Presbyterian Church of Los Gatos
Charter of the Shoestring Theatre Company of PCLG
Approved by the PCLG Session on 28 January, 2003
Revised 19 December, 2006, by mutual consent of PCLG Session and STC Board

  1. Purpose:
    1. The Shoestring Theatre Company (the Company) exists to provide quality recreational,  family-oriented amateur productions of major plays and musicals at the Presbyterian Church of Los Gatos (PCLG).
    2. Production casts, crews, musicians, and technicians are drawn from the PCLG congregation and the surrounding community and are intended to span a broad range of ages.
    3. The Company will produce at least one musical per year and may mount other theatrical presentations.
    4. Theatrical vehicles are selected for presentation based on the following criteria (in no particular order):

                                                               i.      Suitability of the property to a family audience;

                                                             ii.      Availability of significant roles for children, youth, adults, and older adults (musicals only);

                                                            iii.      Availability of the financial and physical resources required to produce the show;

                                                           iv.      Thematic or dramatic treatment of social or moral issues or values;

                                                             v.      Consistency with Christ-centered values.

                                                           vi.      Compatibility with the expected audition pool;

                                                          vii.      Ability of the PCLG facility to support the technical requirements of the vehicle.

  1. Rationale:
    1. One of the missions of the Church is to help people find and use their talents and gifts to glorify God and achieve individual growth for the benefit of the whole community. The process of producing, rehearsing, and presenting theatrical productions provides one vehicle for this kind of activity.
    2. The interaction of children, youth, adults, and seniors to achieve a common goal has proven to be a valuable growth experience for all involved.
    3. Although not intended as a "fellowship program", the process of rehearsing and presenting plays and musicals brings together many different people from diverse backgrounds and creates a sense of community. At the conclusion of production, although the community disperses, many of the relationships remain and benefit the larger church community.
    4. Although not intended as an "outreach program", these productions have in the past brought others into relationship with PCLG.
    5. The production of quality amateur theatre gives yet another dimension to the PCLG identity in the community, and using well-known, quality theatrical vehicles broadens the appeal of the production to both potential cast and audience.
     
  2. Casting for Shows:
    1. As much as possible, everyone who auditions for a role in a production will be assigned a part.  The purpose of auditions is to determine where a performer fits into the production best, not to determine whether he or she is “good enough”.
    2. Final casting decisions are the responsibility of the production Stage Director who will receive input from the Production Casting Committee.
    3. The Production Casting Committee consists of the Production Stage Director, the Production Music Director (if applicable), Production Choreographer(s), and others at the Production Stage Director’s discretion.
  3. Relationship With PCLG Session:
    1. The Company will work cooperatively with the PCLG staff, Worship and Music Committee, and with other PCLG performing arts groups.
    2. The Company is accountable to the PCLG Session through the Elder for the Worship and Music Committee.
    3. The title, plot synopsis, production team, and proposed play dates of each show to be produced will be presented to the PCLG Session for information.
    4. Play dates will be reserved on the PCLG master calendar.
    5. Plans for free-will offerings to be taken at presentations or for ticket prices will be presented to the PCLG Session for approval.
    6. Plans for fund-raising activities will be submitted to the PCLG Session for approval.
  4. Organization:
    1. All activities of the Company will comply with the PCLG Sexual Misconduct Prevention Policy.
    2. Membership

                                                               i.      The Company will consist of PCLG members, members’ children, friends of PCLG, and members of the surrounding community.

                                                             ii.      Membership in the Company will be granted to all persons regardless of age who register for membership.

                                                            iii.      Membership in the Company will be offered to all persons who participate in a Company production but are not already members of the Company.

                                                           iv.      Membership continues until a member chooses to retire from the group.

                                                             v.      The Company will maintain a complete roster of current members.

    1. Governing Board

                                                               i.      A ten-member Board drawn primarily from the PCLG congregation will govern the Company.

                                                             ii.      Seven (7) members of the Board are elected by the general membership of the Company.

