Constitution

Type of Organisation

Leytonstone Arts Trail (LAT) is a not for profit, unincorporated voluntary society.

Aims of LAT

LAT exists solely to organise the LAT arts trail, from time to time, providing opportunities for artists to show their work in diverse venues around Leytonstone and for residents and others in Leytonstone to see the talent that is on their doorstep.

Arts

The definition of Arts includes any visual arts and may include audio arts, crafts and design. Inclusion in the arts trail is at the discretion of the organising committee.

Participation

Participation in LAT is not restricted to residents of Leytonstone but all work must be shown in Leytonstone. All work claiming to be part of LAT must be registered in accordance with the rules published on the website http://www.leytonstoneartstrail.org.

Locations and Map

Locations where the work may be shown include people’s own homes, studios, workshops, cafes, shops, galleries or outdoors.

All registered works and locations will be entered onto a map that will be printed and made available widely, on the website and through the publicity of associated festivals and events at the discretion of the organising committee.

The accessibility and facilities of each location/venue will vary and information will be given on the map.

The responsibility for accuracy of descriptions of works, venues and opening times to be shown on the map lies with the artist.

Times and duration of the arts trail

The dates of Leytonstone Arts Trail are set at the discretion of the organising committee and are published on the website.

Leytonstone Arts Trail may operate at the same time as, and in association with, other festivals and events or may stand alone.

Participation and events may be for a limited numbers of hours or days or may run throughout the whole period of the Trail.

Membership

Membership is free and is open to all, by registration with Leytonstone Arts Trail through forms published on the website and available on paper upon request. When registering, members must indicate that they agree to abide by the constitution and any associated policies of Leytonstone Arts Trail which are published on the website.

Leytonstone Arts Trail will keep membership details confidential. They will use the details for the purposes of managing Leytonstone Arts Trail activities and will not pass them on to other organisations.

Leytonstone Arts Trail Equal Opportunities and Child Protection policies are in place and will be reviewed from time to time by committee members and discussed at general meetings to ensure they are suitable for members.

Registration and fees

Artists can participate by paying the registration fee ** by the date advertised on the official website http://www.leytonstoneartstrail.org ***.

In doing so, participating artists automatically become members and must agree to abide by the constitution and associated policies of Leytonstone Arts Trail which are published on the website.
The registration fee is not refundable.

Organisation of LAT

General meetings, project meetings and organising committee meetings will be held to organise Leytonstone Arts Trail. General meetings and other meetings will be held as frequently as the committee members see fit to organise the arts trail by the due dates.

An annual general meeting will be held all members. The Date, time, location and agenda will be published at least two weeks in advance through the website and LAT-org mailing list. Dates, times, locations and agendas of general meetings will be notified in advance through LAT-org mailing list. Minutes will be taken and will be published on the website. Members, artists, organisers and supporters may attend organising meetings.

All members are eligible to vote at general meetings. Supporters and representatives of the providers of venues may attend organising meetings but can not vote if they have not registered as a member.

Decisions at general organising meetings will be made by general consensus, or if requested by any member present, by a majority vote of those who are eligible to vote, with a casting vote by the chair. Decisions and action points will be minuted and published on the website.

Members will appoint persons to a committee to the roles that are needed in order to organise the arts trail by the due dates. The names of committee members will be recorded in minutes of meetings, including any changes during the year, and will be available on the website.

Committee members:

As a minimum the organising committee will consist of people in the roles that are needed to demonstrate that Leytonstone Arts Trail is a bona fide organisation, for example to funders and in order to operate a bank account.

As a minimum the roles will be:

• Coordinator – chair of committee meetings
• Treasurer
• Secretary

These roles must be appointed by a majority vote at an annual general meeting or a meeting open to all members which has been publicised at least two weeks in advance through the website and LAT-org mailing list.

Any of the roles may be shared by two or more people, for example minutes secretary and general secretary.

There must be three signatories for the Leytonstone Arts Trail bank account at all times, one of whom must be the Treasurer and all must be current members. The names of signatories must be reported to a general meeting and minuted. The Bank must be informed of any changes of signatories by the Treasurer or another signatory as soon as reasonably practicable.
The organising committee will undertake and will direct activities that will enable artists to take part and to have their work represented on the map.

Committee members, who have been properly appointed and approved by members may meet as frequently as they see fit in addition to general meetings. Dates, times and locations of committee meetings will be agreed among committee members. The content and decisions of the committee meetings will be minuted and reported back to the next general meeting. The committee can meet without the coordinator by the consent of the coordinator.

