SUMMER SAVOYARDS, INC.

POLICY AND PRODUCTION MANUAL

POLICIES

1. No Board meetings at parties, no parties at Board Meetings.
2. The Board of Director meetings should be held on the third Sunday of the month but may be changed as necessary with approval by the Board Chair. Locations may vary, and information about the meeting may be obtained from Board members.
3. A general meeting shall be held during the Christmas-New Year season and prior to the first rehearsal of any production. Additional General Meetings may be called by the Board of Directors at any time.
4. The Executive Board shall, during the course of the summer show, inform the General Membership, either in writing, by committee, or by announcements, what the duties of the Board of Directors entails: the positions of the Board of Directors, and an approximation of time involved, and they shall also inform the General Membership of the duties and positions of the Advisory Board.
5. The Executive Board is encouraged to consider non-returning or former Board members for appointment to the Advisory Board, even if only for specified, limited terms, for the purposes of training successors.
6. All participants in a Summer Savoyards production are encouraged to attend any and all social functions.
7. The Summer Savoyards recognizes that all members are not equally talented, but the organization shall endeavor to bring out the best in all our members.
8. Performers in costume shall not leave the designated rehearsal/performance areas without the permission of the Stage Manager. For further details, refer to the Attendance and Rehearsal Policies outlined later in this document.
   
9. Any renting of equipment or materials must be approved by the Board of Directors, preference being given to Summer Savoyards members.
10. Attendance policies shall be established and enforced by the Directors, and/or the Rehearsal and Stage Managers.
11. Differences of opinion, particularly those between persons in authority should be settled in private, not in front of the general assembly.
12. Alcohol:
• No Summer Savoyards money may go to the purchase of alcoholic beverages, and no alcoholic beverages may be purchased under the auspices of the Summer Savoyards.
• Any persons partaking of alcohol or drugs during a rehearsal or performance, or showing any signs of being under the influence shall be dismissed from the production. This decision shall be made by the Producer and Directors, and supported by the Board of Directors.
13. All company members are strongly encouraged to help in the construction, painting, and loading in of the set.
14. All company members are required to lend their help to the tear down and load-out of the set.
15. All company members are urged to participate in at least one of the the production committees or crews.
16. All cast and crew members are required to sell at least one ad.
17. Parliamentary Procedure:
    The Summer Savoyards Board of Directors has decided to adopt stricter Parliamentary Procedure, including the following: The Chair has control of the floor, and the debate. The speaker may speak only twice on the same issue, and is limited to three (3) minutes for each speech. The speaker shall yield the floor to another person when done, and the Chair shall give the floor to whomever hasn't spoken, and especially to a person with the opposite point of view. These rules apply to all issues unless the Chair waves the rules and throws the floor open to general discussion.
18. Scheduling of Events: All scheduled events must have the knowledge and the permission of the Board of Directors. Committee chairs are empowered by the Board of Directors to set up dates for Savoyards events, however, tentative and alternate dates should be approved by the Board of Directors. The Board of Directors should be notified before a final commitment is made; if a decision is needed quickly, the Chair must be contacted. It is the responsibility of every member of the Summer Savoyards to keep the welfare of the organization in mind, including the presenting of opportunities of promotions to the Board of Directors.
19. Debriefings:
• The Producer, the Musical, Stage and Technical Directors, and the Costume and Set Designers shall be "debriefed'' by the Executive Board after the final performance of the production. Other positions may be debriefed as deemed necessary by the Board of Directors on a "production-by-production" basis.
  
• The purpose of said "debriefings" is for the Executive Board to obtain information from the designated production staff regarding the production. This information, given by those directly involved with essential elements of the production, shall enable the Board of Directors to properly plan for future productions.
• Debriefings shall be scheduled within 2 weeks of the close of a production.
  
• Ordinarily, a party can be debriefed in one sitting, and attendance -by a particular party may not be required on two separate dates. Respective parties shall be notified of scheduled debriefings by a designated member of the Board of Directors at least one week before the date scheduled for said debriefings.
• If the party receiving said notice is unable to attend the debriefing on the date specified in the notice, said partylater than one month after the final performance of must contact a member of the Executive Board at least 48 hours before the scheduled debriefing and arrange to reschedule the debriefing. No debriefing shall be rescheduled on a date a production, (except in the case of emergency.) The Board members contacted shall notify the other Board members of the scheduling problem so that a mutually convenient date may be selected. Parties selecting a date for the rescheduled debriefing shall consider the time limitations set forth above.
• Conduct Policy:
  All members of the Summer Savoyards, Inc. are expected to behave in a suitable manner and treat other people and property with respect. Any behavior that results in the disruption of rehearsals, performances or other aspects of a production is unacceptable. Examples of unacceptable behavior include:
  • Bullying and any uninvited physical handling of others.
  • Verbal or physically threatening behavior is forbidden.
  • Any behavior that compromises the safety or security of other participants, their property or the property of the Summer Savoyards will not be tolerated.
  Members of the Board of Directors and/or its designee have the responsibility and the authority to either suspend or cancel any function at which conduct policy is broken. The Board of Directors will then convene for the purpose of reviewing such an event. This review is likely to result in the violator being removed from membership.

