Our Constitution

Suffolk Open Studios is a collaborative organisation run by artists for artists and art lovers. We promote the creation and appreciation of the visual arts in Suffolk through our Open Studios during June, which aims to give visitors the chance to meet and talk to artists and galleries in Suffolk and see their work in the setting of their own studios.

Our Aims

  • Promote and support multi-site open studios events
  • Promote and develop the market for high quality, locally created original art, craft and design.
  • Encourage a wider public recognition and engagement with working artists.
  • Promote the importance of local artists to the economic, educational and social wellbeing of communities.
  • Support in association with local events, the career development of artists

Our Objectives

  • Encourage the active sharing of information, ideas and developments between events.
  • Promote regionally and nationally, the creative, economic and social importance of art events.
  • Encourage and support the development of new and existing art events.

In conjunction with others the development of complementary activities such as artists training, community and education projects, student involvement and cross event exchanges.

1. Membership

1.1 Membership is open to anyone who:

  • Is an individual artist or maker, creating original works in their own studio or gallery in Suffolk
  • Is a Gallery and/or charitable art group/group of artists working in Suffolk
  • The word original is defined as being art or craft designed and made by the relevant member. Work that is the product of assembled components made by others e.g. jewellery must be carefully labelled to avoid any misconception as to its originality.

1.2 Membership will begin as soon as the membership form and annual payment has been received.

1.3 Members opening their studios are responsible for their own public liability and other insurance cover. Each member has a responsibility to ensure the safety of their visitors. At no point does any duty of care transfer to Suffolk Open Studios.

1.4 There will be an annual membership fee which will be agreed at the Annual General Meeting (AGM) and will be payable by all members.

1.5 A list of all members will be kept by the membership secretary and data protection procedures adhered too.

1.6 Ceasing to be a member

1.6.1  Members may resign at any time in writing to the membership secretary.

1.6.2  Any member who had not paid their membership fee and renewed their listing for the upcoming year will be deemed to have resigned as a member.

1.6.3 Any offensive behaviour, including racist, sexist or inflammatory remarks, will not be permitted. Anyone behaving in an offensive way or breaking the equal opportunities policy may be asked not to continue as an SOS member if an apology is not given or the behaviour is repeated. The individual concerned shall have the right to be heard by the committee, accompanied by a family member/friend or other member, before the final decision is made.

2. Equal Opportunities

2.1 Suffolk Open Studios will not discriminate on the grounds of sex, race (including colour, ethnic or national origin), sexual orientation, disability, gender reassignment, religious or political belief, pregnancy or maternity, marital status or age.

3. Meetings

3.1. Annual General Meetings

3.1.1 SOS members will have the duty to decide the policies of SOS within the aims and objects as laid down in Clause 1 of this Constitution, together with such other business as may be assigned from time to time at General Meetings of SOS.

3.1.2 The Annual General Meeting shall be held in each year within fifteen months of the previous AGM. At least two weeks’ notice before the meeting shall be given by the Membership Secretary to members of venue, date and time.

3.1.3 Nomination for the committee may be made to the membership secretary before or at the meeting.

3.1.4 At the AGM:

  • The Committee will present a report of the work of Suffolk Open Studios over the year
  • The committee will present the accounts and financial report of Suffolk Open Studios for the previous year
  • The election of officers onto the committee for the forthcoming year

3.1.5 Any proposals given to the secretary at least 7 days in advance of the meeting will be discussed.

3.1.6 A quorum for the AGM shall be 25 members or 25% of members whichever is least.

3.2 Extraordinary General Meetings

3.2.1 The Chair, Vice Chair or Membership Secretary will call an extraordinary general meeting if the Annual General Meeting is not attended by quorum or if there is a special matter arising.

3.2.2 All members will be notified in writing at least two weeks before the date of the meeting, giving the venue, date and time by the Membership Secretary

3.3 Committee Meetings

3.3.1 Committee meetings may be called by the Chair, Vice Chair or Membership Secretary and Committee members must receive notice of meetings at least 7 days before the meeting.

3.3.2 The Committee shall meet at least three times in a financial year.

3.3.3 The quorum for the Committee meetings is four committee members.

3.4 Rules of Procedure for meetings

3.4.1 All questions that arise at any meeting will be discussed openly and the meeting will seek to find general agreement that everyone present can agree to.

3.4.2 If a consensus cannot be reached a vote will be taken and a decision will be made by a simple majority of members present. If the number of votes cast on each side is equal, the chair of the meeting shall have an additional casting vote.

4. Management

4.1. The business of the organisation will be carried out by the committee elected at the AGM: Chair, Vice Chair, Membership secretary, Treasurer and such other Officers as SOS may from time to time decide.

4.2. The Committee shall also be elected at AGM and will comprise of the Officers, those responsible for Publicity, Advertising and Fundraising and Representatives from different areas of the County.

4.3. The committee shall have the powers to co-opt members to work for SOS in special circumstances e.g. illness or resignation.

4.4 In the event of an officer standing down from the committee during the year, a replacement will be co-opted before the next Annual General Meeting if possible, otherwise the current committee will aim to absorb the task until a replacement can be sought.

4.5 Members may be reimbursed for expenses incurred when working on behalf of SOS and this will be supervised by the Chair, Vice Chair or Treasurer.

4.6 Any committee member not attending a committee meeting without apology for three meetings will be contacted by the committee and asked if they wish to resign.

5. Financial Matters

5.1 An account will be maintained on behalf of the organisation at a bank agreed by the committee.

5.2 Three cheque signatories will be nominated by the Committee.  The signatories must not be related nor members of the same household.

5.3 All payments will be signed by two of the signatories.

5.4 For other payments (such as cash withdrawals, debit card payments or cash payments), a requisition note will be signed by two signatories, and held by the bookkeeper.

5.6 SOS shall have the power to raise money by means of Subscriptions from Members and may receive donations, grant aid, fees, sponsorship aid and income from sales. Changes to annual subscription rates and commission rates may be recommended by Committee for approval at next Annual General Meeting.

5.7 The book-keeper/accountant appointed by the committee or Treasurer shall supervise all financial matters concerning SOS including Banking, Payment and the preparation of Annual Accounts for AGM.

5.8 As a non-profit-making organisation, any surplus funds after the year’s financial end will be carried forward to further the Aims of SOS.

6. Alteration of the Constitution

6.1 Amendments and improvements to this Constitution shall only be made at an AGM or EGM.

6.2 Any proposal to amend the constitution must be given to the secretary in writing. The proposal must then be circulated with the notice of the meeting.

6.3 Any proposal to amend the constitution will require a two-thirds majority of those present and entitled to vote, providing the overall aims are maintained.

7. Dissolution

7.1 SOS may only be dissolved by a resolution passed by a two- thirds majority at an AGM or EGM.

7.2 If it is agreed to dissolve the group, all remaining money and any assets, once outstanding debts have been paid, shall be distributed to a non-profit-making organisation having similar aims to SOS. The organisation will be agreed at the meeting which agrees the dissolution.

 

Reviewed in 2022 with SOS Committee

This constitution was agreed at the Annual General Meeting of Suffolk Open Studios on:- 12th Sept 2022

NAME:             Emma Garnham

POSITION:       Chairperson

SIGNATURE:    E.L.Garnham

DATE:               13/09/2022

 

NAME:             Marian Lishman

POSITION:       Vice-Chair

SIGNATURE:    Marian Lishman

DATE:               23/09/2022