United States Institue for Thater Technology

Upstate New York Region

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Table of Contents

Article I
Article II (Purpose & Limitations) 
Article III  (Membership, Dues)
Article IV (Executive Committee) 
Article V (Officers)

Article VI (Committees) 

Article VII Contracts Checks,and Negotiable Instruments 

Article VIII (Amendments)

Article IX (Dissolution)


ARTICLE I – NAME

Section 1. NAME: The name of this organization is the Upstate New York Section, United States Institute for Theatre Technology, hereinafter referred to as the Section.

 

ARTICLE II – PURPOSES AND LIMITATIONS

Section 1. PURPOSES: It is the primary purpose of the Section to implement the purposes of the United States Institute of Theater Technology, hereinafter referred to as the Institute, as stated in its by-laws, article 2, section 1, within the geographic area served by the Section.

Section 2. LIMIT OF ACTIVITIES: The section shall not engage in activities which are not in furtherance of its stated purposes nor in opposition to the grounds on which the Institute was granted exemption from federal income tax under provision of section 501, (c), (3), of the internal revenue code, of 1954, as amended.

Section 3. LIMIT OF INCOME AND INFLUENCE: No part of the revenue of the Section is meant to benefit any private member or individual. No part of the activities of the Section shall be for the purpose of carrying out propaganda or otherwise attempting to influence legislation nor shall it participate or intervene in any political campaign for or against any candidate for public office.

Section 4. LIMIT OF POWERS: This organization shall have no power to bind or enter into contracts binding the Institute nor perform any other act from which it is enjoined by the Institute bylaws.

 

ARTICLE III – MEMBERSHIP, DUES, MEETINGS AND VOTING

Section 1. MEMBERSHIP: The membership of the Section shall consist of anyone who is interested in furthering the purposes of the Section and the Institute, and who applies to the Section for membership. Members may join a section based on activities and other regional affiliations and are not required to adhere to strict geographic boundary designations.

a. SECTION AREA. The Section area is defined geographically as New York State excluding the five boroughs of New York City and Long Island.

b. MEMBERSHIP CLASSES. The same classes of membership shall exist in the Section as exist in the Institute and as set down in the Institute by-laws,article 3, section 1.

Section 2. DUES: The executive committee shall have the authority to establish annual dues for all classes of membership. Such dues are in addition to the Institute dues.

a. Dues shall be paid annually on July 1 and become delinquent September 30 for former members. The fiscal year and the calendar year are the same, from July 1 to June 30

b. Failure to become a member of the Section or to maintain membership in the Section has no effect whatsoever on membership status with the Institute.

Section 3. MEETINGS:

a. ANNUAL. The annual meeting of the Section shall be held at a place approved by the executive committee. Written notice of the time and place of the annual meeting shall be given to all members not less than thirty (30) days before the date of the meetings. Annual meetings are traditionally associated with the USITT Upstate New York Regional Section.

b. SPECIAL. Special meetings of the Section may be called at any time by:
1. The Chair of the Section, or
2. A majority of the executive committee, or
3. Filing with the Secretary a request signed by at least ten (4) members of the Section. Notice of special meetings shall be mailed or delivered in writing to all members not later than thirty (30) days before the meeting.

c. QUORUM. At all meetings of the members, a quorum shall be ten (10%) percent of the total membership of the Section, or five (5) persons, whichever is greater.

d. PROCEDURE.Robert’s Rules of Order shall be consulted to resolve points of procedure.

