About

The articles of incorporation, constitution & by-laws of the Peterborough Theatre Guild are included here for reference only. The official documents reside at our offices.

Revised 2017

DEFINITIONS

Within these documents, the following definitions may be used with meanings as provided:

Annual General Meeting or AGM is the annual meeting which all members are invited to attend.

Board refers to the Board of Directors of the Peterborough Theatre Guild.

Guild is synonymous with Peterborough Theatre Guild.

ARTICLES OF INCORPORATION

The Articles of Incorporation are imbedded in the Letters Patent of Ontario and, with the exception of the title and numbering of each article, can only be modified by application to the Province.

1.0    Name

1.1    The name of the organization is Peterborough Theatre Guild, hereinafter referred to as the Guild.

2.0   Incorporation,

2.1   The Guild was incorporated at Toronto, in the Province of Ontario on June 2, 1965 as an Ontario Corporation without share capital. (Corporation Number 141103)

3.0    Objects of the Guild

3.1   The objectives of the Guild are:

(a) To encourage and promote the cause of theatre in all its forms

and

(b) To receive, acquire and hold gifts, donations and bequests.

4.0    Location of Head Office

4.1    The Head Office of the Guild shall be in the City of Peterborough, in the Province of Ontario.

5.0   Member Gains

5.1    The Guild shall be carried on without the purpose of gain for its members, and any profits or other accretions to the Corporation shall be used in promoting its objects.

6.0   Director Compensation

6.1   The directors shall serve without compensation and no director shall directly or indirectly receive any profit from his or her position as such. However, reasonable expenses incurred by any director in the performance of his or her duty may be paid.

7.0   Dissolution

7.1    On the dissolution of the Guild and after the payment of all debts and liabilities, its remaining property shall be distributed or disposed of to charitable organizations which carry on their work solely in Ontario.

CONSTITUTION

The Peterborough Theatre Guild is constituted as follows:

1.0    Membership

1.1    The membership of the Peterborough Theatre Guild consists of individuals who have paid an annual working membership fee. The Board may limit the number of members if deemed necessary for the proper functioning of the Guild.

1.2    The annual membership/subscription fees are proposed by the Board of Directors from time to time. Any changes to these fees become effective for the following membership year, subject to confirmation by a majority of members present at an Annual General Meeting or special membership meeting.

1.3   The membership year shall be from September 1 to August 31.

1.4    In order for a member to remain in good standing, annual membership fees must be paid by the date of the Annual General Meeting.

1.5    An individual may join or resign from the Guild membership at any time. The Board of Directors determines policy regarding any prorating, refunding and deferment of membership/subscription fees.

1.6   Upon recommendation of the Board of Directors and by a two thirds vote at the Annual general Meeting, honorary membership may be conferred upon a member who has rendered notable service to the Guild. An honorary member shall not be required to pay membership/subscription fees for the honoree’s life.

2.0    Board of Directors

2.1    The affairs of the guild are managed by a Board of no less than 7 and up to a maximum of 11 Guild Members.

2.2    Duties of the Board

The role and responsibilities of the Board of Directors includes, but is not limited to:

Managing property and finances. 

Serving as trustee to the Guild for all buildings, finances, equipment and assets. 

Authorizing the operating mandate. 

Serving as the Guild’s official representative.

Schedule and produce theatrical productions.

Maintain and support functions related to the productions, and maintain positive member and customer relations.

Develop the appreciation of the theatrical arts, and the profile of the Guild in the community.

Market the playbill(s).

2.3    Board Composition

The Board is constituted and appointed as follows:

All Board members are elected by the membership at an AGM for three year terms in a rotation of terms designed to ensure that a majority of the Board is not elected at any single AGM.

President / Chair of the Board: Elected to the office for a three year term by the membership at an AGM. 

Corporate Secretary:  Elected to the office for a three year term by the membership at an AGM.

Treasurer:  Elected to the office for a three year term by the membership at an AGM.

     1-8 additional Board Members at large:  Elected by the Membership at an AGM for three year terms.

      Vice-President – Productions: Confirmed or elected to the office for a three-year term by the Board of Directors from within its membership.

