Tufts University's Oldest Student Theatre and Performance Organzation
Updated December 2018
Throughout its history, Pen, Paint and Pretzels has provided a diverse community of Tufts students with the opportunity to participate in all aspects of theatre production. 3Ps focuses on creating a supportive environment that fosters innovative and exciting works. We maintain a close working relationship with the Tufts Department of Theatre, Dance, and Performance Studies (TDPS), which provides our theatre artists/makers with the educational support needed to help them develop their craft. We also facilitate communication among our many affiliate student performance organizations in order to promote a sense of community among the creative groups at Tufts. By modeling the organizational structure of a small professional theatre company, we provide Drama majors and non-majors alike with experiences that prepare them for the world beyond the hill.
This organization shall be called Pen, Paint, & Pretzels—hereafter referred to as 3Ps.
B. Executive Board
3Ps shall be governed by a board of students—hereafter referred to as the Executive Board or the Board. The Executive Board shall be wholly responsible for 3Ps.
1. The objective of 3Ps shall be to encourage and promote student theater at Tufts University through the production and support of plays and other theatrical endeavors.
2. 3Ps shall act as an umbrella organization for other performance groups on campus in an effort to bring together students involved in the performing arts at Tufts University.
3. 3Ps shall also maintain and support a close relationship with TDPS and shall encourage positive contact between students and Drama and Dance faculty.
4. Each year, 3Ps shall produce:
a. An orientation production
b. A fall mainstage production
c. A holiday party
d. A spring mainstage production
e. Spaghetti Night (Article VII)
f. 3Ps may organize and sponsor other events throughout the year including, but not limited to, guest speakers, workshops, fundraisers, and independent productions.
D. Umbrella Groups
1. 3Ps shall function as a social and communication umbrella group to student-run performing arts organizations. Umbrella groups are also encouraged to participate in 3Ps community events and attend performances by 3Ps and its umbrella groups in order to foster a collaborative and vibrant 3Ps community.
2. In order for an organization to become an official umbrella group of 3Ps, an organization must:
a. Meet with the 3Ps board to discuss the nature of their group.
b. Have a representative from its group attend all 3Ps meetings in order to update the community on the organization’s events and endeavors.
c. At least one representative from the leadership of each umbrella group (a board member or, if the group does not have a board, an auditioned member) must have attended the Identity Workshop during their time within the leadership of that group. In the event that none of the newly-elected leadership of an umbrella group has attended this workshop, they are required to attend the next available workshop.
3. Umbrella groups of 3Ps can:
a. Put up postings on the 3Ps callboard in Aidekman Lobby.
b. Contact the 3Ps secretary in order to get email blasts out to the general 3Ps membership about events.
4. The current 3Ps umbrella groups are:
a. Bare Bodkin Theatre Company
b. Black Theatre Troupe
c. Cheap Sox
d. Futureless University students Network (FUN)
f. The Institute
g. Lord Barnum’s Players
h. Major: Undecided
i. Torn Ticket II
j. Traveling Treasure Trunk
5. If an umbrella group fails to meet the requirements of the non-discrimination clause, they might be subject to derecognition as an umbrella group. The 3Ps president will contact the umbrella group warning them of their status. If they do not respond within a reasonable amount of time, the board will vote on their derecognition and inform the umbrella group and the membership of their decision.
a. To regain recognition, derecognized umbrella groups must go through the same recognition process as new umbrella groups (see Part 2).
1. All 3Ps members are entitled to participation in 3Ps events and productions without discrimination on the basis of race, color, religion, sex, gender identity and expression, national or ethnic origin, age, sexual orientation, disability, an individual’s previous affiliations, or other in criteria for membership, assignment of voting privileges, or rank, except as otherwise provided by federal or state law or university policy.
2. At least once a year, the board will organize an Identity Workshop addressing identities and representation within 3Ps.
a. These workshops will be run by a third party which has the appropriate resources and knowledge to run such a workshop.
b. All members of the 3Ps board must attend the workshop each time it occurs during their leadership.
c. Participation in this workshop is open to the entire Tufts community.
A. Open Meetings
1. 3Ps shall hold an open meeting every Monday during the open block unless the Executive Board decides that the meeting must be postponed or moved because of a scheduling conflict. The Executive Board shall make every effort to hold one open meeting during every week of classes.
2. This meeting shall be open to voting members and non-members alike.
3. 3Ps shall not discriminate against any individual who wishes to attend and participate in these meetings.
B. Executive Board Meetings
1. The Executive Board of 3Ps shall meet to discuss the management of the organization and to represent the concerns of students in a forum outside that of the open meeting.
2. Executive Board meetings shall occur on a weekly basis unless decided otherwise by the entire Executive Board.
3. Any individual wishing to bring an issue before the Executive Board is welcome to arrange to attend a portion of a meeting. The board shall have discretion on allowing an individual to attend these meetings.
