CONDA Incorporated

Constitution of City of Newcastle Drama Association

ABN: 84 483 528 002

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CONTENTS1.0 PRELIMINARY

1.1 Definitions 31.2 Aims & Objectives 3

2.0 MEMBERSHIP2.1 Membership Qualifications 42.2 Types of Membership 42.3 Nomination for Membership 42.4 Cessation of Membership 52.5 Membership Entitlements 52.6 Resignation of Membership 52.7 Register of Members 52.8 Fees & Subscriptions 62.9 Members’ Liabilities 62.10 Resolution of Internal Disputes 62.11 Disciplining of Members 62.12 Right of Appeal of Disciplined Member 7

3.0 THE COMMITTEE3.1 Powers of the Committee 83.2 Constitution & Membership 83.3 Election of Committee Members 83.4 Secretary/Public Officer 93.5 Treasurer 93.6 Casual Vacancies 93.7 Meetings & Quorum 103.8 Sub-Committee of Judges 103.9 Voting & Decisions 11

4.0 GENERAL MEETINGS4.1 Annual General Meetings – Holding of 124.2 Annual General Meetings – Calling of & Business at 124.3 Special General Meetings – Calling of 124.4 Notice 134.5 Procedure 134.6 Presiding Member 134.7 Adjournment 144.8 Making of Decisions 144.9 Special Resolution 144.10 Voting 14

5.0 MISCELLANEOUS5.1 Insurance 155.2 Funds – Source 155.3 Funds – Management 155.5 Custody of Books 155.6 Inspection of Books 155.7 Service of Notices 165.8 Dissolution 16

6.0 APPENDIX6.1 Application for Membership of Organisation 176.2 Standing Orders for Conducting Meetings 186.3 Judges Code of Conduct 21

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6.4 CONDA Judging Criteria 236.5 Committee Code of Conduct 26

1.0 PRELIMINARY

1.1 DefinitionsIn this constitution:

(a) Ordinary committee member means a member of the committee who is not an office-bearer of the association.

(b) Secretary means the person holding office under this constitution as secretary of the association.

(c) Special General Meeting means a general meeting of the association other than an Annual General Meeting.

(d) The Act means the Associations Incorporation Act 2009.

(e) The Regulation means the Associations Incorporation Regulation 2010.

(f) When a word denotes a number or gender it includes the other number or genders.

(g) Writing means typewriting, printing, lithography, facsimile, email or any other mode of representing or reproducing words in visible form and “written” has a corresponding meaning.

1.2 Aims and ObjectivesCONDA Incorporated (CONDA Inc.) exists:

(a) To promote quality local theatre performance within Newcastle and Hunter region districts.

(b) To act as an Association of local community theatre companies and workers within Newcastle and Hunter region districts and represent their needs and aims within the wider community.

(c) To assist local community theatre groups and workers to develop their skills and capacity to grow and improve through the coordination of relevant workshops and information sessions.

(d) To make annual awards for outstanding achievement in all aspects of theatrical performance in Newcastle and Hunter region districts.

(e) To organise an annual ceremony at which these awards will be presented.

(f) To facilitate opportunities for talented young people to develop their skills and careers within the theatre industry and to appoint Youth Ambassadors each year from within Newcastle and Hunter region districts.

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2.0 MEMBERSHIP

2.1 Membership Qualifications(1) Membership is open to any person who:

(a) is at least 18 years of age;

(b) has been nominated for membership of CONDA Inc. as provided by Clause 2.3; and

(c) who has been approved for membership of CONDA Inc. by the committee of CONDA Inc.

(2) All financial members and life members are entitled to vote at any general meetings of CONDA Inc.

2.2 Types of Membership(1) Individual members, who:

(a) meet the qualifications as set out in Clause 2.1;

(b) are entitled to vote at any general meeting as long as their fees are current.

(2) Life members

(a) Life membership may be granted to members who have given special or outstanding service to CONDA Inc.

(b) The committee shall at any time and on such terms or on such basis as it sees fit, have the power to elect, by resolution, any member as a life member.

(c) Life members are entitled to vote at any general meeting.

2.3 Nomination for Membership(1) A nomination of a person for membership of CONDA Inc. must be lodged

with the Secretary/Public Officer.

(2) As soon as practicable after receiving a nomination for membership, the Secretary/Public Officer must refer the nomination to the committee for approval or rejection.

(3) As soon as practicable after the committee makes that determination, the Secretary/Public Officer must:

(a) notify the nominee, in writing, that the committee approved or rejected the nomination (whichever is applicable); and

(b) if the committee approved the nomination, request the nominee to pay (within the period of 28 days after receipt by the nominee of the notification) any fees as determined by CONDA Inc.

