Part I.  BY LAWS

 

ARTICLE ONE -  ARTICLES OF INCORPORATION

 

• This organization is henceforth known as The Colonel Town Players of Lancaster, Inc. - a non-profit corporation (under section 501 (c) (3) of the Internal Revenue Code, to be (Charter filed with the New Hampshire Secretary of State of New Hampshire on February 10, 2014.

• This incorporation replaces any and all previous entities of this organization under this or any other name or title. 

 

ARTICLE TWO – MEMBERSHIP

 

• Membership shall consist of any past, present, or future participant of any Colonel Town Players of Lancaster, Inc. production in any aspect of said production.

• Voting power of all members shall be equal.

• The purpose of the Colonel Town Players of Lancaster, Inc. is to produce and enjoy theatre productions.

• Open Auditions are required for all Colonel Town Players of Lancaster, Inc. productions and shall be open to the public and advertised at least ten (10) days prior to auditions.  Casting of all roles shall be by audition and is at the sole discretion of the show director.   Pre-casting of any role is prohobited.

 

ARTICLE THREE – BOARD OF DIRECTORS

 

• The Board of Directors shall consist of seven (7) people elected by the general membership.

• The Board of Directors shall meet twice a year.  Special meetings can be called by the Chiarperson or any three members of the Board.  Notice of any regular or special board meeting must be given to each board member seven (7) days in advance of any such proposed meeting by telephone, email, or social media messaging.

• Notice of all Board meetings shall also be advertised to the membership at least seven (7) days in advance by email list or on social media.

• A quorum shall consist of the majority of the Board.

• All terms of office for members of the Board of Directors shall expire three (3) years from the date of that board member’s election by the membership. 

• Any director can resign at any time.  The board can opt to appoint a member of the general membership to fill such vacancy until the next annual meeting.

• Any board member who misses two (2) consecutive meetings without informing the Chairperson of the reasons for the ansence shall shall be condidered resigned.

• The Board of Directors has the final authority (by majority vote) to hear and to select all productions and directors for the theater season;  to establish a budget for each production; and to set the dates for all productions.

 

• Once chosen, a show’s Director will have the final authority over all casting and artistic decisions within the approved budget.  The Director will make regular reports to the Board of Directors regarding the budget and status of the production.

• The Board of Directors may remove and/or replace any show director for cause if necessary.

• Conflict of Interest Policy - Any member of the Board of Directors is required to report any potentional conflicts of interest to the Board prior to any business item relating to that conflict, and to recuse him or her self from all discussion and abstanin from any voting on matters related to that conflict.

 

ARTICLE FOUR  - OFFICERS OF THE BOARD OF DIRECTORS

 

• The officers of the Board of Directors shall consist of Chairperson, Secretary, and Treasurer.  In the event that no Secretary or Treasurer is able to serve, these offices may be combined until the next election.  These officers will be elected by the Board at the annual meeting in August/September.

• Each Officer will serve a one year term.

 

ARTICLE FIVE – DUTIES OF OFFICERS

 

• The Chairperson shall be the chief executive officer of this organization and shall preside at all meetings of the members and of the Board of Directors.  The Chairperson shall, with the approval of the Board of Directors, appoint the chairman of all standing committees.

• The Chairperson, Secretary, or Treasurer may appoint a temporary chair from among the members of the Board of Directors in the event of the Chairperson’s absence or in the case, or  where the Chaiprperson has a potential conflict of interest (such as the director of a proposed production).  Such an appointment shall extend only to presiding over a scheduled meeting or any part thereof.

• The Secretary shall handle the general correspondence of the Board; shall issue adequate written notice of all meetings of the membership, Board of Directors, etc.; shall send written notice to Board members who have been absent from two (2) consecutive meetings without adequate explanation; shall attend all meetings and keep the minutes; shall perform all such duties as are incident to the office.

• The Chairperson may appoint a temporary clerk to take minutes and manage correspondance in the absence of the Secretary.

• The Treasurer shall be the chief financial officer of the organization and shall have the custody and control of its funds; shall have the authority to open such bank accounts in the name of the organization and sign checks and drafts and other papers requiring payment of money, and perform such duties as may be authorized and directed by the Board of Directors form time to time; shall cause all debts and obligations of the organization to be paid, upon verification of the person or persons authorizing the indebtedness; shall keep an account of all receipts and disbursements, which shall be open for inspection by the Board of Directors and auditors at all times, and shall give a report of his [these] accounts at each meeting of the Board of Directors; shall furnish an annual statement of all receipts and disbursements of  the organization at each annual meeting of the membership.

• The Chairperson will have the authority to transact all financial business of the organization in the absence of the Treasurer.

• In the event that the Secretary or Treasurer should resign, the Chairperson shall have the authority to appoint a replacement from among the remaining members of the Board of Directors.  In the event that the Chairperson should resign, the remaining members of the Board of Directors shall elect a new Chairperson from among the Board of Directors at a special meeting o the Board called for that purpose.

• No officer shall obligate the organization beyond the items in the authorized budget without specific authority of the Board of Directors.

 

ARTICLE SIX – COMMITTEES

 

• Any general member is acceptable to serve on any committee.  [The] Chairperson shall select his or her [the] members of [his or her] all committees.

