We are PROJECT: Theatre, abbreviated PT.
Article I: Mission
- PT’s objective is to encourage and enable student theatre at Mount Holyoke College through the production and support of plays and other theatrical endeavors. Because a part of our mission is to provide theatre to all without discrimination PT does not charge admission for shows.
- Each year, PT will support:
a. a maximum of three mainstage fall semester productions
b. a maximum of three mainstage spring semester productions
c. as many independent projects as can be reasonably sustained as determined by the discretion of the PT board and available funds.
d. no more than one musical production per year will be designated as the budgeted musical, and receive a larger budget. (More musicals can be produced, but they must be done on mainstage or independent project budgets.
3. PT will organize and sponsor other events throughout the year including, but not limited to guest speakers, workshops, lectures and fundraisers.
4. PT is an independent student organization, but will strive to foster and maintain a relationship with the MHC Department of Theatre Arts by encouraging positive contact between students and the Theatre Arts faculty and staff.
5. PT will also reach out to the Five College community and beyond.
6. All activities and functions of the organization must be legal under college, local, state, and federal laws.
Article II: Organization of Membership
Section A: Members.
1. The PT membership is made up of any Five-College Student who is interested in supporting, putting on or participating in student-produced theatre on the Mount Holyoke College campus. The PT membership is defined by the PT mailing list, which anyone can join at any time.
a. Any student, regardless of membership, may participate in a PT show in any capacity, but only members can propose a show. Only the membership may vote on show proposals and board elections.
2. PT does not discriminate based on age, race, socioeconomic class, sexual orientation, gender presentation, disability, sex, or class year.
3. Hazing will not be used as a condition of membership in this organization, and the PT board must sign the Mount Holyoke College Non-Hazing Agreement on behalf of its members at the beginning of the school year. All members of a production team will sign a contract that includes a recognition of the Non-Hazing Agreement.
Section B: Board
1. PT is governed by the Project Theatre Board, a group of students elected by the membership. The term for each board member is one year, from June to June, and board members may be reelected indefinitely until graduation. A board member may not hold multiple positions at one time on the PT board. The PT board is responsible for facilitating and coordinating the efforts of PT productions and events (see Articles IV and VI) and for making sure all productions and events follow all relevant rules and policies set down in the PT constitution and by Mount Holyoke College, to be found on the PT website and the college website, respectively. The PT board as a whole organizes and oversees PT’s events, shows, fundraisers and membership, actively works to attract new members and to foster cooperation with MHC’s academic departments and support staffs, handles show finances and liaises with staff members on behalf of shows for locations, communication and public relations and is responsible for promoting PT’s continuance as an organization through running elections for the board each year and elections for mainstage show proposals each semester.The board also decides which independent proposals to produce as they are proposed. The board is strongly encouraged to attend all PT shows.
Positions on the board are as follows:
Runs meetings and creates the weekly (and long-term) agenda for the board, and makes sure that the rest of the board stays on track with this agenda. Acts as the board’s taskmaster. Is the public face of Project: Theatre, and can have meetings with faculty and staff on the board’s behalf. While serving, cannot direct, stage manage, or technical direct any PT production.Must take into account the input and opinions of the other PT board members during discussion. Distinguishes between decisions that can be made by simple assent, and those which must be brought to a formal vote. While paying close attention to all of PT’s workings, does not have artistic or individual control over PT events.
Takes notes at meetings and communicates with the PT membership via email. Updates the mailing list and checks the PT email address. Keeps PT documents, forms, and contracts up to date and disseminates information and forms to the membership. Also in charge of voting procedures and counting for the show proposals and board elections, and keeps originals of both board contracts and production contracts.
Submits the regular funding application to the SGA every year, which contains an estimation of the yearly budget. Checks in with the SGA during the season of audits and oversees individual show budgets. Receives receipts and reimburses people for PT-related spending. Decides how many independent projects and events PT can support based on the budget spending.
Publicizes PT events such as meetings and workshops. Proofreads and approves all publicity done by individual shows according to the publicity guidelines. Also helps shows to advertise outside of just flyers, such as MHNews, Newsflush, the radio, and departmental outreach. In charge of house management teams for each show, which may involve selling concessions and t-shirts, filling out the logbook, counting people, and responding to reservations. Maintains PT bulletin board in Rooke Theatre and may also be responsible for PT’s Twitter and Facebook.
Acts as the PT ombudsperson and is responsible for mediation and impartial investigation of complaints in order to bring about a fair settlement. Manages the strike system discretely and settles conflicts within shows. May also act as the liaison between PT and the Theatre Arts Department. While serving, cannot participate in any PT shows. Will attend at least one rehearsal at the beginning of the process of each PT production, and later attend a full cast rehearsal and at least one performance. The ombudsperson will hold talk-backs with each production team in a timely fashion to discuss what went well, what could have been better, and to address any issues that arose during the production.