4. Any one board member may call an Executive Board meeting at any time.
Any individual may attend the open meetings (Article II, Section A) and actively participate in any discussion or debate. Any member of the student body may audition for any 3Ps production. However, unless an individual has met the requirements for voting membership (Article III, Section B) they may not participate in member-only voting procedures.
B. Voting Membership
The Secretary of 3Ps shall confer voting privileges at the time of each vote. The Secretary may also make decisions regarding special circumstances and potential exceptions to requirements for voting membership for individuals. In order to be a voting member, students must demonstrate an active commitment to 3Ps as an organization. If it has been more than two semesters since someone has done so, they are no longer a voting member.
1. Voting Privileges
a. 3Ps voting members are eligible to vote on 3Ps workshop productions, orientation shows, mainstage productions, board elections and constitution changes.
b. In order to gain voting privileges, a member must fulfill either the attendance requirements (see clause 2) or the commitment requirements (see clause 3).
c. Students must have signed up for their commitments prior to voting, however the commitment may take place after voting.
d. One week prior to voting, students must inform the secretary of their commitments in order to receive voting privileges.
e. Students are responsible for keeping track of their commitments, but the secretary will verify students’ eligibility.
f. All students signed onto the production staff of a 3Ps show being proposed are allowed to vote on that proposal, regardless of meeting other voting member requirements.
a. Students must attend 3Ps meetings, and cannot miss more than 4 meetings per semester.
a. In order to fulfill voting requirements, one must complete two commitments.
i. Any commitment may last an entire year
ii. If a member goes abroad, that semester(s) does not count in the commitments lifespan.
iii. Additional contributions to the 3Ps community may be counted as commitments at the discretion of the 3Ps board.
b. Commitments are:
i. Being in the cast of a 3Ps, Torn Ticket II, or Bare Bodkin Mainstage production or the cast of a 3Ps or Torn Ticket II workshop production
ii. Being on the production staff of a 3Ps, Torn Ticket II, or Bare Bodkin Mainstage production or the production staff of a 3Ps or Torn Ticket II workshop production
iii. Being in the run crew of a 3Ps, Torn Ticket II, or Bare Bodkin Mainstage production or the run crew of a 3Ps or Torn Ticket II workshop production
iv. Being an active member of a 3Ps umbrella organization
v. Being on the board of 3Ps, Torn Ticket II, or Bare Bodkin
vi. Attending a set building session without pay for two or more hours
1. If one is working on a show and attends more than one shop session for over two hours during rehearsal time they may only count one of these as a commitment.
vii. Attending a set painting session without pay for two or more hours
viii. Ushering for a 3Ps, Torn Ticket II or Bare Bodkin production
ix. Attending a shift of Arena Clean Up
x. Helping with Holiday Party set up or Spaghetti Night setup
A. All Productions
1. All 3Ps productions in the Marston Balch Arena Theater shall adhere to the Arena Use Guidelines at all times. Copies of these guidelines shall be available at the Box Office for perusal and from the Director of Production. All production staff members must read the Arena Use Guidelines and the Production Staff Handbook prior to signing the Arena Use Form. It is the responsibility of the production manager of the show to ensure that all production staff members have read the Arena Use Guidelines and the Production Staff Handbook prior to signing the Arena Use Form. The Executive Board of 3Ps will also ensure that all directors have read the Arena Use Guidelines, Production Staff Handbook, and 3Ps Constitution prior to proposals.
2. 3Ps is financially and legally culpable for all 3Ps productions and bears all responsibility in producing them.
3. Productions that are co-sponsored by 3Ps shall not be guaranteed access to department stocks or access to the scene shop, costume shop, or lighting equipment. The Executive Board shall assist these productions in negotiating access to department stocks and shops. Co-sponsorship does not eliminate any limit imposed onto a production from 3Ps. Lastly, co-sponsored productions must consult with the Assistant Technical Director to ensure clarity regarding their use of space, equipment, and materials.
4. The mainstage productions shall have a post-mortem production staff meeting to be scheduled for not more than three weeks following strike. The Director of Production and Treasurer shall attend unless absolutely impossible, in which case a suitable Executive Board member shall attend in their place. It is strongly encouraged for all workshop productions, independent productions, orientation shows, and other productions/events to have a postmortem.
B. Mainstage Productions
Purpose Statement: Mainstage productions are held once per semester to allow students to go through an entire self-directed production process. These shows are the most large-scale productions produced by 3Ps, giving student actors, directors, designers, and technicians the chance to go through a production process analogous to that of a professional production, utilizing the support of faculty mentors for guidance through this process. To ensure each designer’s ability to fulfill their vision, the production has full access to all technical equipment and stocks. Additionally, the Mainstage Productions are generally the only shows to which tickets are sold, hence they provide financial support for other 3Ps productions and 3Ps as an organization.
