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Second Trombone Task List

Last Revised on September 11,2012

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: In order to keep this task list current and helpful, please edit it as you see fit. You will be asked to turn in your marked-up copy at the Debriefing Meeting. You can also send any changes electronically by clicking here or the link at the top of this page.

General Information

Quick List

Complete? Task Timeframe
Get Extra Scores At Auditions. See the Calendar for the exact dates.
Appoint Nominating Committee Committee should be formed in December to allow time to recruit nominees
Monitor Nominating Committee January
Last Supper Agenda February
Attend Debriefing Meeting Date is determined by the Producer
Return Task List Return to the Task List Manager at Debriefing Meeting. See Calendar for the exact date.

Task Details

Get Extra Scores

Bring our spare scores down from the attic in case an auditioner wants to sing something but doesn't have the music for the pianist (this has happened, rarely).

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Appoint Nominating Committee

The Nominating Committee is responsible for soliciting candidates for open positions on the Board of Trustees. Nominating Committee members should demonstrate listening skills, salesmanship, good judgment, and a vision of the future. They should also understand the operations of the Savoyards and have access to a wide section of the Savoyards (i.e., not just cast, not just crew, not just orchestra). Detrimental attributes would be "axes to grind" or biases against individual Savoyards. Ideally, every Savoyard should know at least one member of the Nominating Committee.It is recommended that the board choose committee members who know the membership well enough to solicit candidates. An important part of the nominating committee's job is to solicit candidates, not just nominations. The nominating committee should not, in fact, waste time soliciting nominations, since few people nominate themselves or others. Instead, the committee should request nominations, but spend most of its time soliciting candidates. People do often enjoy and are honored to be asked. The committee should know, at the beginning, that this will be necessary.

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Monitor Nominating Committee

Confirm that enough candidates are being found. Arrange how to handle absentee ballots, as per Board policy. Report this procedure for Board review at the March Board meeting. Also confirm who will be allowed to vote. Recent Boards have agreed that the broad membership definition in the Bylaws ("anyone who actively enourages or participates in the productions of the Sudbury Savoyards") means that everyone at the Last Supper who wishes to vote may have a ballot.

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Last Supper Agenda

Consult with the Chairman, then prepare 50 copies of an agenda including Call to order, Secretary's report (explanation of membership, certification of quorum, past minutes), Treasurer's report, Committee reports (if any), Nominating Committee (presentation of slate, election), Recognition of Pastors, Presentation of Certificates (Business Production Staff, Technical Production Staff, Orchestra and Pianists, Chorus and Leads, Artistic Staff), Nominating Committee (election results), Other (if any), Chairman's Report (recognition of Gold Star Management Team, recognition of Trustees, recognition of people involved in 10-plus, 15-plus, 20-plus, etc. shows), Adjournment.

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Attend Debriefing Meeting

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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Return Task List

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
Graphic Design Work with the Graphic Designer to produce the show "logo". This is used on all advertising, tee-shirts/sweat shirts, tickets, playbill cover, etc. Graphic should give some indication of the stage director's artistic vision. September, so the graphic can be used in the newsletter to announce the show and auditions.

Related Documents:

The Second Trombone manages the rental business, arranges for theater rental, and organizes the Nominating Committee. The Second Trombone may also assist the Board in other capacities, at the Board’s request, such as assisting with Board staff management or serving as an assistant to the Chairman.
Hierarchy CompleteTaskList Calendar of Events Report changes

