CONSTITUTION AND BY-LAWS OF THE

 

MILTON PLAYERS THEATRE GROUP

 

 

 

 

January 1991

 

With amendments September 24, 1991, May 31, 1995, November 19, 2002, July 27, 2009, June 2013, June 4, 2014, June 18, 2019

 

Reprinted May 24, 2002, November 11, 2007, June 25, 2012

 

 

 

TABLE OF CONTENTS

 

1.     NAME                                                                                                                          2

2.     HEAD OFFICE                                                                                                            2

3.     PURPOSE                                                                                                                    2

4.     OBJECTS                                                                                                                     2

5.     MEMBERSHIP                                                                                                            2

6.     MEMBERSHIP FEES                                                                                                  3

7.     ORGANIZATION                                                                                                        4

8.     NOMINATION AND ELECTION OF EXECUTIVE                                                4

9.     VACANCIES OF OFFICE                                                                                          5

10.       FUNCTIONS AND DUTIES OF EXECUTIVE OFFICERS                                 5

11.       COMMITTEES                                                                                                        7

12.       FINANCING                                                                                                            7

13.       MEETINGS OF THE ORGANIZATION                                                               8

14.       AMENDMENTS TO THE CONSTITUTION                                                        8

15.       PROPERTIES                                                                                                          8

16.       FISCAL YEAR                                                                                                        9

17.       RULES OF PROCEDURE                                                                                      9

18.       QUORUM                                                                                                                9

 

CONSTITUTION AND BY-LAWS OF THE

 

MILTON PLAYERS THEATRE GROUP

 

1.      NAME

 

1.1           The name of the organization shall be “Milton Players Theatre Group”.  Where the organization is referred to in the Constitution and By-Laws, etc., as the “Organization” reference is made to the Milton Players Theatre Group.

 

2.      HEAD OFFICE

 

2.1           The head office of the Organization shall be in the Town of Milton, in the Province of Ontario.

 

3.      PURPOSE

 

3.1           The purpose of the Organization is to provide members of the community access to theatre arts activities.

 

4.      OBJECTS

 

4.1           To form and maintain a theatre group to present public performances of the highest degree of proficiency for the general benefit of the community.

 

4.2           To offer workshops and seminars on all aspects of theatre to interested individuals of the community.

 

4.3           To aid local charities by presenting certain shows or dress rehearsals as benefit nights to be used by the charity to raise money.

 

4.4           To encourage theatre excellence in the community with particular reference to young people by providing grants and/or donations to candidates who demonstrate a proficiency in theatre in order to asses them and further their theatrical education.

 

 

5.      MEMBERSHIP

 

5.1           The Membership of the Organization shall consist of persons and organizations interested in the purpose and objects of the Organization.

 

5.2           Membership shall consist of Active and Non Active types.

 

5.2.1      Active memberships include the following:

 

1.                                             Family:               Includes all persons in one household belonging to one family.

2.                                             Single:               Any person at or above the age of 16 years old.

3.                                             Student:             Any person, over 16 years old attending full time school or further education.

4.                                             Child:                Any person under 16 years of age.

5.                                             Honourary:        May be bestowed upon any worthy individual who in the opinion of the Executive Committee has displayed dedicated services to theatre arts, or any individual whose political or business affiliations may enhance or promote the well being of the Organization.

 

5.2.2      Non Active memberships include any persons who wish to support the Organization but do not wish to participate in productions.  These persons receive all correspondence and can attend all meetings, but have no voting privileges.

 

5.3           Active membership is a prerequisite for directors, stage managers, actors, actresses and producers, unless by special permission of the Executive Committee.

 

5.4           Volunteer assistants in all areas of production or fund raising activity need not obtain active membership for their first production.  If they wish to participate in future productions, however, active membership is required.

 

6.      MEMBERSHIP FEES

 

6.1           PAYMENT OF DUES

 

6.1.1      For each Family, Single, Student, Child and Non Active member, the annual membership fees shall be determined by the Executive Committee and shall become due at the Annual General Meeting or other date as specified by the Executive Committee.

 

 

6.2           ARREARS

 

6.2.1      Members whose dues have not been paid within 30 days of the due date, or date as determined by the executive, shall be removed from the membership list and lose all privileges associated with the membership.