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(2.3 Nomination for Membership cont’d)

(4) As soon as the prescribed fees have been paid, the Secretary/Public Officer will enter the nominees name into the register of members. At this point the nominee will become a member of CONDA Inc.

2.4 Cessation of Membership(1) A person ceases to be a member of CONDA Inc. if the person:

(a) dies, or

(b) resigns membership, or

(c) is expelled from CONDA Inc., or

(d) has not paid the annual membership fee by the date of the AGM each year.

2.5 Membership Entitlements(1) No member of CONDA Inc. will profit by way of dividend, bonus or direct

or indirect payment from the funds of CONDA Inc.

(2) A right, privilege or obligation which a person has by reason of being a member of CONDA Inc.:

(a) is not capable of being transferred or transmitted to another person, and

(b) terminates on cessation of the person’s membership.

2.6 Resignation of Membership(1) A member of CONDA Inc. may resign by giving one month’s written notice

to the Secretary/Public Officer.

(2) If a member resigns, then the Secretary/Public Officer must record the date of resignation in the register of members.

2.7 Register of Members(1) The Secretary/Public Officer of CONDA Inc. will establish and maintain a

register of members that lists the members name, address and date of joining.

(2) The register of members must be kept at the principal place of administration of CONDA Inc., and must be open for inspection, free of charge, by any member of CONDA Inc. at any reasonable hour.

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2.8 Fees and Subscriptions(1) A member of CONDA Inc. must pay to CONDA Inc. an annual

membership fee as determined by the committee, except for life members who are not required to pay fees.

(2) Annual membership fees are due and payable by the date of the AGM each year.

2.9 Members’ Liabilities(1) The liability of a member of CONDA Inc. to contribute towards the

payment of the debts and liabilities of CONDA Inc. or the costs, charges and expenses of the winding up of CONDA Inc. is limited to the amount, if any, unpaid by the member in respect of membership of CONDA Inc. as required by Clause 2.8.

2.10 Resolution of Internal Disputes(1) Disputes between members (in their capacity as members) of CONDA

Inc., and disputes between members and CONDA Inc., are to be referred to a community justice centre for mediation in accordance with the Community Justice Centres Act 1983.

(2) At least seven days before a mediation session is to commence, the parties are to exchange statements of the issues that are in dispute between them and supply copies to the mediator.

2.11 Disciplining of Members(1) A complaint may be made to the committee by any person, that a member

of CONDA Inc.:

(a) has persistently refused or neglected to comply with a provision or provisions of these rules, or

(b) has persistently and wilfully acted in a manner prejudicial to the interests of CONDA Inc.

(2) On receiving such a complaint, the committee:

(a) must notify the member of the complaint; and

(b) must give the member at least 14 days from the time the notice is served to respond to the complaint, and

(c) must take into consideration any submissions made by the member in connection with the complaint.

(3) If the complaint is against a member of the committee, then that committee member will stand down for the duration of the consideration of the complaint.

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(2.11 Disciplining of Members cont’d)

(4) The committee may, by resolution, expel the member from CONDA Inc. or suspend the member from membership of CONDA Inc. if, after considering the complaint and any submissions made in connection with the complaint, it is satisfied that the facts alleged in the complaint have been proved.

(5) If the committee expels or suspends a member, the Secretary/Public Officer must, within seven days after the action is taken, notify the member in writing of the action, the reasons for the action and the member’s right of appeal under Clause 2.12.

(6) The expulsion or suspension will take effect 14 days after the written notice has been sent, unless the member appeals the resolution under Clause 2.12.

2.12 Right of Appeal of Disciplined Member(1) A member may appeal to CONDA Inc. a resolution of the committee under

Clause 2.11, by notifying the Secretary/Public Officer within seven days of receiving the notice.

(2) On receipt of a notice from a member under Subclause (1), the Secretary/Public Officer must notify the committee, which will convene a general meeting of CONDA Inc. within 28 days after the date on which the Secretary/Public Officer received the notice.

(3) At a general meeting of CONDA Inc. convened under Subclause (2):

(a) no business other than the question of the appeal is to be transacted, and

(b) the committee and the member must be given the opportunity to state their respective cases orally or in writing, or both, and

(c) the members present are to vote by secret ballot on the question of whether the resolution should be confirmed or revoked.

(4) The result of any vote as per Subclause (3c) is binding.

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3.0 THE COMMITTEE

3.1 Powers of the Committee(1) The committee will control and manage the affairs of CONDA Inc.

(2) The committee will appoint each year those people whom they think are necessary to help run the annual awards ceremony.

