Bylaws as of December 26, 2009

Article I: The Purpose:

The Wethersfield Teen Theater Company (WTTC) is designed to be a vehicle to showcase the talents of area teens and to provide them with the opportunity to learn about theater by taking the responsibility of managing a theatre company by being the decision makers in the business and creative aspects of the company.

The company will include as many Wethersfield residents as possible without jeopardizing the quality of any production.  We are not, nor have been, nor will choose to be an elitist organization.  Our doors are always open to new members.

Our productions are to be of the highest possible standard and quality within the concept of a learning experience.  We are not, nor ever will be a non-profit, non-equality theatre company, but an attitude of professionalism is required from all our members.

We expect all our members to work to their full ability, learn from all their experiences, and above all, to have fun.

Article II: Organization:

The WTTC is a non-profit company controlled by a 12-member board of directors, assisted by a minimum of two advisors. Each advisor must be over the age of 22 and must be approved by the current board. The advisors should be equipped to ensure that the artistic, managerial, and financial aspects of the company are under guidance.  Participation in the WTTC and any of the activities in the organization shall be strictly on a volunteer basis, and shall require membership in the WTTC.

Article III: Membership:

1.  Membership in the WTTC is open to any teenager between the ages of 11 and 22 years of age.

2.  The annual membership dues for cast members shall be $45 for residents of Wethersfield and $55 for out of town participants. A complementary t-shirt is included for cast members, A member of the pit is required to pay dues of $25 and receive a complementary t-shirt. Tech crew is not required to pay dues but may purchase a t-shirt. The company year shall begin September 1 and conclude the following August 31.  No one shall be allowed to participate in the activities of the company until their dues are paid.

3.  To become a member, an application form must be completed and the annual dues paid.

4.  The Board of Directors may waive the membership fee to guests brought in to help in a limited way.  The Board retains the right to remove him or her if a problem arises.

5.  A general member may be suspended or expelled after a hearing before the Board, and a two-thirds vote of the Board in favor of suspension or expulsion.

Article IV: Board of Directors:

1.  The Board of Directors shall consist of twelve members, the majority of whom must be Wethersfield residents.  If there are two candidates of equal merit, one of whom is a Wethersfield resident, the Wethersfield resident is automatically given preference.  Positions on the Board are as follows:

VOTING MEMBERS: Chair, Vice Chair, Secretary, Treasurer, Community Projects, Publicity, Website, and Two Members-at-Large

NON-VOTING MEMBERS: Three Alternates

Terms on the Board shall be from September 1 to the following August 31.

2.  New members of the Board shall be elected by a majority vote of the sitting Board.  Once elected, Board members may continuously serve on the Board until the end of the company year or they reach the age of twenty-two.

3.  If a Board member misses more than two meetings, which are deemed unexcused by the rest of the Board, the offending party may be replaced by a majority vote of the Board, with the offending party abstaining.  If a member is determined to be acting in a way that is grossly detrimental to the WTTC, the Board may institute impeachment hearings proceedings, where the actions of the offending party are discussed, in the presence of all the parties concerned, with the advisor acting as a moderator.  The member may be removed by a three-fourths vote of the Board, with the offending party abstaining.

4.  All Board positions shall be vacated at the end of the company year, and then reassigned by the old Board for the coming year by a majority vote.

5.  The Board will meet at least once a month, with additional special meetings called as necessary.  At least five voting members must be present in order to vote on any issue.  Board members will be given at least one-weeks' notice for all unscheduled meetings.  An advisor must be present at all Board meetings.

6.  By the end of October, the Board must schedule a complete calendar for the entire company year, including semi-tentative rehearsal dates, show dates, community projects, and any other events of importance.  Dates should be reserved locally as necessary as soon as possible, and the calendar should be followed as closely as possible.

7.  Decisions must be made and approved by a majority of the 9 voting members of the Board.  A member may choose to abstain from any vote.  If a Voting Board member expects to be absent for a vote on a major issue, he/she may submit a  proxy to the chairman at the time of the vote.

