Management Committee

The information hereafter lays out the general management guidelines for the Glengarriff theatre group. The management structure is comprised of the following roles.

• Chairperson
• Secretary
• Treasurer
• Public Relations Officer
• Management Committee

The theatre group is managed by committee. The management committee is elected by group members each year to set the overall strategy and direction for the group. The committee will make decisions on behalf of the group as they deem appropriate while upholding and maintaining the values of the group. The responsibility of each role is outlined below.

Chairperson

The chairperson is to spearhead all activities of the Theatre committee and to call and preside over all meetings. At all meetings the chairperson has no vote other than a casting vote to be used only to break situations of deadlock. In the event of non-attendance of the chairperson the committee members can nominate a member, to assume the duties of the chair person for the duration of the meeting.

Chairperson Responsibilities

• Ensure the management committee functions correctly, capture input from all committee members, ensure the group is managed effectively
• Set meeting agendas based on group input, lead meetings and follow up on the resulting action items
• Maintain and develop group policies and guidelines and general documentation
• Build rapport with group members and ensure general well being of the group, intervene as appropriate where conflict resolution is deemed necessary 
• Engage in PR activities to represent the theatre group at public events
• Deliver Annual Report at the AGM

Secretary

The secretary is to send and receive all correspondence to and from the Theatre group. The secretary is also to keep a written record, henceforth referred to as minutes, of all meetings of the committee. This record is to be presented at the next appropriate meeting and its accuracy and adoption called for by the chairperson. If adopted, this record is to be endorsed by the chairperson and then becomes the legitimate account of proceedings. The outgoing secretary is to take the Minutes of the A.G.M. The secretary is also responsible for preserving all documentation of the committee and also for their archival value.

Secretary Responsibilities

• General group communication to external parties including acknowledgement of all correspondence, written and electronic and maintenance of these records.
• Internal communication keeping group members informed of group interests  
• Scheduling of committee meetings, capturing minutes, recording of decisions taken, distribution to committee members once endorsed by the chairperson
• Annual event coordination and premises booking
• Securing play rights for annual performances
• Deliver Annual Report at AGM

Treasurer

The Treasurer is to safeguard all monetary assets of the group. An account is to be kept of all income to and expenditure from the group and the treasurer is to ensure that all monies are lodged to the theatre group account at the earliest possible occasion.

Treasurer Responsibilities

• Keep and preserve all financial records and sign cheques for payment from the group account, along with reconciliation of banking transactions
• Receive and collect membership fee from club members
• Payment of group bills externally and internally on planned purchases
• Negotiate rates for reoccurring charges, premises, insurance etc
• Management of tickets, door, reservations and raffle. coordination of  raffle prizes
• Maintain budgetary expense allocations as deemed necessary at committee meetings
• Deliver annual financial report at AGM

Public Relations Officer

The Public Relations Officer is charged with establishing and maintaining all newspaper contacts to aid in promoting group awareness and activities with the general public. The PRO provides material which is used to aid with group advertising and performance reviews. The PRO liaises with external charities selected for funding raising performances.  

PRO Responsibilities
 
• Establish and Maintain all newspaper contacts and publishing timelines
• Promote group performances, general announcements and advertising
• Invite charities for funding and attend group charity presentation events
• Design group posters, tickets, programs and coordinate distribution of posters for performances
• General promotion of performances and coordination of ticket sales

Management Committee

The committee, made up of individual members, must make decisions as a collective group. The committee sets the overall strategy and direction for the group development. Each committee member must clearly understand their duties and responsibilities and be able to commit to

Committee Responsibilities

• Work as a team to set the direction and objectives for the group
• Uphold the values and objectives of the group
• Give adequate time and energy to the duties of group management
• Attend committee meetings and partake in decision making on behalf of the group
• Complete allocated action items in a timely manner