Scarborough Players Annual General Meeting

Published On: July 16th, 2023

Category: Uncategorised

Invitation to the Annual General Meeting for the 2022-2023 Season

Wednesday, August 23, 2023 at 7:30 p.m.

By ZOOM

Hello Members of Scarborough Players,

Invitation to your AGM

Mark Your Calendars – Wednesday, August 23 at 7:30 p.m. on ZOOM

We are looking forward to our AGM to celebrate the work accomplished in our 2022-2023 Season. Once again, we will be hosting this AGM on ZOOM to ensure that all our members will feel safe to gather.

This is the Registration Link to register.

https://us06web.zoom.us/meeting/register/tZAuduCoqjgiHNHxuwEC_LERUxjizYcrlWlu

Note: After registering, you will receive a confirmation email containing the actual ZOOM link to join the meeting. Please pin or save to easily find on August 23^rd.

The AGM is your opportunity to engage in the work of this past year and be a part of moving forward. Our AGM also provides opportunities to meet and see friends and colleagues again and to renew acquaintances. There will be an overview of the past season and a view to the next season. Your participation matters!

Due to the impact of the pandemic and the difficulty in gathering or in participating in a production, renewing membership has been difficult. The current membership fee this year is $20 for individuals and $30 for family. There will be a vote on fees as part of the AGM. Since we are returning as much to normal as possible this upcoming season, your membership fee will once again include free access to any Players’ show, depending on availability of seats, and 50% off for up to 4 tickets to the opening night of any Scarborough Players, Scarborough Theatre Guild or Scarborough Music Theatre show.

For these benefits and others, renewing membership for 2023-2024 will be required. Remember, if you have been a member for 12 years, you become a Life Member. Also, if you serve on the Board, membership is given.

Not only does the AGM provide an opportunity to review the work of your Board of Directors but provides you an opportunity to step forward to serve on your Board for the 2023-2024 Season.

There will be an election of our Board of Directors. If you are interested in serving on the Board please send a note to Ciara Crozier at ciara.crozier@gmail.com indicating your interest and the Board position of interest to you.

New members bring new ideas and are most welcomed. Information about your role as a member and the various Board positions are listed below. For your consideration –

Membership and Board Responsibilities according to our current Constitution

Note: Though our current Constitution- bylaws are under review, this AGM will as of this date, operate under the current bylaws.

1. MEMBERS of the board

The Board shall consist of: President, Vice-President, Treasurer, Secretary, Publicity & Marketing Coordinator, Membership Coordinator, Front of House Coordinator, and up to five Members At Large
The Board may also include the Past President. This position is available, if so desired by the individual, to the immediate Past President in relation to the newly elected President.
All Board members shall be entitled to vote at all Board Meetings.
There shall be two signing officers: President and Treasurer.

2. TERMS OF OFFICE

Members of the Board shall be elected for a term of one year.
No member of the Board shall hold the same position on the Board for more than three consecutive years unless the membership agrees to waive this stipulation due to special circumstances.
The Past President position is served for one year in succession of his/her term regardless of the duration of the term or terms of the newly elected President.

3. PRESIDENT

Shall call all Board Meetings and act as Chair.
Shall ensure that all provisions in this constitution are implemented.
Shall ensure that all Board members perform their particular duties.
Shall represent the Players at Playhouse 66/Theatre Scarborough meetings when available.
Shall be a signing officer.
Shall be an ex-officio member of all committees.
Shall perform such other duties as the Board may direct.

4. VICE-PRESIDENT

Shall assume the duties of the President when the President is unavailable.
Shall perform such other duties as the Board may direct.

5. TREASURER

Shall receive and pay out all monies of the Players and shall record all such transactions in books provided by the Players.
Shall be responsible for accounts payable i.e. rent, insurance, utilities, telephone, etc.
Shall deposit all funds on hand in the bank account of the Players.
Shall be a signing officer.
Shall prepare a financial statement for each Board meeting.
Shall issue a balanced statement of receipts and disbursements for the fiscal year end at the Annual General Meeting.
Shall promptly deliver to a successor all records and monies.
Shall be available for the yearly audit, to provide information and present the books to the auditors.
Shall perform such other duties as the Board may direct.

6. SECRETARY

Shall record the minutes of all meetings.
Shall provide the Board with minutes of the previous meeting.
Shall notify the Board and the membership of all meetings (this may be done through the Monthly Newsletter).
Shall notify members of their appointment to committees.
Shall keep lists of all members, committee Chairs and committee members.
Shall keep and turn over to a successor all books, papers and other properties pertaining to this office.
Shall undertake the correspondence of the Players and file copies of all such correspondence, e.g. Act-Co, etc.
Shall perform such other duties as the Board may direct.

7. PUBLICITY & MARKETING COORDINATOR

Shall approach all media for external advertising and promotional purposes.
Shall ensure that all promotional materials are accurate, appropriate and prepared for issuing deadlines and that costs of same are approved by the Board.
Shall send out reminders to media, organize promotional meetings and ensure a representative from the Players is available for greeting purposes.
Shall arrange for complimentary tickets to be available for reviewers, special groups, adjudicating committee members, etc.
Shall assist in and be an ex-officio member of the Playhouse 66/Theatre Scarborough Publicity and Marketing Committee, as well as any grants, sponsorships, and fundraiser committees or initiatives.
Shall perform such other duties as the Board may direct.

8. MEMBERSHIP COORDINATOR

Shall meet and provide orientation to all new members.
Shall collect membership dues, issue a membership card and surrender all monies collected to the Treasurer.
Shall prepare and issue a membership list, and keep this list accurate throughout the membership year.
Shall contact members who have not renewed their membership, with reminders to consider renewing membership and the ongoing benefits of being a member
Shall assist the Editor of the Monthly Newsletter by providing a supplementary list of new members after the casting of each new show.
Shall issue a copy of the constitution to all members on an annual basis.
Shall perform such other duties as the Board may direct.

9. FRONT OF HOUSE COORDINATOR

Shall ensure that the minimum of number of members or friends as required by Playhouse 66/Theatre Scarborough Front of House Policy are available each performance night to distribute programs and take tickets, and shall appoint one of these persons House Manager, to carry out the Playhouse Front of House Policies for the Theatre (Appendix C).
Shall perform such other duties as the Board may direct.

10. MEMBER(S) AT LARGE