3.2 Constitution and Membership(1) The committee is to consist of (as a minimum):

(a) the President,

(b) the Secretary/Public Officer

(c) the Treasurer

(d) a member of the judging panel elected by the judges, and

(e) three ordinary members,

each of whom (except the judges representative) is to be elected at the Annual General Meeting (AGM) of CONDA Inc. under Clause 4.2.

(2) The committee can be increased by a maximum of two additional ordinary members from year to year, depending on the number of nominations received at the AGM.

(3) Each member of the committee is, subject to these rules, to hold office until the conclusion of the AGM following the date of the member’s election, but is eligible for re-election.

(4) If a casual vacancy occurs in the committee, the committee may appoint a member of CONDA Inc. to fill the vacancy. That person will hold office until the conclusion of the next AGM.

(5) The committee may assign specific roles to any of the ordinary members from year to year, depending on current operational needs.

(6) Members of the Committee will perform their duties in accordance with the Committee Code Of Conduct (see Appendix 5).

3.3 Election of Committee Members(1) Nominations of candidates for election as office-bearers of CONDA Inc.

will be taken from the floor of the AGM.

(2) If insufficient nominations are received to fill all vacancies on the committee, the candidates nominated are taken to be elected.

(3) If insufficient further nominations are received, any vacant positions remaining on the committee are taken to be casual vacancies.

(4) If the number of nominations received is equal to the number of vacancies to be filled, the persons nominated are taken to be elected.

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(3.3 Election of Committee Members cont’d)

(5) If the number of nominations received exceeds the number of vacancies to be filled, a ballot is to be held.

(6) The ballot for the election of office-bearers and ordinary members of the committee is to be conducted at the AGM in such usual and proper manner as the committee may direct.

3.4 Secretary/Public Officer(1) The Secretary/Public Officer of CONDA Inc. must, as soon as practicable

after being appointed, inform the Office of Fair Trading of their appointment and lodge the appropriate forms.

(2) It is the duty of the Secretary/Public Officer to:(a) keep minutes of all proceedings at committee meetings and general

meetings,(b) maintain the membership register, and(c) lodge the annual statement of CONDA Inc. as required by the Office

of Fair Trading within one month of the AGM.(3) Minutes of proceedings at a meeting must be signed by the chairperson of

the meeting or by the chairperson of the next succeeding meeting.

3.5 Treasurer(1) It is the duty of the treasurer of CONDA Inc. to ensure:

(a) that all money due to CONDA Inc. is collected and received and that all payments authorised by CONDA Inc. are made, and

(b) that correct books and accounts are kept showing the financial affairs of CONDA Inc., including full details of all receipts and expenditure connected with the activities of CONDA Inc.

3.6 Casual Vacancies(1) For the purposes of these rules, a casual vacancy in the office of a

member of the committee occurs if the member:(a) dies, or(b) ceases to be a member of CONDA Inc., or(c) becomes an insolvent under administration within the meaning of the

Corporations Act 2001 of the Commonwealth, or(d) resigns office by notice in writing given to the Secretary/Public

Officer, or(e) is removed from office under Clause 2.11, or(f) becomes a mentally incapacitated person, or(g) is absent without the consent of the committee from all meetings of

the committee held during a period of six months.

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3.7 Meetings and Quorum(1) The committee must meet at least three times in each period of 12 months

at such place and time as the committee may determine.

(2) Oral or written notice of a meeting of the committee must be given by the Secretary/Public Officer to each member of the committee at least 48 hours before the time appointed for the holding of the meeting.

(3) A quorum at committee meetings will consist of at least four committee members, one of whom must be an office bearer.

(4) The committee may co-opt members to attend committee meetings or invite members of the public with special expertise to address the meeting.

(5) A member of CONDA Inc. must notify the Secretary/Public Officer in writing at least 10 days before a committee meeting if they want a particular item to be included on the meeting agenda for discussion.

3.8 Sub-Committee of Judges(1) The judges will operate as an independent sub-committee and the

committee will have no power to influence any judging decisions.

(2) There will be a minimum of three judges.

(3) The committee will have the right to approve the number of judges from year to year.

(4) When replacement judges are required:

(a) The Committee will advertise for Expressions of Interest (EOI) for a replacement judge(s) and the EOI will list a set of selection criteria that each candidate must address.

(b) Once the EOI deadline for submissions has passed, a combined meeting of the judges and the sitting Committee will take place to discuss and review the applicants.

(c) Candidates may be shortlisted and interviewed.

(d) A new judge may only be appointed following a vote at a combined meeting of judges and the Committee (typical quorum required).

(e) If a suitable candidate cannot be found then the Committee will decide if they need to re-advertise or operate with a reduced number of judges, unless this is not below the minimum number

(5) Judges will be appointed for an initial tenure of one year.