8.  The advisors are not voting members of the Board, but may step in as stipulated in policy number four of the WTTC Constitution.  An advisor may be replaced, after a hearing, by a Board vote of at least six to three.

9.  The Board of Directors functions as Chief Executive Director and Chief Artistic Director of the WTTC.  Executive responsibilities include control of all financial, business, and organizational matters.  Artistic responsibilities require the Board to insure the purpose of the WTTC (as stated in Article 1, Section 1 of the WTTC bylaws) is reflected in all productions.  The Board reserves the right to override a decision made by a member of the Production Staff (as outlined in the Production Staff Descriptions) when it determines the best interest and/or purpose of the WTTC is in question or at risk by a unanimous vote of the Board.

Article V: Duties and Responsibilities of the Board:

BOARD OF DIRECTORS:

1.  CHAIR:  The Chair shall call and preside over all meetings of the Board.  The chair shall oversee all of the activities of the company, and delegate responsibilities to other members, as he/she deems necessary.

2.  VICE CHAIR:  The Vice Chair shall assist the chair and assume the duties of the chair in his/her absence.

3.  SECRETARY:  The Secretary shall take minutes and provide each member with a copy of the minutes upon request.  He/she shall be responsible for all correspondence and keep all official company records.

4.  TREASURER:  The Treasurer shall keep all financial records. He/she shall be responsible for maintaining the checkbook.  The treasurer will present a financial report at each regularly scheduled Board meeting.  He/she will be responsible for researching and writing all grant proposals.  He/she will also be responsible for collecting/managing patroning and dues.

5.  PUBLICITY:  The Publicity Director shall be responsible for contacting newspapers and local media.  He/she will see that posters and fliers are made and distributed for each company event.  He/she will serve as a liaison between the public and the company and will work to insure the best and most appropriate media coverage for company activities.

6.  COMMUNITY PROJECTS:  This Director is responsible for organizing projects for the community.  Programs for children may include book tours, library programs, and theater workshops.  This Director will also arrange the necessary cast and crew for small group presentations.  This Director will present requests for performances for Board approval.  A report on the activities will be given at each Board meeting.

7.  NEWSLETTER/WEBSITE COORDINATOR:  This Director will produce a WTTC newsletter whenever deemed necessary.  The newsletter will be distributed to all members of the WTTC and will include company news, schedule of activities, and notes on activities of members.  He/she shall keep an up-to-date membership file, as well as maintaining the WTTC database.  This Director will also maintain the website of the WTTC by updating the website as needed.

8.  MEMBERS-AT-LARGE: These two members will attend meetings and will be assigned tasks and responsibilities as deemed necessary by the Directors of the Board.

9.  NON-VOTING MEMBERS - 3 ALTERNATES:  The Board reserves the right to appoint any or all of the 3 additional non-voting members to assist/replace voting members as needed.  These members will serve as alternates to the Board and may be asked to vote in the absence of a Director.

Article VI: Meetings:

1.  Board meetings shall be held regularly at least once a month.  Special meetings may be called when necessary with one week's notice.  A special meeting may be requested by any member of the WTTC, but only the Chair may call a meeting.

2.  Emergency sessions may be called, but without the one-week notice, the absence of a Board member cannot be counted against him/her.

3.  Any member can bring an issue to the attention of the Board and may be invited by the Board to appear in person to discuss the matter.

4.  A special meeting will be held at the beginning of August to select new Board members to replace outgoing members.  Members elected in August will not become voting members until September 1.

5.  The newly elected Board members will be invited to all August meetings to observe the acting Board.  The last meeting in August will open to the newly elected members to discuss responsibilities with the sitting Board.

6.  If a Board member cannot attend a meeting, it is his/her responsibility to notify the Secretary or Chair.

7.  Regular meetings shall follow this basic format: a) call to order (secretary will take attendance),  b) Secretary's report (correspondences read and absences explained),  c) Treasurer's report,  d) Reports from directors and committee heads,  e) old business,  f) new business, g) adjournment.

