Constitution and Bylaws

Section 1
The name of this organization shall be the Portland Civic Players, Inc.
Section 2
The objective of this organization is the definite establishment of a civic group in Portland for the purpose of fostering performance arts.
Section 3
The purpose of this organization is to produce dramatic, musical, and other artistic entertainment; and contribute to, participate in and develop cultural and educational work through all media, especially live drama: PROVIDED that any earnings of said organization shall be devoted to the purpose thereof as above outlined.
  1. Earnings shall be defined as that portion of monies remaining after payments of expenditures and/or percentages to any other non-profit organization participating in the sale of tickets.

Section 1
No person shall be permitted to become a Voting Member of the Portland Civic Players, Inc. until he or she shall have attained the age of eighteen (18) years.
Section 2
The membership dues shall be determined by the Board of Directors with the membership year beginning January 1 and terminating December 31.
Section 3: ACTIVE/VOTING MEMBERSHIP
All Voting members who have paid their dues are entitled to all privileges and the responsibilities of the Portland Civic Players, Inc.
  1. An Active/Voting Member shall be required to work in at least one of the following areas during the membership year:
    1. One (1) play production, or
    2. One (1) active committee, or
    3. One (1) special event (A special event shall consist of any public activity other than a play).
  2. It shall be the responsibility of a Voting Member to take an active part in the decisions of the Portland Civic Players, Inc., and to attend at least two-thirds (2/3) of the meetings in any calendar year or have excused absences (notifying the Secretary or President if unable to attend a meeting) for same.  Failure to do so will result in loss of voting privileges.

Section 4: PATRON MEMBERSHIP

All Patron Members who have paid their dues are entitled to all the privileges of the Portland Civic Players, Inc., except: They may not be elected to the Board of Directors; hold any office or chairmanship positions; act as delegates or have privileges until such time as they may desire to become Voting Members.

Section 5: YOUTH PATRON MEMBERSHIP

All Youth Patron Members (under 18 years of age) who have paid their dues are entitled to all the privileges of the Portland Civic Players, Inc., except: They may not be elected to the Board of Directors; hold any office or chairmanship positions; act as delegates or have any voting privilege until they reach 18 years of age, at which time they may become Voting, Active, or Patron Member.
  1. Any participants in the Portland Civic Players, Inc Summer Theater Program will automatically become a Youth Patron Member with the registration for the program.
Section 6: PARTICIPANT MEMBERSHIP
All participants of any production will be required to purchase a Participant Membership to the Portland Civic Players, Inc.  This membership will entitle them to participate in the productions and events for the year of their membership. They may not be elected to the Board of Directors; hold any office or chairmanship positions; act as delegates or have privileges until such time as they may desire to become Active/Voting Members.
Section 7: LIFETIME MEMBERSHIPS
No new Lifetime Memberships will be issued after February 2019.  Current Lifetime Members will receive two complimentary tickets to the spring and fall shows only.
  1. Legacy Memberships (memberships passed down through the family of Lifetime Members) are discontinued as of February 2019.

Section 1
There shall be a Board of Directors to consist of nine (9) members as specified in Article V, Section 1, who shall be elected by the Voting Members of the Portland Civic Players, Inc. at the Annual Election Meeting as specified in Article V, Section 1.
Section 2
*Three members of the nine-member Board shall constitute a quorum when the Board
 holds business meetings.
Section 3
The Board shall have the power to establish all committees necessary for the function of the Portland Civic Players, Inc. and the Portland Community Theater and to appoint chairmen for each.  The Chairman will appoint his committee members; such appointments subject to the approval of the Board.  The Board may delegate committee selection to the Chairman at their discretion.
  1. The Board shall select the number of plays to be produced during the coming season, set dates for same and schedule ticket prices for these productions on an annual basis.
  2. *The Director(s) and Assistant Director(s) of any Portland Players Production (including Summer Theatre) must be an active member of the Portland Civic Players.
Section 4
The Board shall control all business, financial and other affairs of the Portland Community Theater and Capital Improvement Funds.  The Board shall approve in advance the expenditure of any money.  Approval of such expenditures shall be by a simple majority vote of the members of the Board of Director’s present at any authorized Board of Directors meeting.
  1. The Board shall have the power to employ and dismiss a building manager for the Portland Community Theater and designate the duties of said Manager.

Section 1
The Officers of the Portland Civic Players, Inc. shall be elected annually by the Board of Directors from its own membership, except the President and Vice-President, who shall be elected from the Board of Directors.  Said President and Vice-President to be elected first.  Officers shall begin their term of Office on January 1 of the year following their election.
Section 3
The Standing Committee Chairman shall be appointed by the President.
Standing Committee Chairmen shall be as follows:
  1. Publicity/Website
  2. Memberships/Sponsorships
  3. Building/Facilities Improvement
    1. In case of definitions or questions as to the duties or jurisdiction of the various Standing Committees, final decisions will be made by the Board of Directors.
Section 4
The Duties of the Officers shall be:
The President shall be the Chairman of the Board of Directors and the Membership.  The Vice-President shall be in charge of Committees and Liaison and Preside over the meetings in the absence of the President.  The Treasurer shall be in charge of bookkeeping and finance and represent the organization as needed in financial transactions.  The Secretary shall be in charge of taking minutes for all Board Meetings, special Board Meetings, General Membership Meetings and all regular meetings as may be necessary.  The Secretary is also responsible for all correspondence unless otherwise directed by the President.

