By-Laws

Groton-Dunstable Regional High School Drama Guild Constitution

Article I: Purpose

• • To promote interest and encourage participation in all aspects of theatre arts.

  • To provide the opportunity for GDRHS students to experience theatre in a supportive environment.

  • To allow GDRHS students to participate in all aspects of theatre. 

Article II: Membership and Qualifications

• • Membership shall consist of actors, performers, producers, technical artists, costume designers, stage crew, make-up artists, and anyone who shares a love of theatre.

  • Membership is open to all Groton-Dunstable Regional High School students and is not determined by acting ability.

  • The Drama Guild shall not discriminate on any grounds.

Article III: Officers

Section A: Leadership

• • The officers shall include the president, vice president, secretary, treasurer, director of marketing, and director of sales.

  • Those eligible to run for office include any Drama Guild member who has been an active member for at least one year.

  • All officers are both expected to lead with a spirit of collaboration and inclusion.

Section B: Elections

• • Officers shall be elected by majority vote of the Drama Guild body.

    1. The intention to run as an officer must be submitted in writing at least one week prior to the election.

    2. A sample ballot shall be posted prior to the election.

    3. Votes shall be cast by secret ballot.

    4. In the event that more than two candidates run for the same office, voters will rank the candidates according to preference.

    5. Officers will be elected two weeks before the departure of the seniors. 

       1. For the two weeks following election, new officers will gradually assume their elected leadership role, while being mentored by the previous officer. 

       2. By the departure of seniors, they will have completely filled their predecessor’s role and function in that position for the remainder of their term, unless otherwise specified. 

       3. Seniors must be absent from the meeting at which officers are elected.

Section C: Replacing the Officers

• • If, and only if, a Drama Guild officer fails to fulfill his or her duties for an extended period of time, the Drama Guild body may initiate a vote of “no confidence.” Active Drama Guild members may then vote to remove that officer with a 2/3 majority “no confidence” vote.

    1. In the event that the president receives a vote of “no confidence,” 

       1. the vice president shall assume the duties of the president.

       2. the Drama Guild will hold a special election to fill the vice president’s vacant seat.

       3. the Drama Guild will hold another special election if the new vice president has vacated another office.

    2. In the event that officers other than the president receive a vote of “no confidence,” the Drama Guild will hold a special election to fill the vacant seat.

Article IV: Officer Duties

Section A: The President

• • The president is responsible for organizing, running, and overseeing all Drama Guild meetings and functions. The president shall work with the Planning Committee.

  • The president shall fulfill the following duties:

    1. organize drama events

    2. organize weekly officer meetings

    3. upload each play’s photos to Facebook

    4. oversee all Drama Guild meetings

    5. review and possibly revise the constitution

    6. plan theatrical outings

    7. plan the Drama Guild calendar

    8. set up a middle of the year check in survey

    9. represent Drama Guild at GD Arts Booster meetings

    10. write an end-of-the-year report

Section B: The Vice President

• • The vice president is responsible for running and overseeing Drama Guild meetings and functions should the president be absent. The vice-president shall work with the Spirit Committee on all Drama Guild social functions.

  • The vice president shall fulfill the following duties:

• 1. lead in the president’s absence

  2. investigate and recommend team building theatrical activities to the president for Drama Guild meetings

  3. help the president plan Drama Guild meetings as needed 

  4. Help Plan Outings with President

  5. plan and carry out these social functions:

     1. 1. Homecoming Tailgate

        2. dress up/theme days

        3. painting of the Spirit Rock

        4. Class Cup

        5. movie nights(optional) 

  6. review and possibly revise the constitution

  7. write an end-of-the-year report

Section C: The Secretary

• • The secretary must take and maintain a list of membership and attendance, keep minutes for all meetings, and proofread outgoing materials. The secretary shall work with the Correspondence Committee.

  • The secretary shall fulfill the following duties:

• 1. maintain a list of membership 

  2. log and maintain meeting attendance records

  3. summarize events of each Drama Guild meeting and function and submit this written summary to fellow officers for distribution

  4. maintain a digital record of current theatre bios

  5. provide the director of marketing with updated bios as needed throughout the theatre season

  6. proofread any theatrical programs or signage, provided by the directors of marketing and sales, before submitting to advisers or professional printers for publication

  7. write and coordinate correspondence and thank you notes

  8. confirm who to thank with fellow officers, directors, and advisors

  9. update the Facebook group and send email updates

  10. call restaurant during tech week

  11. write an end-of-the-year report

Section D: The Treasurer

• • • The treasurer is responsible for all fiscal matters pertaining to the Drama Guild. The treasurer shall work with the Fundraising Committee to plan and carry out fundraisers.

    • The treasurer shall fulfill the following duties:

• • 1. plan and carry out fundraisers 

    2. collect club fee and remind the families

    3. count and log monies

    4. maintain records of income and expenses

    5. oversee ticket construction and sales

    6. submit requests for money to GD Arts Boosters

    7. aid in grant writing

    8. write an end-of-the-year report

Section E: Director of Marketing

• • The director of marketing is responsible for promoting Drama Guild events, news, and members. The director of marketing shall work with the Promotions Committee to notify the public of upcoming productions and audience events.

