I. The Board
A. General Job Description
1. The Board as specified and described in the Bylaws shall manage the operations of the Whidbey Playhouse according to those laws and shall establish additional Policies and Procedures as necessary to govern the Playhouse daily affairs and organization.
2. Board members shall govern specific areas of responsibility which they shall determine, except where limited by the Bylaws, and may amend throughout the term as needed by Board vote.
3. The specific titles and duties of the Board Member Chairs may vary from year to year. The job description section B shall be updated annually prior to the spring elections of officers and board members to reflect any changes.
4. Each Board member shall be responsible for one or more of the following areas of responsibility.
5. Committees, standing or special, should be formed to accomplish the duties, and Chairs should delegate to committees when possible. Board members oversee the committees but do not necessarily chair them. They may however chair or serve on any committee or sub-committee in their or another member’s area of responsibility.
6. Related committees and volunteer positions fall under oversight of the chair of each area of responsibility. Less-related committees or volunteer positions may be moved from one area to another to balance workloads of Board members and may not always fall in the category under which they are here listed.
B. As of July 1, 2009, the Board seats and areas of responsibilities are:
1. Officers—The Executive Committee:
See the Bylaws Article VI for designated duties of Officers of the corporation who make up the Executive Committee of the Board. Officers may also perform any of the following responsibilities as determined by the Board and may serve on committees.
1. The President:
a. Shall be the Chief Executive Officer and Chairman of the Board of the Whidbey Playhouse, shall preside over the Executive Committee meetings, Board meetings and membership meetings,
b. Shall oversee paid personnel
c. Shall preside over final play selection and spring Directors Meetings.
d. Shall represent the Whidbey Playhouse to the community at large.
e. May be an ex-officio member of any committee except the nominating committee.
f. Shall fulfill all other duties as described in the Bylaws.
2. The Vice President:
a. Shall be Chair of the Nominating Committee and facilitate member voting for Bylaw changes as recommended by the Board.
b. Shall obtain candidates for Board of Directors and Conduct elections. Further policies regarding nominating and elections are found in the Bylaws and the Policies and Procedures under nominating and elections.
c. Shall oversee review and maintenance of the Bylaws and Policies and Procedures and assure sound document disaster and recovery practices of Playhouse records and documents.
1.) As directed by the Board, the Vice President shall perform an annual review of these rules and shall see that all changes made to the documents are entered into the Organizational Manual, that members are notified of changes, and that the changes are posted for/ and distributed by email to the members.
2. The Vice President or his/her appointee shall maintain a binder in the Playhouse Office for membership use containing the latest version of the Organizational Manual, which includes the Bylaws, Policies and Procedures, Board Job Descriptions, Production Manual and other information helpful to Production and Operations staffs and to volunteers.
3. The Vice President or his/her appointee shall maintain master files of the updated documents in the Playhouse computer.
d. Shall assume the duties of the president under circumstances described in the Bylaws.
3. The Secretary:
a. Shall keep the minutes of the membership meetings and Board meetings, shall post the minutes in the theatre lobby and in the notebook in the office provided for that purpose.
b. Shall respond to correspondence received by the Board, generate correspondence as required, and perform duties as needed in assistance to the President and the Board and other duties as specified in the Bylaws.
c. Shall oversee the *Historian (volunteer position), providing assistance as needed and reporting to the Board on the Historian’s behalf.
1.) The Historian shall be responsible for maintaining historical records of WPH and assisting in Show Board preparation:
o Collect news articles and photographs of historical significance.
o Preserve items of historical significance in scrapbooks, on photo discs and electronically.
o Insure that a supply of show board materials is available for each show.
o Preserve the collection of Show Boards from each production.
o Display the most recent Show Boards in the lobby.
d. Shall oversee the *Newsletter Chair (volunteer position)
o Writes bi-monthly newsletter and prepares for website posting and printing.
o Note: Marketing Chair oversees Newsletter publicity content. Secretary oversees editing and printing.
4. The Treasurer:
a. Shall be the Chair of the Finance Committee and oversee the financial management of the Playhouse, shall oversee preparation of annual budgets and make financial reports to the Board and to the membership.
b. Shall be an adjunct to the Fundraising Committee, and shall perform other duties as specified in the Bylaws and assigned by the President and by the Board.
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) Oversees content for marketing purposes.
Newsletter over-all responsibility is under the Secretary.
- *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 under management of the treasurer
- 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. (While this job appears to be monumental, it is really a coordinating job with active committee support to cover each area. Chair may delegate as needed to committee members.)
Oversees Annex Cleanup Workdays
Oversees Annex staff activity at the annex
Supervises the Annex Rental Manager (Could delegate this to Costume Chair):
*Annex Rental Manager (volunteer position)
Rentals of costumes and props
Supervises Annex inventory control and electronic inventory of 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
- Attends spring directors meeting to coordinate resource usage for shows and all annex resource issues overlapping between shows
- Facilitates Prod. Res. Com. Conducted show-staff tours of Annex collections with checklist.
- Oversight of the production resources of the playhouse:
1. *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 as directed by Prod. Res. Chair
Assigned an annex key as directed by Prod. Res. Chair
2. *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 as directed by Prod. Res. Chair
Assigned an annex key as directed by Prod. Res. Chair
3. *Set Building Chair (volunteer position) Chairs set building committee:
Flat building
Flat and scenery inventory assistance, storage and maintenance
Tool storage and maintenance and tool use training
Set Building Design and Construction
Strike nights
Attends spring Directors meeting as directed by Prod. Res. Chair
Assigned annex & theatre keys as directed by Prod. Res. Chair
4. *Set Decoration Resources Chair (volunteer position) Chairs set decoration committee:
Set Artistic Design, set painting and set dressing
As annex staff, participates in show staff tours of Annex collections
Assists show directors with set decoration staffing and needs
Attends spring Directors meeting as directed by Prod. Res. Chair
Assigned an annex key as directed by Prod. Res. Chair
In charge of Paint Shed Manager (Volunteer position)
Keep paint shed neat and clean
Proper disposal of old paint materials
Acquisition of paint and painting supplies for set decorating
7. Technical Resources Chair—Chair of the Technical Resources Committee.
- Shall be assigned a Theatre building key.
- Oversees all issues concerning the Auditorium, Balcony, and Tower area.
Thrust set-up and take-down
Security, organization and maintenance of storage areas
Electrical cord and equipment safety on stage and in all other auditorium areas
As needed assistance to Directors with light/sound needs and staffing needs
Technical show equipment inventory, storage, installation and maintenance
Supervises all theatre area ceiling mounted light setting, mirror ball hanging or any other ceiling access activity where tech equipment is accessible
Light and sound equipment inventory and storage, installation and maintenance
Prepares and updates a sound effects library for show use
- Electronic piano maintenance in cooperation with Music Resources Chair
- Acts as an adjunct to the Production Resources Committee when called upon to coordinate interrelated show production areas.
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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