1. Each semester, 3Ps shall produce a mainstage production.
2. Mainstage productions are traditionally the main source of financial gain for 3Ps through ticket sales and fundraising.
3. Mainstage productions have full access to department costume, furniture, scene, and props stocks only if they submit a completed Arena Use Form to the Department Assistant Technical Director and the Theater Manager no more than one week after the passing of the show.
4. The Treasurer will determine the overall budget for a mainstage production and the Treasurer and production manager shall allocate funds therein (Article VIII).
5. The membership of 3Ps and the 3Ps Executive Board shall invest the largest percentage of their time and energy into the mainstage productions and shall work to ensure their success.
6. The department guarantees one mainstage production slot to 3Ps each semester.
7. Proposals for mainstage productions shall occur at the end of the semester prior to their intended production slot.
8. Mainstage proposals for the fall production slot shall occur at the end of the preceding semester. Mainstage proposals for the spring production slot shall occur in the first half of the preceding semester.
C. Workshop Productions
Purpose Statement: Workshop Productions are smaller-scale shows with a focus on acting and directing. Students are given the opportunity to go through the rehearsal process to further their understanding of creating live theater, without the more complex technical elements that are involved in a Mainstage Production. A stage manager and producer are involved as production staff members for the similar purpose of learning at a smaller scale.
1. The President shall negotiate with the chair of TDPS a number of two-day production slots in the Arena.
2. 3Ps is not guaranteed a specific number of workshop productions slots, and the number of workshop production slots may vary from semester to semester. In general, the department assigns priority over 3Ps to upperclassmen who are directing shows for academic credit.
3. Access to furniture and props stock will be decided on a case-by case basis and will be coordinated by the production, the Director of Production, and the Department Assistant Technical Director. Consideration for a workshop to use furniture and props stock will not be given if the production has not submitted a completed Arena Use Form no later than one week after the show is passed. Costume stock, scene stock, and costume shop access are not granted to workshop productions.
4. Proposal dates for workshop slots shall be determined by the Executive Board in conjunction with the department.
D. Orientation Productions
Purpose Statement: The Orientation Show is a part of the University-wide Orientation Week for incoming students. These productions are of the utmost importance because they both introduce incoming students to theater at Tufts University, and are often the reason that freshmen are enticed to join the drama community. This show is promoted in conjunction with other Orientation Week events for people interested in drama, such as the TDPS ice cream social. This production showcases the opportunities for incoming freshmen to join us as technicians, designers, producers, directors, and actors. Therefore, it falls between workshop and mainstage conditions.
1. In the week before classes begin in the fall, 3Ps shall, in association with the Tufts Orientation Committee, produce an orientation show.
2. Usually about an hour long, these Arena shows are designed to be performed for the incoming first year students. They rehearse intensively in the week before the production and require that the cast and crew return early from summer recess.
3. Proposals and casting shall occur before summer recess.
4. The material for these productions must be approved by the Orientation Committee. The Executive Board may require that proposals be approved by the Orientation Committee before they are presented at the proposal meeting.
5. Access to the department stocks is not guaranteed to orientation productions and must be negotiated with the Department Assistant Technical Director. Consideration for an orientation show to use the department stocks will not be given if the production has not submitted a completed Arena Use Form no later than one week after the show is passed.
6. The Orientation Committee provides all funding for the orientation show.
E. Independent Productions
1. Any student may propose to direct an independent production at any time throughout the year.
2. The Executive Board holds full power to approve, by Executive Board vote, any proposed independent productions.
3. These shows are encouraged to be experimental in nature and are usually not performed in the Arena.
4. Funding and access to costume, furniture, scene, and props stocks varies depending on the nature of the show and shall be left to the discretion of the Executive Board. Final approval for access to department stocks must be negotiated with the department assistant technical director.
5. 3Ps shall encourage any interested student to apply for an independent production and to find new and creative ways of expanding student theater at Tufts.
6. The funding of an independent production is up to the discretion of the Treasurer. If the proposed budget exceeds that of a workshop for the current semester, the independent production must be voted on by the 3Ps membership. If the proposed budget does not exceed that of a workshop, the proposal may be approved by the Executive Board alone.
F. Special Events
1. Any student or the Executive Board may propose to present a special event instead of a play as a workshop production.
2. Some examples of acceptable special events include: benefits or charity events (i.e. Over the Rainbow), lectures, workshops, master classes, presentations by professional actors, etc.
3. Special events do not require full production staffs.
4. Special events may use the budget for the workshop slot in which they are presented. The specifics of this budget shall be determined by the Treasurer and the production manager.
5. Special events that are not proposed as workshop productions should go through the proposal process and follow the guidelines outlined for independent productions.
