By-Laws

North Penn Theatre Guild

1340 Valley Forge Road Lansdale, Pa 19446

BY - LAWS

Created October 2016

NORTH PENN THEATRE GUILD BY-LAWS as created October 2016

ARTICLE I: NAME

Section 1 This organization shall be known as the North Penn Theatre Guild (NPTG). The name of the organization is also referred to as NPTG.

Section 2 The principal office of the corporation shall be 1340 Valley Forge Road, Lansdale, Montgomery County, Pennsylvania 19446.

Section 3 The NPTG is a 501(c)(3) organization with a fiscal year ending June 30.

ARTICLE II: OBJECTIVES

Section 1 The purpose of this organization is to promote and financially support the programs and activities of the North Penn Theatre and Thespian Troupe 5464.

Section 2 To provide financial assistance to Theatre and Theatre related unit activities not financed by North Penn School District in order to permit the Theatre to participate in opportunities (i.e., states, internationals, etc.) and Theatre activities.

Section 3 To assist the North Penn High School Theatre Director in Theatre related unit activities.

ARTICLE III: BASIC POLICIES

Section 1 NPTG is a chapter of the North Penn School District Coordinating Council, Inc., established pursuant to the Pennsylvania Non-Profit Corporation Law, Section 5511. To the extent the provisions of this chapter’s By-Laws conflict with the dissolution, purpose, or financial reporting requirements set forth in the Coordinating Council By-Laws, the provisions of the Coordinating Council By-Laws shall prevail.

Section 2 NPTG shall be non-profit.

Section 3 The NPTG or the names of any members in their official capacities shall not be used in any connection with a commercial concern or with any partisan interest.

Section 4 The name and/or the treasury of NPTG shall not be committed to any action without the approval of the NPTG.

Section 5 In the event of the dissolution of NPTG, no part of the assets of the Association will inure to the benefit of any member, but will be distributed to organizations described in section170(c) of the Internal Revenue Code, or corresponding section of any future federal tax code.

Section 6 The By-Laws may be amended at any regular meeting of the Association by simple majority vote of the members present, provided notice of the proposed amendment(s) and its contents have been made available to members at a previous meeting. It is recommended that these By-Laws be reviewed every two (2) years.

ARTICLE IV: MEMBERSHIP

Section 1 Membership is open to any parent, guardian, or sole caregiver of a student involved in any of the North Penn School District Theatre programs, North Penn High School Theatre representatives (i.e., Theatre Director) and any Alumni and Alumni Parents that have participated previously in the North Penn Theatre Programs.

Section 2 Members eligible to vote in an election are defined as those who have attended a minimum of TBD General Membership Meetings in the past 12 months.

Section 3 The membership year shall run from July 1 through June30.

Section 4 Members shall obtain appropriate background clearances/certifications and supply a copy to the NPTG Secretary to be kept on file.

Section 5 All voting members will be given a copy of the By-Laws upon request.

Section 6 The Theatre Director retains all rights in casting appointments and the NPTG has no input on casting positions.

ARTICLE V: OFFICERS AND DUTIES

Section 1 The Executive Board of NPTG shall be President and Vice-President (or Co-Presidents), Secretary, and Treasurer, elected annually. Positions can be shared with a Co (i.e., Co – President) if approved by a quorum of the general membership.

Section 2 The President or Co-President shall preside at all meetings of NPTG. The President or Co-Presidents shall be (a) member(s) ex-officio of all committees.

Section 3 The Vice-President shall act as an aide to the President and shall perform the duties of the President in the absence of, or at the request of, the President.

Section 4 The Secretary shall record the minutes of all meetings of NPTG and shall present them at the subsequent meeting. The Secretary shall conduct such other correspondence as directed by the President.

Section 5 The Treasurer shall have custody of all funds of the NPTG, shall keep a full and accurate account of receipts and expenditures, and shall make disbursements approved by the NPTG general membership. The Treasurer shall be responsible for the maintenance of such books of accounts and records, which are subject to an audit at the request of the President or a majority vote by the Executive Board Members. The treasurer will provide a current report of funds at each membership meeting. The Treasurer shall complete a financial summary statement to the North Penn School District Coordinating Council, Inc., as directed, on a biannual basis.

