Bylaws

Upstate New York SECTION an affiliate of

UNITED STATES INSTITUTE FOR THEATRE TECHNOLOGY, INC.

DATE 3/9/2017

*ARTICLE I—PURPOSES AND LIMITATIONS

Section 1. PURPOSES.  
The primary purpose for which this section is formed is to further the objectives of USITT, as stated in the USITT bylaws.

Section 2. LIMIT OF ACTIVITIES.  
This Section shall not engage in activities which are not in furtherance of its states purposed or in opposition to the grounds on which it is granted exemption from Federal Income Tax under the provision of Section 501(c)(3) of the Internal Revenue Code as amended.

Section 3. LIMIT OF EARNINGS AND INFLUENCE.  
No part of the net earnings of this Section shall inure to the benefit of any private member or individual.  No substantial 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 (as defined by IRS regulations for 501(c)(3) corporations).

ARTICLE II—MEMBERSHIP, DUES, MEMBERSHIP MEETINGS, VOTING

Section 1. MEMBERSHIP.  

The members of the Section shall consist of persons, corporations, partnerships, and unincorporated associations interested in furthering the arts of theatre planning and design, technology, management, construction, equipment, aesthetics, presentation and operation.

*a.  Membership in the Section is independent from membership in USITT, however all Section members are strongly encouraged to be members in good standing of USITT.

b.  The same classifications of membership apply in the Section as are described in Article III, Section 1 of the national bylaws.
c. Section Area: The Section area is defined geographically as New York State, excluding the five boroughs of New York City and Long Island. Residency in the defined area is NOT a requirement for section membership.

Section 2. DUES.
The membership of the Section may assess dues, as they deem necessary. Such dues are in addition to the national dues.

a. Payment. Dues shall be payable on an annual basis. The Section Board of Directors shall be empowered to change the dues structure from time to time, as it may deem necessary.

b. Failure to Pay Dues.  Failure of a member to pay dues within sixty (60) days after the date due shall result in suspension from rights of membership in the Section, and, if such dues are not paid within ninety (90) days after the due date, membership in the Section shall cease and terminate.  *Failure of a member to pay section dues shall not affect his/her status with USITT.

c. Additional Assessments. The Board of Directors shall be authorized to make other assessments for activities as the membership deems necessary.
d. Dues shall be collected annually for a fiscal year of July 1st to June 30th, in accordance with the national fiscal year.

Section 3. MEMBERSHIP MEETINGS
a. The annual meeting of members of the Section shall be held at a place designated by the Board of Directors, within the calendar year, for the transaction of such business as may come before the meeting.

b.  Special meetings of the members of the Section may be called at any time by the Chair of the Section, or by a majority of the Board of Directors, or upon the filing by five per cent (5%) of the membership with the Secretary of a written request for such a meeting.  Upon the calling of any special meeting the Secretary of the Section shall give notice of such special meeting to each member, stating the time, place, and purposes thereof, not less than thirty (30) days before the meeting.

c. At all meetings of the members, ten percent (10%) of all the voting members, represented in person, shall be necessary to constitute a quorum.

Section 4. VOTING.  
At all meetings of the members, each voting member present (individual or organization, regardless of the size of the organization) shall be entitled to one vote.  All questions except the amendment of the bylaws and other matters specifically regulated shall be determined by a majority of the votes cast.
The following officers shall be elected in odd numbered years March: Chair, Vice-Chair for Membership, and Vice-Chair for Communication.
The following officers shall be elected in even numbered years: Secretary, Treasurer, and Vice-Chair for Programming.
The office of Past-Chair shall be filled by the outgoing section Chair. Should the outgoing section chair cease membership or participation, the Secretary shall fulfill the responsibilities of the Past-Chair until the position can be filled by an outgoing Chair. Nomination must be approved by the section Board of Directors.
Nominations for office shall commence at the regional section meeting at the National Conference and shall be open to all section members for 30 days. After nominations are closed, the Past-Chair shall distribute ballots for 30 days of ballot submission. The Past-Chair shall then count the ballots and announce the election results within 7 days of ballot closing. Newly elected officers shall take office on the following July 1st.

ARTICLE III— BOARD OF DIRECTORS and OFFICERS

Section 1.  BOARD OF DIRECTORS
The section shall be governed by a Board of Directors elected by the membership.  The Board shall be composed of officers and directors as determined by the membership of the section.

Section 2. GENERAL OFFICERS.  
*The minimum number of officers of the Section shall be:

a. Chair
b. Secretary
C. Treasurer

*All officers shall be members in good standing of the Section and USITT.

*All officers of the Section shall be elected by the membership of the Section via ballot and shall be elected as specified in Article IV.

Any officer may be removed at any time by an affirmative vote of two-thirds of the membership of the Section.

Vacancies among the officers shall be filled by appointment by a majority vote of the remaining officers or by general election.
Additional section officers and board members may be elected as needed to serve the needs of the section.  The establishment of officers shall follow the policies and procedures of the Section.
All elected leaders may serve up to two consecutive terms, with the exception of the Treasurer. The office of the Treasurer is exempt from term limits.