(a) At the end of this period the Committee will give a judge the opportunity to continue for another year as long as the Committee is satisfied that the judge has performed their duties in accordance with the Judges Code of Conduct (see Appendix 3).

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(3.8 Sub-Committee of Judges cont’d)

(b) The Committee will conduct a review at the end of each subsequent one year period that a judge continues to remain in the role.

(c) This process will continue until either a judge resigns or is no longer able to perform their duties in accordance with the Judges Code of Conduct.

(6) The CONDA judging year is from 1 November to 31 October.

(a) The judging process will be guided by the Judging Criteria (see Appendix 4).

(b) The judging criteria are deliberately broad to cover the variety of styles, forms and genres of the various eligible productions.

(c) The judging process is not quantitative, it is qualitative. It is recognition of achievement and excellence – an acknowledgement of the effort and commitment that people in the region give to the cultural atmosphere.

(d) The number of categories that are judged may vary from year to year due to the mix of productions in any one year.

(e) At the end of the judging year, the judges meet and put forward their nominations for each production seen in the CONDA year. There must be three or more judges nominating for the nomination to proceed.

(f) The nominations are then collated into their categories. The number of nominations in each category reflects how many achieved a high standard in that particular area and will vary on a yearly basis, but will be a maximum of eight in any one category.

(g) After the collation, each category is addressed as a group and a majority decision is met as to the winner(s).

(h) If any problems associated with the judging process arise within the theatre community, these will be brought to the attention of the judges via the committee and the judges will then deal with the matter internally. This process may involve further consultation with the Committee.

3.9 Voting and Decisions(1) Each member present at a meeting of the committee is entitled to one

vote but, in the event of an equality of votes on any question, the person presiding may exercise a second or casting vote.

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4.0 GENERAL MEETINGS

4.1 Annual General Meetings – Holding Of(1) The Annual General Meeting (AGM) of CONDA Inc. will be held in January

or February each year.

4.2 Annual General Meetings – Calling Of and Business At(1) The Annual General Meeting (AGM) of CONDA Inc, is, subject to the Act and

to Clause 4.1(1), to be convened on such date and at such place and time as the committee thinks fit.

(2) In addition to any other business which may be transacted at an AGM, the business of an AGM is to include the following:

(a) to confirm the minutes of the last preceding AGM and of any Special General Meeting held since that meeting,

(b) to receive from the committee reports on the activities of CONDA Inc. during the last preceding financial year,

(c) to elect office-bearers of CONDA Inc. and ordinary members of the committee,

(d) to receive and consider the statement which is required to be submitted to members under Section 26(6) of the Act.

(3) An AGM must be specified as such in the notice convening it.

4.3 Special General Meetings – Calling Of(1) The committee may, whenever it thinks fit, convene a Special General

Meeting of CONDA Inc.

(2) The committee must, on the requisition in writing of at least five per cent of the total number of members, convene a Special General Meeting of CONDA Inc.

(3) A requisition of members for a special general meeting:

(a) must state the purpose or purposes of the meeting, and

(b) must be signed by the members making the requisition, and

(c) must be lodged with the Secretary/Public Officer, and

(d) may consist of several documents in a similar form, each signed by one or more of the members making the requisition.

(4) If the committee fails to convene a special general meeting to be held within one month after that date on which a requisition of members for the meeting is lodged with the Secretary/Public Officer, any one or more of the members who made the requisition may convene a special general meeting to be held not later than 2 months after that date.

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(4.3 Special General Meetings – Calling Of cont’d)

(4) A special general meeting convened by a member or members as referred to in Clause 4.3 must be convened as nearly as is practicable in the same manner as general meetings are convened by the committee and any member who consequently incurs expenses is entitled to be reimbursed by CONDA Inc. for any expense so incurred.

4.4 Notice(1) The Secretary/Public Officer must give 14 days notice of a general meeting.

This notice will include the place, date and time of the meeting and the nature of the business to be transacted.

(2) If the nature of the business proposed to be dealt with at a general meeting requires a special resolution of CONDA Inc., the Secretary/Public Officer must, at least 14 days before the date fixed for the holding of the general meeting, notify each member specifying, in addition to the matter required under Subclause (1), the intention to propose the resolution as a special resolution.

(3) A member can advise the Secretary/Public Officer of any business that they would like to be included in the agenda of a general meeting.

4.5 Procedure(1) No item of business is to be transacted at a general meeting unless a

quorum of members entitled under these rules to vote is present.

(2) Seven members present in person (being members entitled under these rules to vote at a general meeting) constitute a quorum for the transaction of the business of a general meeting.

(3) If within half an hour after the appointed time for the commencement of a general meeting a quorum is not present, the meeting:

(a) if convened on the requisition of members, is to be dissolved, and

(b) in any other case, will be adjourned to a time, date and place to be fixed.

