Swedesboro-Woolwich Little Theater Bylaws
ARTICLE I – NAME
The name of the organization shall be SWEDESBORO-WOOLWICH LITTLE THEATER- Or as may hereafter be abbreviated “SWLT.”
ARTICLE II – PURPOSE
As set forth in the Articles of Incorporation, SWEDESBORO-WOOLWICH LITTLE THEATER is exclusively organized for charitable and educational purposes. These purposes include:
a. To provide the children in local and neighboring communities the opportunity to join an organization that will teach them about theater through summer camp, workshops, and public performance.
b. To build self-confidence, organization and self-discipline, team building, and conflict resolution.
ARTICLE III- FISCAL YEAR
The fiscal year of the corporation shall be January 1 to December 31.
ARTICLE IV – MEMBERSHIP
Section I - Eligibility
a. Voting Membership on the Board of Directors of SWLT is open to anyone over 18 years of age interested in promoting theater education among the children of the community.
b. Non-voting membership on the Board of Directors of SWLT is open to SWLT employees (with the exception of the Artistic Director) and anyone over 15 years of age interested in promoting theater education among the children of the community.
Section II- Method of Admittance
a. A person age 18 (eighteen) years or older who shows dedication and commitment to make SWLT grow and succeed will be invited onto the Board of Directors (BOD) by the current board members.
b. If a person age 18 years or older would like to be on the board, but has not been invited, they may apply by completing a BOD Application and submitting it to the President.
Section III- Term of membership
a. Membership is limited to 5 (five) years unless the member becomes an officer with a maximum additional service on the executive committee of 8 (eight) years.
b. A mandatory hiatus of one year must be observed before rejoining the board of directors is required.
Section IV - Board Member Responsibilities
a. Board members should attend three-quarters of board member meetings each year. If a member misses more than one-quarter of the meetings each year, the member will be asked to leave the board unless otherwise voted upon by the executive committee.
b. Board members will be a member and/or chair of at least one committee.
c. Board members shall attend all fundraising and SWLT events for at least 25% of the allotted time. If a member cannot attend an event for 25% of the allotted time, the Artistic Director must be notified 24hrs hours prior to the event. The board member must find a fellow board member or officer to cover their allotted time requirement at the event.
Section V – Resignations
A member may resign from the Board at any time by giving notice in writing to the Executive Committee. Such resignation shall take effect at the time specified therein and no acceptance of such resignation shall be necessary to make it effective.
Section VI- Reinstatement
Members who were asked to leave the board or resigned from the board can reapply to become a board member 1 year after they were removed or resigned. The member will complete a BOD application and submit it to the President of the Board.
ARTICLE V- MEETINGS
Section I- Regular Meetings
Regular meetings will be held tri-monthly beginning in January. A calendar of by monthly regular meetings will be established in January.
Section II- Special Meeting
Notification of a special meeting of the Board of directors shall be sent out electronically or however, the board deems fit, at least 24 hours in advance.
Section III- The Annual Meeting
An annual meeting shall be held in January at a time and location set by the Board of Directors. Business conducted in the odd number years will include the election of officers.
Section IV- Quorum
The presences of one third of the voting members shall constitute a quorum for the transaction of business. If a quorum is present at the commencement of a meeting, a quorum shall be deemed present throughout such proceedings.
ARTICLE VI – OFFICERS
Section I- The following shall serve as non-paid positions for the board of directors:
A. President
B. Vice-President
C. Secretary
D. Treasurer
Section II - Eligibility
Members are eligible to become an officer after serving one year on the Board of Directors. A maximum of 8 (eight) consecutive years of service on the committee is permitted.
Section III- Nomination
At the November meeting in the even number years candidates are nominated for officer positions.
Section IV- Term
Each officer shall serve a term of 2 (two) years from the date of their election or until their successor is elected and qualified.
Section V- Election
a. In the odd numbered years during the annual meeting of the general members, officers will be elected.
b. Officers shall assume their duties immediately following close of annual meeting.
