Members

Will Vote On

These 

Revised

By-Laws at

the Annual

Meeting

BY-LAWS of YORKTOWN COMMUNITY PLAYERS
Organization began: 1960
Incorporated: 1962
Revised: December, 1982, (to be voted on July, 9, 2011)

Section 1: Organization and Purpose

(a) This organization shall be known as the Yorktown Community Players.
(b) The organization shall be run on a not-for-profit basis.
(c) The purpose of the organization shall be to provide legitimate theater to the community.

Section 2: Membership

(a) Membership shall be open to all persons interested in supporting the organization’s purpose. The term person or persons as used herein shall include any individual, company, or other business entity.
(b) All persons shall be considered as member, only if said person has paid membership dues as specified in Section 3, and has not been suspended as specified in Section 2.
(c) All members shall be considered as full members, having the right to vote for officers and members of the Board of Directors as specified in Section 9.
(d) A member may be suspended for a period of time to be determined by the Board of Directors, or expelled for cause, by a two-thirds vote of the Board of Directors, provided that a statement of charges is mailed to the offending member with the notification of the date, time and place of the Board of Directors’ meeting at least 15 days prior to said meeting. Reinstatement shall be effected by like procedure, only notice will not be required.
(e) Unless otherwise approved by the Board of Directors, all participants in all productions shall be members in good standing.

Section 3: Dues

(a) Annual membership dues shall be affixed by the Board of Directors with the approval of the membership. Any change in dues must follow a similar procedure.
(b) All persons joining this organization are expected to pay dues on an annual basis. Membership shall commence from the month in which dues are paid to the end of the prior month in the following year, e.g. from May 1 to April 30.

Section 4: Meetings

(a) Regular General Meetings shall be held at least once a year.
(b) Regular General Meetings shall be open to the public.
(c) Regular Board Meetings shall be held at least ten (10) times in each year, and held on a monthly basis.
(d) Regular Board Meetings shall be open to all members; however, non-Board members may be heard at such Board Meetings, only if placed on the agenda by the President or designee.
(e) Special Board or General Meetings may be called by the President. Special Board Meetings may also be called by written request to the President by at least five (5) members in good standing.
(f) The Board of Directors shall have the right to close any Board Meeting for the purpose of taking a vote, or other designated purpose.
(g) All meetings shall be conducted in accordance with Robert’s Rules of Parliamentary Procedure or other standard, adopted by the Board of Directors.

Section 5: Quorum

(a) A quorum at any Board of Directors Meeting shall be one more than half of the voting members of the Board.

Section 6: Officers and their duties

(a) Officers of this organization shall be: President, Administrative Vice-President, Technical Vice-President, Treasurer and Secretary.
(b) The President shall be the executive officer of the organization, whose function it will be to provide intelligent and objective leadership to the group. The specific duties of the President shall be:
i. To preside at all General Meetings;
ii. To preside, or have a Board Member Preside at all Board Meetings;
iii. To act, or have a Board Member act on the President’s behalf, as official representative in public functions outside the organization.
iv. To act as chief promoter of the organization through various officers and committees designated, and to be in charge of all or assign a Board Member to act in the President’s behalf, ad hoc committees designated by the President or the Board.
(c) The Administrative Vice-President’s duties and functions are as follows:
i. To function in the place of the President in the event of absence or incapacity, and to coordinate overall functions of the group;
ii. To serve as ex-officio member of all standing committees;
iii. The Nominating Committee shall exist as a standing committee. It shall be chaired by the Administrative Vice-President and be comprised of two Board members and two members at large.
(d) The duties and functions of the Technical Vice-President shall be as follows:
i. Ensuring that all of the technical aspects of productions are adequately carried out. This includes supervising in the areas of scene design, scene construction, scene painting, lighting, making properties, constructing mechanical stage devices, and the actual technical production of the major shows;
ii. Function in place of the President and Administrative Vice-President in their absences;
iii. Assists with technical workshops;
iv. Provide cost estimates, when requested.
(e) The duties and functions of the Treasurer shall be as follows:
i. Keep an account of all monies received and expended;
ii. Receive all monies payable to the organization;
iii. Pay all authorized expenditures. All checks shall be signed by two of the four registered signatories: President, Vice-President, Secretary, Treasurer.
iv. Prepare monthly reports on all collections and expenditures and balance of the treasury. These reports are to be presented at Board and General Meetings and recorded in the minutes;
v. Insure that all financial records are kept up to date and adequately safeguarded;
vi. Financial statements shall be available to members of good standing upon request.
vii. Insure that all required state and federal documents are completed and filed.
(f) The duties and functions of the Secretary shall be:
i. Issue all calls or notices of meetings and write such letters as the Board of Directors may designate.
ii. Keep a record of all business conducted in the meetings, including every motion and whether it is defeated or carried.
iii. The minutes of each meeting will show the names of persons appointed to committees and the like, and if such person is not present, the Secretary shall notify all such persons nominated or elected.

Section 7: Terms of Officers and Elected Directors of the Board

(a) The term of office of the President shall be for a period of twelve (12) months. The term of office of the Treasurer shall be for thirty-six (36) months. The term of office for all other officers shall be for a twenty-four (24) month period.
(b) The term of office of members of the Board shall be for a period of twenty-four (24) months.
(c) Each Board Member, to remain in good standing, must not be absent from more then three (3) consecutive meetings, of which informed, without notification to the Board.
(d) Any vacancies on the Board of Directors, other than office of President, which shall be filled by the Administrative Vice-President, may be filled by Presidential appointment with the approval of the Board. Special elections may be called at the discretion of the President to fill such vacancies until the next regular election.
(e) The term of office of the President shall not exceed two consecutive elected years.

Section 8: Elections of the Board of Directors and Officers

(a) Nominations shall be presented by the Nominating Committee at the Regular General Meeting, with the prior consent of the candidate. Additional nominations may be made from the floor at the Regular General Meeting. Persons nominated at this meeting must be present and/or have indicated prior consent. A candidate may appear on the ballot for only one position.
(b) Notices of the candidates for election to office shall be mailed to all members at least ten (10) days prior to the election meeting.
(c) The election meeting shall be a Regular General Meeting.
(d) The election of officers shall be by plurality. Election of Board Members shall be by taking the several candidates receiving the greatest numbers of votes cast.
(e) The total of the elected Directors shall not exceed ten (10).

Section 9: Qualifications for Office

(a) A person shall not be a candidate for, nor serve as President, who has not been elected to the Board of Directors and served a term of two full years.
(b) No person shall be a candidate for re-election to the Board of Directors who has not attended at least half (1/2) of the meetings of the Board held since his/her election or appointment.

Section 10: Amendments

(a) These By-Laws may be amended by a two-thirds (2/3) vote of members present and voting.
(b) Notices of proposed amendments shall be mailed to all members at least ten (10) days prior to the meeting at which voting is to occur or by posting the proposal on the official website.
(c) Any member or group of members may propose amendments to these By-Laws by submitting said proposal to the President in writing.

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