Liaises with faculty, staff and productions to find locations for rehearsal and performance and fill out the relevant paperwork. Aware of limitations and resources in campus spaces used for PT purposes. Also finds space for general meetings, workshops and any other events. Responsible for informing Student Programs about mainstage shows, independent projects, fundraising, and events as they are decided upon by the membership and the board by showing them the proposal form and providing them with contacts for each show.
Attends senate meetings and PT board meetings. Represents PT and brings any news from Senate back to the board.
Keeps the website up to date with news and information about upcoming productions and opportunities, as well as forms, contracts, photos, videos. Also acts as the PT historian by collecting past photos, video, publicity materials, etc., and archiving them in a location available for posterity. Takes pictures of shows during the rehearsal process, takes production photos in full dress and set, and films at least one performance.
2. Board Policies and Procedures
a. Contracts: Every PT board member must sign a contract stipulating their responsibilities, as above. These contracts will remain with the secretary and should be made available in their unsigned form for anyone to review.
b. Impeachment/removal: If a board member does not comply with the terms of their contract, they are eligible for removal from office. This will involve the mediation of the dramaturg and the informed knowledge of the PT board. To remove someone from office will require the unanimous consent of the PT board, minus the person who is being impeached. The person who has been removed from office will be subject to the strike system, jumping immediately to strike two (see Article V).
c. Officer Vacancies: Any vacancy in the middle of a term due to going abroad, removal, illness, or other unforeseen circumstances, will be filled by appointment by unanimous consent or, if that should fail, a simple majority vote of the remaining members of the PROJECT: Theatre board. The PT board may also decide to distribute the duties of the missing member until a regular election is held.
a. Nominations and eligibility for board membership: A board member may not hold more than one PT office at the same time. Any member is eligible to run for the PT board.
b. Board elections take place in April, and the new board will take office in June. Voting will be done by anonymous survey over a period of at least one day (24 hours). The membership will receive the ballot via email. It is impossible to count our membership accurately; therefore, given whatever number of people who have voted by the end of the voting period, the election will be valid (i.e., if the membership constitutes 200 people, and only 50 vote, the election is still valid). In the event of a tie the board will vote by simple majority. Voting will be run by the current secretary and tallied by the current secretary and the dramaturg to ensure impartiality and fairness.
c. Transition: The newly elected board will take office after the school year has ended, and hold office until the end of the next school year. Prior to that, the new board and the old board should meet and discuss responsibilities, sign contracts, and review the constitution.
Article III: Meetings
1. General meetings: PT will hold a general meeting and/or networking meeting at least once during each semester.
2. Board meetings: At least once per week, the PT board will convene to discuss PT business and have check-ins with representatives from ongoing PT shows. PT board meetings are always open to the membership and the general public. Board meetings are run by the Chair, with the Secretary keeping minutes that will be then shared with the board. Anyone can request to view these minutes by contacting any member of the PT board with their request.
a. Board decisions are made by unanimous consent. Should unanimous consent fail to reach a reasonable conclusion, a simple majority vote will suffice. Anyone sitting in a PT meeting who is not a member of the PT board may express thoughts and opinions, but will not contribute to the vote or the unanimous consent.
Article IV: Productions
1. Proposals: Any PT member may propose a production by filling out a Project or Production Proposal form for either an independent or mainstage production, respectively. In order to propose a mainstage production, the member must also attend a mandatory “How to Put On a PT Show” workshop, and there must be at least five production positions filled on the proposal form, three of which must be stage manager, technical director and director, and all of which must be filled by five separate individuals. Neither of these proposal requirements apply to independent projects.
2. Mainstage Productions and Voting: A mainstage production will have a budget of up to $1000 to be used for rights, props, costume, sets, advertising, etc. While also a mainstage show, the musical designated in the budget may receive up to $2000. Mainstage proposals will have a deadline set by the PT Board in the semester preceding their production date. Following mainstage proposals, the membership will vote for the season’s mainstage productions by anonymous ballot, which will include the contents of the artistic questions on the proposal forms. On the ballot, each member will be asked to select their top three choices in order, the first choice receiving three points, second place two points and third place one point. The three productions with the highest total points from all ballots are selected for production each semester. Ballot totaling will be completed by at least two members of the PT board. All components of the voting system must be made transparent to the PT membership, including how the ballots will be totaled. Voting will be run by the current secretary and tallied by the current secretary and the dramaturg to ensure impartiality and fairness.
a. PT Board responsibilities to productions include being available for reasonable help, answering any questions that may arise, providing financial support, liaising for campus contacts, and any other responsibilities determined on a case by case basis by the board.
b. Production responsibilities to the PT board include participating in production check-ins during board meetings, following college policy, staying within budget, using budget appropriately and transparently, keeping set deadlines, putting PT’s name and logo on all publicity, collecting PT donations, remaining within copyright law, and following all PT policies as stipulated on production contracts. Consequences of breaking contract are detailed in Article V.