Project group meetings, selection panels, working parties or sub committees may be set up as necessary at the suggestion of any member. The purpose of any such sub-group must be agreed by the coordinator or at a general organising meeting. The sub- group must consist only of members of Leytonstone Arts Trail. Non-members may be asked to attend for specific reasons and these arrangements must be agreed in advance by the committee or coordinator. The dates, times and locations of the groups will be arranged among those who need to meet and will be notified in advance to the coordinator. The content and decisions of group meetings must be reported by an attendee of the group to the coordinator as soon as reasonably practicable / or at a general meeting and will be minuted at a general meeting.

The main responsibility for finding a location to show pieces of work will lie with the artist but the organising committee will assist artists in matching their work to premises if difficulties arise for any artist.

Members must not meet with other artists, representatives of the council or other organisations or any other groups or individuals as ‘a representative of Leytonstone Arts Trail’ without the express written permission of the coordinator or minuted agreement at a meeting.

Finances

No one can incur any expenditure for or on behalf of Leytonstone Arts Trail without the express agreement of an organising committee meeting or in immediate/ emergency circumstances by written agreement of the chair and treasurer (or by email exchange, copied to the LAT-org mailing list). Any immediate/ emergency expenditure must be reported to the next following general meeting or committee meeting and must be minuted.

The committee will open a bank account for Leytonstone Arts Trail. Names of signatories to the bank account will be recorded in committee minutes. Bank statements will be sent to the Coordinator and will be shown at the next committee after receipt of the statement.

The committee will raise funds for the arts trail by various means and will pay all money received into the Leytonstone Arts Trail bank account.

Supporters may make donations to the committee at any time until the end of the Leytonstone Arts Trail period *. All donations of money must be paid into the bank account.

Money remaining in the bank account or held by members (which must be paid into the bank account as soon as reasonably practicable) at the end of the art trail period will remain in the Leytonstone Arts Trail bank account until new dates are announced for a LAT arts trail period.
One of the main duties of the annual general meeting and the committee is to ensure that there is a named Treasurer and that there are three signatories, including the Treasurer, who are all registered members at all times. If a signatory leaves the membership then a replacement must be found immediately and the Bank must be informed.

Insurance and Risks

Leytonstone Arts Trail committee will take out suitable annual public liability insurance for general purposes. Each artist must assess the risk of their own work and have appropriate insurance in place.

The committee will put suitable health and safety policies and procedures in place that all members must agree to abide by.

Leaving Leytonstone Arts Trail

Members may leave at any time by writing to the coordinator or emailing to mail@leytonstoneartstrail.org.

Committee members may leave at any time. They may resign verbally at a meeting and the minute must record the resignation or they may resign by writing to the coordinator or emailing to mail@leytonstoneartstrail.org.

An artist may withdraw from participation in the trail at any time by writing to the coordinator or emailing to mail@leytonstoneartstrail.org as above. Membership is not affected unless the artist wishes to resign membership as well. The artist must make this clear in their withdrawal letter/email.

Disbanding Leytonstone Arts Trail

Leytonstone Arts Trail may be disbanded at any time after the trail period for the year. A move to disband the organisation can be proposed by the coordinator or by any member in writing or by email to the coordinator. A meeting will be called to discuss the disbanding. The Date, time, location and purpose of the meeting will be published at least two weeks in advance through the website and LAT-org mailing list. The decision will be by majority vote at the meeting, with a casting vote by the chair.

Any money remaining in the LAT bank account or held by LAT organising committee members will be given to another agreed registered charity with similar aims (eg Leytonstone Festival or another local art trail). The bank account will be closed by the Treasurer.

If membership falls to fewer than three members after the end of the trail period the organisation will be deemed to be disbanded as there will not be enough individuals to form a viable committee. The remaining members must meet and agree the disposal of funds to another organisation as above and contact the last known Treasurer to make the payment and close the bank account.

LAT identity

Supporters, including representatives of the providers of venues, may meet with Artist-members and/ or members of the organising committee and undertake tasks for LAT only under the direction of the organising committee.

Members must not state that they represent Leytonstone Arts Trail unless there is express written permission of the coordinator or minuted agreement of a meeting.

No one may use the LAT logo or name without the express agreement of the coordinator or organising committee (in writing or recorded in minutes of organising committee meetings).
LAT does not own or benefit from the works exhibited without the express permission of the artist.

LAT is not responsible for loss or damage to artists work or for any harm to artists or members of the public or to their property caused by the work of participating artists.

Key dates and information

* Dates of 2013 Trail TBC
** Set at £20 for 2012 5th Leytonstone Arts Trail
*** Fees and donations may be in cash or paid by cheques made out to Leytonstone Arts Trail.

Key dates and information will change for each LAT art trail period.