 

ARTICLE SEVEN – MEETINGS

 

• The general membership shall have two (2) general meetings to be held in May/June to select the shows and directors for the coming season, and in August/September to elect officers.  These meetings are public and shall be posted at least 30 days in advance either by at least two of the following: mail or email to all current members; advertisement in a local newspaper; social media posting. 

• The Board of Directors shall hold two (2) other meetings throughout the year.  These meetings are open to the general membership and shall be posted on social media at least seven (7) days in advance.

 

ARTICLE EIGHT – FISCAL YEAR

 

• The fiscal year for the Colonel Town Players of Lancaster, Inc. shall run from July 1 to June 30.

• ARTICLE NINE -RESERVED SEATING

• There shall be no reserved seating for any Colonel Town Players of Lancaster, Inc. production, except at tables by reservation for a cabaret.  Exceptions shall be made for reserved seating for handicapped persons and for adjudicators (by request) from the New Hampshire Theatre Awards association.

 

ARTICLE TEN – AMENDMENTS TO THE BYLAWS

 

The Bylaws of this organization may be amended or repealed in whole or in part by a majority vote of the members in quorum assembled by ballot at any regular or special meeting of the members provided that written notice of the proposed amendment, together with the time and place of the meeting, shall be given to all voting members at least thirty (30) days before the meeting and a copy of the proposed amendment shall accompany this notice.  Social Media may be used to advertise this meeting and the poropsed changes.

 

Part II.  AMENDMENTS TO THE BY LAWS

Part III. POLICIES ADOPTED BY THE BOARD OF DIRECTORS

 

 

• HONORARIUM FOR DIRECTORS, ACCOMPIANISTS, MUSICIANS, ETC.

The Director of any musical shall be offered an honorarium , the sum to be determined by the Board of Directors prior to auditions, for his or her services. 

 

The Accompanist for any musical production shall be offered an honorarium – equal to that of the director - for his or her services for rehearsals and performances. 

 

Any Musician, Musical Director, Choreographer, or other specialst for any musical production may, at the discretion of the Board of Directors, may be offered an honorarium for his or her services for performances. The Board of Directors shall determine said amount of this honorarium.

 

Any taxes or obligations related to this shall be the sole responsibiity of the recipient and not the Colonel Town Players of Lancaster, Inc.

 

• LOAN OF COLONEL TOWN PLAYERS OF LANCASTER, INC. PROPERTY

Only the Board of Directors shall grant the loan of flats, set pieces, costumes, props, or lighting equipment.  Lighting instruments are loaned without lamps.

 

• PLAY SELECTION

The Colonel Town Players of Lancaster, Inc. will publish, at least thirty (30) days prior to a selection meeting, a notice in a local newspaper(s) and on social media, notifying the Colonel Town Players of Lancaster, Inc. membership of the intent to hold such a meeting.

 

The notice will include an invitation to anyone who is interested in proposing or directing a play [or musical] to attend, and come with a proposal.

 

The proposal should include the following:

Name of the play or musical

Number in the cast / male and female breakdown

Approximate costs such as royalties, tech, costumes, lighting, makeup, set, etc.

A short synopsis of the play [or musical].

Any special technical requirements of note (ex. Use of smoke, pyrotechnics, alteration to the stage or hall, firearms on stage, etc.

Notification of any potentially objectionable material within the piece.

 

The Colonel Town Players of Lancaster, Inc. Board of Directors will meet at the appointed hour and place with anyone who has shown interest.  If the person is unable to attend the meeting, he or she may contact one of the Board members with the appropriate information and request that the Board member make the proposal. 

 

The Board will discuss the proposal(s) in a non-public session, including which play or musical, if any, to select.  The Board will consider all of the items listed above as well as the “appropriateness” of the proposed play(s) or musical(s).  A final vote will be taken in public session.   The decision of the Board of Directors in this matter shall be considered final.

 

The Chairperson or his/her designee will be in charge of placing said notice.

 

• OPEN AUDITIONS

All Productions, regardless of cast size or season produced in, must hold open auditions prior to casting.

 

• RESERVED SEATING

There will be no reserved seating for Colonel Town Player’s productions, except for those patron who require special seating for a physical disability, and for adjudicators from the New Hampshire Theatre Awards association who request it as part of their adjudication service.

 

• CAPITAL RESERVE FUND

A Capital Reserve Fund for repairs and the purchase of new equipment shall be created and maintained as a special savings account.  Initially, the sum of $1000.00 shall be placed in that account.

 

• DIRECTOR’S PACKET

A show Director’s Packet, approved by the Board of Directors, shall be created and kept updated, and given to all production directors.  The Chairperson is responsible for appointing a committee for creating and updating the packet, and for giving the show director the current edition of the packet.

 

• KEYS

The Town of Lancaster has furnished keys to the Town Hall Auditorium to the Colonel Town Players of Lancaster, Inc., and has granted permission for the Board of Directors to maintain storage of equipment in locked cabinets and spaces within that building.  All keys to these spaces are the property of the Town of Lancaster under the jurisdiction of the Colonel Town Players of Lancaster, Inc. Board of Directors, and may not be duplicated without the Board’s permission.  All keys must be surrendered to the Board of Directors upon request of the Chairperson.  The show Director will have a set of keys to these spaces for the duration of his or her service as director, and must surrender these at the close of the production to the Chairperson or any Board member.