BOARD OF TRUSTEES JOB DESCRIPTIONS – VACANCIES FOR JANUARY 2024 ELECTION
I. PPP PRESIDENT
A. Shall, when present, chair the meetings of the Board of Trustees or Membership and, by serving as its Chair, the Executive Committee
B. Shall have power to call special meetings of the Executive Committee, Board of Trustees or
C. Shall make and sign contracts and agreements in the name of and on behalf of the corporation or authorize a designee to do so on a case-by-case basis.
D. Shall have general management and control of the business and affairs of the corporation.
E. Shall generally do and perform all acts incident to the office of President, which are authorized or required by law.
F. Shall act for the Trustees on matters brought to his/her attention by the Director Liaison and Selection Chair of each Possum Point Players production using his/her discretion as to which of these matters should be brought to the Trustee’s attention.
G. Shall act for the Trustees on matters brought to his/her attention by the Possum Point Players Executive Administrator when the matter is not the responsibility of any other Trustee or Possum Point Players official. The President uses his/her discretion as to which of these matters should be brought to the attention of the Artistic Committee Chair, Executive Committee, or the Board of Trustees.
II. PPP VICE PRESIDENT
A. Shall, in the absence or incapacity of the President, preside over the meetings of the Trustees, Membership or Executive Committee.
B. If the President is unable or unwilling to remain in office, the Vice President shall succeed to the Presidency, and a new Vice President shall be chosen according to By-Laws, section 4.06 VACANCIES.
C. Shall be responsible organizing and maintaining the library.
D. Shall work with the Chair of the Reading Committee regarding committee needs and borrowing materials.
E. Shall assist the Executive Administrator in developing and maintaining membership.
F. Shall perform such other duties as may be authorized from time to time by the Board of Trustees, President, Membership or Executive Committee.
III. EXECUTIVE COMMITTEE FUNDRAISING CHAIR
A. Shall coordinate all fund-raising efforts of PPP, including sponsorship opportunities and other fund-raising events.
B. Shall Develop and implement specific annual fund-raising projects for PPP.
C. Shall manage the PPP Community Fundraising Team, including management of any team subcommittees and volunteers.
IV. EXECUTIVE COMMITTEE BUILDINGS AND GROUNDS CHAIR
A. Shall be responsible for the security, maintenance and upgrading of PPP buildings and grounds. This responsibility (subject to spending limits) includes such items as:
1. Arranging for outside grass and grounds maintenance.
2. Securing and monitoring contracts for HVAC and any other building maintenance services.
3. Repair and replacement to buildings and grounds to at least ensure safety and security of patrons and participants.
4. Upgrades to buildings that are necessary for either safety, security or cost savings.
5. Developing, and keeping up to date, a list of routine repair, upgrade, and maintenance needs for prioritizing projects.
6. Other duties assigned by the Trustees or the Executive Committee and transmitted through the President.
B. These responsibilities do not include items under the control of Artistic Committee members - i.e., Makeup, Props, Set Construction, Lights, Sound/EFX and Costumes.
C. Spending limits for Buildings and Grounds projects should be set by the Executive Committee after conferral with the B & G chair. They should be set for both individual projects as well as an annual limit. Any spending beyond limits needs prior approval of the Executive Committee.
V. EXECUTIVE COMMITTEE MEMBER-AT-LARGE (No. 1)
Responsible for attending meetings of the Executive Committee to represent a broad community perspective.
VI. ARTISTIC COMMITTEE PUBLICITY COMMITTEE CHAIR
A. Shall seek to gain awareness and positive image for the Possum Point Players and all that Possums offers to Sussex County and surrounding counties in Delaware and Maryland;
B. Shall coordinate the creation of logo and production artwork, as needed to promote the image, services, events and productions of PPP.
C. Shall promote, through the most appropriate means, the events of all current and future sub- groups of PPP.
D. Shall coordinate all publication and marketing to ensure consistency and accuracy for theproduction and the overall image of the PPP to board members, general members, patrons, advertisers, media contacts, and the larger community served by PPP
E. Shall coordinate
1. the writing, editing, production, and distribution of newsletters, annual season membership and other brochures in conjunction with the Executive Administrator;
2. direct marketing pieces;
3. news releases;
4. calendar listings;
5. public service announcements (PSA's) in coordination with Executive Administrator;
6. photo opportunities;
7. Audience surveys in consultation with the Executive Administrator.
F. Shall Cultivate and maintain print and non-print media contacts in order to generate relevant stories, interviews and other media coverage for PPP events. Solicits, arranges, and organizes print and non-print media interviews for PPP in general and for specific productions and events. Coordinates the handling of reviewers, including contacting them, securing comp tickets, and compiling press packets, when appropriate;
G. Shall explore the possibility of paid advertising in all print and non-print media, as funds and situations dictate, with approval from the Executive Committee.