 

7.      ORGANIZATION

 

7.1           EXECUTIVE OFFICERS

 

7.1.1      The Executive Officers shall comprise the Executive Committee and shall be as follows:  President, Vice President, Treasurer, Secretary, Director-Fund Raising, Director-Membership and Director-Publicity.

 

7.2           TERMS OF OFFICE

 

7.2.1      All Executive Officers shall hold office for two years and shall remain in that office until their successors are elected.

 

8.      NOMINATION AND ELECTION OF EXECUTIVE

 

8.1           NOMINATION

 

8.1.1      Thirty days prior to elections, the Executive Committee will appoint a Nominating Committee consisting of one or two current members in good standing.  Its responsibility will be to establish a minimum slate of officers for the coming year, and to receive all nominations.  Nominations will be posted, if time permits, and all members will be notified of nominations received.

 

8.2           ELECTIONS

 

8.2.1      Election of Executive Committee members will take place at the Annual General Meeting or at a Special Meeting as required.  The position of President, Secretary, Director-Membership, Director-Publicity and Executive Producer shall become open and new officers elected in odd numbered years and the positions of Vice President, Treasurer, Director-Fund Raising and Social Media Director shall become open and new officers elected in even numbered years.

 

8.2.1       

8.2.2      Elections shall be by secret ballot and the candidate with the largest number of votes shall be elected.

 

8.2.3      Each active member at or above the age of 18 years old has one vote.

9.      VACANCIES OF OFFICE

 

9.1           In the case of vacancy in the office of President, the Vice President shall fill the office temporarily or shall complete the unexpired term if the President relinquishes the office.

 

9.2           A vacancy in the office of Vice President, Secretary, Treasurer, Director-Fund Raising, Directory-Membership, Director-Publicity shall be filled for the unexpired term by election at a Special Meeting.

 

10. FUNCTIONS AND DUTIES OF EXECUTIVE OFFICERS

 

10.1        PRESIDENT

 

10.1.1   The duties of President are as follows:

 

-       is the Chief Executive Officer

-       calls Executive Committee and General Meetings

-       presides over such meetings unless delegated

-       forms and implements policies with the co-ordination of the Executive Committee, for the direction and guidance of the Organization

-       recommends replacements on the Executive Committee as and when vacancies occur

-       recommends to the Executive Committee replacing executive as and when deemed necessary

-       upholds and enforces the Constitution

 

10.2        VICE PRESIDENT

 

10.2.1   The duties of the Vice President are as follows:

 

-       shall serve as an assistant to the President and act as the President’s delegate in the event of the President’s absence at any meetings

-       shall assume the full powers of the President should that office become vacant during the current fiscal year

-       shall perform such other duties as usually pertain to that office

-       shall perform such other duties as may be assigned to him or her by the President or Executive Committee

 

10.3        SECRETARY

 

10.3.1   The duties of the Secretary are as follows:

 

-       records the minutes of all meetings

-       shall be responsible for all correspondence concerning the Organization’ affairs, such correspondence to carry the signature of the President or his/her delegate

-       maintains files of such correspondence and all matters relating to the Organization

-       shall perform such other duties as may be assigned to him or her by the President or Executive Committee

 

10.4        TREASURER

 

10.4.1   The duties of the Treasurer are as follows:

 

-       is responsible for the Organization’s financial affairs

-       pays disbursements from the Organization accounts

-       assures relevant insurance policies are maintained

-       renews memberships in outside organizations

-       shall perform such other duties as may be assigned to him or her by the President or Executive Committee

 

10.5        DIRECTOR-FUND RAISING

 

10.5.1   The duties of the Director-Fund Raising are as follows:

 

-       responsible for all activities outside of regular productions, to raise funds for the operation of the Organization

-       shall perform such other duties as may be assigned to him or her by the President or Executive Committee

 

10.6        DIRECTOR-MEMBERSHIP

 

10.6.1   The duties of the Director-Membership are as follows:

 

-       is responsible for maintaining a current membership list

-       is responsible for collecting membership fees

-       shall perform such other duties as may be assigned to him or her by the President or Executive Committee

 

10.7        DIRECTOR-PUBLICITY

 

10.7.1   The duties of the Director-Publicity are as follows:

 

-       responsible for all activities to promote and publicize the activities of the Organization

-       shall perform such other duties as may be assigned to him or her by the President or Executive Committee