Section VI- Attendance of Meetings and Events
a. Officers shall attend the regular and annual meetings of the Board of Directors.
b. Three(3) of the four (4) officers must be present for there to be a special meeting of the Board with 1/3 of the Board present to make a quorum (as stated in Article V, Section IV).
c. Officers shall attend all fundraising and SWLT events for at least 50% of the allotted time. If a member cannot attend an event for 50% of the allotted time, the Artistic Director must be notified 24hrs hours prior to the event. The officer must ask a fellow officer or board member to cover their allotted time requirement at the event.
Section VII- Duties of the Officers
The powers and duties of the officers shall be as follows:
a. President- the President shall preside at the meetings of the Board of Directors. The President will play a major role in resource development and in representing the organization within and outside the community. The president will contact committee Chairmen monthly to check on progress. If questions arise, the President will relay committee questions to the correct executive officer for a resolution. The president will submit a monthly report to the executive members stating the progress of each committee. Along with the Artistic Director and Treasurer, the President will create a yearly budget. The President shall communicate to other officers, or to the Board of Directors, suggestions that, in her/his opinion, will promote the prosperity and welfare and increase the usefulness of SWLT. The President will complete additional duties that may be assigned by the Artistic Director or by the Board.
b. Vice President- in case of the absence of the President, or of her/his inability from any cause to act, the Vice-President shall perform the duties of that office. Like the President, the Vice-President shall play a major role in resource development and in representing the organization within and outside the community. The Vice President will be chair of the Fundraising Committee. They will give a report at each regular meeting. The Vice President will complete additional duties that may be assigned by the Artistic Director, President, or by the Board.
c. Secretary- the Secretary shall be responsible for keeping an accurate record of all meetings of the Board of Directors. They will also see that all notices are duly given in accordance with these Bylaws, maintain the official records of the organization, and in general perform all duties customary to the office of Secretary, and such other duties as from time to time may be assigned by the President or by the Board. The Secretary shall chair the Registration Committee, and complete additional duties that may be assigned by the Artistic Director, President, or by the Board.
d. Treasurer- The treasurer will be responsible for all monetary collections after each event and registration. Along another board member, the treasurer will count and record all monetary collections after each event. He/She will deposit all monetary collections into SWLT’s bank account within one week of the collection. The treasurer shall have custody of all funds until deposited. She/he shall keep accurate electronic records of receipts, fundraisers, events, expenditures, and any other activity the board deems necessary. They shall pay out funds authorized by the Executive Committee. The treasurer, in consultation with the president and artistic director, will create the budget. At each regular board meeting, the treasurer will present a report of receipts, funds, event progress, and past and future disbursements. The Treasurer will complete additional duties that may be assigned by the Artistic Director, President, or by the Board.
Section VIII- Event Attendance
At least 2 members of the executive committee must be present at SWLT events at all times.
Section IX- Vacancies
The President will appoint a qualified board member to serve the remainder of the elected term.
ARTICLE VII – EXECUTIVE COMMITTEE
Section I- Members
The Executive Committee shall consist of the Officers, Committee Chairmen, and the Artistic Director.
Section II - Duties of the Executive Committee
a. The executive committee will handle routine business and exercise oversight when the full board does not convene.
b. They may take final action only when the full board cannot be convened on an urgent matter between scheduled board meetings.
Section III - Meetings of Executive Committee
a. The Executive Committee members will meet one week prior to each board meeting to discuss important points for the next board meeting. Executive Committee members will inform each committee what they will need to prepare if they are going to speak at the board meeting.
b. At Executive Committee meetings, a quorum will consist of one quarter (1/4) of the executive committees.
ARTICLE VIII – COMMITTEES
Section I- Appointment of Chairmen
a. Committee members will be appointed at each annual meeting and will hold a one-year term. Board members may not be on more than 2 (two) committees unless voted upon by the board.
b. Committee Chairmen will be voted upon by the board of directors at each odd numbered annual meeting and will hold a 2 (two) year term. Committee Chairmen can be reelected for the same position. Chairmen may only be part of the committee they chair.