H. Shall work with Possum Juniors to provide support and guidance for publicity. Will work with PJ Director/Publicity Head for summer production. Shall attend initial production meeting for PJ summer production.
VII. ARTISTIC COMMITTEE READING COMMITTEE CHAIR
A. Shall facilitate the selection process of a slate of main stage shows for a season two years hence (e.g., the committee working in 2019 will be responsible for the 2021 season).
B. Shall send out a notice to committee members from the previous season asking if they would like to serve again. Shall also send out notice to the PPP membership asking if anyone would like to join for the current year (*note: there is no restriction as to number of members, but 10-12 seems to work best). In this notice, include the information that committee members are volunteers and that this is a one-season commitment (which can be renewed). Include requirements for RC membership: 1) will be reading 15-20 plays in a 2-3-month period of time; 2) should have some theater background as far as being able to read and understand what it takes to mount the play; 3) should have some PPP background (or community theater) so there is an understanding of issues around budget, audience, and other logistics.
C. Shall schedule a minimum of 2 meetings (as designated in the Play Selection Process shown in the Policies and Procedures Manual) to discuss and choose plays. A third “meet and greet” meeting is optional, which can be held prior to the selection process.
D. Shall seek guidance from the Artistic Committee and Executive Committee regarding any reading priorities (e.g., there might be a situation where finances are critical).
E. Shall, if possible, checks with other local theater groups to see if they have already chosen a season of plays for that same year.
F. Shall ensure that the RC has a clear understanding of what is expected from this committee (i.e., reading with specific PPP needs in mind, reading certain types of plays/musicals because of Exec or Artistic Committee requests/mandates, choosing a well-rounded season, etc.) Also ensures that reading committee members have a copy of the Timeline (Which is in the POLICIES AND
VIII. ARTISTIC COMMITTEE DIRECTOR LIAISON AND SELECTION CHAIR
A. Shall coordinate PPP’s efforts to secure directors for all Main Stage shows via the Director Selection Process outlined in the Policies and Procedures Manual.
B. Shall collect and maintain letters of interest from, and directorial histories of, prospective directors.
C. Shall coordinate communication with prospective directors prior to and after finalizing upcoming seasons. This includes but is not limited to creating or assisting the Publicity Chair or his/her designee with press releases, information on the PPP website, mailings to interested directors, and direct phone calls.
D. Shall, meet with all directors of PPP sponsored shows in Possum Hall. This includes Main Stage and Affiliates.
1. For a first-time director at Possum Hall, the Director Liaison and Selection Chair shall meet with each director as soon as feasible after director’s appointment, to offer and discuss welcome packet to include advice, counsel and suggestions on Possum Point Players requirements, operating procedures, and delegation of responsibility.
2. For directors who have directed at Possum Hall previously, an E-mail or letter may substitute for the meeting.
E. The Director Liaison and Selection Chair will serve each director as a first point of contact for questions and concerns about procedures, practices and policies concerning the director’s responsibilities.
F. Will meet with PJ Director and PJ Advisor as soon as possible after Director approved and shall review Director’s Welcome Packet. Shall follow directions as per 4a in Job Descriptions and the Policy on Relationship between The Possum Juniors (PJS) and Artistic Committee (AC) Chairs for the PJS Summer Show.
IX. ARTISTIC COMMITTEE SET CONSTRUCTION CHAIR
A. Shall Act as set construction head or assist show Director to secure one for each Main Stage show. If not acting in that capacity, shall meet with the show’s set construction head to make that person aware of tips, techniques, shortcuts, limitations, and Possum Point Players materials available for set construction.
B. Shall ensure that all set materials are returned to their original location unless needed for the next production.
C. Shall work with Possum Juniors to provide support and guidance on their productions as per Policy on Relationship Between Artistic and Possum Juniors Summer Show. Shall attend initial production meeting and be present at set strike.
X. ARTISTIC COMMITTEE PROPS CHAIR
A. Shall Act as props head for each Main Stage show or assist Director to secure one for each Main Stage show. If not acting in that capacity, shall meet with the show’s props head to make that person aware of tips, techniques, shortcuts, limitations, and Possum Point Players materials available for set construction.
B. Shall ensure that all props are returned to prop storage or lender.
C. Shall maintain props storage areas and provide appropriate access to those areas.
D. Shall work with Possum Juniors to provide support and guidance on their productions as per Policy on Relationship Between Artistic and Possum Juniors Summer Show. Shall attend initial production meeting and be present at set strike. May provide designee for set strike.