Section 1
The elective members of the Board of Directors shall hold office as follows:
  1. In the first election, three (3) Board Members shall be elected for a one (1) year term; and three (3) Board Members for a two (2) year term; and three (3) Board Members for a three (3) year term: At each following election, three (3) Board Members shall be elected for a three (3) year term.
  2. Directors shall begin their term of Office on January 1 of the year following their election.
Section 2
In the event that a vacancy shall occur in the Board of Directors by resignation, or otherwise, the President, with the approval of the Board shall appoint a Voting Member to fill said unexpired term.
  1. If a Board Member fails to attend two-thirds (2/3) of the Board Meetings during the first six (6) months of the fiscal year, he/she shall automatically be replaced as designated below.

Section 1
Regular business meetings are to be held on the fourth Monday of the Month or at the discretion of the Membership.
  1. A quorum shall consist of a simple majority of the Voting Membership present at a regular meeting, with a minimum of three (3) Voting Members present.
Section 2
Special meetings are to be held at the call of the President.
Section 3
Board of Director Meetings shall be held monthly, at the discretion of the Board.  Special Board Meetings may be held at the call of the President or at the request of a least three (3) Members of the Board.  Advance notice of twenty-four (24) hours should be given, when possible, for special Board Meetings.  Board Meetings are open to the General Membership unless specified in advance by the President.

Section 1
Amendments to the Constitution must be presented in writing to the Board of Directors and at a duly authorized Board of Directors Meeting.
Section 2
The Board shall instruct the Secretary to submit the proposed amendments in writing to each Voting Member at least ten (10) days before such amendment is to be voted upon.
Section 3
The Board shall also send to the Membership along with the proposed amendment, their recommendation for adoption or defeat of the amendment.  Said recommendation shall be obtained at a duly authorized Board of Directors Meeting by a majority vote of the total Board Membership.
Section 4
The Constitution may be amended by a majority vote of the Board of Directors present at any duly authorized meeting of the Portland Civic Players, Inc.

Section 1

In all matters of parliamentary rule and law, RobertsRulesofOrder,in its current edition shall prevail except where said rules are in violation of this Constitution.

Section 1
The secret ballot method of voting shall be applied for the election of the Board of Directors and Officers, or for issues when directed by a majority vote of the Voting Members present at a duly authorized meeting.
  1. The ballot for the election of Members to the Board of Directors shall consist of the names submitted by the Nominating Committee and provide spaces for the writing-in of other names submitted from the floor and otherwise.
    1. The Nominating Committee shall submit its list of candidates to the Secretary no later than fifteen (15) days prior to the election.
    2. Additional nominations may be made from the floor.
  2. The Ballot for the election of Officers shall list the Offices of President and Vice-President and provide blank spaces for the writing-in of names selected by the voter.
  3. The Ballot for issues shall take such form as directed by the Board of Directors.
    1. The Secretary shall notify all Voting Members of the impending vote, by written notice, no later than fifteen (15) days before the voting.
  4. The President shall appoint two (2) tellers to accept ballots, tally the votes and declare the election too the Membership, stating the outcome of the election, and total number of votes cast, and number of voided ballots.  These ballots then to be destroyed at the discretion of the Secretary.
Section 2
In case of secret ballot voting, absentee ballots shall be provided for.
  1. Applications in writing shall be made no earlier than thirty (30) days prior to the voting and no later than noon on the day of voting.
    1. The application shall contain the reasons preventing the voter from casting his/her vote in person, current mailing address and signature.
  2. The Secretary shall have ballots prepared no later than ten (10) days prior to the voting.
    1. Upon receipt of an application, the Secretary shall provide the voter with a ballot or ballots.
  3. The applicant shall return his/her ballot too the Secretary in a sealed envelope bearing his/her name and plainly marked “Ballot”, no later than the opening hour of the Meeting where the vote is to be taken.
  4. The Secretary upon receipt of the ballot shall verify with the Treasurer the voter’s qualifications and tender the unopened envelope to the tellers of the election.

The above Constitution was adopted by the Portland Civic Players, Inc. at the regular Business Meeting held in January, 1956.

AMENDED – December, 1956
AMENDED – September, 1961
AMENDED – August, 1963
AMENDED – April, 1966
AMENDED – September, 1971
AMENDED – December, 1974
AMENDED – September, 1975
AMENDED – August, 1976
AMENDED – December, 1977
AMENDED – November, 1980
AMENDED – August, 1981
AMENDED – September 27, 1982
AMENDED – October 23, 1995
AMENDED – November 27, 1995
AMENDED – November 22, 2010
AMENDED – October 14, 2014
AMENDED – May 23,2016
AMENDED – February, 25, 2019