V. Production Proposals
A. Mainstage Productions
1. Production Staff Selection Period:
a. Directors: Directors have from the first day of classes of the semester to the date two weeks prior to the Production Proposal Meeting to submit their names and one play each to the Board.
i. In the case that one director submits their name to the Board, that director must propose two plays each to ensure that the voting membership is provided with a variety options for the Mainstage Production.
b. Production Staff Positions: Stage Managers and Production Managers must confirm participation on any of the plays to be proposed by the Sunday prior to the Production Proposal Meeting. All other production staff members may commit at this time.
i. The Director of Production, in consultation with the director, shall assemble the production staff. The director shall not sign anyone onto the production staff without the approval of the Director of Production.
ii. The production manager shall ensure that the Arena Use form is completed and submitted to the Theater Manager with all appropriate signatures, prior to the date of proposals (see: Production Staff Handbook).
iii. At the time of proposals, the board shall decide a date by which each unfilled position defaults to workshop guidelines and make this information available to the voting membership during proposals
2. Production Proposal Meeting:
a. Provided the Arena Use Form for the proposal has been completed and submitted, (Article V, Section B, 1) the proposal process is as follows:
i. The director(s) must submit a written proposal for each of the plays they choose to propose to the general membership. Directors need not be present if they are studying abroad. Content warnings, if applicable, must be included in the written proposal.
ii. A short statement shall be given by each director, (or by proxy if the director is unable to attend the meeting), regarding their qualifications, concept, vision, etc.
iii. A question and answer period shall commence between the director proposing and the 3Ps members.
iv. Directors shall exit and discussion shall commence between members.
v. Directors may be called back in for additional questions.
vi. Voting procedures are outlined in Article VI, Section A, B.
vii. Times for each part of the proposal process shall be up to the discretion of the board with the strong suggestion of 10 minutes per director when there are three or fewer proposals and five minutes when there are more than three directors proposing for presentation to the general membership. Each discussion period should be 10 minutes in length, with discretion to the board as necessary.
B. Workshop Productions and Orientation Shows
1. The number of available workshop slots in Balch will be announced by TDPS.
a. Before the proposal meeting, potential directors must indicate to the 3Ps board whether their show would use the Balch slot. At the proposal meeting, the Director of Production shall inform the membership whether or not this show will be using the Balch slot and how time will be allotted.”
b. 3Ps is typically allocated a week in Balch before the mainstage production begins load in. This slot in Balch can be used either for up to two workshop productions or to extend tech and load in time for the mainstage production. The Director of Production will make the decision how to best use this Balch slot in consultation with the board, the directors of the mainstage and the workshop productions, as well as the department.
2. Workshop proposals must have a Stage Manager and a Production Manager before being able to propose, in accordance with the Arena Use Guidelines. In addition, first time production managers and stage managers must have mentors. Orientation Shows have a full production staff, in accordance with the Arena guidelines.
3. The Director of Production, in consultation with the director, shall assemble the production staff. The director shall not sign anyone on to the production staff without the approval of the Director of Production. The production manager shall ensure that the Arena Use form is completed and submitted to the Theater Manager with all appropriate signatures within one week of the show passing (see: Production Staff Handbook).
4. The process for proposals is as follows:
a. The director(s) must submit a written proposal to the general membership. Directors need not be present if they are studying abroad. Content warnings, if applicable, must be included in the written proposal.
b. A short statement shall be given by each director, (or by proxy if the director is unable to attend the meeting), regarding their qualifications, concept, production staff, vision, etc.
c. A question and answer period shall commence between the director proposing and the 3Ps members.
d. Directors shall exit and discussion shall commence between members.
e. Directors may be called back in for additional questions.
f. Voting procedures are outlined in Article VI, Section A, B.
g. Times for each part of the proposal process shall be up to the discretion of the board with the strong suggestion of 10 minutes per director when there are three or fewer proposals and five minutes when there are more than three directors proposing for presentation to the general membership. Each discussion period should be 10 minutes in length, with discretion to the board as necessary.
h. The director should keep the workshop guidelines in mind when picking a show to propose. The most important of these guidelines is that workshop productions are recommended to be 60 minutes in length and are not allowed to exceed 90 minutes in length (see Arena Use Guidelines and the Production Staff Handbook).
C. Independent Productions
1. Any student wishing to direct or produce an independent project of any kind of must approach the Executive Board with a written proposal. This proposal shall then be reviewed, modified (if necessary), and then voted on by the Executive Board. A two-thirds vote by the Executive Board must occur in order for the project to be passed as an official 3Ps production. If an independent proposal needs to be voted on by the membership (see Article IV Section D), it will follow the proposal guidelines for a workshop production.
2. All funding for independent projects shall be allocated by the Executive Board and shall be based on an itemized, written budget.
A. Out of Meeting Closed-Ballot Voting
1. Voting for Mainstage Production proposals (Article V, Section A, B) and in all instances where the number of shows being proposed is greater than the number of production slots shall be by out of meeting closed-ballot voting. Exceptions are allowed in extenuating circumstances where the outcome of the vote must be known immediately. The Executive Board shall use closed-ballot in-meeting voting in these circumstances.