Task Who Does Who_Checks TaskDate Tied To Offset
Background Information-Voice Mail Producer SecondTrombone, ReservationsChief 5/1/2003 FiscalYear 0
Show Planning-Prepare Task Lists DatabaseManager SecondTrombone 6/5/2003 JunBoard -7
Distribute SUMC keys Chairman StageDirector, MusicDirector, TechnicalDirector, Producer, SecondTrombone, RentalAgents, CostumeConstructionChief, CastManager 7/17/2003 JulBoard 0
Show Planning-Theatre Application TheaterLiaison BoardofTrustees, StageDirector, MusicDirector, OrchestraManager, Producer, SecondTrombone 8/2/2003 SpaceAck -30
Show Planning-Submit performance application TheaterLiaison Chairman, Producer, MusicDirector, SecondTrombone 9/1/2003 SpaceAck 0
Show Planning-Followup on performance space TheaterLiaison Producer, SecondTrombone 9/15/2003 SpaceAck 14
Show Planning-Appoint Show Selection Committee Chairman SecondTrombone 9/23/2003 SepBoard 0
Plan Monthly Tech Meetings TechnicalDirector SecondTrombone 10/26/2003 OctBoard 4
Open Videography Contractors bidding VideoChief Producer, SecondTrombone 10/30/2003 OctBoard 8
Two Ring Circus-Introductions and Announcements Chairman, Producer, TechnicalDirector, MusicDirector, StageDirector SecondTrombone 11/7/2003 TwoRing 0
Prepare Task List, Volumes 1 and 2 DatabaseManager SecondTrombone 11/11/2003 NovBoard 0
Chairman's welcome speech Chairman SecondTrombone 11/17/2003 Audition 0
Playbill-special thanks and credits Chairman, MusicDirector, StageDirector, Producer, TechnicalDirector SecondTrombone, DatabaseManager 11/17/2003 Audition 0
Collect crew names Producer, TechnicalDirector SecondTrombone, Chairman 11/17/2003 Audition 0
Chairman's announcements Chairman SecondTrombone 11/24/2003 Audition 7
Chairman's second welcome speech Chairman SecondTrombone 11/24/2003 Audition 7
Publish schedule for monthly tech meetings. TechnicalDirector SecondTrombone 11/24/2003 Audition 7
Chairman's third (last) welcome speech (Sample) Chairman SecondTrombone 11/24/2003 FirstReh 0
Nominations-Copy Bylaws DatabaseManager NominatingCommittee, SecondTrombone 11/24/2003 FirstReh 0
Nominations - prepare list of eligible for elections DatabaseManager SecondTrombone, NominatingCommittee 11/24/2003 FirstReh 0
Audio SoundDesigner TechnicalDirector, SecondTrombone 11/24/2003 FirstReh 0
Solicit nominees for Trustees. NominatingCommittee SecondTrombone 12/1/2003 FirstReh 7
Choose best bid for videography VideoChief Producer, SecondTrombone 12/11/2003 DecBoard 0
Appoint Nominating Committee SecondTrombone Chairman, NominatingCommittee 12/18/2003 DecBoard 7
Background Info for Nominating Committee NominatingCommittee BoardofTrustees, SecondTrombone 12/18/2003 DecBoard 7
Evaluating Incumbent Trustees NominatingCommittee SecondTrombone 1/9/2004 FirstJanReh 7
Nominating Committee-Trustee characteristics NominatingCommittee SecondTrombone 1/9/2004 FirstJanReh 7
Effective Trustees NominatingCommittee SecondTrombone 1/9/2004 FirstJanReh 7
Desirable Qualities for Trustees NominatingCommittee SecondTrombone 1/9/2004 FirstJanReh 7
How to decide whether to nominate a new trustee NominatingCommittee SecondTrombone 1/9/2004 FirstJanReh 7
Minimum Eligibility for Trustees NominatingCommittee SecondTrombone 1/9/2004 FirstJanReh 7
Publicize Show and General Membership meeting NewsletterEditor, PublicityChief, DatabaseManager Chairman, SecondTrombone 1/13/2004 LastPerf -47
Choose gifts for Stage Director and Music Director Chairman SecondTrombone 1/15/2004 LastPerf -45
Submit crew lists for playbill Producer, TechnicalDirector Chairman, SecondTrombone, PlaybillLayoutChief, DatabaseManager 1/20/2004 LastPerf -40
Check that theater has current insurance certificate TheaterLiaison SecondTrombone 1/20/2004 LastPerf -40
Composition of the ideal slate NominatingCommittee SecondTrombone 1/21/2004 FebBoard -14
Choosing the slate (the process) NominatingCommittee SecondTrombone 1/21/2004 FebBoard -14
The nomination NominatingCommittee SecondTrombone 1/21/2004 FebBoard -14
Supporting material for nominations NominatingCommittee SecondTrombone 1/25/2004 MonsterSun -21
Monitor activities of Nominating Committee SecondTrombone Chairman, NominatingCommittee 1/25/2004 LastPerf -35
Obtain bylaw changes from Board of Trustees NominatingCommittee SecondTrombone, Chairman 2/4/2004 FebBoard 0
Arrange video duplication and price VideoChief, InternalSalesChief SecondTrombone, Producer 2/8/2004 LastPerf -21
Presentation of the slate and candidate statements NominatingCommittee SecondTrombone 2/8/2004 MonsterSun -7
Voice mail-message after ticket mailing deadline Producer, ReservationsChief SecondTrombone 2/10/2004 FirstPerf -10
Organize production review meeting (debriefing) SecondTrombone Producer 2/14/2004 LastPerf -15
Get engraved gifts Chairman SecondTrombone 2/22/2004 LastPerf -7
Preparation of the ballot NominatingCommittee SecondTrombone 2/28/2004 LastPerf -1
Last Supper-Election and Results NominatingCommittee SecondTrombone, Chairman 2/29/2004 LastPerf 0
Last Supper-Running the General Meeting Chairman SecondTrombone, Secretary 2/29/2004 LastPerf 0
Prepare post-show mailing PublicityChief,NewsletterEditor SecondTrombone, DatabaseManager, BoardofTrustees 3/21/2004 LastPerf 21
Collect Board task lists and comments SecondTrombone DatabaseManager 3/23/2004 Debrief 0
Update advertiser database DatabaseManager, PlaybillAdChief SecondTrombone 3/30/2004 Debrief 7
Show Planning-Review Dates TheaterLiaison BoardofTrustees, SecondTrombone 4/28/2004 AprBoard 7