Rehearsal Rules

1. Please be on time. Rehearsals are scheduled by the Rehearsal Manager in consultation with the Musical and Stage Directors.
   
2. Notify in writing, either the the Rehearsal Manager or the Directors if you are not going to be at rehearsal. Scheduled absences and pre-determined conflicts shall be taken into account in all casting decisions. Any additional conflicts shall be turned in to the Rehearsal Manager at the Pre-Production General Meeting/Read-Through.
   
3. Participants are allowed a maximum of three (3) unexcused absences during the course of a production. Additional absences shall result in the removal of the offending participant from the production pending the decision of the Producer and the Directors. Decisions are final.
   
4. Always bring your music and pencil.
5. It is your responsibility to learn your own dialogue, music, and blocking by the dates set by the Directors. If you need help, please ask and some will be provided.
6. Please be quiet in the rehearsal hall when you are not on the stage. Cell phones and pagers should be turned off or set to vibrate during rehearsals. Usage of said items is strictly limited to break times and such conversations should be held outside the designated rehearsal space.
   
7. When you are not on stage, you will have an opportunity to practice your music, lines, or blocking in another area of the rehearsal building. Please make good use of your time. If you remain in the designated rehearsal space, then you are to remain silent, so as not to impede the work going on with the rest of the cast.
   
8. After rehearsal, please return the rehearsal hall to it's original condition.
9. If at all possible, make every effort to notify the Rehearsal Manager of any absences by 3:00 pm if you are called for rehearsal.
10. No conflicts during Production Week unless owing to extreme circumstances and with the Producer's approval.
11. The Producer and the Directors have the final decision regarding the performance order of double-cast roles.

JOB DESCRIPTIONS

Producer

Musical Director

1. Scheduling auditions with the Producer and Stage Director;
2. Auditioning and selection of leads and chorus, in consultation with the Producer and Stage Director;
3. Auditioning, selecting, and notifying orchestra members;
4. Selecting a concert master;
5. Selecting an orchestra manager;
6. Selecting an Assistant Musical Director, if desired;
7. Selecting and hiring a rehearsal accompanist

Stage Director

1. Scheduling auditions with the Producer and Musical Director;
2. Auditioning and selecting leads and chorus, with the Producer and Musical Director;
3. With the Technical Director approving modifications of the set design;
4. Selecting a Properties Master with the Producer, and preparing a list with all specifications of all properties to be procured;
5. Reviewing the designs for costumes, make-up, and lights,in conjunction with the respective designers;
6. Selecting a Lighting Designer in conjunction with the Technical Director.
   
7. Selecting an Assistant Stage Director if desired;
8. Selecting a choreographer, if desired.

Technical Director

Set Designer

Costume Designer

1. Designing the costumes;
2. Working with the Producer to obtain a costume crew and a makeup crew;
3. Constructing and/or procuring all costumes;
4. Teaching case usage of the costumes;
5. Attending dress rehearsals and shows, and making last minute repairs and adjustments;
6. Co-ordinating with make-up personnel;
7. Gathering and preparing the costumes for storage after the show.

Lighting Designer

Choreographer

Make Up Designer

1. Checking existing make up inventory and updating as required;
2. Purchasing, with Summer Savoyards funds, make up supplies that are needed;
3. Instructing cast members in the application of their individual makeup;
4. Selecting assistants to help with application of the make up;
5. Working with, and at the direction of, the Costume Designer in forming a make up design to fulfill the artistic needs of the show;
6. Collecting, inventorying, and packing all make up and supplies for storage at the close of the show.