      Vice-President – Operations: Confirmed or elected to the office for a three-year term by the Board of Directors from within its membership.

Vice-President Development: Confirmed or elected to the office for a three-year term by the Board of Directors from within its membership.

2.4   A Board Member is normally elected for a three-year term, although a term of less than three years may be considered in particular circumstances, or to ensure that there is continuity of Board members’ term rotation.

2.5    A Board Member’s term extends from the end of the Annual General Meeting at which the Member is elected to the end of the Annual General Meeting of the year in which the term expires; OR until such time as the Board accepts the Member’s resignation, having first ensured that that there are no critical unresolved issues requiring said member to remain on the Board.

2.6    The maximum continuous service for any Board Member is normally six years. This may be extended by vote of the Membership.

2.7    Any vacancy occurring on the Board of Directors between Annual General Meetings may be filled by Board appointment until the next AGM.

2.8    The Past President and Past Chair may be invited by the Board to attend Board meetings as non-voting advisors.

2.9    The President/Chair of the Board shall be an ex-officio member of all committees of the Board and may attend any other committee meeting or any events of the Guild in an official capacity without additional charge.

2.10 By a two-thirds vote, the members of the Board may remove a member from the Board for behaviour injurious to the reputation of the Peterborough Theatre Guild or for poor attendance or unacceptable conduct.

3.0    Committees of the Board

3.1    The Board may appoint standing or special committees as deemed necessary from time to time, in addition to the Production Executive provided for in this Constitution.

3.2   A temporary Executive Committee may be appointed by the Board in the event of a Board hiatus or emergency.  A quorum for decision-making by a temporary Executive Committee in this case, when acting for the Board, is a simple majority of those serving.  Any action taken by this Executive Committee shall be minuted, and must be reported to the full Board at its next regular meeting.

3.3  The Board will maintain a Governance and Nominating Committee to be Chaired by the President / Chair of the Board. This standing committee shall report to the Board and will carry responsibility for recruitment and orientation of new Board members and ongoing review of all policies, bylaws and job descriptions for the Guild.

3.4  The President/Chair and Vice-President: Productions are ex-officio members of all play productions and other subcommittees and may attend any other committee meeting or event of the Guild in an official capacity without additional charge.

3.5 The Vice-Presidents: Productions, Development, Operations shall have the authority to appoint such team leaders / department managers / standing subcommittee chairs as may be determined in Board policy from time to time.

4.0 Officers of the Corporation

The Corporate Officers of the Guild are:

President / Chair of the Board of Directors 

Corporate Secretary

Treasurer

4.1   Duties of the Corporate Officers

Duties of the Corporate Officers include but are not limited to: 

  The Corporate Officers may act as signing officers for banking and contract purposes as set out in Board policy.

4.2    A Corporate Officer shall hold no more than one office at a time.

4.3    Any vacancy occurring among the Corporate Officers may be filled by Board appointment for the unexpired term.

BY-LAWS

By-Law #1

A By-Law relating generally to the transaction of the affairs of the Guild.

1.0    Meetings

1.1    Meetings of the Board shall be called by the Chair no less frequently than quarterly.

1.2    Three members of the Board may request the Chair to call a meeting of the Board, and if the Chair refuses to do so, may convene a meeting themselves to which all Board members must be invited.

1.3    Each Director shall be notified of a meeting of the Board not less than one week before the meeting is to take place.

1.4    A majority of the Directors then in office shall constitute a quorum for the transaction of business. A quorum for decision-making by the Officers, when acting for the Board is a simple majority of the Officers currently serving. Any action taken by the officers shall be minuted, and must be reported to the full Board at its next regular meeting.

1.5    The Board of Directors shall have the power to call a General Meeting of the members of the Guild at any time.

1.6    The Annual General Meeting of the Guild shall be held in Peterborough, Ontario on a date in accordance with the Corporations Act.

1.7    At every Annual General Meeting, in addition to any other business that may be transacted, the report of the directors, the financial statement and the report of auditors shall be presented, annual working membership fees may be discussed and modified, members of the Board of Directors, Corporate Officers shall be elected in a rotation that ensures Board continuity, and auditors appointed for the ensuing year.