2. For all productions, 3Ps shall use a Borda count voting preference system.
a. In the event of a tie, the vote shall go to the Executive Board. If the vote of the Executive Board is also a tie, the final decision shall be made by the President.
b. In the event of suspected voter fraud, such as more ballots than voting members voting, a revote shall occur unless this is absolutely impossible.
3. Ballots shall be checked for formatting and accuracy by the President before voting shall occur.
a. In the event that design conditions differ between shows (i.e. show A is granted full departmental support for a lighting design but show B is under workshop conditions), the membership will vote using a ranked voting system.
4. The staff of the Marston Balch Arena Theater Box Office will assist the Executive Board in the supervision of voting, if necessary. No individual shall have access to the voting outcome until voting is officially closed by the Secretary.
B. In-Meeting Paper Ballot Voting
1. Voting shall occur in the meeting via paper or electronic ballots for the election of officers and when there is the same number of shows (or fewer) being proposed as slots available. This excludes mainstage productions, which shall always be voted on by out of meeting closed ballot voting.
2. Only current voting members may be allowed to vote in meeting.
3. The President and the Secretary shall count the votes and the Executive Board shall verify their accuracy, except in instances where a conflict of interest (Article VI, Section D) may exist.
4. In the event of a tie, the Executive Board shall immediately begin a re-vote. In the event of another tie, the vote shall go to the Executive Board. In the event that the Executive Board ties, the final vote shall be left to the President.
C. Hand Voting
The Executive Board may use this voting, as they see fit, for decisions other than those previously outlined. Any student in attendance at the meeting may participate in hand voting.
D. Conflict of Interest
1. The members of the Executive Board shall make every effort to excuse themselves from proceedings in which they may have some conflict of interest.
2. No member of the Executive Board shall preside over any portion of a meeting in which they are also proposing a show or running for office.
3. The President casting the deciding vote in the event of a tie during a round of voting in which they are proposing shall not be considered a conflict of interest.
VII. Spaghetti Night
A. The Event
1. 3Ps shall organize an annual event titled Spaghetti Night at the end of every spring semester.
2. 3Ps members shall help to organize Spaghetti Night, which shall be held in the Marston Balch Arena Theater and lobby.
3. Spaghetti Night shall consist of a spaghetti dinner, 3Ps Awards, Department Awards, State of the Treasury presentation, and an annual summary by the outgoing President. Spaghetti Night may optionally include 3Ps Joke Awards at the discretion of the 3Ps Board in consultation with the membership.
1. 3Ps Awards shall be calculated by ballot vote and the Secretary of 3Ps shall be responsible for creating a ballot for the Arena Theater Box Office. The awards shall be based on all student productions, including capstone and thesis productions.
2. Both voting members and non-voting members may vote for awards.
3. The Executive Board shall compile a list of categories for the awards. Some examples include:
a. Best Actor
b. Best Actress
c. Best Director
d. Best Show
e. Best Producer
f. Best Stage Manager
g. Best Lighting Design
h. Best Costume Design
i. Best Costume Tech
j. Best Scenic Design
k. Best Technical Director
l. Best Sound Design
m. Best Hair and Make-up Design
4. Award categories may be divided by mainstage and non-mainstage shows for directing and production awards (lighting design, producer, choreographer, etc), and musical and straight play for acting awards.
C. Joke Awards
1. Joke Awards are intended to be a humorous look at the idiosyncrasies that make 3Ps and its members unique. If Joke Awards are presented at Spaghetti Night, the Executive Board shall ensure that they are not malicious in intent.
2. Joke Awards may be submitted by any student to the Aidekman Box Office or other methods approved by the Executive Board.
3. The Executive Board shall review the award suggestions and shall have discretion as to which shall be presented at Spaghetti Night.
4. The Executive Board shall make every effort to include Joke Awards for every voting member.
D. Departmental Awards
1. Departmental Awards shall be given out by the Chair of TDPS.
E. Annual Summary Presentations
1. The outgoing President shall present to the organization a summary of the events of the year.
2. The outgoing Treasurer shall present to the organization a State of the Treasury report.
A. Organization Funding/Finances
1. The Executive Board of 3Ps shall ensure that 3Ps remains a financially stable organization.
2. The Arena Theater Manager shall be responsible for recording all cash transactions and reimbursing all purchases made by 3Ps.
3. The Treasurer shall produce a budget summary at the end of every semester. At the very least, the summary shall contain the total income or total loss for every show and event, and the net income or net loss for the organization. This document shall be presented to the Executive Board and made available to the general membership.
4. The total expenditure for all workshop productions, events, and the mainstage production should never exceed the total balance of the 3Ps budget at the beginning of the semester.
B. Mainstage Production Budgets
1. A budget for a show is a detailed document describing how the money for the show shall be allocated between departments (lighting, scenic, costumes, publicity, etc.). The specifics of this allocation of funds are left to the Treasurer and production manager.