(4) If at the adjourned meeting a quorum is not present within half an hour after the time appointed for the commencement of the meeting, the members present (being at least three) is to constitute a quorum.

(5) Meetings will be conducted in accordance with standing orders detailed in Appendix 2.

4.6 Presiding Member(1) The President is to preside as chairperson at each general meeting of

CONDA Inc.

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(4.6 Presiding Member cont’d)

(2) If the President is absent or is unwilling to act, the members present must elect one of their number to preside as chairperson at the meeting.

4.7 Adjournment(1) The chairperson of a general meeting at which a quorum is present may,

with the consent of the majority of members present at the meeting, adjourn the meeting to a date, time and place to be fixed.

(2) If a general meeting is adjourned for 14 days or more, the Secretary/Public Officer must give written or oral notice of the adjourned meeting to each member of CONDA Inc. stating the place, date and time of the meeting and the nature of the remaining business to be transacted at the meeting.

4.8 Making of decisions(1) Voting at a general meeting of CONDA Inc. is to be determined on a show

of hands unless a poll is requested.

(2) If a poll is requested, then the Returning Officer will be a member of the judging panel.

4.9 Special resolution(1) A special resolution is required to change the constitution of CONDA Inc.:

(a) A special resolution requires the agreement of at least three-quarters of the members of CONDA Inc. present at the meeting if it is to be accepted.

(b) At least 14 days written notice will be given to members of a general meeting at which a special resolution is to be considered. This notification will include the wording of the special resolution as well as the date, time and place of the meeting.

(c) The Secretary/Public Officer will notify the Office of Fair Trading of any changes to the constitution of CONDA Inc. resulting from a special resolution.

4.10 Voting(1) On any question arising at a general meeting of CONDA Inc. a member has

one vote only.

(2) All votes must be given personally. There will be no proxy voting.

(3) In the case of an equality of votes on a question at a general meeting, the chairperson of the meeting is entitled to exercise a second or casting vote.

(4) A member is not entitled to vote at any general meeting of CONDA Inc. unless all money due and payable by the member has been paid.

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5.0 MISCELLANEOUS

5.1 Insurance(1) CONDA Inc. may effect and maintain insurance.

5.2 Funds – Source(1) The funds of CONDA Inc. are to be derived from annual subscriptions of

members, donations and, such other sources as the committee determines.

(2) All money received by CONDA Inc. must be deposited as soon as practicable and without deduction to the credit of CONDA Inc.’s bank account.

(3) CONDA Inc. must, as soon as practicable after receiving any money, issue an appropriate receipt.

5.3 Funds – Management(1) Subject to any resolution passed by CONDA Inc. in general meeting, the

funds of the association are to be used in pursuance of the objects of CONDA Inc. in such manner as the committee determines.

(2) All cheques, drafts, bills of exchange, promissory notes and other negotiable instruments must be signed/authorised electronically by two members of the committee from a panel of four members, who have been authorised by the committee at the first committee meeting following the AGM.

(3) The financial year of CONDA Inc. will be from 1st January to 31st December each year.

5.4 Custody of Books(1) Except as otherwise provided by these rules, the Secretary/Public Officer

must keep in his or her custody or under his or her control all records, books and other documents relating to CONDA Inc.

5.5 Inspection of Books(1) The records, books and other documents of CONDA Inc. must be open to

inspection, free of charge, by a member of CONDA Inc. at any reasonable hour.

(2) The committee may refuse to allow a member to inspect or obtain copies of records in certain circumstances to maintain confidentiality. For example, employment records and in relation to personal employment, commercial or legal matters or where to do so may be prejudicial to the interests of the association.

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5.6 Service of Notices(1) For the purpose of these rules, a notice may be served on or given to a

person:

(a) by delivering it to the person personally, or

(b) by sending it by pre-paid post to the address of the person, or

(c) by sending it by facsimile transmission or some other form of electronic transmission to an address specified by the person for giving or serving the notice.

(2) For the purpose of these rules, a notice is taken, unless the contrary is proved, to have been given or served:

(a) in the case of a notice given or served personally, on the date on which it is received by the addressee, and

(b) in the case of a notice sent by pre-paid post, on the date when it would have been delivered in the ordinary course of post, and

(c) in the case of a notice sent by facsimile transmission or some other form of electronic transmission, on the date it was sent, or if the machine from which the transmission was sent produces a report indicating that the notice was sent on a later date, on that date.

5.7 Dissolution(1) CONDA Inc. shall be dissolved in the event of membership becoming fewer

than five persons or upon the vote of a three-fourths majority of members present at a special general meeting convened to consider such a question.

