Bylaws of Gillette Community Theatre

Amended February 9, 2019

        
ARTICLE I – Name
The legal name shall be Gillette Community Theatre. It is a non-profit Wyoming organization. It
is a voluntary charitable organization of persons interested in amateur, non-remunerative theatre.

ARTICLE II – Mission Statement

The mission statement of the organization shall be:

Gillette Community Theatre entertains, engages, and educates people from all walks of life
through theatrical performances and involvement with the community. 

ARTICLE III – Purpose

Gillette Community Theatre (GCT) is organized to promote and to perform theater arts in the
Gillette/Campbell County area. In that endeavor, GCT strives to:
● Provide a rewarding theatrical experience to both members and patrons of GCT.   
● Provide cultural and educational opportunities for the community focusing on the
appreciation and development of all aspects of the theatrical experience including but not
limited to performance, technical design and operation, makeup, direction and
management.
● Provide quality entertainment for the community of Gillette.
● Acquire permanent assets including a building and equipment.
● Encourage responsibility and commitment such as would be required in a professional
setting to help those who may aspire to become professionals in a theatrical career.
● Make the theatrical experience one of personal growth for participants at all levels.
● Encourage camaraderie through the social events for its participants.

ARTICLE IV – Membership

Regular Membership
Regular membership may be attained by:
● Participation in any authorized or assigned activity of GCT within the past year.
● Making a monetary donation to GCT, excluding paid advertising.
● Any members who are 18 years of age or older may vote at the annual meeting for the
election of new board members and for any proposed changes to the GCT bylaws.

ARTICLE V – Board of Directors

General Organizational Powers
Subject to the provisions and limitations of the Wyoming Nonprofit Corporation Act and any
other applicable laws, and subject to any limitations of the articles of incorporation or bylaws
regarding actions that require approval of the members, the organization's activities and affairs
shall be managed, and all organizational powers shall be exercised, by or under the direction of
the Gillette Community Theatre board.

Section 1 – The board of directors shall consist of nine members elected by the voting members
of GCT. Each board member shall serve a three-year term with three members being elected
each year at the annual meeting of the membership. A board member may serve no more than
two full consecutive terms.

Section 2 – The duties and responsibilities of board members are as follows:

● Establish and steward the organization’s mission, long-term priorities,

and financial health.
● Provide expertise when called upon regarding specific issues.
● Assist in meeting fundraising goals as needed.
● Expand the organization by recruiting volunteers to work on productions.
● Be an active member of the community theatre. Assist as needed in productions
and events of GCT.

Section 3 – Any board member may be removed for cause by vote of the board of directors or
for the following reasons:
● Three unexcused absences within a calendar year from regular board meetings.
● Failure to participate in any productions, events, or activities in a calendar year.

Section 4 – A board member may resign at any time by giving written notice to the board, the
President, or the Secretary of the organization. Unless otherwise specified in the notice, the
resignation shall take effect upon receipt thereof by the board or such officer, and the acceptance
of the resignation shall not be necessary to make it effective.

Section 5 – Any vacancy occurring in the board may be filled by the affirmative vote of a
majority of the remaining board members. Vacant board positions that a GCT member fills will
only be the length of the original term, (e.g. if the GCT board member that resigned had a
remaining year on the term the new board member will fill said position for a year). If the
vacancy occurs with a named position (e.g. President) a separate vote within the board will occur
to move any current board member to fill said position.
Section 6 – Board members are expected to attend either a rehearsal or performance of a show of
the organization open to the general public for ticket sales.

ARTICLE VI – Officers and Their Elections

Section 1 – The officers of the organization shall be: President, Vice President, Treasurer,
Secretary, Historian, Storage Facilitator.

Section 2 – Elections

● The board shall elect from its voting members a: President, Vice President, Treasurer,
Secretary, Historian, and Storage Facilitator with elections held during the regular
January meeting.

Section 3 – Terms: Officers shall hold office for terms indicated below:

● One-year term: President, Vice President, Treasurer, Secretary, Historian, and

Storage Facilitator.

ARTICLE VII – Duties of Officers

Section 1 – All board members shall be responsible for:

● The approval of the season proposed by the Play Selection Committee.

● The appointing of a Director for each performance.
● The approval of production and marketing expenditures.

