HTAC

B. Vice President:
i.The Vice President runs all Coordinator Board meetings and creates an agenda, with the assistance of the President, for those meetings.
ii. The Vice President supervises all company committees and makes reports, if necessecary.
iii. The Vice President is the Coordinator Board liaison to the company production and/or the production manager.
iv. The Vice President will be the sole person responsible for reserving spaces (e.g. rooms, kiosks) for all HTAC productions and activities. In the event of emergency, another coordinator can be contacted to make a room reservation.
v. The Vice President is in charge of applying for rights of shows, handling contracts, and returning rented materials.
vi. Soon after the run of a production is over, the Vice President will distribute a Post Show question sheet. Every member of the Production staff and cast must fill out a post-show sheet to be compiled by the Vice President and kept on file by the Secretary to be sent out to all future directors of productions. In the case that the vice president is involved in the production, the president will be responsible for collecting the post show report, and so on down the gavel order.  In the event that all members of the coordinator board are involved in the production, a committee will be selected with an impartial member to collect and compile post show forms.  vii. The Vice President is in charge of scheduling all non-technical workshops.

i. The Treasurer is the administrator of the company checking account.
ii. The Treasurer is the budget director for all shows.  In the event that the Treasurer is the director of a show, he or she must select a budget director for that show.
iii. The Treasurer must keep the books balanced.
iv. The Treasurer keeps and files all bank receipts, bank reports and canceled checks.
v. The Treasurer will only accept receipts signed by heads of budgets or show directors.
vi. The Treasurer must attend Student Activities Office treasurer meetings.
vii. The Treasurer applies for Student Center Allocation Board Budget Request each year, as well as event and capital supplemental forms when appropriate.
viii. The Treasurer gives budget reports at one Coordinator Board Meeting per month.
ix. The Treasurer must complete Treasurer’s training.

D. Secretary
i. The Secretary must maintain a complete listing of the company’s general membership, their email, attendance, and voting rights.
ii. The Secretary facilitates the company email list.
 iii. The Secretary records the minutes of all executive and general meetings. If the Secretary is absent, the President will take minutes. These minutes must be available to the membership within a week.
iv. The Secretary maintains a record of all official correspondences.
v. The Secretary is responsible for maintaining and updating the files and actual document of the HTAC Constitution.
vi. The Secretary should keep track of Summation of Activities that include event name, category, dates, times, location and attendance.
vii. The Secretary must keep a record of all post shows and make them available to the general membership.
viii. The Secretary must distribute absentee ballots to the general membership for all primary and major votes.

E. Technical Coordinator
                        i. The Technical Coordinator must keep a running inventory of what is in the closets and other storage spaces. In addition s/he is responsible for the cleanliness of that space.
ii. The Technical Coordinator should have a working knowledge of possible future technical expenditures, where to find them and bring it to the attention of the company.
iii. The Technical Coordinator is responsible for the upkeep of all technical items.                      iv. The Technical Coordinator schedules necessary company technical events including all Technical Workshops.
v. The Technical Coordinator is to know the procedures to rent vehicles and/or dumpsters for said technical events.
vi. The Technical Coordinator is to maintain close contact with the technical director of productions.
vii. The Technical Coordinator is to keep and file a complete set of set designs from each HTAC production, when possible. The Technical Coordinator is the sole person responsible for management of tech and storage keys.

F. Publicity Coordinator

1. The Publicity Coordinator is to handle all the general publicity for the group.
2. The Publicity Coordinator is the supervisor of the publicity for all shows.  He or she must choose an assistant for all shows or assume the responsibility of the role of publicist for a production. If the Publicity Coordinator is the director of a show, s/he must choose an assistant to assume the responsibilities as publicist for that show.
3. The Publicity Coordinator should keep listings of local publishers and prices.
4. The Publicity Coordinator is to have a listing of previous publicity works, including production publicity, their designers and the printers.
5. The Publicity Coordinator is to maintain the Perkins Student Center bulletin board.
6. The board must be updated every 30 days.
7. The Publicity Coordinator is to produce a new and exciting ad for each semester.
8. The Publicity Coordinator should find ways to publicize the group off campus.
9. The Publicity Coordinator is required to organize publicity stunts for HTAC shows.

G. Social Coordinator
i. The Social Coordinator is responsible for all company social events, which is not restricted to company formals and icebreakers.
ii. The Social Coordinator must be sure that all social events must be enacted with the rules and regulations of the Student Activities Office.
iii. The Social Coordinator works with other groups to plan joint social events and gatherings. The Social coordinator maintains a record of past social event venues and services. 

