The Oxford Art Society Constitution 2026
This Constitution replaces the former ‘Rules’ document.
1 The Society is officially called ‘Oxford Art Society CIC’ (Community Interest Company). The aims of the Society are to support, encourage and develop the Fine Arts in Oxfordshire and neighbouring counties (see rule 2 below).
We do this by:
- arranging exhibitions of the works of its members and other artists within the area.
- facilitating communication both internally between members and externally with other art lovers.
- providing opportunities for sharing creative experiences and endeavours.
2 Anyone who resides within a 30-mile radius of Oxford (measured from Carfax) and whose work is considered of sufficient quality is eligible for membership. All OAS members and all Officers of the OAS Committee must reside within the 30-mile radius. In the event of a change of permanent residence to outside the 30-mile limit, membership will expire at the end of the subscription year.
3 The Society has a President who is invited to take on this role by the Committee and who becomes an Honorary Member. On retirement from the role as President, he/she may become President Emeritus/a.
4 All business of the Society is managed by a Committee consisting of the Officers of the Society (Chair, Treasurer, Secretary) and no less than 10 and no more than 15 other members, all of whom are elected at the Annual General Meeting. Officers are normally elected to serve for five years. If a vacancy occurs on the Committee during the year, or if the Committee needs someone with specific skills or experience, the Committee shall have power to co-opt an individual to join the Committee until the next Annual General Meeting. Co-opted Committee members do not need to be OAS members.
5 The AGM of the Society is held as early as possible after the close of the financial year to elect the Officers, Committee and an Accountant for the year and to receive the Reports of the Treasurer and Secretary and to decide upon any other business brought forward by the Committee. A Report and Balance Sheet is presented annually.
6 The financial year shall date from 1 January each year.
7 The property of the Society shall be vested in the Committee and all payments made from the bank account of the Society shall be authorised by the Treasurer or the Chair(s).
8 At every general meeting of the members of the Society, 15 members will constitute a quorum.
9 The Committee will consider inviting artists to join the Society if they have had work accepted into two annual Open Exhibitions within the previous three years. The Committee will ask to see four to six examples of work and an artist’s statement before making their decision whether to invite an applicant to join the Society.
- If an artist has had two works accepted within a three-year period but was not invited to become a member and has another work accepted into the Open Exhibition the following year, they may again be considered for membership. However, if they do not have a work selected for the next Open Exhibition, or if they are invited to apply a second time but are still not accepted as a member, they must then have two further works accepted in subsequent Open Exhibitions within a new three-year period before being reconsidered for membership.
- If an artist has had two works accepted within a three-year period and is invited to apply for membership but declines the invitation, they may be considered again the following year if another work is accepted into the next Open Exhibition. However, if they do not have a work selected for the next Open Exhibition, or if they are invited to apply for membership but are not accepted (or if they decline the invitation a second time), they must then have two additional works accepted in subsequent Open Exhibitions within a new three-year period before being reconsidered for membership.
10 The selection panel for the Society’s exhibitions will consist of a minimum of three and a maximum of six members chosen by the Exhibition Co-ordinator(s). The Chair of the Society will be on the panel and will have the deciding vote. There may also be a guest selector (or more than one guest selector) on the panel who is not a member of the Society.
11 An annual subscription to the Society is payable on 1 January each year. The amount will be decided at the autumn meeting of the Committee to enable subscription notifications to be sent out in good time. Members who have not paid their subscriptions by 31 January will be deemed to have retired from the Society and will need to qualify in the usual way (see rule 9) if they would like to be re-considered for membership.
12 The Society’s annual Open Exhibition will show work by artists living within 30 miles of Oxford (measured from Carfax).
13 The hanging of works selected for exhibition will be the responsibility of the Exhibition Co-ordinator(s).
14 A fee for each work submitted for exhibition is payable by members and non-members.
15 There will be at least two exhibitions held every year, one for members of the Society only and one open to members and non-members.
16 All works submitted for exhibition, including those of members, will be presented to a panel for selection. The selection panel’s decision is final, and no feedback will be given.
17 A commission of 25% will be charged to exhibitors on all works sold in, or as a result of, the Society’s exhibitions.
18 All works submitted for exhibition must have been completed not more than three years previously and must not have been shown previously at one of the Society’s exhibitions.
19 Whilst every care will be taken of works entered for exhibition, the Society accepts no liability for damage to or theft of work; submitted, exhibited, or not exhibited. Artists are strongly advised to insure their own work.
20 The Committee has the authority to appoint honorary members. These will be people who have given exceptional service to the Society, or who have made a substantial contribution to its work, or to artistic development within Oxfordshire. Any member wishing to put forward a candidate for honorary membership should notify the Secretary by the opening of the annual Open exhibition for consideration by the Committee. Honorary members are members for life (unless they resign from the Society), and their subscription fees are waived. They may jointly select a prize-winning work at the Open and Members’ exhibitions.