Section II- Duties of Chairmen
a. Chairmen will organize monthly meetings with their committee members in person or electronically to discuss the progress of current projects, past and future projects.
b. Chairmen will submit a monthly report to the President describing their progress on current projects, past and future projects.
c. Chairmen will attend the annual and all regular board meetings.
d. If the committee deems necessary, chairmen can request a special meeting by contacting the President
Section III- Amount of Members
The maximum number of members on each committee is five.
Section IV- Committees
a. Registration/Tickets- is responsible for creating the registration forms and collecting forms and payments at SWLT registrations. They will organize the information and input the information into a program, such as excel, on the computer. A member of the committee will make sure all of the monetary collections are given to the treasurer the same day as registration. They will also complete any other tasks the board deems necessary. At meetings, a committee member will present ideas created by the committee members to the officers for approval.
b. Fundraising- will be responsible for organizing several fundraisers throughout the year to raise money for SWLT. At meetings, a committee member will present ideas created by the committee members to the officers for approval.
c. Advertising- is responsible for advertising SWLT’s performances and programs to the public, They will design and create/purchase items such as brochures, newspaper articles, posters, lawn signs. The committee will contact newspapers/news stations prior to performances in attempt to set up an interview. They will also complete any other tasks the board deems necessary. At meetings, a committee member will present ideas created by the committee members to the officers for approval.
d. Technology- will keep the website updated; create graphic designs and logos for the organization, research equipment the board is looking to purchase to find the best quality and price. They will keep the organization up to date with new technological advances that could benefit the program. If needed, they will assist during performances by setting up and running sound/electronic equipment. They will also complete any other tasks the board deems necessary. At meetings, a committee member will present ideas created by the committee members to the officers for approval.
e. Costumes- Within budget they will organize, design, create, sew, pick-up, purchase/rent all costumes necessary for SWLT productions. They will work with the Artistic Director to design costumes for each production. They will keep electronic records of the costume information indicated on the audition forms. They will attend dress rehearsals and assist cast members in trying on costumes. At least two (2) committee members will attend 100% of a performance in order to mend any costumes and answer questions. Following each performance, they will see that all costumes are hung up/folded neatly. Following the final performance, they will clean, store (return if borrowed/rented) all costumes to the correct places. The committee will also complete any other tasks the board deems necessary. At meetings, a committee member will present ideas created by the committee members to the officers for approval.
f. Set Design/Construction- they will design, build, purchase, and borrow the set pieces needed for each SWLT production. They will work with the Artistic Director to design the set for each SWLT production. . At least two (2) committee members will attend 100% of a performance as stage crew. Following the final performance, they will clean, store (return if borrowed) all set pieces in the correct places. The committee will also complete any other tasks the board deems necessary. At meetings, a committee member will present ideas created by the committee members to the officers for approval.
g. Ad Book/Program- will solicit local businesses and families’ of SWLT members for advertisements in the program. The committee will decide on a good price for each ad size, create forms to give to local businesses and families’ of SWLT members. They will create the ad book/program for each show. The committee will also complete any other tasks the board deems necessary. At meetings, a committee member will present ideas created by the committee members to the officers for approval.
Section V – Additional Committees
Such other committees shall be appointed by the President with the approval of the Executive Committee as shall from time to time be necessary to carry on the work of SWLT.
Section VI- Meetings
Committees will meet on an as needed basis decided by the committees and the Executive Committee.
