Executive Committee:
President—Duties:
Chief Executive Officer in charge of the Executive Committee
Paid personnel oversight
Chairman of the Board
Presides over all BOD meetings and Executive Board meetings
Presides over final season play selections
Presides over spring Directors Meetings
Represents the Whidbey Playhouse to the community at large
Vice President—Duties:
Nominating Committee Chair
Obtain candidates for Board of Directors
Conduct elections
Bylaws, Policy and Procedures Chair
Maintain and revise Bylaws and P and P documents to disseminate to the membership as requested
Assure sound disaster and recovery practices and master files
of documents with copies off site
Facilitate member voting for bylaw changes as recommended by the Board
Treasurer—Duties:
Finance Committee Chair
Member of Fundraising Committee
Secretary—Duties:
Minutes of all Board Meetings
Correspondence
Oversees:
Newsletter Chair (volunteer position)
Writes bi-monthly newsletter and prepares for printing
Historian (Volunteer position)
Show Boards for Lobby
Scrapbooks, news articles and photographs
Written histories, photo discs, electronic storage
Up to Ten Other Board Members: (Not listed in a particular order)
1. Facilities Chair—Oversight of the following areas:
- Building and Grounds committee Chair
Maintenance of all facilities and grounds
Keying of all facilities, offices, closets and storage buildings
Repair services, lawn/garden services and other contractor services
Insure operation of all building lights, fire extinguishers, and security system
Monitor and maintain housekeeping and light bulb supply
Maintain garden beds, lawns and trees
Maintain parking lot (potholes, snow and ice removal, etc.)
Maintenance of kitchen appliances
Trash disposal and recycling, dump runs
Volunteer work days for building maintenance, repair, and landscaping
Building Projects (other than major remodels of buildings)
Compliance with OSHA and HAZMAT rules
Shall have keys to all facilities
- Information Technology Specialist(s) (volunteer position)
Business office computer, printer, network, hardware and software installation and maintenance
Website and programming set-up assistance
Business telephone and telecommunications systems installation and maintenance Assist with disaster and recovery practices under direction of the Vice President
2. Volunteer/Membership Chair—Oversight of the following areas:
- Membership and Volunteer Database:
Compile and distribute new volunteer information to Chairs
Update membership list and send renewal reminders
Review membership benefits and revise as recommended by Board
Validate membership at voting events and entrance to member nights
- As needed assistance for show Directors and staff in finding house managers, ushers, and concessions volunteers
- Kitchen Manager (volunteer position)
Assist as requested in organizing concession volunteers for shows
Monitor concession supplies and report needs to V/M Chair or Business Manager
- Social Activities Committee Chair (volunteer position)
Member and Volunteer socials
Dinners, potlucks, picnics, entertainment at these events
Play Day Event Dinner and Members Nights
Group trips to other theatres’ shows
Group field trips to destinations of theatrical interest
- Hospitality Chair (volunteer position)
Welcome new people
Greeting cards to ill, bereaved, Birthday, congrats, commendations, etc.
3. Marketing Chair—Oversight of the following areas:
- Newsletter Chair (volunteer position)
Write bi-monthly newsletter and prepare for printing
- Website Chair (volunteer position)
Work with Business Manager to Update Playhouse Website Information
- Work with Business Manager and Show Producers to facilitate show publicity, posters and ads
- Work with Business Manager on general WPH advertising and Season Ticket Sales as needed
- Public interface in events like Holland Happening and Uniquely Whidbey
- Chamber of Commerce attendance (Oak Harbor and Central Whidbey)
4. Fundraising Chair—Oversight of the following areas:
- Fundraising Committee Chair
- Grant writing
- Work with Business Manager on Sales of Program Ads
- Galas and other fundraising parties and events
- Drawings, Auctions, Raffles and Garage Sales
- Fundraising drives for improvement projects, construction, and sponsorship of productions
5. Education Chair—Education Committee Chair:
- Development of a Whidbey Playhouse theatre school, workshops and training:
Free Exploratory Workshops
Secondary and Advanced Training for Performers
Training and certification for new Directors, Producers and Stage Managers
Development of adult and youth training presentations and associated workshops
Educational Scholarships
- Liaison for Youth, Off-Season, or Fringe Shows
- Oversight of Selection and production of Youth shows with Board approval
- Off-Season Show Committee Chair (volunteer position)
(Recommended that this person have directing or producing experience at WPH)
Develop plans for off-season shows with Board approval
Oversees Production of off-season shows and special projects like Shifty Sailors
- Shall be assigned a Star Studio key as needed
6. Production Resources Chair—Chair of the Production Resources Committee. May also chair one or more of the included committees. Shall be assigned an Annex key.
