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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: 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
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.

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Attend Board Meetings/write up and distribute minutes

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. It is the responsibility of the Secretary to take meeting minutes and distribute them for review before the next meeting.

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Board Correspondence

The Secretary is responsible for monitoring/sending any necessary Board correspondence

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General Meeting minutes

Take minutes at the general meeting and distribute them for review before the next meeting. It is also the responsibility for the Secretary to officially declare a quorum.

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Mail Certificates

Mail any certificates not picked up at the Last Supper. Addresses can be obtained from the Database Manager

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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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Reference Documents

Sample Board Meeting Agendas (MS Word)