H. Alumni/Historian: see Article II section D for the definition of alumni.
  i. The Alumni/Historian is the liaison between alumni and the group.
ii. The Alumni/Historian must write at least one letter a semester to alumni. This letter must include information about alumni nights, the semester’s production and other general HTAC news.
iii. The Alumni/Historian maintains and updates a list of alumni contact information.
iv. The Alumni/Historian is responsible for collecting and the efficient storage of HTAC memorabilia from productions, meetings, events, or about the company in general.
v. The Alumni/Historian is to run HTAC’s table at Student Activities night.
vi. The Alumni/Historian will work with the Social Coordinator to plan a reunion if it is to take place.
vii. The Alumni/Historian is to keep a complete chronological listing of the group’s productions.
viii. The Alumni/Historian is responsible for senior gifts.
ix. The Alumni/Historian is responsible for taking cast pictures.

I. Fundraising Coordinator
i. The Fundraising Coordinator is responsible for purchasing any items to be sold at productions and delivering them to the house managers for said productions. S/he must work with the House Manager to determine the price of all items sold before sales and solicitation forms are completed.
ii. The Fundraising Coordinator is responsible for selling all items in a production venue for the run of the production. In the event that the fundraiser chair is in the production they must appoint a committee to sell the items in their absence. This person may be an usher for each performance.
iii. S/he is responsible for planning periodic fundraisers for the group.
iv. The Fundraising Coordinator is responsible for HTAC merchandise.

J. Chair Positions: A chair will be elected at the same time as coordinator elections to become the webmaster of the group. Chair members will attend one Coordinator Meeting per month and report to the board and the general group periodically with announcements and updates.
i. Webmaster:
a.  The Webmaster is responsible for meeting with the previous webmaster to learn how to use the site and to update the information.
b. S/he has to be in close contact with the Secretary and Alumni Historian in order to decide what relevant information belongs on the website. 
c. The Webmaster will update the website with weekly meeting minutes as well as pictures of shows and other HTAC events.

K. Committees
i. The Coordinator Board may, by majority vote, create any committee and a chairperson.
ii. This chairperson reports directly to the appropriate coordinator.
iii. The purpose of said committee may be amended by proposal by the chairperson and majority approval of the Coordinator Board.
iv. The committee can, at any time, be disbanded or the chairperson removed by a majority vote by the Coordinator Board.

L. Transition of Officers
i. To accept a nomination and run for a position the voting member interested in a Coordinator position must attend an informational meeting with the current officer.
ii. At the end of the fall, all coordinators that wish to remain in their position may stay. All other positions will be decided by a Primary Vote.
iii. In the spring, all positions must be re-voted on for the following fall semester.
iv. A transition meeting must be held after elections to help facilitate the new Coordinator Board.

Article II: Expenditures/Payments to the Group
All expenditures for the group, including those by coordinators, must be approved by a majority by the Coordinator Board if not included in a production’s approved budget. Any recurring expenditures (e.g. weekly prizes or concessions) must be approved once a semester. Any outstanding balances owed to the group must be paid within a given time frame stipulated by the Treasurer. Failure to comply will result in reprimands stated in Article VIII.

Article III: Winter Session Provisions
A. Lost Officers: If officers are absent during winter session, the Coordinator Board, by any means they see fit, will reassign duties through the present staff of the Coordinator Board.

B. Voting: Voting membership will retain their eligibility during winter session. For every two winter session meetings that are attended, that member will receive one meeting attendance for the following spring semester.

C. Newly Elected Coordinators: In the event that a newly elected coordinator is absent during winter session, the previous coordinator will retain all responsibilities until spring semester. If they do not wish to have these responsibilities, refer to Section A: Lost Officers.

Article IV: Proposal Process
A. Initial Stages:
i. Any voting member intending to propose must bring a proposal to the Coordinator Board for review, where suggestions on how to improve the proposal can be made. At this time, the proposal must have a director, production manager, technical director and, when applicable, a choreographer and musical director. The list of who is in these positions is due at the coordinator meeting two weeks prior to the proposal. Whoever presents the proposal to the Coordinator Board must be ready to answer any questions put forth from the board.
ii. The Coordinator Board does not have the right to reject a proposal. If the proposer does not agree with the suggestions made by the coordinator board, s/he has the option to present the proposal to the general membership.
iii. The proposer must intend to fill the role of director, technical director, production manager, choreographer or musical director of a show in order to propose.