(2) Upon the resolution being passed in accordance with Subclause (1) any property or monies that CONDA Inc. has at such a dissolution shall not be paid to or distributed among the members of CONDA Inc., but shall be given or transferred to some other organisation having aims and objectives similar to those of CONDA Inc. and which is not carried on for the profit or gain of its individual members.

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Appendix 1(Section 3 (1))

APPLICATION FOR MEMBERSHIP OF ASSOCIATION

CONDA Incorporated (incorporated under the Associations Incorporation Act 1984.

I,…………………………………………………………………………………………full name of applicant

of………………………………………………………………………………………...address

……………………………………………………………….hereby apply to become aoccupation

member of the abovenamed incorporated association. In the event of my admission as a member, I agree to be bound by the rules of the association for the time being in force.

………………………………………………….Signature of applicant

Date…………………………………………….

I,………………………………………………………. a member for the association,full name

nominate the applicant, who is personally known to me, for membership of the association.

………………………………………………….Signature of proposer

Date…………………………………………….

I,………………………………………………………. a member for the association,full name

second the nomination of the applicant, who is personally known to me, for membership of the association.

………………………………………………….Signature of seconder

Date…………………………………………….

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Appendix 2(Rule 4.5(5))

STANDING ORDERS FOR THE CONDUCTING AND RECORDING OF MEETINGS

1 MEETINGS(1) The Annual General Meeting (AGM) is a general meeting of all

members where reports are presented by office-bearers, the audited accounts are presented, and the elections take place for the incoming members of the Committee. The AGM will be called in accordance with the rules set out in the constitution of CONDA Inc. (Clause 4.2)

(2) A Special General Meeting is a meeting of all members to discuss specific matters affecting the company. It may be called by the Committee or by requisition of members of CONDA Inc. in accordance with the rules set out in the constitution of CONDA Inc. (Clause 4.3)

(3) Committee meetings of the duly elected members of the Committee are held at regular intervals throughout the year in accordance with the rules set out in the constitution of CONDA Inc. (Clause 3.7). The business of these meetings is to conduct the day-to-day running of CONDA Inc. The committee may co-opt members to attend these meetings or invite members of the public with special expertise to address the meeting. A member of CONDA Inc. must notify the Secretary/Public Officer in writing at least 10 days before a committee meeting if they want a particular item to be included on the meeting agenda for discussion.

2 STANDING ORDERS FOR THE CONDUCT OF MEETINGS

(1) Order of business unless otherwise determined by the members:

Welcome, attendance and apologies; Confirmation of Minutes of previous meeting and business arising

there from; Election of timekeeper; Reports; Business arising from reports; Correspondence; Motions on Notice; General Business.

In addition, at the AGM, the election of office bearers shall take place immediately after Correspondence.

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(2 STANDING ORDERS FOR THE CONDUCT OF MEETINGS cont’d)

(2) QuorumA quorum will consist of seven voting or life members of CONDA Inc. for general meetings. Committee meetings will have a quorum of four committee members, one of whom must be an office bearer. (Clause 3.7 and 4.5)

(3) ChairpersonThe president of CONDA Inc. will preside at all meetings of CONDA Inc. If the president is unable or unwilling to preside the members will elect a person from their ranks. (Clause 4.6) If the chairperson wishes to speak on a motion before the meeting he/she will vacate the chair, nominate a temporary chairperson, and will not return to the chairing of the meeting until the motion is resolved.

(4) Time for DebateThe mover of a motion shall be allowed three minutes; subsequent speakers shall be allowed two minutes each; the mover, in reply shall be allowed three minutes. An extension of one minute may be granted to any speaker at the discretion of the Chairperson. The time for discussion of each motion shall be limited to 20 minutes unless the meeting votes an extension of time.

(5) AmendmentsA motion may be amended by leaving out, substituting or adding words. No amendment shall be accepted that is a direct negative of the motion. All amendments, once moved and seconded, shall be voted on.

(6) CommitteeAny meeting may decide to move into committee for informal discussion. While in committee the discussion will be limited to the item under consideration. A motion to move into committee shall be moved without notice, and, on being seconded shall be put to the meeting without debate.

(7) Addressing the ChairAny member desiring to propose a motion or an amendment or to discuss any matter under consideration must rise and address the Chairperson.

(8) Point of OrderNo member, when speaking, shall be interrupted unless a point of order is raised. A point of order may be taken if the speaker is not speaking to the motion or is speaking out of the order of debate. The Chairperson will then rule on the point of order before debate proceeds.

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(2 STANDING ORDERS FOR THE CONDUCT OF MEETINGS cont’d)

(9) Order of DebateExcept when the meeting decides to go into committee, the debate shall be as follows: mover speaks, seconder speaks, then speakers will speak alternatively against, then for the motion: when debate has concluded the mover may reply and then the motion is put. If a motion is not seconded it lapses and there shall be no further debate on the topic.