1.8    Notice of the time and place of the Annual or General Meetings shall be given to each member by mail, telephone, electronically or via advertisement in the local daily newspaper ten days before such date.

1.9    A quorum for the transaction of business at any Annual or General Meeting shall be 20 members.

1.10    At all meetings of members each shall have one vote and all questions shall be decided by a majority of votes. All votes shall be taken by show of hands, unless a majority of members requests a secret ballot.

1.11    For the purpose of sending notice to any member, director or officer for any meeting or otherwise, the address shall be his or her latest address, or email address recorded in the Books of the Guild.

1.12    No error or omission in giving notice of any meeting of the members of the Guild shall invalidate such meeting or make void any proceedings taken thereat, and any member may at any time waive notice of any such meeting and may ratify, approve and confirm any or all proceedings taken or had thereat.

1.13    Any member wishing to present a motion at the annual or any general meeting, shall forward a copy of the motion to the Board of Directors at least three days prior to the meeting.

2.0    Finances

2.1    Unless otherwise ordered by the Board of Directors, the fiscal year of the Guild shall terminate on the 30th day of June each year.

2.2    The finances of the Guild shall be transacted through a chartered bank or a licensed trust or savings company.

2.3    The Board of Directors shall submit any project involving contracts, acts, or transactions in excess of a total of $20,000 for approval of the members.

2.4    All cheques shall be signed or endorsed by two of the Corporate Officers in the order of priority determined by Board policy, or by such other person(s) as may be designated in Board policy approved by formal resolution of the Board.

2.5    The Board may require that the Signing Officers be bondable, or provide a criminal reference check at the Guild’s expense.

2.6    An annual report of the Guild’s financial operation shall be presented to the annual meeting.

3.0    Conflict of Interest

If a Director has any material interest in any matter before the Board or to the Director’s knowledge, any member of a Director’s immediate family (spouse, live-in partner, child, parent) has any material interest in any matter before the Board whether such interest be direct or indirect, the Director shall declare such interest at the meeting and shall not take part in any discussion relating to the matter or vote on the matter. The Chair may ask the Director to excuse himself/herself from the meeting while such matter is being considered.

4.0    Indemnification of Directors and Officers

The Guild shall indemnify and save harmless any and all Directors and Officers acting on behalf of the organization in their capacity as Directors or Officers, from any and all claims, actions, expenses, costs, and legal expenses arising from their activities as Directors and Officers, provided that the Guild shall not be obliged to indemnify any Director or Officer that has committed any criminal act, or has not acted in good faith and the loss to the director arises in part or in whole from the criminal act or the failure to act in good faith. The Guild may obtain and pay for such insurance as it deems advisable to fund its responsibility to indemnify Directors and Officers.

5.0    Procedures

5.1    Any member may present in writing to the Board a matter which he or she believes should be considered by the Guild. The Board may refer the matter to the Production Executive for consideration and appropriate action. If the member is not satisfied with the action taken, the Board shall review the matter and advise the member of the results of the review.

5.2    Procedures not covered by these By-Laws or procedures subsequently adopted by the Board, shall be in accordance with Robert’s Rules of order (Revised Edition).

By-Law #2

A By-Law to authorize the Directors to borrow and give security.

1.0    Loans & Securities

1.1    The Directors from time to time are hereby authorized:

a.   To borrow money upon the credit of the Guild in such amounts and on such terms as may be deemed expedient by obtaining loans or advances or by way of overdraft or otherwise in an amount no greater than the amount of the Guild’s term deposits/investments.

b.   To issue debt obligations of the Guild.

c.   To pledge or sell such debt obligations for such sums at such prices as may be deemed expedient.

d.   To mortgage, hypothecate, charge or pledge, or give security in any manner whatever upon all or any currently owned or subsequently acquired property, real and personal, immovable and movable, undertaking, book debts, powers, franchises and rights of the Guild, to secure any debt obligations of the Guild, present or future, or any money borrowed or to be borrowed or any other debt or liability of the Guild, present or future.

e.   To delegate to such Officer(s) or Director(s) of the Guild as the Board may designate all or any of the foregoing powers to such extent and in such manner as the Directors may determine.

f.   This By-Law shall remain in force and be binding upon the Guild as regards any party acting on the faith thereof, until a copy certified by the Secretary of the Guild under the Guild’s seal, of a special By-Law repealing or replacing this By-Law shall have been received by such party and duly acknowledged in writing.