Section 6 By a majority vote, Executive Board members may approve up to $1,000 if emergency funds are requested by the North Penn Theatre Director prior to the next NPTG meeting.

Section 7 The Elected Officers of this organization shall serve without compensation.

Section 8 Duties of the President:

A. Shall have supervision over the business affairs of the NPTG.

B. Shall direct the Secretary to call special meetings of NPTG or have the power to do so him/herself.

C. Shall appoint all special committees deemed necessary to fulfill the business and activities of the organization subject to the approval of the Executive Board.

D. Shall serve as an ex-officio member on all committees.

E. Shall prepare an agenda for the General Membership and Executive Board Meetings.

F. Shall represent the organization, or arrange for representation at any outside meeting as requested by/for the organization.

G. Shall serve as the primary liaison between the NPTG and the school’s administration, to include but not limited to, the North Penn High School Theatre Director, North Penn High School Principal, and North Penn School District School Board.

H. Shall secure all permits to reserve a room for all meetings.

I. Shall, along with the Theatre Director and NPTG Treasurer, be responsible for developing and presenting the annual budget to the Executive Board for review and adoption at the September General Membership Meeting.

J. Shall be authorized to co-sign along with the Treasurer all NPTG checks.

K. Shall along with the Theatre Director and Treasurer have discretion to determine and disburse individual student hardship funds. Hardship status will be kept in strict confidence.

L. Shall execute, along with the Secretary, all professional staff contracts for those hired by the Theatre Director on behalf of NPTG.

M. Shall execute other contracts on behalf of NPTG with Executive Board approval.

N. Shall appoint members to serve on the Audit Committee prior to the June General Membership Meeting. In lieu of an Audit Committee, the President shall recommend an independent auditor for approval by the Executive Board.

O. Shall provide counsel and advice to the succeeding President.

Section 9 Duties of the Vice President:

A. Shall assist the President in NPTG administration.

B. Shall be authorized to co-sign with the Treasurer all NPTG checks.

C. Shall oversee and coordinate all fundraising committees and secure all necessary permits including approval from all required North Penn School District Administrators, e.g. North Penn High School Principal.

D. Shall appoint a chairperson for each fundraiser. If a chairperson is not found, the Vice President will facilitate the scheduled fundraiser.

E. Shall provide a written report to the Executive Board and General Membership of the results of each fundraiser on the Fundraiser Summary document.

F. Shall determine the calendar of fundraising events, and submit pricing and potential income to the Executive Board for approval.

Section 10 Duties of the Secretary:

A. Shall record and distribute minutes for the Executive Board and General Membership Meetings.

B. Shall maintain a file of all recordings, communications, flyers, etc. for future reference.

C. Shall execute, along with the President, all professional staff contracts for those hired by the Theatre Director on behalf of NPTG.

D. Shall, upon instruction from the President, Executive Board, or the Theatre Director, conduct all general membership correspondence for the organization.

E. Shall take attendance at Executive Board and General Membership Meetings.

F. Shall develop and maintain a current roster of all members of the Theatre and related units and provide a copy to the members of the Executive Board.

G. Shall collect, edit, publish and distribute information to all students, parents/guardians, staff, Executive Board and alumni on an as-needed basis.

H. Shall obtain approval of outgoing communications to all students, parents/guardians, and alumni from Theatre Director and President.

I. Shall attend Executive Board or General Membership Meetings and act as the clerk of the meetings.

J. Shall maintain a file of background clearances/certifications for all NPTG members.

Section 11 Duties of the Treasurer:

A. Shall be responsible for developing and presenting the annual budget to the Executive Board for review and adoption at the September General Membership Meeting.

B. Shall maintain and keep an accurate accounting of funds, receipts and expenditures of NPTG in designated accounts, recording the same in an electronic ledger.