(10) VotingVoting on motions and voting for elections shall be on voices or by show of hands, or by secret ballot if demanded. When a secret ballot takes place the Returning officer shall be a member of the judging panel.

(11) ProxyNo proxy votes will be accepted either for election of office bearers or for motions before the floor at a general meeting.

(12) Recording of MinutesMinutes will be kept of all committee meetings and general meetings. The minutes will include the following: details of day, date, time and place of the meeting the names of those present and details of apologies received a reference to minutes of the previous meeting and the signing of

them as a true and accurate record details of every resolution put to members and whether the

resolution was passed names of any person who wishes to be recorded as voting

against or abstaining from voting on a resolution overview of discussions concerning decisions made at the

meeting date and time for the next meeting time the meeting closed.

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Appendix 3 (Clause 3.8 (5) (a))

JUDGES CODE OF CONDUCT

1. A CONDA judge should be committed to their role for the entire judging year. They must support a positive CONDA philosophy and become a public advocate about the long term goals of the CONDAs.

2. A CONDA judge must behave with professionalism, integrity and discretion, maintaining a credible public image for the CONDAs.

3. A CONDA judge is expected to make a concerted effort to see all CONDA eligible shows within the theatre year. This can involve 50-70 productions and in some cases there may be multiple casts which will involve a second or third viewing of the production.

4. A CONDA judge is expected to make a concerted effort to attend all theatre events, in which they are invited in the capacity of a Judge, dressed in accordance with the CONDA Judge dress code. E.g. long pants, covered in shoes, button up collared shirt. Females similar.

5. If a CONDA judge is directly involved in a production as a director then that production cannot be eligible for a CONDA nomination for best production or theatrical or special event, but is eligible for nomination in all other categories.

6. If a CONDA judge is directly involved in a production, either as an actor or member of the creative team, then they must not be present for the nomination discussions associated with that production.

7. A CONDA judge is not eligible to receive a personal CONDA for their work on any production. Judges may not nominate a judge or a production for a CONDA in any category which would result in a judge accepting a CONDA at the annual CONDA ceremony.

8. A CONDA judge must understand that the costs associated with transport to and from the productions are not reimbursed and must be covered by the generosity of the individual.

9. A CONDA judge must attend the annual judging day (dates vary each year).

10.A CONDA judge must produce detailed notes from all of the productions seen and prepare a list of nominations to be shared on the judging day.

11.A CONDA judge must remain confidential about the results of the judging/nomination process until the outcome has been publicly announced.

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(Appendix 3 cont’d)

12.A CONDA judge can expect to be asked to take on the additional role of the judges’ representative on the CONDA Committee at some point in their tenure period. This will involve attending regular Committee meetings and providing input to the organisation of the annual CONDA Awards night.

13.A CONDA Judge is expected to attend a minimum of two Committee Meetings throughout any Judging year. This will generally be the first CONDA Inc planning meeting in February/March and another meeting midway through the CONDA Judging year in August/September.

14.Any breech of this Code of Conduct will be referred to the CONDA Committee and may result in the termination of the judge’s appointment.

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Appendix 4(Clause 3.8 (6) (a))

CONDA JUDGING CRITERIA

1. Costume Design, Hair and Make-Up

An original, imaginative and unified costume design that reveals a strong and original concept /vision that enhances and supports the characters and the themes from the play as evident from the directorial vision. Detail and finish in construction and use of materials, colour, line, texture

and shape. Clear understanding of the characters/roles in terms of social standing,

period and place. Suitability to the dramatic and technical needs of the characters/roles. Realisation of and unity with the overall design concept for the show.

2. Lighting and Sound Design

Effective and creative lighting/sound that contributes to and enhances the dramatic impact of the production in terms of style, mood, atmosphere, place, focus and meaning. Lighting/sound that works effectively with the set elements to support and

clarify the use of the space and the symbolism inherent in the text. Supports and enhances the colour, texture and shape and meaning of the

costumes and other production elements such as projections and use of props.

3. Set DesignDemonstrates a sophisticated interpretation of the dramatic practicalities and themes of the play in terms of space and meaning. Creates a sense of stage space and atmosphere with effective use of

colour, shape, texture and composition. Provides a multifunctional platform for the dramatic themes of the play in a

way that is subtle and efficient for all the practical demands of the text without being dominant, intrusive or requiring elaborate changes.

Provides a practical realisation of the scenic requirements of the play for both performers and audience in terms of sightlines, entrances and levels.

4. DirectionCommunicates a sophisticated and effective directorial

concept/vision demonstrating originality, integrity and practicality Integrates key dramatic and theatrical elements to create clear theatrical

meaning for the audience.