2. The Treasurer shall discuss the specifics of the show with the show’s production manager and make an estimate as to the amount of money the show will make from ticket sales. This amount shall be known as “ticket revenue.”
3. The Treasurer shall also, with input from the production manager and the Executive Board, establish a limit on the total expenditure of the production.
4. The value of the total expenditure of a show shall not exceed one half of the balance of the 3Ps bank account at the beginning of the semester in which the show shall be performed.
5. The Treasurer’s limits on production budgets shall be established before a mainstage production may be proposed. These limits shall be made clear to the voting membership.
6. A budget, not to exceed 2% of the total organizational budget, will be allocated to the Director of Programming per semester to fund events. This money shall be allocated under the supervision of the Executive Board.
C. Orientation Show Budgets
The 3Ps Orientation Show receives funding from the Orientation Committee, and receives no funding from 3Ps. Budgets for orientation shows shall be negotiated directly between the producer and the orientation committee.
D. Workshop Production and Other Event Budgets
1. The Treasurer shall establish an expected net loss for workshop productions and other events. These productions and events may spend up to this expected net loss without any obligation to the 3Ps Treasury.
2. All workshop productions during a year shall have the same expected net loss.
3. The Treasurer and production manager shall have full discretion in allocation of funds between departments (costumes, properties, publicity, etc.).
4. The Treasurer shall set a limit on each production’s total expenditure. This amount may be different for each production. Because workshop productions and other special events do not generate revenue from ticket sales, a production’s total expenditure shall be estimated based on the Treasurer’s expectations for fundraising. In general, for special events, the total expenditure of a production or event will equal the expected net loss of the show.
5. The Treasurer’s limits on 3Ps contribution to production budgets shall be established before a workshop production or other event may be proposed. These limits shall be made clear to the voting membership.
6. A production may not begin to spend money until the Treasurer has attended a meeting of the show’s production staff to explain the spending rules and the show’s budget has been approved by the Treasurer.
E. Cash Options
1. 3Ps is a tax-exempt organization and therefore shall not reimburse taxes on purchases made for the organization or for the productions. Students should use tax-exempt forms (available from the Theater Manager) to avoid tax charges.
2. In order to be reimbursed for purchases made for 3Ps or a 3Ps production or event, students shall provide to the Treasurer or producer:
a. The original receipt (not a photocopy)
b. A brief description of the purchase
c. The name and address of the purchaser
3. The Treasurer or producer shall make a photocopy of the above for the 3Ps records and submit the receipt and information to the Theater Manager.
4. Receipts for all purchases made with the 3Ps procurement card (or “p-card”) must be submitted to the Treasurer immediately. The Treasurer shall make a photocopy of the receipt for the 3Ps records and submit the original receipt to the Theater Manager.
5. The Treasurer shall not issue petty cash to any student. Money kept in the 3Ps cash box from fundraising events shall only be used to make purchases by the Treasurer.
F. Cost of Services
1. TDPS provides to 3Ps access to the scene and costume shops free of charge.
2. 3Ps shall pay box-office and house-manager fees set by the Theater Manager. These fees shall be included in the budget of each individual production.
3. In the event that 3Ps allows another organization to use one of its workshop production slots, 3Ps shall bill the presenting organization for the cost of the box-office and house-manager fees. This arrangement shall be made clear to the presenting organization before the proposal is voted on by the voting membership.
IX. Executive Board Officers
1. A President, a Director of Production, a Secretary, a Treasurer, a Director of Programming, and a Media Archivist shall be elected at the end of each academic year.
2. Any board position except President and Director of Production may be held by two individuals at one time over the course of the year only in the event that no single person is willing or able to hold the position on their own.
3. Voting shall take place during an open meeting near the end of the spring semester.
a. Nominations shall occur. Individuals need not be present to run for an elected position.
b. A voting member must second each nomination.
c. The candidate must accept or decline the nomination. If a candidate is unable to attend the meeting, a proxy may accept or decline the nomination on their behalf.
d. Each candidate shall be given an opportunity to give a short statement regarding their qualifications, experience, etc. If the candidate is unable to attend the meeting, a proxy may read the statement on behalf of the candidate.
e. A question and answer period shall commence.
f. The candidates shall leave the meeting and discussion shall commence.
g. In-meeting voting shall commence (Article VII, Section B).
3. After elections, the outgoing Executive Board shall work with the incoming Executive Board in any capacity necessary to make a smooth transition to the new academic year. This includes the transfer of all financial and organizational documents and forms as well as passing on a working understanding of each of the Executive Board positions and responsibilities.
