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General Purposes Committee

The General Purposes Committee has various roles. It appoints the Producer, Musical Director and Choreographer for a given season, chooses the shows that will be produced by the society and controls membership of the society. It meets at least 4 times a year. Members of the committee are elected by the society at the AGM.

Business Manager: Vacant
Administrator: Chris Rees
Treasurer: Sarah Hill
Ticket Secretary: Amanda Hall
Publicity Secretary: Ross Lowe
Social Secretary: Alison Stones
Under-25 rep: Ella Greenwood
General Member: Lucy Bailey
General Member: Helen Tunnicliff
General Member: Sam Hutchinson
General Member: Wenda Palmer

Job Descriptions

These outline the duties that the committee members with specific responsibilities are expected to perform.

Business Manager

  1. Must attend and participate in all Exec Board and General Purpose Committee Meetings.
  2. Should be familiar with the Constitution, Rules and Standing Orders of the Society.
  3. Shall be responsible for the scheduling and conduct of all meetings in the Society, in line with Standing Orders (Social Committee meeting excepted)
  4. Will at all times act as a spokesperson for the Management Committee, but must not commit the Society to anything that has not been approved by that Committee.
  5. Shall be responsible for the functioning of the organisation by:-
    1. Observing that officials are carrying out the duties approved by the Management Committee
    2. Being sure that any complaints from members are investigated
    3. Agreeing the agenda for each meeting
  6. Bring to the notice of the committee any items of interest in the NODA National and Regional news.
  7. Shall be concerned with the contracts for the Society, and be sure that all persons concerned are duly notified of any contractual arrangements.
  8. With the assistance of the Treasurer estimate the cost of the production, and keep a check on expenditure and investments.
  9. Should check that arrangements are made as soon as possible in regard to the early booking of; permission to perform, the production team (Director, Musical Director, Choreographer, Stage Manager) theatre, scenery, costumes, properties, orchestra, insurance etc
  10. Shall note the workings of the organisation and make recommendations for its improvement.

Administrator

  1. Must attend and participate in all Exec Board and General Purpose Committee Meetings.
  2. Should be familiar with the Constitution, Rules and Standing Orders of the Society.
  3. Shall be familiar with Data Protection Legislation and ensure that the Society complies with all the requirements of it.
  4. Shall be responsible for ensuring that every new member to the society is provided with a new starter information pack.
  5. Should ensure that all GPC, Production and Society Members contact details are kept up to date.
  6. Shall be responsible for arranging meetings as per the Business Manager's agreed schedule and ensure that for all such meetings
    1. An appropriate venue is organised
    2. The Agenda is prepared, agreed by the Business Manager and distributed in good time before each meeting.
    3. Any information required for an item on the agenda is available
    4. All members of the committee are notified of the arrangements
  7. In the event there is no minuting secretary appointed, shall take the minutes of the Management Committee, ensure these are agreed by the committee and distributed with no more than 2 weeks from the date of the meeting to all committee members.
  8. Shall provide any administrative support as is necessary to ensure the smooth running of the society.
  9. To ensure the Society's web-site is regularly updated as necessary with appropriate technical support as required.
  10. Liaise with the production team to book rehearsal venue.
  11. Liaise with licence holders to secure performance rights for the society.
  12. Bank signatory for the society.
  13. Arrangement of the Annual General Meeting and associated documents.
  14. Arrangement with the theatre for any special functions during show week (i.e. opening night function).
  15. Ensure signing in sheet for the theatre is available show week, along with appropriate information for the cast to ensure compliance with the theatres Health & Safety.
  16. When children are taking part in the show ensure that the society complies with requirements of the Local Authority in relation to Child Performance License.

Treasurer

  1. Must attend and participate in all Exec Board and General Purpose Committee Meetings.
  2. Should be familiar with the Constitution, Rules and Standing Orders of the Society.
  3. Shall be responsible for maintaining in good order the finances of the Society, as specified in the Constitution and Rules.
  4. Shall submit regular reports (no less than monthly) in relation to the Society's financial position to the Management Committee.
  5. Shall support the Business Manager in estimating the cost of the production.
  6. Shall bring to the attention of the Committee any concerns in relation to the Society's financial position.
  7. Must prepare financial report in relation to the Society's financial position and present such a report at the annual general meeting.
  8. Must prepare the Statement of Accounts for audit, as soon as possible after the end of the financial year.

Ticket Secretary

  1. Must attend and participate in all General Purpose Committee Meetings.
  2. Shall make proposals to the Committee re the ticket pricing structure for agreement.
  3. When the Management Committee has decided on the presentation, dates and the prices of the tickets, the ticket secretary shall liase with Theatre Box office and agree times and content for the printing of the tickets, and then organise the sale and distribution of same.
  4. Shall also be responsible for the notification of any person interested in organising block bookings for the show.
  5. Be responsible for the distribution of tickets ordered through the society website in a timely manner.
  6. Attend chorus rehearsal for the sale of tickets to the cast.
  7. Shall allocate complimentary and any booked tickets for:
    1. Invited guests of these Society
    2. Patrons
    3. The press
  8. Shall be responsible for the collection of ticket monies.
  9. Shall inform the Management Committee of any persons owing ticket money to the Society, at the meeting before the end of the financial year.
  10. Regularly update the committee and society members in relation to tickets sales.
  11. Must prepare financial report in relation to ticket sales and present such a report at the annual general meeting.

Publicity Secretary

  1. Must attend and participate in all General Purpose Committee Meetings.
  2. Shall make proposals to the Committee in relation to a marketing strategy with costings for agreement.
  3. Shall ensure appropriate adverts are placed in accordance with the strategy agreed by the committee.
  4. Shall whenever possible send out any items of interest to the pres eg commencement of rehearsals, casting, show dates photos etc.
  5. Shall arrange each season for the printing of programmes and photographs, afte the estimates have been approved by the Committee.
  6. Shall adhere to contractual obligations in respect of publicity between the Society and the Theatre.
  7. Regularly update the committee and society members in relation to tickets sales.
  8. Shall be responsible for invitations being sent to the press to attend the opening night of the show.
  9. Shall obtain necessary permissions for any published photographs or prior to submitting any items of interest to the press that concerns an individual.
  10. Shall be fully informed of any other advertising or publicity undertaken by any other member of the society.
  11. Must prepare financial report in relation to ticket sales and present such a report at the annual general meeting.

Social Secretary

  1. Must attend and participate in all General Purpose Committee Meetings.
  2. Will take responsibility for proposing a social agenda for the agreement by the Committee.
  3. Will ensure that wherever possible social activities are income generating for the Society
  4. Will be responsible for organising the end of year ball, and after show party.
  5. Shall ensure that all monies and receipts received for expenditure be provided to the Treasurer with 2 weeks of the activity taking place.
  6. Shall ensure that all society members are kept informed of the social activities open to all of them.
  7. Must prepare social report in relation to the Society's social events and present such a report at the annual general meeting.