By-Law #3

A By-Law relating to the Peterborough Theatre Guild Development Fund.

1.0    Development Fund

1.1    The Board of Directors of the Peterborough Theatre Guild will maintain the Peterborough Theatre Guild Development Fund.

1.2    The Development Fund is established to receive donations of all types, whether in memorial or otherwise, honorariums and legacies, to further the objects of the Peterborough Theatre Guild as defined in the Constitution and in particular the purpose of providing education in all aspects of the theatre.

1.3    The Administrators of the said Fund shall be the Corporate Officers of the Peterborough Theatre Guild.

1.4    The Administrators shall maintain all contributions to the Development Fund in a separate account. In general only the income derived in any financial year from the invested capital contributions from time to time shall be used, but encroachments upon the capital of the Fund to provide for the payment of extraordinary capital expenses of the Guild shall be permitted. Any expenditure of monies from the Fund, whether income or capital, or any borrowing against the fund shall be first approved by a majority of the Members of the Board. Any interest earned by the Fund in any given financial year that is not expended in that year shall be added to and become part of the capital of the Fund for the purposes of the next financial year.

1.5    Donations may be solicited from Guild members through the Guild Newsletter or other means. Members of the public shall be encouraged to donate to the Development Fund in their own name and by way of “in memoriam” donations and legacies. All donations shall be acknowledged by a receipt where requested for income tax purposes.

1.6    The Board may from time to time transfer funds from general revenue into the Development Fund as the Board in its sole discretion sees fit.

1.7    The Development Fund may be terminated and the capital and income transferred into the general revenue account of the Guild by special resolution of the Board of Directors, ratified by a majority of the Peterborough Theatre Guild members attending a special general meeting or annual general meeting.

AMENDMENTS

1.0    Amendment Procedures

1.1    These by-laws may be amended by a majority vote of the members in good standing at an annual meeting or any meeting of the membership of the Guild called for that purpose, provided that ten days notice specifying the intention to propose the amendments has been given in the notice calling such a meeting.

2.0    Resolution of Amendments

2.1    The Constitution and By-Law #1 were first decreed as effective as By-Law #1 June 2, 1965.

2.2    By-Law #1 amended June 3, 1976.

2.3    January 8, 1985. By-Law #1 amended.

2.4    June 23, 1987. All By-Laws amended.

2.5    September, 1994. By-Law #3 added.

2.6    September 10, 1996. By-Law #1 split into Constitution and By-Law #1 for clarity. Several amendments made; notably in areas of Board composition and appointment, Executive Officer appointment, financial management, and fiscal year changed. Definitions were added, the structure reorganized with a revised numbering system and pronouns were made non-gender specific.

2.7    September 26, 2005.

2.8   September 26, 2017. Several amendments made; notably in areas of Board composition and election, Vice-President roles created, terms of service amended for Board members beginning term rotations, a reduced number of Board members, terms of membership changed.

The Board is reviews and updates Board Policies on an ongoing basis.  Board policies are listed below. If you’d like to read a full copy of a Board policy that is not linked here, please contact the Corporate Secretary.

ADMINISTRATIVE

1-1 Creation of Operating Policies

1-2 Activities for which Membership is Required

1-3 Payment for Services

1-4 Privacy Protection

1-5 Liability Insurance

1-6 Responsibilities of the Board and Production Executive

1-7 Structure of Production Executive

1-8 Structure of Board of Directors and its Committees

FINANCIAL

2-1 Classes of Membership, Setting of Fees and Ticket Prices

2-2 Current Membership Packages, Fees and Ticket Prices

2-3 Capital Budgets and Purchasing (includes quotation requirements)

2-4 Donations to Affiliated Groups (includes donations of tickets, memberships, use of facilities, etc.)