                                                            iii.      The PCLG Head of Staff, the PCLG Director of Music Ministry, and one of the Elders assigned to the PCLG Worship & Music Committee are ex officio members of the Board.

                                                           iv.      All adult members of the Company are eligible for election to the Board.

1.      One member may be a student member; a student board member is a member between the ages of 15 and 17.

2.      A student member serves a one-year term instead of the typical two-year term.

                                                             v.      Elected board members serve staggered two-year terms (half of the Board to be elected each year) and may be re-elected.

                                                           vi.      The Board selects theatrical vehicles to be produced, production teams, proposed play dates, and ways-and-means.

                                                          vii.      The Board will select from its membership at least the following officers:

1.      Managing Director:

a.      Calls, schedules, and presides over meetings of the Board and any  meetings of the general membership.

b.      Arranges logistics for all meetings.

c.      Prepares a report for inclusion in the PCLG Annual Report.

2.      Recorder:

a.      Maintains and distributes complete and up-to-date minutes of all Board meetings and of the annual meeting of the general membership.

b.      Maintains the membership roster.

c.      Notifies the membership of the annual meeting.

3.      The Board will select a Treasurer from the general membership or the Board of the Company.  The Treasurer:

a.      Maintains complete, auditable, and up-to-date accounts for the Company and for all productions.

b.      Is the primary liaison with the PCLG Financial Office.

c.      Approves requests for payment of bills incurred by the Company.

d.      Attends Company Board meetings to report on the financial status of the Company.

e.      Reports Company financial data to the Elder for the Worship & Music Committee as requested.

f.        Maintains contact with the Board’s Managing Director to provide cost-to-budget status.

g.      Maintains contact with the PCLG financial office to ensure complete and appropriate accounting of income and expenses.

    1. Production Teams

                                                               i.      Production Teams for each production will be drawn primarily from the PCLG congregation and will be selected by the Board from the Company membership roles.

1.      Production Teams will consist of Stage Director, Technical Director, Production Music Director (for musicals only), Rehearsal Management Director, and Director of Audience Development and Services.  The duties of the Rehearsal Management Director are described in the Shoestring Theatre Company of PCLG Safe-Child Policy.

2.      The responsible Production Team members or the production Stage Director will recruit additional production staff as necessary. 

    1. Meetings:

                                                               i.      The Board will meet as needed. There will be at least one Board meeting each calendar quarter.

                                                             ii.      Decisions are reached by group consensus.  When consensus is not possible decisions will be reached by majority vote.  When decisions cannot be reached amicably they will be referred to the Worship and Music Committee for resolution.

    1. Elections:

                                                               i.      Each year, in preparation for the annual Board election, the Board will solicit volunteers from the general membership of the Company to fill Board vacancies and will prepare a slate of nominees to replace outgoing Board members.

                                                             ii.      Elections will be held by either (a) calling a physical meeting of the entire membership or (b) by electronically polling the membership through the Company’s web site (“virtual meeting”).

  1. Funding and Finances:
    1. The Board will prepare a Production Budget prior to embarking on any production.
    2. Each production will be planned so as to make maximum use of existing resources to minimize the cost of production.
    3. Funding for productions will be provided by PCLG as a line item in their annual budget.
    4. Expenses will normally be paid from the Company’s PCLG budget account.

                                                               i.      Reimbursements and payments for production-related costs received from cast and crewmembers (i.e. tee shirt purchases, rehearsal meal payments, costume cost reimbursement, etc.)  will normally be credited to the designated PCLG income account.

                                                             ii.      Expenses related to the following fiscal year’s production (i.e. payment of rental and royalties and deposits) before the beginning of the PCLG fiscal year in which the show occurs may be paid from the Company’s Reserve (Trust) Account (3127) at the discretion of the Company.

    1. Income will normally be credited to the designated PCLG income account. 

                                                               i.      Refunds for expenses that were paid from the Company’s Reserve (Trust) account (i.e. script deposit refunds from licensing agencies) will be credited to the Company’s Reserve (Trust) account.  The Company will provide direction (and supporting documentation if required) on such credits.