8.  All company members are welcome to attend meetings of the Board provided they follow the code of conduct at meetings (Article VI, Section 9).

9.  Meetings of the Board of Directors shall be conducted by the Chairperson of the Board in a manner consistent with the adpopted Bylaws of the Board.  All Board meetings shall commence at the stated time or as soon thereafter as a quorum in present and shall be guided by an Agenda which will have been prepared and delivered in advance to all Board Members and other designated persons. 

The meetings shall, to the fullest possible extent, enable Members to conduct the business of the Board in an orderly, expeditious manner. 

Provisions for permitting any individual or group to address the Board during the public comment portion(s) of the agenda concerning any subject that lies within its jurisdiction shall be as follows:

A.   A 5-minute time limit may be allowed to each speaker.

B.  No disruptive conduct shall be permitted at any Board meeting. After being warned by the Chairperson, a person's persistence in disruptive conduct shall be grounds for summary termination of that person's privilege of address. If necessary, the Chairperson may clear the room so that the Board can continue the meeting.

C.  Questions which can be answered during the meeting may be answered at the option of the Board. Other inquiries which may require analysis/investigation will, at the option of the Board, be answered at a future specified date.

D.  No speaker making an oral presentation shall include formal charges or complaints of a personal nature against any Board member or individual volunteer of the WTTC, whether named or not. All such formal charges or complaints concerning individual Board members or volunteers of the WTTC should be referred to the Chairperson of the Board.

Article VII: Awards:

1.  WILLIAM PITKIN MEMORIAL AWARD: This award shall be given to a Board member of the WTTC who, by secret ballot vote of the Board, is recognized for his/her outstanding work on behalf of the WTTC.  The ballots will be collected and counted by an advisor and presented at the close of the summer production.

2.  DANIEL CAMILLIERE AWARD: The company shall present this award to a member of the WTTC who, by vote of the general membership, is recognized for his/her contributions to the summer production. The ballots will be collected and counted by an advisor and presented at the close of the summer production.

3.  SUSAN FENNELLY AWARD: The company shall present this award to a member of the WTTC who, chosen by the director, is recognized as the most dedicated and enthusiastic member of the company.  It will be presented at the close of the summer production.

Article VIII: Finances:

1.  Money raised in the name of the Wethersfield Teen Theater Company may only be used to support the activities of the WTTC.

2.  All expenditures must be approved in advance by a majority of the Board.  In cases where many expenditures are expected the Board may choose to establish a budget within which the person in charge of the activity may function.

3.  An up-to-date report of the company's financial status will be given by the Treasurer at each regular meeting.

4.  All members must present a receipt to the Treasurer for all approved purchases.

Article IX: Productions:

1.  During the course of the company year, the WTTC may produce two types of productions: Minor and Major.

2.  MINOR PRODUCTIONS:  The Board will accept requests from the community to arrange small-scale productions, which would involve a limited cast.  The Board will determine whether this type of production will be produced with or without charge to the organization requesting the service.  Arrangements for this type of production will be the responsibility of the service projects chairman, who will appoint the necessary cast and production staff.

3.  MAJOR PRODUCTIONS:  There will be a minimum of one major production each company year.  During the fall, the Board will consider suggestions for the shows to be performed during the company year.  After careful evaluation and consideration is made of all suggestions, the Board will vote on the shows to be done.  Majority vote prevails.  While a summer show is required, a spring show may also be performed.

4.  The Board will advertise for all production staff positions (See Production Staff Descriptions).  Those interested in working for the WTTC must submit a request, including a resume, to the Board for evaluation.  The Board will review the applications and select some applicants for an interview.  If after the interview process is completed, no qualified candidate, between the ages of 16 and 22, is found, then the Board may open the position to any interested party.  The Board must approve all Production Staff positions.  At the discretion of the Board of Directors, the Director, Music Director, or Choreographer may be a member of the cast they are directing. The Production Staff positions are not Board positions, but the Board may invite them to certain Board meetings to discuss issues related to the production.