Section 2 – The President shall have overall responsibility for all aspects of the organization’s
activities. His or her duties include but are not limited to:

● Preside over all meetings of the board, using Robert’s Rules of Order;
● Prepare meeting agendas and President’s Report to be presented at the annual
membership meeting.
● Have the general management of the affairs of the organization and see that all orders and
resolutions of the board are carried into effect.
● Sign, with other proper officers, contracts or other documents which the board has
authorized.
● Provide to the board of directors reports and requests sent to state and federal agencies.
Section 3 – The Vice President shall share in the overall responsibility for all aspects of the
organization’s activities, assisting the President as needed. His or her duties include but are not
limited to:

● Perform all duties of the President in his/her absence, inability, or refusal to act.
● Perform other duties as directed by the President.
● Responsible for overseeing all committees; this is to be done by each committee head
reporting to the Vice President.

Section 4 – The Secretary shall keep minutes and take roll of each meeting and maintain the
organization’s records which are to be uploaded to the organization’s Weebly site.

● The Secretary shall also be responsible for any correspondence as directed by the board.
● The Secretary shall keep records pertaining to past contracts, building use for
productions, community contacts, and GCT membership information.
● All information will be given to the President to add on the Weebly site.
● Notify the membership of upcoming meetings or any location changes on the Weebly
site, Facebook site and local event calendars.

Section 5 – The Treasurer shall maintain financial records as required by the board, the bylaws,
and state and federal laws.

● The Treasurer shall provide an accounting to the board at each meeting. The Treasurer
shall maintain all investments made by the board of directors.
● The Treasurer shall submit an annual report of the previous fiscal year to the board at the
January meeting.
● The Treasurer may make recommendations to better GCT’s financial outlook.
● The Treasurer is also the head of the Budget Committee and is responsible each year for
submitting a budget by the November membership meeting.
● Each director of a production will meet with the Treasurer after a production to verify
bills have been paid, accounted for, and all deposits are made.

Section 6 – The Historian shall keep record of organization activities.

● The Historian will create/maintain an online/digital scrapbook. In order to maintain the

online/digital scrapbook the Historian is responsible for meeting with the Director of a
show and arranging the taking of pictures during a rehearsal.
● The Historian has the responsibility for maintaining the Weebly site as well as the GCT
Facebook Website. Maintaining these sites includes posting all show auditions and dates,
creating events on Facebook when GCT is hosting an event or workshop, and contacting
local media outlets.
● The Historian will also be responsible for collecting records for each production from
Production Manager/Producer.
Section 7 – The Storage Facilitator is responsible for maintaining records regarding GCT props,
costumes, makeup, etc. A record of all items will be created and maintained.

● The Storage Facilitator is responsible for checking out all items to directors, costumers
and/or prop masters. In the case of an outside organization borrowing an item, the
Storage Facilitator will collect a $100 deposit; if no damage occurs to the item the deposit
will be returned once the item is checked back in.
● After a production, the director will check all items in with the Storage Facilitator.
● If new items are procured for a production the items will be added to the Storage
Facilitator’s Records.

ARTICLE VIII – Committees

All board members shall serve on a minimum of one committee each year. Committees may be
created based on need by the President or President-elect/Vice President. When the purpose for
such has been fulfilled, committees shall be dissolved. These committees may have community
members as participants as well as GCT Board Members. Committees that are needed on a
yearly basis include:

Section 1 – Budget Committee: shall be in charge of creating the annual budget by the November
membership meeting. The Treasurer is the chair of this committee.

Section 2 – Community Outreach Committee: has responsibility for creating and participating in
good works for GCT within the community. The chair of this committee is responsible for being
the contact for organizations requesting actors, workers, and sponsorship. The committee chair
shall provide a list of public works to the Historian for inclusion on the Weebly website and the
list shall be maintained by the Community Outreach Committee.

Section 3 – Workshop Committee: is in charge of organizing workshops, cultural, and

educational opportunities. The committee chair will find members within the community to lead
workshops and/or trainings, will present any costs needed to the GCT board, and when
appropriate request that a grant be written for workshops. All activities shall be properly
advertised and may require an R.S.V.P. to ensure the public will attend activities. Advertising
done on the Weebly and Facebook page will be handled by the Historian.

