the date of the AGM shall have the right to vote by. Members shall be able to deal with and question any relevant business at the AGM. Any Other Business for the AGM shall be provided in writing to the Secretary at least 7 days before the AGM (other AOB may be permitted at the discretion of the Chairman). Extraordinary General Meeting(s) An Extraordinary Meeting of the Charity shall be called at any time, at the discretion of the Trustees, when the Secretary has received in writing such a request from a member supported by at least 15 other members. The request for an EGM shall state the business of the meeting and shall be made in writing to the Secretary. The members of the Charity shall be given 21 days’ notice of such a meeting by the Secretary in writing. 3 Quorum The quorum for AGM’s and EGM’s shall consist of not less than 20% of paid up members and honorary members. No business other than formal adjournment of the meeting shall be transacted in such situations should the quorum requirements not be met. Choice of productions Productions shall be decided, by the Trustees. The options may include those from a selection of recommendations made by the members; unless in the opinion of the Trustees such recommendations are unsuitable. The Trustees, in making the final choice, shall take into account the abilities of the acting members, the availability of funds to cover such productions, the suitability of the venue and the likely suitability of the production to the general public. Casting Casting shall be by audition. The audition should be held in front of a panel consisting of Director, Musical Director, Choreographer (if appropriate) and two trustees. The choice of candidate for a particular role shall be by majority vote of the panel. In the event of a stalemate, the Director will have the casting vote. Any non-member awarded a part in a production, will be required to become a member of the Society. They will be required to pay a membership fee and to agree to all conditions of membership. Acceptance to the Society is at the discretion of the Trustees and such acceptance shall permit them full membership rights. The Director and Musical Director, with the approval of the Trustees, may if and when necessary, restrict the number of chorus members and/or require them to audition for a particular production. The Trustees, for reasons of safety of persons on stage, may decide to disallow persons considered unsuitable by reason of age or infirmity, from being in a specific production. Casting for ROS Youth Section productions shall be carried out under the jurisdiction of the Youth Coordinator. 17. Attendance A record of attendance of all persons entering the rehearsal venue shall be kept by the Secretary. This record shall be posted for members to complete as they enter the rehearsal building and the performance venue. The Director or a nominated representative shall record the attendance of each person in the production. Acting members who fail consistently to attend rehearsals may be dismissed from the production. Any decision to dismiss a member from the current production, due to unreported absence or for any other reason associated with the production, shall be taken by the Trustees (or a quorum thereof) in conjunction with the Director, Choreographer (if appropriate) and Musical Director (if appropriate). 18. Sale of tickets by members Members shall use their best efforts to maximise ticket sales through the Charity booking arrangements for all productions. 19. Conflicts of interest In the course of trustees meetings or activities, where the trustee board is presented with a conflict of interest, the interest should be declared and the trustee(s) involved should remove themselves from the discussion. The nature of the conflict and action taken to manage it will be recorded in the minutes and a subsequent entry will be made in the society’s ‘conflict of interest’ register. 20. Alteration to the rules No alteration of the rules shall be made except at an AGM or EGM of the Charity. Any alteration(s) to the rules shall be carried by a majority of two thirds of the votes cast at the said meeting. No alteration shall be made to Clauses 1 (Name), 2 (Objects), 21 (Dissolution of the Charity), and this Clause 20 without the approval of the Charity Commissioners of England and Wales. No amendment shall be made which would have the effect of making the Charity cease to be a charity at law. 21. Dissolution of the Society The Charity shall only be dissolved by resolution passed by a majority of at least five sixths of the members present and voting at either an Annual General Meeting or an Extraordinary General Meeting called for the purpose of considering such dissolution. In the event of such dissolution any balance of cash remaining in hand after the realisation of assets and payments of debts, shall be applied, distributed or transferred for such charitable purposes or to institutions having objects similar to the Objects of the Charity. The Trustees shall determine such action with the consent of the meeting. ​ ​ Back to ROS policies RAMSGATE OPERATIC SOCIETY CONSTITUTION AND RULES 2022