Douglas Anderson School of the Arts - Theatre Boosters BY-LAWS (Revised July 2021)

 

ARTICLE I

Section 1. The name of the organization shall be Douglas Anderson School of the Arts Theatre Boosters, hereinafter in the document referred to as Theatre Boosters.

 

ARTICLE II – OBJECTIVES

Section 1.  The objectives of the Theatre Boosters shall be to conduct various activities to help support, both through finances and volunteer work, for the Theatre program at Douglas Anderson School of the Arts.

 

ARTICLE III – POLICIES

Section 1. The Theatre Boosters shall be nonsectarian and nonpartisan.

 

ARTICLE IV – MEMBERSHIP

Section 1.  Membership shall include parents, alumni, parents of alumni, family members of students/alumni, community business partners and individuals who support the objectives of the Douglas Anderson School of the Arts Theatre Boosters and are approved by the Theatre Booster board.

 

Section 2. The only criteria for membership shall be per Article IV, Section 1, above and attainment of good standing per Article V, sections 1, below.

 

ARTICLE V – GOOD STANDING

Section 1. A member with a student currently enrolled at Douglas Anderson School of the Arts remains in good standing by payment of the Fair Share by April 1st of each fiscal year.

 

Section 2. The annual Fair Share amount shall be voted on at the April Booster meeting to determine the amount of fair share for the next year. For families with more than one student enrolled in the Theatre Department, the annual Fair Share for the first student shall be the full amount of Fair Share, and for siblings 50% of the Fair Share. The Fair Share amount for students enrolling in the second semester of the school year shall be 50% of the full Fair Share.

Fair Share Rollover Criteria

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Students may rollover any overage above the current fair share agreed for that year to the next year.

Each year the student’s Fair Share must be paid in full.  If a student does not pay their Fair Share, the debt will be rolled over to the next year and their fair share will be the amount due for that current year and the past due from the previous year(s).

1.      If a student leaves the Theatre Department to go to another department their fair share may not be taken with them. This is also the case if a student leaves or graduates Douglas Anderson School of the Arts, their Fair Share will not be paid back to them but remain with the Theatre Boosters.

2.      If a student is financially not able to pay their Fair Share, they must discuss it with the Theatre Department Chair or a member of the Theatre Boosters Board to make payment arrangements.  The Theatre Department Chair and Booster Board will review and approve all payment plans.

3.      A student may assign their overage to another student in need in the Theatre Department.

4.      A student may use their overage of Fair Share for that year to pay for student Booster sponsored events, district and state thespian events. To do this the Treasurer must be informed in writing before the event.

 

ARTICLE VI – FISCAL RESPONSIBILITIES

Section 1. The fiscal year shall start on the first day of July and shall end on the last day of June.

 

Section 2.  An auditor, or three Board selected parents, shall be appointed by the President with the approval of the Board to audit the financial accounts in July of each fiscal year. A written report shall be made available for the new Board and the membership for the upcoming school year. A copy shall be submitted to the school bookkeeper.

 

ARTICLE VII-OFFICERS

Section 1. The officer shall include: 

 

President

Vice President of Operations

Vice President of Merchandise Sales

Vice President of Membership and Educational Support

Vice President of Fundraising

Vice President of Events and Hospitality

Vice President of Finance

Vice President of Show Support and Marketing

Vice President of Communications

 

These officers shall perform the duties prescribed by these by- laws, in Article IX, below, and as determined by the membership. Section 2.  Officer terms shall be for one (1) fiscal year.

 

ARTICLE VII-NOMINATIONS AND ELECTIONS

Section 1.  Officers shall be elected at the May meeting of the Theatre Boosters. Following election, officers shall assume their duties on July 1st, as provided in Article VII, Section 2, above.

 

Section 2.  Only individuals who are members in good standing shall be eligible for election to serve as officers.

 

Section 3. At the April meeting of the Theatre Booster, the current President shall appoint a nominating committee of at least three members. The committee shall present a slate of candidates at the May meeting.

 

Section 4.  Vacancies in officer positions shall be handled as follows:

·         In the event of the death, resignation or incapacity of the President, the Vice-President shall assume the office of the President.

·         Vacancies that occur in other offices shall be filled by decision of the President, with the approval of the remaining Board members.

 

ARTICLE IX – DUTIES OF OFFICERS

Section 1.  Each officer shall be responsible for maintaining accurate records that shall be transferred to the successor upon expiration of term of office.

 

Section 2. The President shall preside at all meetings, appoint any standing committee chairs, bring attention to the Boosters all pertinent information via the Theatre Department head concerning the needs of the department, serve as the liaison to the theatre department head, call meetings of the Boosters, and serve as an ex-officio member of all committees.