Supervises Volunteers at Annex Cleanup Workdays
Supervises Annex staff activity at the annex
Supervises the Annex Rental Manager:
Annex Rental Manager (volunteer position)
Rentals of costumes and props
- Attends spring directors meeting to coordinate resource usage for shows and all resource issues overlapping between shows
- Facilitates and supervises show staff tours of Annex collections with checklist
- Oversight of Annex inventory control and electronic inventory of
all Annex contents and available pieces off-site
Annex Resource Inventory Specialist (volunteer position)
Works with Costume, Prop, and Set-Building Chairs to
photograph and record Annex contents on computer
- Oversight of the production resources of the playhouse:
Costume Chair (volunteer position)
Chairs costuming committee
As needed assistance to Directors with costuming staffing and needs
Costume Design, Acquisition and Construction
Costume Inventory Assistance
Costume Storage and Maintenance
As annex staff, participates in show staff tours of Annex collections
Attends spring Directors meeting
Shall be assigned an annex key as directed by Production Resources Chair
Prop Chair (volunteer position)
Chairs prop committee
As needed assistance to Directors with prop staffing and needs
Prop Design, Acquisition and Construction
Prop Inventory Assistance
Prop Storage and Maintenance
As annex staff, participates in show staff tours of Annex collections
Attends spring Directors meeting
Shall be assigned an annex key as directed by Production Resources Chair
7. Technical Resources Chair—Chair of the Technical Resources Committee. May also be chair of one or more of the included committees. Shall be assigned a Theatre building key.
- Oversight of all issues having to do with the physical Stage and Auditorium
Thrust set-up and take-down
Strike nights
- Lights and Sound Chair (volunteer position)
Chairs lights and sound committee
As needed assistance to Directors with light/sound needs and staffing needs
Technical show equipment inventory, storage, installation and maintenance
Light equipment inventory, storage, installation and maintenance
- Set Building Chair (volunteer position)
Chairs set building committee
Flat building
Flat and scenery inventory assistance
Flat and scenery storage and maintenance
Tool storage and maintenance
Set Building Design and Construction
Attends spring Directors meeting as requested
Shall be assigned an annex key as directed by the Technical Resources Chair
- Set Decoration Resources Chair (volunteer position)
Chairs set decoration committee
Assists show directors with set decoration staffing and needs
Set Artistic Design, set painting
Acquisition of paint and painting supplies for set decorating
Attends spring Directors meeting as requested
Shall be assigned an annex key as directed by Technical Resources Chair
Supervises Paint Shed Manager (Volunteer position)
Keep paint shed neat and clean
Proper disposal of old paint materials
- Electronic piano maintenance in cooperation with Music Resources Chair
8. Performance Resources Chair—Oversight of the following areas:
- Chair of the Members Play Reading Committee reporting to the Board:
Reading of plays for selection of season shows
Script ordering and Perusal oversight
Play Day Program, if held
Script Librarian (volunteer position)
Stamping and indexing of new scripts and books
Keeping scripts organized, alphabetized, and sorted
Removing discarded scripts as instructed by the Chair
Explore establishing electronic inventory of library
Play Readings for Fun Chair (volunteer position coordinating with Social Activities)
- Board liaison responsible for all Regular Season Productions
- Organizing and coordinating spring Directors Meeting serving at the pleasure of the President
Distribution of Directors Handbook
- Supervises usage issues concerning the Star Studio rehearsal annex and Stage
- Musical Resources Chair (volunteer position)
Assists Directors as needed with Finding Accompanists, Musicians and Choreographers
Facilitates Tuning of Acoustic Pianos
Electronic piano maintenance in cooperation with Technical Chair
Misc. Instrumental needs
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