Assistant Production Staff

Master Carpenter

Electricians

Properties Master

Stage Manager

1. Calling light cues;
2. Scene changes;
3. Scheduling cast calls in the theatre in conjunction with other production staff as required;
4. Procuring, training, and overseeing runners;
5. Making "on stage" calls;
6. Relating the rehearsal order to the cast from the Stage and Musical Directors;
7. Co-ordinating with the House Manager on the opening of the house and the start of show;
8. Responsible for a smooth run of the show;
9. Must attend sufficient rehearsals to be familiar with the staged production before moving into the theatre.

Rehearsal Accompanist

Orchestra Manager

1. Setting up the orchestra during rehearsals and performances;
2. Taking attendance
3. Collecting the orchestral music at the close of the show and preparing it for storage;
4. Contacting the orchestra with any communications from the Musical Director;
5. Fulfilling other-duties as requested by the Musical Director.

Fund Raiser

1. Research and write grant proposals in conjunction with the Treasurer and Business Manager;
2. Develop new corporate and private donors;
3. Create other fund raising projects.

1. Patrons and sponsors brought in by the membership;
2. Program advertisement brought in by the membership;
3. Bake Sales;
4. External and/or incidental shows;
5. Ticket sales;
   
6. Direct mail solicitation implemented by the Board of Directors;
7. Any other programs developed by the membership, including the Board of Directors.

Production Fund Raiser

Publicity Director

1. Electronic Media
2. Print Media
3. Mailings, to the public and members
4. The printing and hanging of posters
5. Brochures and T-Shirts

1. Scheduling public appearances, i.e. July Fest, Roberson Holiday, community parades, Highland Park, and others;
2. Scheduling and co-ordinating publicity stunts, i.e. changing of guards, our own parade, Savoyards week, and others;
3. Scheduling other concerts throughout the year, i.e. caroling at nursing homes;
4. Scheduling should be co-ordinated with the rehearsal schedule.

Program Co-Ordinator

Box Office Manager

1. Checking the tickets to make sure that they match the house;
2. Reserving preferred seating for our patrons, sponsors, and benefactors;
3. Establishing box office procedures;
4. Appointing, training, and scheduling staff;
5. Pulling house seats for House Manager;
6. Maintaining accurate records;
7. Depositing box office receipts, and reporting to the Business Manager and/or Treasurer;
8. Packing up the box office supplies for storage
9. Working with approved alternate ticket outlets.

House Manager

1. Arranging for ushers and ticket takers;
2. Training of all house staff;
3. Making sure all programs are stuffed, if necessary, and distributed properly throughout the theatre;
4. Overseeing all audience traffic before, during, and after the performance;
5. Enforcing the rules of the theatre in regard to smoking, food beverage;
6. Responding properly to disabled persons;
7. Making himself available to handle problems while the audience is being seated;
8. Having house seats available for problems;
9. Supervising the counting of the ticket stubs;
10. The stage Manager shall inform the House Manager when to open the house;
11. The House Manager shall inform the Stage Manager when it is all right to start the show in relation to audience seating;
12. Informing the proper persons of any serious problems;
13. Not allowing cameras, or recording devices in the theatre, or the use of such equipment without the permission of the Producer or Directors.

Auxiliary Production

1. Directors as necessary,
2. A finalized budget, working with the Treasurer and Business Manager,
3. A theatre and rehearsal space,
4. A rehearsal schedule and definite performance dates,
5. The separate name (if any) of the theatre company, and billing order on any printed materials.

ROBERT'S RULES OF ORDER

(as implemented by the Summer Savoyards Inc.)

• Approval of the last meeting's minutes
• Announcements
• Auditions, deaths, births, concerts, etc: anything which does not require action by the Board at this time
• Committee Reports
• Financial statement from the Business Manager or Treasurer
• Other Committees
• Old Business
• Postponed or tabled motions from previous meetings
• Reports returned from committees
• Ongoing projects requiring Board input
• New Business
• New motions
• Possible issues of concern
• Adjournment

• Calling for the "Orders of the Day" - this requests that the agenda be read. It's a polite way to say that the debate has left the main road. "Get on with it!" is Russ' interpretation of this.
• Calling a "Point of Information" - when a gross misstatement of facts has been made by a speaker, or when you have a very important question that MUST be answered immediately. It had better by important. The Chair decides whether or not you speak.

• Make a motion
• Second the motion
• Debate starts
• Amendments?
• Vote
• Table?
• Vote
• Refer to committee?
• Vote
• "Call the Question" - ask for a vote
• Next motion

• Adjourn the meeting
• Adjourn to a future time
• Recess
• Orders of the Day
• Point of Information

PRIVILEGED MOTIONS

(always in order)

Other Motions