Auditions

 

  • Article I - Name and Objectives

    1. Name - The name is The Heritage Players, Bethel Park Community Theatre, formed and constituted as a standing committee of the Municipality of Bethel Park Recreation Department.

    2. Objectives

    a. To provide theatrical entertainment for and to enhance the cultural life of the community.

    b. To foster and promote within its membership, social fellowship and interest in the amateur stage.

    c. The group will be of a non-profit nature and any funds generated will be used for reequipping stage properties, sceneries, props, etc., as well as for any other purposes judged by the group's Executive Board to be in the furtherance of amateur theater in Bethel Park.

    Article II - Membership

    1. Eligibility - Membership shall be open to any individual interested in amateur theater. Members shall complete an application and pay annual dues as established by the Executive Board.

    2. Membership Privileges - Only paid members shall have a vote, may serve on and/or chair committees; may be elected or appointed to office.

    Article III - Meetings

    1. Meetings of the Executive Board - Meetings of the Executive Board shall be held regularly as deemed necessary by the President, but at least monthly.

    a. The general membership is invited to attend the June Board meeting to make nominations from the floor and vote for new officers for the next play season (July 1st to June 30th)

    b. Review By-Laws.

    c. The December meetings’ purpose is the suggestion of new plays and directors for the following year. Selection to be decided at the April meeting.

    2. Special Membership Meetings - A special meeting of the membership may be called by the President or by a written request of ten members to the president.

    3. Quorum - All membership meetings shall require that a minimum of two-thirds of the membership be present to conduct business.

    4. Voting - Each member shall carry one vote at all membership meetings and there will be proxy voting allowed by phone and email.

    5. Conduct - All meetings of the membership or Executive Board shall be conducted in accordance with Roberts' Rules of Order.

    Article IV - Executive Board

    1. Composition - The group shall be governed by an executive board elected from and by the membership of The Heritage Players to serve a term of one year.

    a. The elected Executive Board shall consist of the following, each having a vote.

      • President
      • Vice President
      • Secretary
      • Treasurer
      • Technical Director
      • Membership Director
      • Box Office Director (for each production)
      • Advertising Director
      • Public Relations Director
      • Director of Children’s Production
      • Current Past President
      • Historical Society Liaison

    b. In addition, the President shall appoint committee chairpersons subject to approval by a majority of the elected members of the board.

    c. Committee chairpersons, directors, producers and others with delegated responsibilities, shall be invited by the Board to attend regular meetings as deemed necessary, but shall have no vote.

    2. Authority - The Executive Board shall have the power to administer all of the affairs of the group in accordance with these by-laws.

    3. Decisions - Any decision of the Executive Board shall require a quorum of seven elected Board members. Decisions will be made by simple majority vote of the quorum.

    4. Vacancies

    a. In the event that the presidency is permanently vacated, the Vice-President shall assume the duties of the President and the remaining Board members shall elect a new Vice-President from among their own number.

    b. In the event of permanent vacancies occurring on the Executive Board, the President shall appoint, subject to approval by a majority of the remaining members of the Executive Board, a member to serve for the unexpired term.

    c. A positive vote of at least 8 members of the Executive Board is necessary to remove a . Board Member.

    5. The President shall:

    a. Preside at all meetings of The Heritage Players, if present, and shall be responsible for the faithful observance of these by-laws.

    b. Call meetings of the general membership and of the Executive Board.

    c. Have the accounts of the organization maintained by the Treasurer submitted to The Municipality of Bethel Park Recreation Department and available for audit.

    d. Prepare and submit an annual report at the final membership meeting of the year.

    e. Preside over all general meetings except during the annual elections when he or she will request the chairperson of the nominating committee to preside over the elections.

    6. The Vice President shall:

    a. Perform the duties of the President in the event of his or her absence.

    b. Fulfill all duties the President or the Executive Board may see fit to delegate.

    c. Coordinate the workshops and the activities designated by the President.