Section 3. CHAIR.  

The Chair shall preside at meetings and shall take general charge of the activities of the Section.
Chair shall be responsible for periodic reports to the Board of Directors of USITT as stipulated in USITT bylaws.

Section 4. SECRETARY

The Secretary shall be responsible for the Section roster of members.
Secretary shall keep minutes of all meetings.
Secretary shall have charge of the minute books of the Section and shall also perform other duties as may be assigned by the bylaws or the board of directors.

Section 5. TREASURER.  

*The Treasurer shall have care and custody of the funds of the Section and shall deposit in the name of the Section in such bank and/or trust companies as are designated by the Board of Directors of the Section.
*Treasurer shall collect and receive all due charges and other monies payable to the Section and act as agent for the section to the parent USITT Corporation in the collection and receipt of all dues, charges and other monies payable to the USITT Corporation.
*Treasurer shall keep proper books and records showing receipts and expenditures of the Section and of all collections and expenditures on behalf of the Corporation.
*The Treasurer will submit appropriate financial reports to USITT so that appropriate tax filings may be made on behalf of the Section.

Section 6. Additional Officers

  1. Vice-Chair for Programming – Shall 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.
  2. 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.
  3. Vice Chair for Communication – Shall be responsible for the distribution of information to section members, via contemporary media and distribution practices.
  4. Past Chair
    1. Shall be responsible for administration of elections and section ballot measures
    2. Shall be responsible for leading any section bylaw revisions
  5. Webmaster – shall be responsible for the updating and maintenance of the official section website.

ARTICLE IV—NOMINATIONS AND ELECTION PROCEDURES

Section 1. NOMINATIONS:  

*Candidates for office shall be nominated by the Nominating Committee.
The Nominating Committee shall consist of the following persons:

Past Chair

Three members elected by the membership at large.

The Immediate Past Chair of the Section shall serve as Chair of the Nominating Committee.

Section 2. SLATE:

The Nominating Committee shall develop a slate that consists of at least one candidate for each officer vacancy and the possibility for a write in slot.  The Committee will strive to nominate two candidates for each position whenever possible.

Nominees must give approval in order to have their names placed in nomination.  At that time, nominees will indicate willingness and ability to meet obligations of the office/position as defined.

A majority vote shall decide all elections.

The Past Chair shall name not fewer than two (2) Tellers from the membership impartial to the election outcome who are not candidates for election to certify the election results. The Past Chair shall report the election results to the Board of Directors and notify all candidates of results prior to announcing the results to the membership.

*ARTICLE V— CONTRACTS, CHECKS AND NEGOTIABLE INSTRUMENTS

All contracts and agreements, checks and other negotiable instruments and endorsements thereof shall be signed by the Treasurer, or in the absence of the Treasurer, by the Section Chair.

*ARTICLE VI—FISCAL YEAR

The fiscal year of the Section shall be the same as the fiscal year of USITT.

ARTICLE VII—AMENDMENTS

Section 1. PROPOSAL FOR AMENDMENT.  

These bylaws may be amended by any regular or special meeting of the Section in the following manner:

a.  Any proposal for such amendment shall be subscribed to in writing by not fewer than five per cent (5%) of the members of the Section.

b.  Upon such filing, the Secretary shall notify membership of the Section in the next regular announcement together with notice stating the time and place of the meeting to consider such amendment on a date not less than ten (10) days following the date of such mailing.

c.  An amendment shall be adopted by an affirmative vote of at least two thirds of the membership present at the meeting called to consider adoption thereof; or by an affirmative vote of two-thirds of written ballots sent to the membership of the Section, with the results tabulated within one month after the mailing of the ballots.

Section 2. NOTICE.  

A copy of each amendment within thirty (30) days after adoption to each member of the Section.
*A copy of the bylaws and any amendments must be kept current on file with the USITT Corporation where it will be available for inspection by members.

ARTICLE VIII—COMMISSIONS AND STANDING COMMITTEES

Section 1. COMMISSIONS.  

Sections may choose to establish Commissions.
The Commissions shall be administered by Commissioners who have special expertise in specific theatre fields.  They shall be solicited by the Chair or their designee on an annual basis from the Members.

The principal responsibility of the Commissioners is to promote, recognize, and stimulate the dissemination of information relating to the various fields of theatrical activity and interest.

The Commissioners shall be selected from a variety of specialized fields of theatre such as, but not limited to, Architecture, Costume Design and Technology, Engineering and Stage Rigging, Employment, Health and Safety, Lighting, Scenic Design, Sound, Special Effects, and Technical Production.

The Commissioners may establish committees, advisory groups, and project groups in their efforts to stimulate and coordinate the dissemination of information.

Commissioners shall be appointed by the Chair to serve for a year with the possibility of remaining in the position.

Section 2. COMMITTEES.  

Committees of the Section shall be appointed by the Board of Directors to serve for a two (2) year term of office for the purposes herein designated.  The Standing Committees shall be those deemed necessary by the Section.  Their size, composition and chairmanship shall be determined at the pleasure of the Board of Directors.  The Chair during their tenure of office shall have the authority to appoint ad hoc Committees.