(4 Direction cont’d)

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Demonstrates application of insightful research and analysis to the creative ideas of the production.

Presents an integrated design appropriate to the vision and intended audience experience.

Evidence of highly effective rehearsal techniques.

5. Actor/ActressDemonstrates excellent performance skills appropriate to the style or dramatic form. Vocals – pace, pitch, projection, emphasis, clarity Movement – control, energy, spatial awareness Timing- response to cues, awareness of rhythms

Develops and sustains role and character demonstrating Belief, conviction and energy Complexity and dimension Clarity and focus Interaction with other roles and characters.

Excellent manipulation of performance elements to create a coherent performance that evokes a strong audience response by Establishing and maintaining a clear intention and appropriate relationship

with the audience in the context of the performance space and theatrical form.

Showing integrity, originality and clarity in analysis, interpretation and presentation of the role/character.

6. New PlayPresents an original and innovative script that demonstrates flair, a sustained theatrical vision and clarity of purpose with strong stylistic, structural and thematic elements that effectively engages the target audience. Effectively incorporates sub textual, symbolic and thematic meaning. Creates clearly defined and convincing characters and relationships. Has appropriate and effective visual and/or aural imagery.

7. Theatrical or Special EventCreates an engaging and innovative environmental or community theatrical event that may be site-specific. The performance/s may be linked thematically and/or stylistically. There is a clear and interesting through-line of action and/or narrative. Utilises and showcases the performers’ particular skills, talents and

expertise in a way that may be unique, unusual and sophisticated. Shows strong artistic integrity and flair in the chosen genre.

8. Choreography

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Demonstrates a skilled, personalised manipulation of the elements of dance that clearly supports the concept/intent/style of the production. Enhances and supports the dramatic action and style of the production Uses the performance space in an original and innovative manner Creates an energy and dynamic that is appropriate to the style of the

production Demonstrates evidence of technique, rigour and effort in rehearsal and

performance.

9. Musical DirectionThere will be a demonstration of technical skills in the stylistic interpretation of the repertoire with a sense of musical expression and sensitivity to the chosen repertoire. The musical director works in harmony with the production to enhance, support and further the atmosphere and dramatic action in a manner that is skilled and balanced. There should also be; Sophisticated management of the music, demonstrating technical skill and

rigorous practice. Awareness of sound levels and nuances of ambience. Creation of an evocative and emotional atmosphere that creates an

engagement for the audience that is appropriate to the style/genre of the production.

10.EnsembleThere will be demonstrated a consistently high standard of purpose, commitment and performance from all members of the cast according to the style/genre of the production.  All members of the cast, from four onwards will demonstrate; A high level of performance energy and focus A clear and demonstrated understanding of the intentions and purposes

of the production Complexity, belief and conviction Appropriate relationship with the audience in the context of the production

and the performance space. Precise, coordinated and effective physical dynamics/choreography and

use of the space.

11.CONDA Inc. AwardThis award is chosen by the panel of judges at the end of the judging process. The recipients demonstrate the following: A consistently strong contribution to the theatrical community of Newcastle

in one or more of the above criterion for a number of years. In the judging year they have made significant contribution to the theatrical

community of Newcastle in terms of their body of work. 

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Appendix 5 (Clause 3.2 (6))

COMMITTEE CODE OF CONDUCT

1. A Committee member should be committed to their role for the entire year. They must support a positive CONDA philosophy and become a public advocate about the longterm goals of the CONDAs.

2. A Committee member must behave with professionalism, integrity and discretion, maintaining a credible public image for the CONDAs.

3. A Committee member is a representative of the wider theatre community and should actively seek input from that community to help the Committee set direction for CONDA Inc.

4. A Committee member is expected to attend all Committee meetings. If a Committee member is unable to attend a meeting then they should notify the President or Secretary so that an apology can be recorded in the minutes.

5. If a Committee member misses three consecutive meetings without submitting an apology then they may be asked to stand down from the Committee in accordance with Clause 2.11 – Disciplining of Members.

6. A Committee member must ensure that any ‘in confidence’ matters that are discussed at a committee meeting remain confidential.

7. A Committee member can be expected to take on the responsibility of coordinating one of the facets that are part of the organisation of any Committee-run activity, including (but not limited to) fundraising and developmental events and the annual CONDA Awards night.

8. If a Committee member fails to carry out all necessary duties which then puts undue strain on other Committee members to make up the shortfall, then they can be asked to give any reasons for their poor performance. If the other Committee members agree that there are no mitigating circumstances then they will be given a warning to improve their performance. If similar poor performance issues occur again then the Committee member may be asked to stand down from the Committee in accordance with Clause 2.11 – disciplining of members.

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