10.8 SOCIAL MEDIA DIRECTOR

 

10.8.1 The duties of the Social Media Director are as follows:

 

-       responsible for promoting all activities of the organization through online media outlets

-       shall perform such other duties as may be assigned to him or her by the President or Executive Committee

 

10.9 EXECUTIVE PRODUCER

 

10.9.1 The duties of the Executive Producer are as follows:

 

-       serve as single point of contact for Producers and Directors for core season

-       ensure Milton Players producing best practices are documented and followed (ie. expense tracking, timelines, adherence to FOACM policy, organizing show production resources)

-       key point of contact for production related supply donations

-       establish and maintain strong working relationship with theatre production teams

 

11.  COMMITTEES

 

11.1        The President, with the approval of the Executive Committee, may appoint such committees as shall be deemed necessary for the successful operation of the Organization.

 

11.2        Each committee shall consist of a Chairman and such other members as deemed necessary.  Their duties shall commence as soon as appointed, and they shall serve during the term of their appointment, for the remainder of the fiscal year in which they are appointed or until their successors are duly appointed.

 

11.3        All committee members shall be appointed by the President, and shall be subject to removal by him or her.  Each committee shall be responsible to the Executive Committee and shall make such reports as it may require and direct.

 

11.4        The Chairman of each committee shall present a written report of the activities of his or her committee, such report to be submitted to the Executive prior to the end of the fiscal year and become part of the Minutes of the Executive.

 

11.5        The duties of each committee shall be determined by the Executive.

 

12.  FINANCING

 

12.1        The administration of the finances of the Organization shall be the responsibility of the Executive Committee.

 

12.2        The Organization shall be carried on without purpose of gain for its members, and any profits or gains to the Organization shall be used in promoting its objects.

 

12.3        All funds will be deposited in a chartered bank by the Treasurer.

 

12.4        The duly authorized signatures to the bank shall be the President, the Vice President and the Treasurer or any two of them.

 

12.5        The Executive Committee shall set the annual membership fees for Members.

 

12.6        No Executive Committee member shall receive any remuneration for his or her services.

 

13.  MEETINGS OF THE ORGANIZATION

 

13.1        ANNUAL GENERAL MEETING (AGM)

 

13.1.1   The Organization shall hold an Annual General Meeting on such a day or days as the Executive Committee may determine, but no later than the last day of the fiscal year.  The place of the meeting shall be selected by the Executive Committee.

 

13.2        GENERAL MEETINGS AND SPECIAL MEETINGS

 

13.2.1   The Executive Committee may arrange meetings of the Organization any time to further the objectives of the Organization.

 

13.3        NOTICE

 

13.3.1   Notice of all meetings shall be announced to the Membership not less than fourteen (14) days prior to the date of the meeting.

 

14.  AMENDMENTS TO THE CONSTITUTION

 

14.1        Articles of the Constitution and By-Laws may be amended, revoked or introduced by any member in good standing, only at an Annual or Special Meeting by a three-quarters majority vote of the members present.  Previous notice of intent to move an amendment must be presented in writing to the Executive Committee at least 30 days prior to the meeting at which such amendments are to be moved and notice of the proposed amendment shall be provided to all members in good standing at least 14 days prior to the meeting at which such amendments are to be moved.

 

14.2        When amendments have been acted upon favourably by the Organization Membership, they shall take effect immediately.

 

15.  PROPERTIES

 

15.1        All properties, profits or other assets of the Organization shall be in the name of the Organization.

 

15.2        Upon dissolution of the Organization and after the payment of all debts and liabilities, its remaining property shall become the property of the Town of Milton, who are directed to distribute or dispose of such property to other non-profit organizations or visual arts groups within the community.

 

16.  FISCAL YEAR

 

16.1        The Organization’s “year” shall begin on the first day of July in each year and end on the 30the day of June.  Executive Committee changes shall occur on the first fiscal day.

 

17.  RULES OF PROCEDURE

 

17.1        Meetings shall be conducted in accordance to Roberts Rules of Order or as deemed necessary by the President.

 

18.  QUORUM

 

18.1        One third of the Membership shall constitute a quorum for the transaction of business at Annual, Special or General Meetings.