B. Proposing
i. The proposals will be voted on via Primary Vote.
ii. The voters have the right to abstain on any/all proposals.
iii. By the time of proposals, every proposal must have a complete production staff to be eligible to be voted on. The only exception to this is if all proposals are lacking the same position due to uncontrollable circumstances.
iv. In the event that a show passes without rights, the proposer has a two-week window within which to get the rights before a re-vote takes place. The re-vote will only include shows that have the rights (if needed) and must be passed by a Primary Vote.
v. If a show is unopposed, it must be notified about rights or the results of an appeal by the last meeting of the semester. Otherwise a primary vote must be held to determine whether or not to wait for a response from the licensing company.
vi. Only voting members who attend the proposal meeting may ask questions of the proposers.
vii. Any event that requires funding by the group must have a budget approved by the coordinator board and will be voted on by the group at the coordinator board’s discretion.                    viii. Absentee ballots will be sent out to the entire voting membership so that those voting members who are unable to attend the meeting where the proposal is taking place may vote.
ix. At the general meeting prior to proposals, the Vice President will announce the names of the shows being proposed and the proposers to the general membership.

C. Production Staff

1. If the proposed director is not a voting member of the company, s/he must be approved by the Coordinator Board via coordinator vote.
2. The production staff must hold a meeting at least once a week during the production of the show to discuss all aspects of said production’s progress. Each head of budget at every production staff meeting must give an itemized budget report. The production manager will run this meeting.
3. The director, assistant director, musical director, stage manager, choreographer, business house manager, and production manager of a show cannot audition for that show. Assistant production staff members also fall under the regulations of the head production staff member listed above. In the event the technical director or choreographer of a show desires to audition for that same show, they may present a proposal to the coordinator board of why they are experienced and capable enough to hold both roles within the production. The board will decide via simple coordinator vote if s/he should be permitted the opportunity to audition. If the coordinator board approves, the director still has the right to veto the coordinator board’s decision of allowing them to audition.
4. The production manager must clarify and set the jobs for each production staff member once the show has been voted in. The production manager is responsible for adding details about production staff positions.
5. If someone cannot attend production staff meetings s/he must schedule a separate weekly meeting with the production manager. Failure to do so will result in loss of show credit towards voting rights.
6. Only heads of budgets and directors can approve receipts to be turned into the Treasurer.
7. Two cast representatives must be elected by a simple majority vote of the cast at the start of each production. Between the two representatives, they must attend at least half of the production staff meetings to report on issues of the cast or compile minutes from the cast meeting to send to the production staff. They must also hold cast meetings once a week during the rehearsal process. Cast representatives cannot be members of the production staff.

D. Auditions
i. Every cast member in an HTAC production must have auditioned for the show. If the staff of the show feels there is a reason someone needs not audition then the matter must be brought to the Coordinator Board.
ii. The audition panel must consist of up to 4 members of the production staff to be approved of by the coordinator board prior to proposals.
iii. Prior to auditions, the entire audition panel must meet with the President and Vice President to go over HTAC audition policies.
iv. Anyone, including non-University of Delaware students, is eligible to audition for an HTAC production.
v. All members of the audition panel who cast the show must be the same for all audition and callback dates.
vi. Any members of the audition panel may not audition for the show.

E. Rehearsal Staff
i.The members included in the rehearsal staff are decided by the directors of each individual show and proposed to by the coordinator board at the proposal meeting with the board before the general group proposal.

F. Apprentices
i. The directors of a show must propose all apprentices at the time of proposing the show to the coordinator board.
ii.The directors must address the present member of the staff asking if an apprentice would be acceptable to them before presenting to the board
iii. An apprentice shadows a production staff member with the intention of learning about their position
iv. They should receive the same amount of credit as a production staff member.

Article V: Production Stipulations
A. Mandatory Meetings: As soon as possible after a production is passed for HTAC, the coordinator board will meet with the entire production staff for an orientation meeting.
i. Immediately after a production is passed, the entire production staff of said production must meet with the coordinator board to review the contract of the production, as well as the rules and regulations of the rehearsal space. A copy of the contract and the list of rules and regulations of each venue must be made available to each member of the production staff in a timely manner.
ii. Immediately after a production is cast, the entire cast of said production must meet with the Vice President to review the contract of the production, as well as the rules and regulations for the venue in which it is being performed. A copy of the contract and the list of rules and regulations of each venue must be made available to each member of the cast in a timely manner. After move-in occurs, the Vice President will meet with the entire cast to review the rules and regulations of the performance space.
iii. Failure to attend this mandatory meeting will result in removal from the production staff.

B. Excused Absences: Absences from mandatory events such as, but not limited to, move-in and strike will be given at the discretion of the technical director. Any additional make-up activities may be assigned at his or her discretion and approved by the coordinator board.

C. Rehearsal Times: The current HTAC production may not hold a rehearsal during the time of the HTAC meeting up until the production moves into the theater. The director may not forbid any cast member from attending an HTAC meeting.  It is up to the discretion of the technical director whether or not there is a rehearsal on move-in day.

D. Budget Receipts: Any receipt of purchase for an HTAC production (1) must be signed and dated by the production staff member in charge of that budget (for example “House”, “Tech”, etc.) and the Treasurer and (2) must be handed in to the Treasurer one week following purchase or at the discretion of the Budget Coordinator, or that staff member will not be refunded for that purchase.

