POLICY MANUAL (revised 9 November 13)
Introduction
The Policies in this Manual were initially drafted by a Policy Committee in 2011-13, based on
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a) |
Expansion of provisions in the Society’s Registered Constitution and Bylaws |
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b) |
Prior Board resolutions from 1997-2012 |
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c) |
Remembered traditions, practices and procedures. |
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d) |
Personal views and suggestions of committee Members |
The initial draft was amended as required, and approved by the Board 18 July 2013.
Policies are created and amended by Board resolutions. If any proposed resolution conflicts with an establish policy, it is the Chair’s duty to call attention to that fact before a vote is taken.
There is no provision for any “executive decision” that conflicts with established policy.
Policies are further amplified by
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a) |
References to government laws & regulations & our Society’s registered Constitution & Bylaws (“Governing References”-left-hand column of policy document) |
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b) |
Procedural documents, such as Board organizational charts and calendars |
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c) |
Committee terms of reference (TORs) & members’ job descriptions (“Subordinate References” – right-hand column of Policy document) |
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d) |
Addenda (which may include any of the above |
Contents
| Section A | Definitions (in addition to those in Board Bylaws) |
| Section B | Membership – Active, Honorary, Life: Theatre BC, OZone, complaints, suggestions |
| Section C | Governance – elections, meetings, appointments, TORs & JDs |
| Section D | Financial control – budgets, bookkeeping, personal expenditures, debit cards, cheques, a/c reviewers, borrowing |
| Section E | Communications – publicity, information to Members |
| Section F | Productions & workshops – planning, implementation, holdovers, supervision, festival entries |
| Section G | Facilities – Development Plan, Powerhouse use, lighting & sound, rentals, lending and borrowing, scene shop |
| Section H | Records and archives – Management, storage, donations |
| Section J | Safety & Security – |
| Addendum 1 | Constitution & Bylaws |
| Addendum 2 | Skeleton Org. Chart |
| Addendum 3 | Outline Board Calendar |
| Addendum 4 | Outline Committee TORs – Artistic, Costume, a/c Reviewers |
| Addendum 5 | Code of Conduct – Harassment Procedures |
| Addendum 6 | List of job descriptions, President, VP-Tech, VP Facilities, Sec., Treas.,
Publicity/Business Director, Directors-at-Large Managers – Rentals, Costume Bank, Safety, Lighting, Sound, Keymaster |
| Addendum 7 | List of job descriptions, Production team – Director; Set, Lighting & Sound Designers, Tech and Admin Producers |
Section A – Definitions (in addition to those found in the Society’s Bylaws)
| Board | The elected Directors of the Society, acting as a group |
| Director | An elected Member of the Board |
| Directors – Elect | Those Directors who have been elected in May, but who do not take office until the AGM in September |
| Executive | An informal and misleading term referring to the Board |
| Facilities | Land, building, equipment & supplies owned by the Society |
| Fiscal Year | 12 months ending 30th June |
| Job Description (JD) | The outline of the delegated authority, tasks, and reporting requirements associated with any Member’s position, as drafted by the incumbent and approved by the Board |
| Maintenance | The schedule inspection, upkeep, repair, replacement & disposal of any Facility, (including the keeping of inventories & records) |
| Member | An Active, Life or Honorary Member of the Society |
| Natural Person | A person that is not a Company or other Institution |
| Production Period | The time when a Powerhouse production has exclusive use of the auditorium, stage, control booth, scene shop, upper dressing room & sound & lighting facilities; and priority access to the green room, club room and foyer |
| Mission Statement | Para 2 of the Society’s Constitution |
| OZone | The Okanagan Zone of Theatre BC |
| Season | Current season – year ending 31st August next
Upcoming season – year beginning 1st September next Following Season – the year following the Upcoming Season (N.B. For greater clarity, a season is described as [e.g.] 2012/13 season) |
| Terms of Reference
(TORs) |
The outline of the delegated authority, tasks, and reporting requirements of a committee appointed by the Board |
Section B – Membership
| Governing References
BL2.1(a)
BL2.2, 2.6
BL2.3
BL2.1(b)
BL9.2
BL2.1(c) |
Policy B1 – Active Membership a) Applications. May be submitted at any time to the Membership Director, on a form approved by the Board that includes Members’ obligations, privacy waivers, previous experience & volunteer preferences. b) Fees. Must accompany the application, at the annual rate ratified at the preceding AGM, pro-rated for the balance of the current season. c) Acceptance. Upon receipt of application the future Member is able to start rehearsing or other volunteer work with the theatre.. The membership application is subject to acceptance by the Board. d) Privileges. Participation in Society activities & attendance at production previews.