    7. The Secretary shall:

    a. See that adequate records are maintained.

    b. Responsible for all correspondence.

    c. Maintain the minutes of all meetings of the membership or the Executive Board and
    shall email and mail copies of these minutes to the Board Members.

    d. Summon members during the week prior to any Board meeting.

    e. Perform any other secretarial duties required by the President.

    f. Submit a letter annually to the Director of the Bethel park Community Center
    requesting the use of a meeting room for the monthly Board meetings.

    g. Responsible for submitting additions and/or corrections (approved by the Board)
    to the webmaster for updating the website.

    8. The Treasurer shall:

    a. Receive all funds and maintain the necessary controls over the revenues from each production. These funds shall be deposited in the bank account by the Treasurer.

    b. Responsible for maintaining the accounts and see that all disbursements are made in accordance with the authority granted by the Executive Board.

    c. Keep such account of receipts and disbursements so as to disclose the status of same at any time, and shall prepare a written report to be presented at each general and Executive Board Meeting.

    d. Upon the approval of the budget of each production by the Executive Board, make any necessary advances to the Producer of that production and, subsequently, receive from the Producer the documentation supporting the payments made from the advances.

    e. Upon leaving office, make a full accounting and submit it to the President of The Heritage Players. All documents and funds shall be turned over to the new Treasurer who must sign a receipt for them.

    f. Maintain three (3) names on the Bank Signature card. Two (2) signatures are required on checks.

    g. Responsible for picking up mail at the Post Office Box 841.

    9. The Technical Director shall:

    a. Act as presiding chairperson in the absence or incapacity of the President and Vice President.

    b. Maintain a record of the theater properties owned by The Heritage Players and assume responsibility for the care of scenery, tools, make-up, properties, etc.

    10. The Membership Director shall:

    a. Keep complete up-to-date list of members and make these available to the membership at least once a year.


    b. Make available to the Technical Director and the Production Managers, lists of the jobs for which members have offered their services.

    c. Collect yearly dues for July 1st to June 30th. Membership card entitles members to free
    admittance to three (3) shows.

    d. Deliver to every new member a copy of the current membership list, a copy of these by-laws, and report the names of each new member to the person in charge of sending out the newsletter

    e. Encourage all those participating in any activity of the group, who are not members, to join The Heritage Players.

    11. The Social Director shall:

    a Responsible to the board for all social events of The Heritage Players, including cast parties.

    b. Responsible for obtaining an alcohol permit if liquor is served at cast parties. .

    12. The Advertising Director shall:

    a. Coordinate the solicitation and billing of ads from local business, organizations and individuals for each production and shall cooperate with the Program editor in the production of the printed program.

    13. Publicity Director shall:

    a. Fax audition notices to City Paper, Pittsburgh Post Gazette South, Post Gazette Weekender 4 weeks prior to audition dates. There is no charge by newspapers to run these notices. Provide phone number of Publicity Director.

    b. Write articles, briefs before each production; fax to local papers. Send photos of cast,
    crew, and contact entertainment editors to request they run articles and photos.

    c. Xerox posters/flyers before each production; post and distribute at local libraries,
    centers, senior high rises, schools, restaurants.

    d. Send flyers to theater departments at local schools.
    e. Four weeks before performance, fax play announcement/description to Post Gazette Sunday Magazine, Post Gazette Weekender, Post Gazette South, Tribune Review, Tribune Review South, Almanac, Signal, Observer/Reporter, City Paper, in Pittsburgh and the Bethel Park Chronicle. These are free.

    f. Fax play announcements to local newspaper critics - invite them to play performance as
    our guest.

    g. Place paid advertisement/photo in South Hills Almanac or Observer/Reporter as needed. Must be approved by the President.

    h. Distribute flyers and season brochure at local community events.

    i. Attend monthly board meeting. Give flyers to other company members to distribute four weeks prior to scheduled performance.

