Board of Trustees Task List
Last Revised on October 2, 2006
Welcome to your Task List! The Sudbury Savoyards Task Lists are designed to be used as a guideline for how you can successfully complete your job in the current production. The task list is divided into five sections:
- General Information - fun facts to know/Background Information
- Quick List - a quick list of all tasks that you are responsible for (these may require input from others). Clicking on a task will take you to a more detailed description of that task.
- Task Details - detailed information on each task.
- Tasks assigned to others, but require your input. The person responsible will be named and a link provided to their task list for convenience.
- Reference Documents - forms, documents that have been used in the past. You may find them useful.
General Information
- The Board of Trustees runs the organization under the leadership of the Chairman
- Trustees are elected for a two-year term and are allowed to hold two consecutive terms, after which they must step down for at least one year.
- The Board consists of the following positions:
- Chairman
- Secretary
- Treasurer
- Church Liaison
- Members-at-Large (Board Members who do not hold a Board office are expected to accept some other management or staff position in the spring production.)
- The Board also has several positions that report to them under the heading of Board Staff. For a complete list of these positions, please see the Hierarchy page.
Quick List
| Complete? | Task | Timeframe |
|---|---|---|
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Review Member Brochure | Review the member brochure for outdated or missing information |
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Attend Board Meetings | Meetings are scheduled by the Chairman and are held monthly. See the Calendar for the exact dates. |
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SUMC Donation | The donation from the spring show is generally done in late May/early June. It can be also used as a publicity event for the Summer Show. |
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Recruit Stage Director | Recruiting should start in May |
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Recruit Music Director | Recruiting should start in May |
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Recruit Database Manager | Recruiting should start in May |
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Recruit Producer | Recruiting should start in May |
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Review Attendance Policy | October Board Meeting |
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Attend Debriefing Meeting | Date is determined by the Producer |
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Return Task List | Return to the Task List Manager at Debriefing Meeting. See Calendar for the exact date. |
Task Details
The Member Brochure is intended to be a quick guide to the organization for new members. It should be reviewed yearly by the board to see if any information needs to be edited. New copies should be available for Two-Ring and auditions. See the Calendar for those dates.
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Board Meetings are scheduled by Board Members and the Chairman for their mutual convenience, but should be held once a month. There are standard agenda items, such as Secretary's report and Treasurer's report, but other items will be added as the year progresses. There are sample agendas for each month attached to the Chairman's task list.
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The proceeds from the spring production should be presented to the church at a Sunday morning service. The date should be worked out with the Church by the Church Liaison and as many Board Members as can attend should. The Publicity Chief should prepare and mail a press release on the donation, about a week before it occurs for Sudbury Town Crier.
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Names of possible candidates should be discussed in May. The Secretary will send out letters to prospective candidates. Interviews should be held in June and the Stage Director appointed by July.
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Names of possible candidates should be discussed in May. The Secretary will send out letters to prospective candidates. Interviews should be held in June and the Music Director appointed by July.
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This position is generally carried over from previous years. The board should check with the currect taks holder to see if they wish to continue, but if the Board determines that the position should be re-assigned, they must find a new person and monitor the transition.
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It is important to recruit the Producer as soon as possible, so that the Producer can start recruiting Production Staff members during the summer, with the assistance of the Board.
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Review and update the attendance policy. Generally, those who expect to miss more than two rehearsals must get advance approval from the Producer and Directors, who will decide whether to permit this based on factors such as the importance of this person to the show and the impact on the morale of the rest of the group.
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The Producer is responsible for setting for scheduling the Debriefing session, generally held within a month of the show closing. The meeting is to go over the production, focusing on areas of great success and areas which need significant improvement.
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If not already turned in, return the task list at the Debriefing Meeting.
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Tasks that require your input, but are the responsibility of others
| Task | Description | Timeframe |
|---|---|---|
| Theatre Application | The Theatre Liaison prepares the application for performance space and distribute it for review. Input should be gathered from the Music Director, the Stage Director and the Tech Director. | The application should be submitted to the school by September 1. |
| Nominating Committee | The Second Trombone is responsible for appointing members to the Nominating Committee. If the Second Trombone position is not filled, this duty falls to the Board | The Committee should be formed in December. |
| Bylaw Changes | If there are any proposed changes to the Bylaws that should be voted on at the general meeting, make sure these changes get to the Nominating Committee so they can include them on the ballot and post them for member review. | early February |
| Last Supper-Election Procedure | The Nominating Committee announces the candidates and announce who is permitted to vote (typically, everyone present). Committee distributes and collects the ballots -- keep the Chairman's ballot separate, since it is only counted in the event of a tie. Count ballots while certificates are passed out. Here is a way to count ballots quickly and effectively: -Divide all the completed ballots into groups and distribute among those who are counting. -Each person goes through one group of ballots, once per candidate, and tallies the number of votes on a blank ballot. -Trade groups of counted ballots with another person, who counts the ballots using the same technique, and have a third person recount any discrepancies. Summarize the tally onto one ballot. -Hand this tally to the chairman, who should announce the winners but not the vote tally. |
Done at Last Supper/General Meeting |
| Recruit Technical Director | It is the responsibility of the Producer to recruit the Tech Director, but if the Producer position has not been filled by [DATE], the Board should start discussing/interviewing candidates | Recruiting should being in July |