2-5 Signing Authorities

2-6 Issuing of Donation Receipts, Seat Naming

2-7 Travel Expenses

2-8 Payment of Expenses for Drama Festivals

2-9 Annual General Meeting Financial Reports

2-10 Funds Management (Financial Policy)

2-11 Reimbursement of Non-travel Expenses

PROPERTY

3-1 Capital Assets

3-2 Rental of Guild Facilities

3-3 Rental of Guild Equipment

3-4 Genie Lift

3-5 Security Camera

3-6 Inspection of Stage

3-7 Key Control

PRODUCTION

4-1 Production Budgets

4-2 Sale and Return of Performance Tickets/Preview Tickets

4-3 Complimentary Memberships and Tickets for Performances

4-4 Special Performances or Events

4-5 Advance Ticket Sales to Cast and Crew

4-6 Recording Performances

4-7 Copyright of Plays

4-8 Security of Weapons in Shows

4-9 Use of Pyrotechnics

DEVELOPMENT AND RECOGNITION

5-1 Company Development

5-2 Volunteer Recognition and Awards (includes Outstanding Service Award and Dean Mortimer Bursary)

OPERATIONS

6-1 Fire and Safety

6-2 Bar Policy

6-3 Adults Working with Children Under the Age of 16

6-4 Criminal Clearance Checks

6-5 Criminal Record Check

6-6 Emergency Procedures

BOARD COMMITTEES

7-1 Health & Safety Committee

7-2 Nominating Committee

7-3 Policy Committee

7-6 Play Selection

Privacy Policy

The Peterborough Theatre Guild is committed to respecting the personal information of all the organization’s patrons, members, donors, volunteers, board of directors, web-users and other stakeholders. In order to protect the privacy of our patrons, members and supporters, the Guild has the following policies:

COLLECTION OF INFORMATION

The Peterborough Theatre Guild (‘the Guild’) collects personal contact information (name, address, phone and e-mail address) and accepts credit card/cheque payments only from members, patrons, donors, supporters and others who have actively shown or are likely to show an interest in the organization. In addition to the collection of information identifying individuals, the Guild may also collect composite tallies of website page views, search terms, and other traffic information useful for improving the design and content of our website. This composite information does not identify individual website users.

STORAGE AND RETENTION OF INFORMATION

Personal information is stored in our database(s) and in hard copy files. Only authorized theatre personnel as set out in the Guild’s operating policies* have access to this information. Personal information that is no longer required to fulfill the stated purpose for which the information was collected and used will be destroyed or made anonymous.

USE OF INFORMATION

The Peterborough Theatre Guild uses personal information for the purposes of better serving our patrons and expanding our community of patrons. Primarily, the uses of information for these purposes include:

mailings (by mail or electronic) and phone calls to provide information about tickets, memberships and donations

mailings (by mail or electronic) and phone calls to thank supporters and issue tax receipts

mailings (by mail or electronic) and phone calls to invite members, patrons, donors, supporters and others who have actively shown or are likely to show an interest in the Guild to special events

mailing of newsletters

The Peterborough Theatre Guild is committed to using personal information in a respectful way to provide patrons, members, donors and supporters with information about the Guild that we believe will be useful to them.

If an individual requests that his or her personal information not be used for one of these purposes as noted above, or for any other purpose, that request will be honoured. The individual’s account will be updated accordingly.

DISCLOSURE OF INFORMATION

The Peterborough Theatre Guild does not transfer the personal information of subscribers or donors to any third party without consent except where another organization is contracted by the Guild to process mailings or fill ticket orders. In these cases, steps are taken to ensure that the third parties provide the same level of protection for the information as the Peterborough Theatre Guild. The Guild does not disclose, sell, trade, or rent personal information to other organizations or individuals.

CONTACT INFORMATION

Questions or comments regarding this policy, or the administration of privacy legislation at the theatre may be directed to:

Membership Chair and Privacy Officer

Peterborough Theatre Guild

364 Rogers St

Peterborough, ON, K9H 6X3Phone:   745-4211