C. Shall be responsible for maintaining proper signature cards for all accounts for the organization.

D. Shall be responsible for filing on time all necessary reports to the Coordinating Council and maintain compliance.

E. Shall be authorized to co-sign, with the President or Vice President in the absence of the President, all NPTG checks.

F. Shall present all bills that are not contracted, budgeted or pre-approved as reimbursable for approval to the Executive Board. The Treasurer may pay bills that must be paid before the next Executive Board meeting provided the Treasurer presents an accounting of all paid bills for ratification. All disbursements and all deposits will be in the name of North Penn Theatre Guild.

G. Shall submit a written report at all Executive Board and General Membership meetings, to the President and Secretary a Budget -vs- Actual Profit and Loss Statement. Release of such written report is available to the General Membership at the monthly General Membership Meeting.

H. Shall prepare a financial summary at the end of the fiscal year for Executive Board review and approval prior to submission to the independent auditor when needed, which shall then be made available to all organization members. Included in this report shall be an itemization of expenses.

I. Shall be responsible for the cash boxes of the organization.

Section 12 All elected officials

A. Shall perform the duties prescribed in the parliamentary authority of Robert’s Rules of Order in addition to those outlined in these By-Laws and those assigned from time to time.

B. Shall coordinate activities of the organization within their area of responsibility with the Theatre Director or his/her designee as may be required.

C. Shall establish policy and procedures for NPTG supported activities.

D. Shall communicate pertinent information to the General Membership.

E. Shall transfer to their successors all books, papers, and other property of the North Penn Theatre Guild in their possession, after the June meeting and prior to the July Executive Board Meeting, as appropriate for each position.

F. Shall, prior to July 1, have a transition meeting with their successor.

G. Shall prepare final written reports of all activities and shall submit same to the President upon completion of the term of office.

H. Shall perform such other responsibilities as may be delegated to such person by the Executive Board from time to time.

Section 13 Duties of Chairperson:

A. Shall submit a written report of activities to the Executive Board.

B. Shall obtain preapproval of any spending requests or expenses.

C. Shall work within the budget established by the Executive Board.

D. Shall turn over to the Treasurer all receipts in a timely manner and all money collected.

ARTICLE VI: NOMINATIONS AND ELECTION OF OFFICIALS

Section 1 Nominations shall be made by a Nominating Committee appointed by the President. The Nominating Committee shall present at the June meeting of the NPTG, at least one (1) nominee for each office. The consent of each nominee must be secured prior to presenting the list of nominees.

A. Names of nominees shall be presented at the June meeting

B. Election of officers shall be held in June.

C. The new officers shall assume their official positions and duties July 1, or at the close of the last meeting of the school year.

D. Officers are elected for a term of one year.

Section 2 If a vacancy occurs in the office of President, the Vice-President shall become the President until the end of the term. If a vacancy occurs in the office of Co-President, the other Co-President shall become the President until the end of the term. All other vacancies shall be filled by appointment by the President or Co-Presidents for the balance of the term with a quorum majority vote for approval by the Association.

ARTICLE VII: North Penn Theatre Guild

Section 1 Duties of the NPTG:

A. Promote the objectives of NPTG.

B. Transact all necessary business.

C. Create committees as necessary.

D. Approve the plans of work of the committees.

E. Approve all expenditures.

Section 2 Meetings and Quorum

A. Meetings shall be decided upon, at least 3 times a year during the school year in accordance with the school calendar.

B. Board Meetings may be held, as needed, and as often as necessary.

C. Any number of Association members present shall constitute a quorum.

D. When voting on an issue, the majority vote of the NPTG members present shall carry.

ARTICLE VIII: COMMITTEES

Section 1 The NPTG shall establish committees on a yearly basis. The duties shall provide the purpose, formation, guidelines, direction and dissolution of said committees under the guidance of the officers.

Section 2 Standing committees and their associated duties may include:

A. GL Script Coordinator.

B. Media Coordinator

C. Coordinating Council Representative(s): Attend monthly meetings and give report to the NPTG.

D. Membership: Coordinate membership drives and member lists.

Section 3 Ad hoc Committees shall consist of any special activities the Association shall decide to undertake.