  • Before sending correspondence sources of publicity outside of the school, the director of marketing must first approve the correspondence with the Drama Guild adviser.

  • The director of marketing shall fulfill the following duties:

    1. aid in poster creation and production photos

    2. publicize events through a variety of media, including:

       • the Drama Guild bulletin board 

       • the front commons electronic message board (with the approval of the principal’s secretary)

       • in school postings (with the approval of the head custodian)

       • the Drama Guild website, Facebook page, twitter, and other social media

       • the Arts Booster sandwich boards

       • postings in local businesses

       • local newspapers (The Groton Herald, The Groton Landmark, The Lowell Sun, the Dunstable Neighbor-to-Neighbor newsletter, etc.)

       • online news sources and community organizations (GDRSD website, The Groton Line and its email list, the METG website, etc.)

       • TV outlets (Around Town, GD News, and The Groton Channel)

    3. set up the headshot board for each production

    4. layout the artistic and biographical components of each theatrical program in conjunction with the secretary and the director of sponsorship and audience services

    5. help plan, construct and provide content for the website

    6. write an end-of-the-year report

Section F: Director of Sales

• • The director of sales is responsible for building and maintaining a positive ongoing relationship with sponsors and audience members. The director of sales shall work with the Sponsor Committee to raise funds for theatrical productions.

  • The director of sales shall fulfill the following duties:

    1. work with the box office and front of house staff to ensure positive patron experiences

    2. represent Drama Guild at GD Arts Booster meetings

    3. solicit sponsors

    4. sell advertisements

    5. layout the advertisement and sponsorship components of each theatrical programs in conjunction with the secretary and the director of marketing 

    6. organize and plan season tickets and a parent perk pack

    7. write an end-of-the-year report

Article V: Class Representatives

• • Class representatives are responsible for acting as the voice of students in their grade. They shall work with the officers to address concerns and to contribute ideas for the betterment of Drama Guild.

  • Class representatives will fulfill the following duties:

• 1. run for election, if their grade is not represented by an officer (the election will be held no later than November and will be conducted by secret ballot)

  2. attend Drama Guild officer meetings

• • In the event that the class representative does not fulfill his or her duties for an extended period of time, members of that grade may initiate a vote of “no confidence.” Active Drama Guild members of that grade may then vote to remove that representative with a 2/3 majority “no confidence” vote.

Article VI: Committees

• • Students who are not elected as officers shall contribute to the general good of the Drama Guild by participating on committees to which they are designated.

  • Should a committee have no active duties to fulfill, they will offer their support to other committees that do.

Article VII: Meetings

• • Drama Guild meetings shall be determined by the drama officers.

  • Generally, meetings are held once a week for one hour.

Article VIII: Contributing to the Artistic Vision

Section A: Making Suggestions

• • Students who would like to contribute to the artistic vision of the Drama Guild are encouraged to do so.

• 1. Student playwrights, with advisor support, may conduct a staged reading of their plays to evaluate the feasibility of a future production.

  2. In the spring, students are encouraged to submit production ideas for the next season’s fall play and spring musical. 

  3. Students participating in a one-act play may suggest appropriate titles to their director.

  4. The director always has the final word on what productions will be performed. 

Section B: Voting on Suggestions

• • Voting on productions, planned drama activities, or scheduled drama events shall occur during meetings, following a motion made by a member of Drama Guild. The president shall call for a vote following a motion and a second.

    1. All active members of Drama Guild may cast a vote.

    2. Voting for plays shall be cast by secret ballot.

Article IX: Show-Related Activities

• • Any officers cast in a play or involved with the production of a play are responsible for ensuring inclusion of and safety for all participants.

• 1. They must invite the cast, crew, and any non-Drama Guild students who help during the run of the show to pre-, in-between-, and post-show dinners and cast parties.

  2. If they plan an event without adviser supervision, they may not leave the event site until all non-driving cast members have been picked up by their parents or have otherwise received transportation home.

  3. They will collect the money and buy flowers for students they wish to acknowledge, checking with the director and adviser to make sure no one has been inadvertently omitted.

  4. They will conduct acknowledgement ceremonies backstage, after a performance.

  5. With the secretary, they will organize the cast signing of thank you notes to adults involved in producing that show.

  6. They will set an example during the building and striking of the set and the cleaning of the dressing rooms and green room, ensuring that their cast mates participate safely and until the job is done. The last people to leave the strike should be the officers.

Article X: Changes to the Constitution

• • Annually, after officers are elected, the newly elected president and vice president shall form a committee to review and revise the constitution.

  • Suggested changes shall first be presented to the Drama Guild officers for initial approval and final revisions.

  • Officers must approve all changes through a 2/3 vote of the members present.

  • The suggested changes will then be presented to the entire Drama Guild for approval by the majority of the entire membership present at that meeting.

Officer and Adviser Production Tasks