Secretary Task List

Last Revised on May 5, 2009

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.

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

The Secretary writes and distributes Board meeting minutes and maintains records of Board meetings, Board correspondence, and Board member terms of office.
The Secretary is primarily responsible for checking the company's voice mail and email, although that responsibility may be handed off to others during production season.

Quick List

Complete?	Task	Timeframe
	Monitor Voice Mail	Ongoing throughout the year
	Attend Board Meetings/write up and distribute minutes	Meetings are scheduled by the Chairman and are held monthly. See the Calendar for the exact dates.
	Board Correspondence	Ongoing
	General Meeting minutes	Done at Last Supper. Check the Calendar for the exact date.
	Mail Certificates	One week after Last Supper
	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

Monitor Voice Mail

Telephone voicemail must be handled by several different people through the year, so it is important to carefully coordinate it. Typically, it is handled by the Summer Show Producer from the end of the spring production until the end of the summer show, then by the Secretary until tickets are on sale, and then by the Tickets Reservations Chief until the end of the spring show. (If there is no summer show, the Secretary will take back responsibility after the spring show.) These people must clearly hand off responsibilities to each other, and must route messages to the appropriate people. The reason for changing responsibilities through the year is so that the person who needs to hear most of the messages is the person checking the phone at that time. Rental requests can come at any time of year, and should be passed on to the appropriate Rental Agent or to the Second Trombone.