E. Budget Extensions: Only the head of budget may present a budget extension to the coordinator board. In extenuating circumstances the director of the show must present the extension. When presenting an extension, a budget report of everything purchased thus far in that particular budget must be presented.

F. Additions to the Production Staff: Any desired additions to the production staff after the show has been passed must be approved by the coordinator board via coordinator vote.

Article VI: Meeting Stipulations
General HTAC meetings will only be canceled due to University closings or at the discretion of the coordinators.

Article VII: Disciplinary Code
 Disciplinary action shall be taken when any individual or group of individuals commit a violation.

A. Violations: A violation shall consist of any failure to follow the Harrington Theatre Arts Company constitution and bylaws, University of Delaware codes, or specific guidelines set forth by the Coordinator Board.

i. The Coordinator Board will vote as to whether an action constitutes a violation, not including Coordinators accused, if any. A simple majority will carry.

ii. Any act of review will be announced to the general membership.

B. Impeachment: All violations deemed worthy of removal from the Coordinator Board by the Coordinator Board or general membership will be voted on by the general membership of Harrington Theatre Arts Company.

i. Impeachment procedures will occur before the general membership. Both sides will have the opportunity to provide witnesses and evidence. The Vice President will act as the Prosecution.  If the Vice President is accused, the President will act as Prosecution and so on down the gavel order.

ii. A motion to remove from office shall require a two-thirds majority of voting members to carry.

C. Board Prerogative and Procedures for General Members: The Coordinator Board will determine whether all other violations will be heard and voted on by the general membership.

i. In all cases adjudicated solely by the Coordinator Board, the general membership will be made aware of the violation, parties involved, and disciplinary actions taken in a timely manner.

ii. Parties will receive an opportunity to present a case to the Coordinator Board or the general membership if accused of a violation.

iii. A simple majority will be necessary for disciplinary actions to carry in non-removal worthy violations.

D. Non-Removal Procedures for Coordinators: Any violation involving a Coordinator will be brought immediately to the general membership. Coordinators will always be representing themselves as Coordinators when in a Harrington Theatre Arts Company setting.

i. A Coordinator accused of a violation will be immediately tried by the general membership. At the next Coordinator meeting a series of three disciplinary actions will be made, one of which being ‘No Punishment’. This meeting will be open to the general members to participate. At the general meeting following, the disciplinary action will be voted on by major vote.

E. General Member Disciplinary Procedures: Proposed disciplinary actions to be taken will be voted on by the Coordinator Board.

i. A simple majority of Coordinators voting will be necessary to pass disciplinary actions to be taken.

F. Tie-Breakers: If ever there is an event of a tie in any Coordinator voting on disciplinary matters, then the vote will be passed to the general membership. If there is         ever a tie in a general membership vote concerning disciplinary actions, then the President will cast the deciding vote.

i. Section F will have no bearing on Impeachment Hearings, as they require a two-thirds majority.

ii. In the event the President stands accused, the Vice-President will cast the deciding vote, and so on down the gavel order.

G. Denial of Voting Rights: Disciplinary actions may deprive any member of the right to vote, but it must be conditioned and precise to the votes to which they will be denied. The purpose of differentiating between fields of voting is to create levels of severity in disciplinary actions.

           

H. A Coordinator may not be deprived of their right to vote in Coordinator voting             or denied the right to run for re-election. These actions will consist of a motion to remove (refer to Section B).

Article VIII: The Harrington Theatre Arts Company Office

A.    All coordinators are responsible for the upkeep of the HTAC office. 

B.    All of HTAC’s musical equipment will be kept in the office. 

C.    Nothing is permitted to be left in the office unless previously approved of by the coordinator board.

Article IX: Workshops

A.   A workshop should be an educational project in which HTAC members work together to improve upon some set of theatre-related skills.

B.    Any general HTAC member may propose a workshop or approach a coordinator to inquire about propose a workshop.
                        i.         A proposal for a workshop is defined as a general budget for said workshop and an outline of the goals of that workshop.

C.    A workshop shall be open to any member of the community unless a request has already been put in to the coordinator board to make it exclusive.
                        i.         A workshop leader is the person selected by the coordinator board to lead a workshop. It is their responsibility to adhere to all guidelines put forth by the coordinator board and to follow everything set down by the HTAC constitution and bylaws.

D.   Any workshops will be approved by majority vote by the coordinator board.

E.    The coordinator board reserves the right to shut down a workshop at any time and to pursue disciplinary action if guidelines are not followed.

F.    The budget of any workshop will be approved at the proposal of the workshop. Extensions must be presented to the board in a timely manner for approval.