3. Independent projects have a maximum budget of $500. The number of independent projects selected for production is based on the state of the budget as evaluated by the treasurer. Independent projects are selected for production based on the board’s evaluation of their proposals under the policy of unanimous consent. The PT board reserves the right to roll independent projects over to the next semester, with the consent of the proposer. Independent project proposals are accepted on a rolling basis.
a. PT board responsibilities to productions (see Art. IV, #2a)
b. Production responsibilities to the PT board (see Art. IV, #2b)
4. Guidelines and Deadlines: Proposal, voting and workshop deadlines vary each year but will always be available to the membership at least a month in advance. Show specific deadlines such as PR review and college forms (space request and ERF) will be discussed and agreed upon in PT board meetings.
V. Liabilities, Contracts & Strikes
1. Every person on the PT board and every person (member or not) involved with any PT project must sign a contract for their position, available through the PT board (or on the website). These contracts specify the job requirements for each position and include a recognition of the hazing policy and the strike policy. If a contract is not available for a specific position, the director of the show and the person filling that position will come up with a list of responsibilities for that position and bring it to the board to be deemed acceptable as a contract, at which point it may be signed by the appropriate parties.
2. The Strike System: Anyone who is fired from a production or the PT board for violation of contract, drops a show after a deadline set by the director and agreed upon by the PT board (to be clearly stated in the show’s contracts), or violates college policy will receive a strike. PT board members who have been fired will immediately be moved up to two strikes. Each strike carries a certain penalty.
Strike 1: Formal written apology to director, production team and PT board with a specific deadline. If the individual is working on another show, PT reserves the right to inform the director of that person’s strike status.
Strike 2: Suspension of a certain period based on the infraction. Suspensions and penalties are given on a case by case basis determined by the PT board. Plus all penalties from strike one.
Strike 3: The PT board will give the individual’s name to potential shows as a high risk individual whom they should avoid including in the production. Plus all penalties from strikes one and two.
a. Rules for good behavior: for every PT show an individual with strikes is able to successfully participate in, the PT board will bring that person down a strike. If that person has ever been at strike three, the individual’s name will always be given as a potential risk.
b. Rules for bad behavior: failure to comply with strike penalties will result in being moved up to the next strike.
c. The PT Ombudsperson will be the only one to keep the strike record and will use discretion as to whom it is made available to and when it is appropriate to share it with any member of a production team or the PT board.
Article VI: Events
Events are anything sponsored by PT that are not shows. They can be proposed by the PT board or the membership via the Event Proposal Form on a rolling deadline, budget to be determined by the treasurer at the time of the proposal. Events include but are not limited to trips, lectures, fundraisers, and workshops.
Article VII: Finances
1. PT is funded mainly by the SGA of MHC, and in part by fundraisers and donations at the door of productions. PT must apply for funding in the spring of each year for the subsequent school year. the treasurer and chair collaborate on the budget and present it to the PT board for discussion. The budget includes allocations for all things listed in the mission (see section I).
2. Fundraising: per SGA requirements, PT must raise a specified portion of our proposed budget each school year based on SGA regulations.
3. Budget for individual shows is allocated as stated in the production and event articles above.
4. PT does not charge for tickets. However, we will require that every production request donations at the door.
Article VIII: Associated Groups and Committees
1. As of the time of writing this constitution PT has two groups under its umbrella, Operation: Disturb the Piece and the Shakespeare Mafia. PT is not obligated to make sure that these groups continue, but so long as they do, PT will provide support and funding and maintain a vested interest in their group health and vitality. Should these groups lapse due to lack of interest or failure to overturn power or responsibility to a new generation, PT is not liable. Future umbrella groups can be formed through an independent proposal with the intention of continuing to exist. They must continually apply for funding from PT. While these groups may have their own names and exist for more than a single semester or year, for PT’s purposes, they work the same way as productions do. These potential groups should have to meet with the PT board to discuss why they should become umbrella groups. Umbrella groups shall have a trial period before they become allocated into the budget at which time they must become organized and make significant progress as a group before they are eligible to be under the umbrella, to be determined by the board. The trial period should end before the next year’s budget is created.
2. Committees can be formed at any time at the discretion of the PT board. The power and responsibilities of these committees will be determined at the time of their forming. The PT board reserves the right to dismantle the committee should it be determined they are no longer on track to fulfilling their originally stated goal in a timely fashion.
3. Every year PT puts on one show in the spring as a fundraiser for PT and other causes that the current PT board deems appropriate and relevant. This show has traditionally been the Vagina Monologues and the continuation of that tradition is encouraged, but not strictly necessary. Should the board feel that another show and set of causes has become more important, the Vagina Monologues may be replaced. The Vagina Monologues (or its appropriate substitute) does charge for tickets as a way to raise money for certain causes.
Article IX: Amendments
1. Any member may propose an amendment to this constitution. The PT board then may or may not decide to take up the proposed amendments for discussion, revision and ratification. The PT board then may or may not send the amendment out to the membership for ratification. A simple majority of those members who vote (as stipulated in ‘Election Procedure’) is enough to ratify the amendment (see Article II, section 3b). Any time an amendment is proposed and sent to the mem-bership, a copy of the constitution shall go along with it.
2. An exception to this amendment rule is the history article to follow, which may be added to at any time by a member of the PT board with the unanimous consent of the rest of the PT board.