Second Trombone Task List

Last Revised on October 2, 2006

• 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

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.

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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).

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.

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.

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.

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.

Return Task List

If not already turned in, return the task list at the Debriefing Meeting.

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.

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Related Documents:

OVERVIEW
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	SoundLiaison	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