    14. The Public Relations Director shall:

    a. Carry out delegated functions as may be specified from time to time by the President or the Executive Board.

    15. The Educational Director of Children's Productions shall:

    a. Responsible for all phases of children's classes and productions.

    b. Responsible for changing voicemail messages on 412-831-6800 Ext. 745

    Article V - Committees

    1. Play Selection - A Play Selection Committee shall be formed for each play season, consisting of a chairperson and two members appointed by the Executive Board from the membership. The Play Selection Committee shall select plays for consideration during the calendar year, submitting them to The Executive Board for approval.

    a. Plays also may be submitted to the Board by any member.

    b. Any play to be produced must be approved by a majority of the Board members, with a minimum of four members having read it.

    2. Production Committee - A production Committee shall be formed for each production.

    a. Director of Production shall be:

    i. Approved by the Board

    ii. Responsible for the preparation of an income/expense budget

    iii. Responsible for artistic decisions related to:

      • casting
      • makeup
      • acting
      • lights
      • set design
      • sound
      • costumes
      • props
      • program
      • publicity
      • stage managing functions

    b. Production Manager shall be:

    i. Appointed by the Director of Production and the Executive Board's Technical Director.

    ii. Responsible for all money disbursements pertaining to production.

    iii. Responsible for submitting a final accounting of all receipts and expenditures for the production to the Treasurer within thirty (30) days after the last performance of the production.

    iv. Responsible for the construction and dismantling of the set.

    v. Responsible for providing technical assistance as requested by the Director.

    c. Business Manager shall be :

    i. Appointed by the Director of Production and the Production Manager.

    ii. Responsible for:

      • Box office   
      • Front of House
      • Publicity Concessions Program
      • Logistical and Administrative Functions

    d. Any disputes that may arise between the Director of Production and the Production Manager shall be arbitrated by the Executive Board.

    3. Nominating Committee - A nominating Committee shall be appointed by the President and shall consist of three board members and two from the general membership. They will nominate one person for each office for the following year. The ballot shall provide for write-in candidates. The chairman of the nominating committee shall conduct the elections by secret ballot if required.

    Article VI - Finances  

    1. The funds of The Heritage Players shall be maintained in a bank account in accordance with applicable federal, state and local laws and regulations.

    2. All payments in excess of the equivalent of $100 made from the group's bank account for general purposes other than the production costs, shall be approved by a majority vote of the Executive Board.

    3. A budget estimating production costs will be approved by the Executive Board for each theater production. The Treasurer will be responsible for making advances to the Production Manager in accordance with the budget and seeing that payments by the Production Manager are adequately documented by invoices, receipts, etc.

    4. All charges including ticket prices, advertising rates, concession prices and other charges shall be determined by the Executive Board.

    5. The organization will submit a yearly financial report to the Municipality of Bethel Park, Recreation Department and shall make all records available for the purpose of the audits of the Municipality of Bethel Park, Recreation Department made by internal verification and/or by
    independent auditors.

    6. Patron donations will be recognized in the Program booklet.

    a. Patriot $25.00 - $49.00

    b. Minuteman $50.00 - $99.00

    c. Stars and Stripes $100.00 plus

    Article VII - Fiscal Year

    The fiscal year of the Heritage Players shall be July 1 to June 30 to coincide with the membership year.

    Article VIII - Amendments to By-Laws

    Amendments to these by-laws shall require approval by a majority of the members attending a general membership meeting, provided that at least one-third of the total membership is present at that meeting.

    Amendments may be proposed and a general membership meeting called by any group of twenty members. Notice of the amendment and meeting shall be communicated to the general membership at least 15 days in advance.

    Article IX - Dissolution
     
    In the event of dissolution of The Heritage Players, the net assets of the group shall become the property of the Municipality of Bethel Park, Recreation Department to be used for such cultural projects as that department shall judge appropriate.

    Date Established 1997
    Updated June 2006

    • UPDATED 10/15/07