 

Section 3. The Vice President of Operations shall perform the duties of the President in the absence of the President and serve in other capacities as assigned by the President. In addition, the VP of Operations will provide support to the other Vice Presidents, and has oversight responsibilities for the following committees/events:

·         Patron Program

·         Extravaganza Support

·         Box Office

 

Section 4.  The Vice President of Merchandise Sales shall have oversight responsibilities for the following committees:

Promotional Items Committee

·         Concessions Committee

·         Coffee Bar Committee

 

Section 5.  The Vice President of Membership and Educational Support shall be responsible for ensuring eligibility of membership as well as maintaining records of membership good standing, ensure up-to-date volunteer status records of members, as well as coordination of educational events such as District and State Thespian Festivals, YoungArts, Unified Auditions, Guest Artist workshops and other educational events/programs developed by the theatre faculty, and shall have oversight responsibilities for the following committees/events:

·         College Night Committee

·         Master Classes/Workshops

·         College Prescreens

·         District/State Thespians

·         Scholarship Awards

 

Section 6.  The Vice President of Fundraising shall be responsible for all paperwork related to fundraisers throughout the year, and shall have oversight of the following committee:

·         Fundraising Committee

·         Silent Auction Committee

 

Section 7.  The Vice President of Events and Hospitality shall be responsible for all paperwork related to events and hospitality, and shall have oversight of the following committees/events:

·         Food Donations

·         Senior Dinner Banquet

·         Freshman/New Student Welcome Reception

·         Cast and Crew Meals

 

Section 8.  The Vice President of Show Support and Marketing is responsible for coordinating all theatre productions needs with the director and stage manager of the show. Responsibilities include coordinating the photographer for all productions during tech week, as well as publicity and marketing efforts, partnering with external media outlets and ensuring internal publicity at the school for the boosters and all events, and shall have oversight of the following committees:

·         Program Editing

·         Photography

·         Procurement

·         Printed Materials (Posters)

 

Section 9. The Vice President of Finance shall have charge of all monies of the Boosters, collect Fair Share payments, pay all bills upon authority of the Board, keep an itemized record of all receipts and expenditures, provide written reports at each Theatre Booster meeting of receipts and expenses as related to the budget, and deposit and maintain monies in a local bank in name of the Douglas Anderson School of the Arts Theatre Boosters. The Vice President of Finance has oversight of the following committee:

·         Finance

 

Section 10. The Vice President of Communications shall conduct correspondence of the Theatre Boosters when requested by the President, and preserve a permanent file on all records and letters of value to the Theatre Boosters. The Vice President of Communications shall also be responsible, with the President, for communications to the membership.   S/he shall also have oversight over the Secretary, who shall take accurate minutes of the meetings and keep a record of the members attending the meetings. The Vice President of Communications has oversight of the following committees:

·         Website

·         Social Media Management

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ARTICLE X – MEETINGS

Section 1. A general membership meeting shall be held at the beginning of each school year. Additional meetings shall be scheduled by the Board of Directors and announced to the membership at the first general meeting.

 

Section 2.  Meeting of the Board of Directors shall be called at the discretion of the President, with due consideration given to the provisions of Article XI, Section 3, below.

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ARTICLE XI

Section 1. The Board of Directors shall consist of the officers and emeriti.

 

Section 2.  The Board of Directors shall transact business for the Boosters organization.

 

Section 3. The Board of Directors shall meet prior to the general membership meeting to receive, study and compile suggestions and recommendations for determining the policies, procedures and practices of the Theatre Booster organization, and to prepare a proposed budget for the upcoming year.

 

Section 4. The Board of Directors shall review the status of Fair Share payments in February of each school year and determine appropriate action to be taken to ensure that payment of Fair Share is received on behalf of each student enrolled in the theatre department.

 

Section 5. The Board of Directors shall review any request for expenditures of funds which exceed $500 and for which there is not a budget provision to determine is such expenditure should be paid. Any unapproved expenditure shall be the responsibility of the individual incurring the expense.

 

ARTICLE XII – VOTING BODY

Section 1. All members in good standing shall be entitled to vote at any Theatre Booster meeting.

 

ARTICLE XIII – AMENDMENTS

Section 1.  Amendments to these Bylaws may be proposed by the Board or a Bylaw committee.

 

Section 2. All proposed amendments shall be made available in writing to every member at least five (5) days before they are to be voted on.

 

Section 3. These bylaws may be amended by a two-thirds vote of the members attending any regularly scheduled Theatre Booster meeting.

 

ARTICLE XIV – DISSOLUTION

Upon dissolution of this organization, all assets remaining after payment of all costs and expenses of such dissolution shall be distributed to Douglas Anderson School of the Arts, where said assets will be deposited in a school account for use by the Theatre Department’s use as approved by the school principal.  None of the assets may be distributed to any former member or officer of this organization following dissolution.