5.  Auditions will be held for all Major Productions.  TheCasting Committee shall consist of: the Director, Choreographer, and Vocal Director, unless otherwise decided at the discretion of the Board.  If a member of the aforementioned Casting Committee plans to audition for the show, he/she may not be on the Casting Committee.  A replacement (preferably from the Production Staff) will be appointed by the Board.  The same Casting Committee must be present for multiple nights of auditions unless extenuating circumstances arise.  An Adult Advisor will also be present, but only supervises auditions; they have no say in casting. The purpose of the Casting Committee is to view auditioning candidates and to evaluate and place them in the respective parts on the production.  All casting directors have an equal say and vote in casting issues.  Casting decisions will be made by a majority vote, to provide the WTTC and the Director with the best possible cast, in keeping with the purposes of the WTTC.

6.  The Board will designate people to take charge of duties in the major productions.  This may be done by application and interview or appointment.  The Board will define the responsibilities of each member of the production staff.  No changes to these assignments may be made without Board approval.

Article X: The Production Staff:

Articele XI: Code Of Conduct

• Participants agree to attend all rehearsals for which they are scheduled, unless they are excused by the Director. Attendance will be taken at every rehearsal. Participants with more than three unexcused absences will be cut from the production, and dues will not be refunded. Any cast member with an unreasonable number of excused absences will be cut from the production. Participants also agree to arrive on time and ready to rehearse. Any cast member with excessive tardies and excessive lack of preparation will be cut from the show or their part.
• Dues will be paid by the first rehearsal. Dues are $45 for participants who are residents of Wethersfield & $55 for participants who are not residents of Wethersfield. Checks can be made payable to: WTTC. If dues are not paid, participants will not be allowed to rehearse. participants of the pit, tech crew, stage crew, make-up team and set design team are exempt from WTTC dues.
• If a participant's behavior is inappropriate during rehearsals, the participant will be given two verbal warnings. After the second warning, the participant's parent or guardian may be required to sit at all rehearsals and monitor their child's behavior. Inappropriate behavior includes, but is not limited to any behavior which interferes with other participant's concentration or enjoyment during rehearsals. If the presence of the parent or guardian does not provide a sufficient solution to the problem, the participant will be cut and their dues will not be refunded.
• Food is not permitted in the WHS auditorium, only water is allowed. Food may be eaten outside during breaks. Participants will clean up after themselves. This is considered an inappropriate behavior and will be acted on as mentioned above.
• Deposits will be collected from anyone receiving a script or score. A postdated check made out for the amount of the score or script must be made out to WTTC and given to one of the adult advisors before a script will be issued to the participant. If the script or score is returned by the end of the performance unmarked and undamaged, the check will be returned. Otherwise the check will be cashed.
• The Town of Wethersfield does not tolerate minors buying, possessing or consuming alcohol or being under the influence of drugs or alcohol on any town property at any time. Anyone who uses or possesses drugs or alcohol will be cut from the production on the first offense, and dues will not be refunded.
• Any social events that take place after rehearsals or off town property are not chaperoned by an adult advisor. Parents are solely responsible for any risk involved. These activities include but are not limited to bowling, restaurant visits and certain cast parties.
• Parents are responsible for transportation to and from rehearsals and social events. In consideration of the volunteer chaperones please be prompt in picking up your child.
• Permission is authorized for photographs and/or videos of the actors to be used in newspapers, brochures, websites and public access television.

Article XII: The Founders:

William Fennelly and Carol Choomack who founded the Wethersfield Teen Theater Company shall exist as lasting consultants to the WTTC functioning to preserve the integrity, artistry, and purpose of the WTTC.  They are not voting members, but are entitled to sit in on and be privy to all WTTC business.

Article XIII: Changes to the Bylaws:

Any addition to the bylaws of the WTTC require at least a two-thirds majority vote of the nine voting members of the Board of Directors.