                                                             ii.      Audience donations collected at performances will be credited the designated PCLG income account.

a.      Sufficient data will be retained by the Company to verify income and expenses.

                                                            iii.      The Company will maintain its own treasurer (see Organization) who will be the primary contact with the PCLG financial office. 

    1. All major expenses and income will be processed to the through the PCLG accounting system by the Treasurer.

                                                               i.      Payment approval:

1.      Primary authority to approve bills for payment resides with the Treasurer.

2.      The Company’s Managing Director may approve bills for payment in the absence or incapacity of the Treasurer.

3.      The Managing Director may identify other members of the Production Team (i.e. Production Stage Director, Production Technical Director, Director of Audience Development and Services, etc.) to have authority to approve payment of bills in the absence or incapacity of the Treasurer.

4.      The Company will provide the PCLG financial office with a list of individuals who are authorized to approve payments.

5.      All income and expenses will be accounted for through the Company’s accounting system.

    1. Designated Gifts can be made to the Company through the PCLG financial office in accordance with normal PCLG practice.   Such gifts will be credited to the Shoestring Theatre Company’s Reserve (Trust) Account in the PCLG books. 
    2. Proceeds from fundraising projects will be credited to the Shoestring Theatre Company’s Reserve (Trust) Account in the PCLG books. 
  1. Facilities:
    1. Scheduled use of the PCLG facilities for auditions, rehearsals, and performances will be provided by PCLG at no cost to the Company in the same manner as they are provided to other official PCLG organizations and committees.
    2. Facility use will be scheduled through the PCLG office as early as possible to ensure that there are no conflicts with other PCLG events and programs.
    3. The Company will be granted exclusive use of the stage area in the Social Hall for the last two weeks (14 days) prior to the first public presentation of any production being held in that space and during the run of productions in that space.  Use of the Sanctuary for rehearsals and productions is allowed and will be coordinated and scheduled through the PCLG office.
    4. Reasonable storage space for scenery, props, costumes, etc. will be provided on the PCLG campus as available at no cost to the Company.   If on-campus storage space is not available, reasonable storage will be provided off-site at no cost to the Company.
    5. All materials and equipment acquired or produced by the Company in the course of a production are the property of PCLG. However, to maximize the recycling of resources, such materials and equipment will be reserved for the Company’s use.  Other PCLG groups may use such materials with the permission of the Company’s Managing Director.
  2. Staff Support:
    1. The services of the PCLG office, professional, and maintenance staffs will be requested as needed by the Company to provide support services for Company productions. These services may include but are not limited to:

                                                               i.      Publication support and other office services for publicity, audition materials, production programs, etc.;

                                                             ii.      Child care support for productions and/or rehearsals;

                                                            iii.      Vocal training and music rehearsal support as necessary within the constraints of the Music Program schedule;

                                                           iv.      Physical arrangement of the presentation area (seating, cleaning, etc.) for productions.

    1. All requests for office and maintenance staff support of Company activities will be processed through the PCLG office in the normal manner.
    2. All requests for PCLG professional staff support of Company activities will be made directly to the individual(s) involved.
  1. Authority:
    1. This Charter will become effective upon its approval by the PCLG Session.
    2. This Charter may be modified by common consent of the PCLG Session and the Company.
    3. This Charter may be withdrawn for good cause at any time by action of the PCLG Session.

 

Production Team Roles

Click on this image to see an enlarged version of the chart.

NOTES:
  1. Positions in boxes are the normally required members of the Production Team. Unboxed entries define reporting relationships or additional areas of responsibility.
  2. Production Music Director is not required for productions which do not utilize live music.
  3. The information in this layout is a general guide; it is not a set of requirements.  The Production Stage Director may, at his/her discretion:
    • add more members to the Production Team for a particular show;
    • double-up assignments for a particular show;
    • redefine Production Team roles for a particular show.

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