Section 4 – Grant Writing Committee: is to be appointed each year. A grant writer may request
aid from either board members or community members to assist in the writing of grants. Grants
may cover production costs, workshop costs, maintenance costs, etc. Before applying for a grant,
the GCT board shall approve of the intention as well as the purpose of the grant.

Section 5 – Governance Committee: is charged with creating and adding to the board of
directors’ handbook, and considering proposing amendments to the bylaws as appropriate.

Section 6 – Events Committee: plans all events besides plays and outreach programs, (e.g. dinner
banquet, award ceremony, volunteer appreciation picnic).
Section 7 – Play Selection Committee: is required to have three types of members on the
committee: directors, theatre technicians, and audience members. Persons who wish to direct for
the upcoming season may submit scripts for the committee who may then choose one for that
season.

Section 8 – Marketing Committee: is responsible for designing and distributing the publicity for
shows, workshops, and other upcoming events. They will also send the information to the
Historian to be placed on the Weebly site and the GCT Facebook page.

Section 9 – Building Committee: is responsible to investigate potential locations for a permanent

theater space and support buildings.

Section 10 – Development Committee: is responsible for seeking out sponsors for shows and the
season, as well as selling advertisement space in the programs used for shows.

Section 11 – Membership Committee: is responsible for keeping records of volunteers, donors,

and underwriters who are able to vote at the annual membership meeting.

ARTICLE IX – Financial Affairs

Section 1 – All financial activities shall be conducted in compliance with United States Internal
Revenue Statutes so as to maintain non-profit status. Included will be record-keeping which
separates various expense records for the Internal Revenue Service reports.

Section 2 – All business activities entered into by the organization will be for the sole benefit of
the organization.

Section 3 – The Treasurer shall maintain complete financial records of all money and
expenditures.

Section 4 – Expenditures and receipts for each production will be maintained as a separate
account system until all expenses for that production have been paid.  All bills for any
production will be submitted to the Treasurer so payment can be made by check or debit card.

Section 5 – All checks shall be signed by two officers of the organization.

Section 6 – No expenses shall be paid in cash.

Section 7 – A separate fund shall be maintained in an interest-bearing account or security

designated as Gillette Community Theatre Building Fund. Any funds in excess of those needed
for operating expenses, as well as special donations, will be placed in this fund. This fund shall
be used only for major equipment expenditures, purchase of permanent facilities, or the remodel
of the facilities.
ARTICLE X – Meetings

Section 1 – A regular meeting of the board shall be held monthly during the second week of each
month with public notice given.

Section 2 – Special Meetings

● A special meeting of the board may be called by the President or any two members of the
Board. Notice of any special meeting of the board shall be given by either social media or
e-mail and reason given for the meeting at that time.
● The notice shall include the exclusive agenda of the meeting and no other business may
be introduced or discussed.

Section 3 – A quorum of the board members shall be more than half of the board members. A
quorum shall be necessary for the transaction of business at any meeting of the board. If less than
a quorum is present, no official business can be voted upon.

ARTICLE XI – Indemnification

Any member of the board or any member of any committee designated by the board shall, in the
performance of his or her duties, be fully protected in relying in good faith upon the books of
account or reports made to the board by any of its officers, or by any appraiser selected with
reasonable care by the board or by any such committee.

ARTICLE XII – Amending Bylaws

Amendments to the bylaws can be considered at any regular board meeting. Public notice of
proposed amendments shall be provided to the membership at least two weeks before said
meeting. Any current member of GCT, board or general membership, may vote on the presented
changes. Amendments shall be ratified if approved by a majority of voting attendees.

ARTICLE XIII – Dissolution

Upon the dissolution of the Gillette Community Theatre, the board of directors shall determine
distribution of the organization's assets. Assets shall be distributed for one or more exempt
purposes within the meaning of section 501(c)(3) of the Internal Revenue Code, or the
corresponding section of any future federal tax code, or shall be distributed to the federal
government, or to a state or local government, for a public purpose. Any such assets not so
disposed of shall be disposed of by a Court of Competent Jurisdiction of the county in which the
principal office of the organization is then located, exclusively for such purposes or to such
organization or organizations, as said Court shall determine, which are organized and operated
exclusively for such purposes.