WOKING CHORAL SOCIETY RULES

1. NAME
The Society shall be called WOKING CHORAL SOCIETY.
2. AIMS AND OBJECTS
The aims and objects of the Society shall be the study and practice of choral music in order
to foster public knowledge and appreciation of such music by means of public performance.
3. MEMBERSHIP
The membership of the Society shall consist of Singing Members and Friends of Woking
Choral Society of whom only Singing Members may vote at a General Meeting.
4. OFFICERS
The Officers of the Society shall be a Chairman, Secretary, Treasurer and Assistant
Treasurer, all of whom shall be Singing Members.
The Officers shall be elected annually at the Annual General Meeting in accordance with the
procedure set out in rule 7.
5. PRESIDENT and VICE-PRESIDENTS
5.1 President
The Society shall appoint a President.
The President shall take the Chair at all General Meetings of the Society.
The President shall have the right to attend and speak at all meetings of the committee and
shall have the right to warn, the right to be consulted and the right to advise in all matters
relating to the Society.
The President shall be appointed at a General Meeting of the Society on a recommendation
from the Committee.
5.2 Vice-Presidents
The Society may appoint one or more vice-presidents.
The Society may confer upon the President and Vice-Presidents such rights and privileges as
may be thought fit.
6. COMMITTEE
The Society shall be managed by a Committee consisting of the Chairman, the Secretary, the
Treasurer, the Assistant Treasurer, (all of whom shall be ex-officio members of the
Committee), and not more than eight elected members.
Seven members of the Committee shall form a quorum.
7. ELECTION OF COMMITTEE MEMBERS
Any Singing Member of the Society may nominate one or more Singing Member(s) to serve
on the Committee. Nominations shall be sent to the Secretary at least seven days before the
Annual General Meeting, and the prior consent of each nominee must have been obtained.
Election shall be by ballot.
8. MUSICAL DIRECTOR
The Musical Director shall conduct the choral singing and give advice on musical matters.
The Musical Director shall have the right to attend and speak at all committee meetings,
except at those meetings where the terms and conditions of employment of him or his
successor are to be considered.
The Musical Director shall be appointed at a General Meeting of the Society on a
recommendation of the Committee. The motion to appoint must be carried by a majority of
the Singing members, who are up to date with their subscriptions in accordance with Rule
18.
9. POWERS OF COMMITTEE
The Committee shall:
(a) control the finance of the Society;
(b) decide the works to be performed by the Society from time to time;
(c) co-opt persons to fill casual vacancies arising among Officers or Committee members,
and
(d) have all powers necessary for carrying out the objects of the Society in accordance with
these Rules.
The Committee may appoint sub-committees (not necessarily composed of members of the
Committee) to deal with matters affecting the Society.
Every member of the Committee of the Society and every officer of the Society shall be
entitled to be indemnified out of the assets of the Society against all losses and liabilities
incurred in the proper execution of such member's or officer's duties provided that nothing
in this clause shall entitle such member or officer to any indemnity against liability arising
through negligence, fraud or similar actions.
10. THE CHAIRMAN
The Chairman shall:
(a) act as spokesman for the Society in all matters not specifically assigned to other Officers;
(b) act as the Chairman of meetings of the Committee;
(c) have the power to determine matters which (in his/her opinion) do not warrant the calling
of a special meeting.
11. VICE-CHAIRMAN
The Committee may elect a Vice-Chairman from amongst their number to undertake the
duties of Chairman in his/her absence.
12. THE SECRETARY
The Secretary shall:
(a) conduct the correspondence of the Society;
(b) have custody of the documents of the Society:
(c) keep full and accurate Minutes of all proceedings, and
(d) prepare a Report of the activities of the Society for the preceding year for submission to
members at the Annual General Meeting.
13. THE TREASURER AND ASSISTANT TREASURER
The Treasurer and Assistant Treasurer shall:
(a) maintain a bank account in the name of the Society;
(b) keep the Accounts of the Society;
(c) prepare Annual Report and Accounts for the year ending 31st July for approval by the
Committee;
(d) advise the Committee on the Society's financial affairs.
14. ASSIGNMENT OF DUTIES
The Committee may assign a member to carry out a specific duty for the Society.
The designated member is required to work within a previously agreed budget and to report
to the committee.
15. FINANCE
The Society may receive donations, grants-in-aid or financial guarantees. The income and
property of the Society shall be applied solely towards the promotion of the objects of the
Society as set out in its Rules and no portion thereof shall be paid or transferred, directly or
indirectly, by way of dividend or bonus to any member or members of the Society.
16. INDEPENDENT EXAMINATION OF ACCOUNTS
The accounts shall be audited or examined to the extent required by legislation or, if there is
no such requirement, shall be scrutinised by a person who is independent of the committee.
17. ELECTION OF SINGING MEMBERS
A candidate must satisfy the Musical Director and the Committee as to singing ability, and
be elected by the Committee or by a sub-committee appointed for that purpose.
18. ANNUAL SUBSCRIPTIONS AND PAYMENT
The Society's year starts on 1st August and consists of three terms, autumn, spring and
summer.
The amount of the full subscription for the year is set by the Committee. Students in fulltime
education are required to pay only half the full subscription.
(a) Continuing Members
Members’ annual subscriptions are due and payable by 30th June for the following year, but
members may defer paying half the subscription due until 31st December in the year
concerned.
Exceptionally, and by prior agreement of the Treasurer, members may defer paying three
quarters of the subscription due, in which case one quarter of the subscription is payable on
the last day of each of September, December and March in the year concerned.
(b) New Members
The subscription is due and payable immediately after passing the voice test. Those joining
in the autumn term pay the annual subscription, those joining in the spring term pay two
thirds of the annual subscription, and those joining in the summer term one third, subject to
adjustment for particular circumstances agreed with the Treasurer.
New members may defer paying part of their subscription in the year of joining by
agreement with the Treasurer and in accordance with the principles applicable to continuing
members.
19. RESIGNATIONS
Resignations shall be notified to the Secretary. Any member not paying his or her
subscription in accordance with rule 18, and having failed to do so within four weeks of
payment being due, will be deemed to have resigned, unless there are extenuating
circumstances, such as a recent loss of employment.
Any member resigning during the Society's year because of changed personal circumstances
(such as illness or leaving the area) may on request receive a partial refund of the annual
subscription, as follows:
Resignation during the autumn term: two thirds of the subscription,
Resignation during the spring term: one third of the subscription.
20. ANNUAL GENERAL MEETING
There shall be an Annual General Meeting of the Society before 30th September each year.
Notice shall be sent to each Member not less than 14 days before the date of the meeting and
such notice shall include, the Agenda, the Annual Report and Accounts and the Secretary's
Report.
Singing Members shall be notified that nominations for the election of Officers and
Members of the Committee must be received by the Secretary seven days before the
meeting.
Fifty Singing Members shall constitute a quorum.
21. SPECIAL GENERAL MEETING
The Committee may call a Special General Meeting when necessary, and shall do so on the
requisition of not less than 12 Singing Members of the Society.
At least seven days' notice of a Special General Meeting shall be given and the notice shall
state the subject to be discussed and no other subject shall be discussed.
Fifty Singing Members shall constitute a quorum.
22. ALTERATION OF RULES
No alteration or amendment shall be made to the Objects clause, Dissolution clause, or this
clause which would cause the Society to cease to be a charity at law. The Rules of the
Society shall not be altered except by vote of two-thirds of the Singing Members present at
an Annual General Meeting or at a Special General Meeting called for the purpose by the
Committee.
23. DISSOLUTION
The Society shall be dissolved only by a resolution passed by a majority of at least fivesixths
of the votes recorded at a Special General Meeting called for the purpose. In the event
of dissolution any cash balance remaining after realisation of assets and payment of debts
shall be handed to such charity or charities having similar objects as the Special General
Meeting shall decide. Any debts of the Society shall fall equally upon Singing Members.
Registered Charity no.272451