 

ARTICLE IV – EXECUTIVE COMMITTEE

Section 1.COMPOSITION: The executive committee shall consist of the following: 
a. ELECTED OFFICERS: Chair, Vice Chair for Programs, Vice Chair for Membership, Secretary, and Treasurer
b. THE IMMEDIATE PAST CHAIR
Section 2.ELECTIONS: Ballots for the election of officers shall be mailed to the membership with the notice of the annual meeting and must be returned to the designated address not later than five (5) calendar days before the date of the annual meeting or brought to the meeting. The ballot shall list the nominations of the nominating committee plus space for write in votes for all vacancies. The nominating committee shall nominate at least one person for each vacancy. Members name must appear on the outside of the envelope in which the ballot is returned. The ballots must be tabulated and the results reported at the annual meeting and in the next issue of the Newsletter.

a. NOMINATING COMMITTEE. The nominating committee shall consist of the immediate past Chair of the Section as committee chairperson, plus four (4)other members of the Section elected at the first regular meeting of the Section each year.

b. SLATE. The nominating committee shall select the slate of candidates who are willing to serve to be presented to the membership in the newsletter or by special mailing not later than 30 days before the date of the annual meeting. The committee shall attempt to provide representation for the diversity of disciplines and geographic distribution of the membership. Each nominee must have agreed to serve if elected.

Section 3. TERM OF OFFICE:Officers of the Section shall be elected for a two-year term. The election for the officers of Chair and Vice Chair for membership shall be held on odd numbered years, while the officers of Vice Chair for programs,Secretary, and Treasurer will be held on even numbered years. Officers with the exception of the Treasurer are limited to two consecutive terms in the same office. No term limit is set on the office of Treasurer.

Section 4. QUORUM: A quorum of the executive committee shall be three (3) members,including either the Chair or one of the Vice Chairs.

Section 5. VACANCIES: Vacancies in the executive committee (elected officers only) shall be filled by the executive committee at its next meeting to serve the balance of the unexpired term of office.

Section 6. MEETINGS: The executive committee shall meet as required to carry out the business of the Section.

a. The Chair may call meetings of the executive committee and shall inform all members of the executive committee of such meetings at least fourteen (14) days prior to the meeting.

b. Special meetings of the executive committee may be called by the written notice of two (2) members of the committee; such notice to be mailed to all members of the committee at least fourteen (14) days prior to the meeting.

c. Robert’s Rules of Order shall be consulted to resolve points of procedures.

Section 7. POWERS:The executive committee shall have the general power to carry out the business of the Section as it deem proper, not inconsistent with the by- laws of the Section and the by-laws of the Institute. The executive committee shall not have the power to amend the by-laws. The executive committee shall report any action taken in the name of the Section to the membership by the use of the newsletter. Among the powers of the executive committee are:

a. Adoption of rules and regulations for the conduct of meetings.

b. Adoption of an annual budget for the Section.

c. Establishment of a dues structure for the various classes of membership

d. Establishment of polices on any and all services rendered to or by the Section.

e. Performing other duties as may be prescribed by the by-laws.

ARTICLE V – OFFICERS

Section 1. GENERAL: All officers of the Section shall be members in good standing of both the Institute and the Section at the time of their election and for the duration of their terms of office. No officer of the Institute may also serve as an officer of the Section. No officer of another Section may also serve as an officer of the Section. No officer of the Section shall receive any salary or compensation for his or her services as an officer of the Section. Any officer of the Section may be removed from office by an affirmative vote of two-thirds of the membership of the Section.

Section 2. CHAIR: The Chair shall preside at meetings of the executive committee and at meetings of the membership, and shall have general charge of the Section. The Chair shall keep the membership fully informed of all activities and actions taken and shall freely consult with the membership and executive committee. The Chair shall appoint all committees except as specifically designated otherwise herein. The Chair shall perform other duties as by tradition pertain to the office, or as assigned by the by-laws.

Section 3. VICE CHAIR FOR PROGRAMMING: The Vice Chair for programming, in the absence or incapacity of the Chair, shall perform all of the duties of the Chair. The Vice Chair of programming shall function as program Vice Chair for the Section for all regular meetings.The Vice Chair for programming shall perform other such duties as may be assigned by the by-laws and/or the Chair.

Section 4. VICE CHAIR FOR MEMBERSHIP: The Vice Chair for membership shall be responsible for membership services and membership campaigns. The Vice Chair for membership shall perform such other duties as may be assigned by the by-laws and/or the Chair.