B. Executive Board Responsibilities
1. PRESIDENT: The President of 3Ps is responsible for running the organization as a whole and for serving as the face of 3Ps to the campus community. The President shall:
a. Officiate at 3Ps open meetings.
b. Meet and cooperate with the TDPS Chair, the head of Design, the 3Ps Faculty Liaison, and any other individuals needed to ensure all lines of communication are kept open between 3Ps, the department, and 3Ps affiliates.
c. Hold and run Executive Board meetings, and delegate responsibilities to Executive Board members.
d. Represent 3Ps to the campus community and for any necessary events or meetings.
e. Register the organization every semester with the Office of Student Activities and every other year with the TCUJ and bring them a current copy of the 3Ps Constitution.
f. The President may not serve on the Executive Board of Torn Ticket II or Bare Bodkin in any capacity.
g. The President shall appoint a member of 3Ps as Faculty Liaison to TDPS.
h. The President shall be responsible for facilitating communication between the 3Ps Executive Board and the 3Ps Umbrella Groups. In the case that any umbrella groups require a collaborative communicator for a co-sponsored event or production, the President is responsible for appointing one for the event or production.
i. Moderate all post-mortem meetings, barring conflict of interest. In the event of a conflict of interest, a qualified member of the Executive Board should serve as moderator.
2. DIRECTOR OF PRODUCTION: The Director of Production is responsible for all issues pertaining to the technical aspects of 3Ps productions. The Director of Production shall:
a. Serve as the production manager by default for all 3Ps productions. If another student is to serve as the production manager for a 3Ps production, they must have approval from the Department Production Manager and must closely liaise with the Director of Production. The Director of Production is strongly encouraged to sign on independent production managers for all 3Ps productions.
b. Facilitate the creation of production staffs, in concert with the director, and to assemble this production staff before proposals. (See: Production Staff Assignment Guidelines). In the event that a complete production staff cannot be assembled, see Article V Section A Number 1.
c. Mediate disputes between directors/designers or students/faculty should conflict arise during the production process in the event that there is not a show-specific production manager to perform this role.
d. Attend the first production staff meeting and tech week planning production staff meeting of all 3Ps productions.
e. Coordinate with the Department Assistant Technical Director and Production Manager to review the “Department Guidelines for the Arena Theater” with all production staffs and ensure all rules are followed.
f. Receive email copies of all rehearsal reports of 3Ps shows and address any potential issues at weekly Executive Board meetings.
g. Handle lending of equipment owned by 3Ps.
h. Maintain lists of qualified student designers for mainstage productions and production staff members from past shows.
i. Set and enforce a budget for all 3Ps mainstage production in conjunction with the Treasurer. In the event that there is a show-specific production manager, the production manager should work with the Treasurer to set and enforce budgets.
3. DIRECTOR OF PROGRAMMING: The Director of Programming is responsible for facilitating supplemental programming and events to expand upon and enhance themes present in student interest at large. The Director of Programming shall:
a. Ensure that this organization expands its scope beyond performative theater to include the community in educational and social pursuits.
b. Facilitate social and unscripted programming as necessitated by membership interest. For example: seminars, workshops, talk-backs, panel discussions, trivia nights.
c. Coordinate all non-show events such as 3Ps Pretzel Nights, the Holiday Party, and Spaghetti Night.
d. Send invitations to TDPS faculty and staff members inviting them to Spaghetti Night, as well as any other event for which the Executive Board decides to invite the faculty.
e. Publicize 3Ps events such as open meetings, the Holiday Party, and Spaghetti Night, as well as any other 3Ps events for which there is no Producer.
f. Conduct outreach to other clubs and groups (including but not limited to the Group of 6 and various culture groups) on campus in pursuit of a more diverse and inclusive community. Inform groups about auditions and opportunities provided each semester.
4. TREASURER: The Treasurer is responsible for all issues pertaining to the finances of the organization and ensuring that the organization is operating in a fiscally responsible fashion. The Treasurer shall:
a. Maintain an up-to-date budget reflecting the overall financial status of the organization, including all expenses and profits.
b. Communicate the allotted budget for productions from 3Ps to the production manager of each production.
c. Coordinate reimbursement of all 3Ps expenditures by members for productions and events with the Theater Manager and the Producer of each production.
d. Create a detailed spending budget for all 3Ps events, including the Holiday Party and Spaghetti Night, as well as any programming events.
e. Create a financial report of all expenses and profits each semester to be presented to the Executive Board and made available to the general membership.
f. Present the year’s budget and financial report to the membership in a brief address at Spaghetti Night and make said documents available to the general membership.
g. Meet with the Producer of each 3Ps production to explain spending and reimbursement procedures and usage of the Procurement Card.
h. Possess the Procurement Card in their name responsibly, following all procedures as outlined in the Procurement Card Manual, and make purchases as necessary for 3Ps productions and events.
i. Attend all post-mortem meetings.
j. The Treasurer shall be responsible for passing on the past year’s budget to the new Treasurer.