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Update based on Rules approved 9th May 2011
Changes agreed 25th April 2016


1. Rule 18
Wording changed from
18. ANNUAL SUBSCRIPTIONS AND PAYMENT
The annual subscription shall be such amounts as shall be determined from time to time by the Committee.
The Treasurer may, however, waive or remit such portion of the subscription as he/she may think fit in the case of
members joining or resigning after the commencement of the financial year.
Subscriptions are due on or after the commencement of the Tax year (6th April) and a payment must reach the Treasurer
before 30th June. Payment may be made in two instalments.
Full-time education students shall be entitled to a special concession of half the full subscription.
Reason –
a. to permit payment in 4 instalments
b. to redefine the subscription year
c. to remove the Treasurer's discretion regarding payment and refunds of
subscriptions


2. Rule 19
Wording changed from
19. RESIGNATIONS
Resignations shall be sent to the Secretary before the end of July.
Any member not paying his or her subscription by the end of July each year, and having failed to do so within four
weeks of a written request from the Treasurer, will be deemed to have resigned, unless there are extenuating
circumstances, such as a recent loss of employment.
Reason –
a. to remove the requirement for a written request for payment
b. to define a members entitlement to a subscription refund on resignation
3. 8. MUSICAL DIRECTOR
The Musical Director shall conduct the choral singing and give advice on musical matters.
The Musical Director shall have the right to attend and speak at all committee
meetings, except at those meetings where the terms and conditions of employment of him or his successor are to be
considered.
The Musical Director shall be appointed at a General Meeting of the Society on a recommendation of the Committee.
The motion to appoint must be carried by a majority of the paid-up Singing members (or, if at the Annual General
Meeting, of Singing members who paid subscriptions in the preceding financial year) to be successful.
Reason -consistency with changes to Rule 18