ARTICLE IX- AGENTS AND EMPLOYEES
Section I- Employee Requirements
a. Employees must attend at least one (1) board meeting per year.
b. Employees are not required, but strongly encouraged, to become a non-voting member of the board of directors.
c. Employees must attend and actively work during registration, auditions, rehearsals, performances, and other events the board of directors deems fit for 100% of the allotted time. If an employee cannot attend these events for 100% of the allotted time, the Artistic Director must be notified at least 24hrs hours prior to the event.
i. If an employee does not attend or actively work a required event, a deduction in their compensation could occur if the board deems fit.
d. Employees must attend all fundraising and SWLT events for at least 25% of the allotted time. If a member cannot attend an event for 25% of the allotted time, the Artistic Director must be notified 24hrs hours prior to the event.
e. Employees must actively participate as stage crew during performances ( i.e- light/sound operation, set changes, costumes, etc).
f. Employees are responsible for scheduling and paying to get fingerprints and a background check on record before they begin employment.
i. Employees must have a clear criminal background.
Section II- Artistic Director
The Board of Directors must appoint an Artistic Director who shall receive a salary.
Section III- Duties of the Artistic Director
a. Work with the Board of the Directors to create an agenda for the Board Meetings. The Artistic Director will assist the President in leading board meetings.
b. Work with the Board of Directors to ensure that SWLT is guided by its mission and realizes its goals for artistic excellence, community service, education, financial stability, fundraising and audience engagement
c. Conceive, develop, and implement the artistic vision and focus of the organization and for major decisions about the ongoing development of the aesthetic values and activities.
d. Hire, supervise, and evaluate artistic personnel including directors, staff, performers, designers, and stage managers
e. Hire, supervise, and evaluate key technical personnel such as sound operator and videographer
f. Develop, implement, and evaluate programs for the year
g. With the treasurer and president, develops annual program budget
h. Act as a spokesperson for the organization's artistic purpose via speaking engagements, public and social appearances, and, as requested, at fundraising events and solicitations
i. Foster the development of good relations with other cultural organizations by participating in meetings and joint activities where appropriate
j. Reports to the Board of Directors on a regular basis to give an update on artistic activity
k. Supervise the maintenance of written procedures manual for technical and production staff
l. Direct at least one production per season
m. Prime parent correspondent to answer questions about the program
n. Prime correspondent to answer questions from the Executive Committee
o. Attend SWLT fundraisers and events for 100% of the allotted time
p. Attend all annual, regular, and special meetings
q. Make decisions based on the best interest of the SWLT (i.e- financially, theatrically, etc)
Section IV- Removal of Employee or Agent
The Board of Directors, with or without cause, may remove any employee or agent at any time, without prejudice, however, to the contract rights of the person so removed.
Section V- Compensation
The Corporation may pay compensation in reasonable amounts to agents and employees for services rendered. The Board shall determine the level of compensation of the Artistic Director, and shall approve compensation guidelines for other categories of employees. The Board may require officers, agents, or employees to give security for the faithful performance of their duties.
ARTICLE X – PARLIAMENTARY AUTHORITY
The current edition of Robert’s Rules of Order Newly Revised shall be the parliamentary authority in all matters not specified by the bylaws of this organization.
ARTICLE XI – AMENDMENTS
These Bylaws may be amended at any regular business meeting by a 2/3 vote of the members present provided the proposed amendment has been submitted in writing to the membership two weeks prior to the regular Meeting.
ARTICLE XII – DISSOLUTION CLAUSE
Upon the dissolution of this organization, the Executive Committee shall, after paying or making provision for the payment of all the liabilities of the organization, dispose of all the assets of the organization exclusively for the purpose of the organization in such a manner, or to such organizations organized and operated exclusively for charitable, educational, religious, or scientific purposes as shall at the time qualify under section 501 (c)(3) of the Internal Revenue Code of 1954 (or the corresponding provision of any future United States Internal Revenue Law), as the Executive Committee shall determine.
ARTICLE XIII- RACIALLY NONDISCRIMANATORY POLICY
Swedesboro-Woolwich Little Theater admits students of any race, gender choice, color, national origin, and ethnic origin to all the rights, privileges, programs, and activities generally accorded or made available to students at the school. It does not discriminate on the basis of race, color, national origin, and ethnic origin in administration of its educational policies, admission policies, scholarship and loan programs, and athletic and other school-administered programs.
Bylaws approved by the Board of Directors on August 12, 2013__.