18.2        A simple majority of officers shall constitute a quorum at Executive Committee meetings.

 

 

 

 

POLICY 91-1

 

DIRECTORS’ EXPENSES

 

The Director of each production will be offered reimbursement for mileage at the rate of $0.25/km to a maximum of $250.00.  No other expenses will be reimbursed.

                                                                        

 

 

July 27, 2009

 

 

 

To:  Milton Players Theatre Group Executive Committee

 

Please be advised of my intention to move two amendments to our Constitution and By-Laws at a Special Meeting to be convened by yourselves at least 30 days from this date.  The two amendments I will be proposing are:

 

15.2   Upon dissolution of the Organization and after the payment of all debts and liabilities, its remaining property shall become the property of the Town of Milton, who are directed to distribute or dispose of such property to other non-profit organizations or visual arts groups within the community.

 

To be amended to:

 

15.2 Upon dissolution of the Organization and after the payment of all debts and liabilities, its remaining property shall be distributed or disposed of to charitable organizations which carry on their work solely in Ontario.

 

This change is in keeping with our Letters Patent.

 

Policy 91-1 Directors Expenses

 

The Director of each production will be offered reimbursement for mileage at the rate of $0.25/km to a maximum of $250.00.  No other expenses will be reimbursed.

 

To be amended to:

 

Policy 91-1 Directors Expenses

 

The Director of each production will be offered reimbursement for mileage at the rate of $0.50/km to a maximum of $300.00.  No other expenses will be reimbursed.

 

 

 Amendment to MP Constitution – June 2013

 

7.1.1 The Executive Officers shall comprise the Executive Committee and shall be as follows:  President, Vice President, Treasurer, Secretary, Director-Fund Raising, Director-Membership and Director-Publicity.

 

To be changed to:

 

 

7.1.1      The Executive Officers shall comprise the Executive Committee and shall be as follows:  President, Vice President, Treasurer, Secretary, Director-Fund Raising, Director-Membership, Director-Publicity and Social Media Director.

 

 

8.2.1      Election of Executive Committee members will take place at the Annual General Meeting or at a Special Meeting as required.  The position of President, Secretary, Director-Membership and Director-Publicity shall become open and new officers elected in odd numbered years and the positions of Vice President, Treasurer and Director-Fund Raising shall become open and new officers elected in even numbered years.

 

To be changed to:

 

 

8.2.1      Election of Executive Committee members will take place at the Annual General Meeting or at a Special Meeting as required.  The position of President, Secretary, Director-Membership and Director-Publicity shall become open and new officers elected in odd numbered years and the positions of Vice President, Treasurer, Director-Fund Raising and Social Media Director shall become open and new officers elected in even numbered years.

 

Amendment to MP Constitution - June 2014

 

9.2   A vacancy in the office of Vice President, Secretary, Treasurer, Director-Fund Raising, Directory-Membership, Director-Publicity shall be filled for the unexpired term by election at a Special Meeting.

 

To be changed to:

 

9.2   A vacancy in the office of Vice President, Secretary, Treasurer, Director-Fund Raising, Director-Membership, Director-Publicity, Social Media Director shall be filled for the unexpired term by election at a Special Meeting or by majority vote by the Executive Committee.

 

Amendment to MP Constitution - June 18, 2019

 

Add new Director:

 

10.9 EXECUTIVE PRODUCER

 

10.9.1 The duties of the Executive Producer are as follows:

 

-       serve as single point of contact for Producers and Directors for core season

-       ensure Milton Players producing best practices are documented and followed (ie. expense tracking, timelines, adherence to FOACM policy, organizing show production resources)

-       key point of contact for production related supply donations

-       establish and maintain strong working relationship with theatre production teams

AND:

8.2.1      Election of Executive Committee members will take place at the Annual General Meeting or at a Special Meeting as required.  The position of President, Secretary, Director-Membership and Director-Publicity shall become open and new officers elected in odd numbered years and the positions of Vice President, Treasurer, Director-Fund Raising and Social Media Director shall become open and new officers elected in even numbered years.

 

To be changed to:

 

8.2.1      Election of Executive Committee members will take place at the Annual General Meeting or at a Special Meeting as required.  The position of President, Secretary, Director-Membership, Director-Publicity and Executive Producer shall become open and new officers elected in odd numbered years and the positions of Vice President, Treasurer, Director-Fund Raising and Social Media Director shall become open and new officers elected in even numbered years.

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