5. SECRETARY: The Secretary is responsible for all issues pertaining to membership lists, and voting. The Secretary shall:
a. Keep attendance at all 3Ps open meetings using an attendance sheet, which the Secretary shall create.
b. Keep the minutes at weekly Executive Board meetings and email them to the rest of the Executive Board.
c. Maintain a list of current voting members and calculate a list of new and active voting members whenever required. The secretary may, with the support of the board, make exceptions and grant voting privileges on a case-by-case basis.
d. Keep the minutes at open meetings and email the minutes to the membership.
e. Create the ballots for all proposals and elections, as outlined in this document, and supervise the collecting and counting of said ballots.
f. Keep an up-to-date list of member organizations and their current Executive Board members.
g. The secretary will be responsible for maintaining the e-list.
6. MEDIA ARCHIVIST: The Media Archivist is responsible for maintaining the archives and supervising 3Ps’ social media presence and alumni relations. The Media Archivist shall:
a. Collect both digital and hard copies of posters, programs, photographs, and flyers from all 3Ps events and productions for the Tufts Digital Collections and Archives.
b. Utilize and maintain the archives in the performance hangar, which should include 3Ps archival material from the past 5 seasons.
c. Establish and maintain a working relationship with the Records Archivist at the Tufts Digital Collections and Archives.
d. Meet with the Records Archivist of the Tufts Digital Collections and Archives at the end of each year to pass onto them any posters, programs, photographs, and flyers that are older than 5 years.
e. Supervise and coordinate access to the Pen, Paint and Pretzels portion of the Tufts Digital Collection online as well as the 3Ps physical collection at the Tufts Archives for anyone who requests it.
f. Maintain and update the 3Ps website and social media pages.
g. Update the 3Ps alumni network list and map twice a year.
h. Ensure that at least one 3Ps Newsletter is sent out each semester to the alumni network through the Tufts Office of Alumni Relations.
i. Broadly coordinate alumni relations programs for 3Ps and work to add alumni to the 3Ps alumni list.
j. Along with the Treasurer, work to oversee the alumni donations process.
7. NON-BOARD LIAISON POSITIONS
a. Faculty Liaison
i. This position is appointed by the President, with input from the rest of the board.
ii. The Faculty Liaison is responsible for being in close communication with the TDPS chair as a conduit for the sharing of information between the Department and 3Ps. The Faculty Liaison should make sure that the Department has fully up to date information about 3Ps and its activities at all times, and should relay all Department information relevant to student theatre to the 3Ps board and community.
iii. The Faculty Liaison is responsible for developing and maintaining a positive relationship between 3Ps and its umbrella groups, and the faculty.
iv. Faculty Liaison should attend board meetings as determined by the Faculty Liaison and the appointing board, and may meet with individual members of the board outside of board meetings if necessary.
b. Community Liaison
i. This position is appointed by the president, with input from the rest of the board.
ii. The Community Liaison should attend board meetings as determined by the Faculty liaison and the appointing board, and may meet with individual members of the board outside of board meetings if necessary.
C. Impeachment of Officers
1. If a member feels that there is evidence for impeachment of an officer, they shall present a motion at an open meeting and present evidence.
2. The voting members present shall then vote on the motion. A two-thirds majority is required to pass an impeachment motion.
3. If the motion passes an impeachment procedure will commence at the next open meeting.
4. The first business of the impeachment procedure will be a reading of the minutes from the last meeting concerning the impeachment. The officer facing impeachment shall be present if at all possible and shall be given a chance to defend themself against the accusations. If the officer facing impeachment is unable to defend themself against the accusations, a proxy may read a prepared statement on their behalf.
5. A period of questions and answers shall commence.
6. The officer will leave the meeting and general discussion shall commence.
7. Voting shall be conducted by the in-meeting paper ballot voting process and will commence immediately.
8. A two-thirds vote is required to impeach the officer. If an impeachment does occur, election of a new officer shall commence at the next meeting (Article IX, Section A, 1-2).
X. The Constitution
1. The Executive Board shall adhere to the constitution at all times and shall review this constitution at least once a semester. They shall only amend it if necessary.
2. Amendments to the constitution, changes to the articles of the constitution, and changes to the 3Ps-owned appendices shall be made by a two-thirds vote of 3Ps voting members.
3. The Executive Board shall discuss the proposed changes with the membership in an open meeting before voting may commence.
4. Constitution changes can be proposed by any board member at any point during the semester, and they will go into effect the semester after they have been voted on and passed by the membership.
5. As a TCU recognized group, all amendments to the constitution must be approved by the TCU Judiciary at the end of each academic year.
6. The voting membership must vote on all constitutional changes with the exception of adding new umbrella groups as well as correcting grammatical and typographic errors.
7. New umbrella groups will be added as the board affirms their membership.
Appendix I. Arena Use Guidelines
Held by Tufts Department of Theatre, Dance, and Performance Studies
Appendix II: Production Staff Handbook
Held by 3Ps Director of Production