Section 5. SECRETARY: The Secretary shall have charge of the minute books and shall take and record all minutes of regular meetings and executive committee meetings. The Secretary shall retain a current list of the section membership. The Secretary shall perform such other duties as may be assigned by the by-laws and/or the Chair.

Section 6. TREASURER: The Treasurer shall have care and custody of the funds of the Section and shall deposit them in such bank or trust company as designated by the executive committee. The Treasurer shall collect and receive dues,charges, and other monies as are due to the Section and act as agent for the Section to the Institute in the collection and receipt of dues, charges, and other monies payable to the Institute. The Treasurer shall keep accurate books and records of all receipts and expenditures of the Section and of all collections and disbursements of funds on behalf of the Institute. The Treasurer shall be responsible for the disbursement of funds in accordance with the budget as approved by the Executive Committee. The Treasurer shall provide quarterly audit to the Chairperson and the Executive Committee. The Treasurer shall disseminate information on dues collected to the Section Vice Chair and the Secretary. The Treasurer shall perform other duties as may be assigned by the by-laws and/or the Chair.

Section 7. OUTSIDE AUDIT: The Executive Committee shall have the Section books audited on a regular basis by a qualified firm or individual. Such an audit must be performed whenever the office of Treasurer passes from one individual to another and at such other times, as the executive committee and membership deem necessary.

ARTICLE VI  – COMMITTEES

Section 1. COMMITTEES: The Chair of the Section shall have the power to establish such committees as are deemed necessary to carry forward the business of the Section subject to the approval of the Executive Committee.Such committees shall serve for a term of one year from the date of establishment.Chairs of such committees shall be appointed by the Chair of the Section.​

ARTICLE VII – CONTRACTS CHECKS, AND NEGOTIABLE INSTRUMENTS

Section 1. OFFICERS EMPOWERED TO SIGN: All contracts, checks, and other negotiable instruments of and to the Section shall be signed by the Treasurer of the Section, or, in the absence of the Treasurer, by the Section Chair.

 

ARTICLE VIII – AMENDMENTS

Section 1. PROPOSAL OF AMENDMENTS: These by-laws may be amended by any regular or special meeting of the Section in the following manner; any proposal for such amendments shall be subscribed to in writing by not fewer than four (4) members of the Section and filed with the Secretary.

Section 2. NOTIFICATION TO MEMBERSHIP: Upon filing with the ecretary, the Secretary shall notify the membership in the next regular meeting announcement of the proposed amendment, its content and application, together with a notice of the time and place of the meeting to consider the proposed amendment on a date not less than 4 and not more than 20 days >following the date of such a mailing.

Section 3. ADOPTION: An amendment shall be adopted by an affirmative vote of two thirds of the membership present at the meeting called to consider adoption.

Section 4. MAIL BALLOT: The Executive Committee may choose to submit the proposed amendment to the membership via a mailed ballot. In such case, the ballot must be submitted to the membership along with a written explanation of the purpose of the amendment as well as a complete text to the amendment. In addition, if there are arguments pro and con, they too must be submitted to the membership in the same mailing. The date for the return of the ballots shall be 30 days after the mailing and shall be clearly spelled out in the accompanying notice. The member’s name must appear on the outside of the envelope in which the ballot is returned. The ballots must be tabulated and reported not less than thirty(30) days after the chose of the balloting.

Section 5.NOTICE OF ADOPTION: The secretary shall mail a copy of the adopted amendment to each member  of the section within thirty(30) days after adoption. In addition, the Secretary shall forward a copy of the adopted amendment to the Secretary and First Vice Chairperson of the Institute.

ARTICLE IX – DISSOLUTION

Section 1. DISSOLUTION: In the event that the membership of the Section drop below the minimum required by the Institute to sustain a Section, the Section shall cease to function and shall notify the Institute Vice Chair for Sections of the situation. All assets remaining after payment of all obligations shall be remitted to the Treasurer of the Institute to be maintained in an escrow amount for a period of one calendar year. At the end of such a period, if the Section has not resumed operation, the assets shall revert to the Institute without restriction.