Policy B2 – Honorary Membership Nomination of any natural person may be submitted to the Board in writing, by any Active or Life Member. Must be renewed at each AGM. No voting privileges
Policy B3 – Life Membership Nomination, based on exemplary service to the Society, may be suggested by any Active Member and submitted to the Board. Criteria for Board approval will include the candidate having been an Active Member for at least 25 years.
Policy B4 – Theatre BC/Okanagan Zone Membership Group Membership paid by Society. Individual fees paid by Powerhouse only as needed for participation in a Theatre BC Festival entry.
Policy B5 – Complaints & Suggestions May be made to any Director, who will pass it on to the appropriate Board Member for action, and will ask the Secretary to include the matter in the agenda for the next Board meeting.
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Subordinate
References
Application form
Calendar AGM agenda
Calendar AGM agenda
Calendar JD Admin Prod.
Code of Conduct
Harassment Policy
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Section C – Governance
| Governing References
BL5,6.1, 6.2
BL4.2, 7.1, 7.2
BL 8.1
BL9 |
Policy C1 – Election of Directors Nominating Committee appointed by Board in March, elections held in May.
Policy C2 – Job Descriptions Reviewed by incumbents in April, changes approved by Board in June.
Policy C3 – Appointments, Calendar, Committee TORs The Board must in June assign duties to all Directors, and appoint members to committees and all supervisory positions for the upcoming season
Policy C4 – Board Meetings Monthly, scheduled in August. Special meetings at call of Pres. In camera sessions for privacy and contractual discussions.
Policy C5 – General Meetings Scheduled in August for September (AGM), November, January, March, May (elections). Special meetings at call of President.
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Subordinate
References
Committee TORs Calendar
JDs, Calendar
JDs, TORs. Calendar
Calendar, President’s JD
Calendar, President’s JD |
Section D – Financial Control
| Governing References
BL3.6.5
BL3.6.5
BL7.2.3
BL3.3
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Policy D1 – Budgets a) Annual budget – prepared by Treasurer, in consultation with individual Directors and appointees. Approved by Board prior to AGM, and by Members at AGM. b) Production budgets – prepared by Treasurer in consultation with VP Productions c) Festival budgets – prepared by Treasurer in consultation with show producers.
Policy D2 – Bookkeeping By contract, supervised by Treasurer
Policy D3 – Personal Expenditures (for Powerhouse) Refunds authorized by Treasurer.
Policy D5 – Advances & Debit Cards Cash advances and debit card withdrawals are permitted for production expenses only.
Policy D6 – Cheques Signed by 2 of 3 Directors appointed by Board. No pre-signed cheques.
Policy D7 – Account Reviewers Appointed by Board, report to Board by August, and to Members at AGM
Policy D8 – Borrowing (see Bylaw) |
Subordinate
References
JDs Treasurer, VP Prod
JD Treasurer Contract terms
JD Treasurer
Reviewers’ TORs Calendar
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Section E – Communications
| Governing References
BL4.1
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Policy E1 – Publicity All communications to public responsibility of Publicity Director.
Policy E2 – Information to Members re Powerhouse activities To be routed through Membership Director to Spotlight Editor. Supplemented by email & Members Only section of website (to include calendar, organization chart & links to Job Descriptions and Policy Manual.
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Subordinate
References
JD Publicity Dir.
JDs Membership Director, Spotlight Editor, Website Mgr. |
Section F – Productions & Workshops
| Governing References
BL5, 7.2.1
BL3.6.2
LPEC Safety Standards Act
Prov. Regs. |
Policy F1 – Planning
a) “Upcoming season” – In April, Board to confirm program, including (i) Choice of shows & Directors, based on Artistic Cttee report (ii) Productions dates (iii) Number of performances & times (iv) Appointing Tech and Admin Producers for first show (in consultation with show director) (v) Schedule appointment of Producers for remaining shows at least three months ahead (vi) Preliminary decision about Festival entries
b) “Following season” – In May, Board to decide (i) Length of Production Periods (see Section A – Definitions) (ii) Production dates, based on pre-planning, public holidays and competing events; liaison with Rental Manager re: provisional bookings; provision for possible holdovers and Festival entries
(c) Artistic Committee – appointed in June to plan workshops for “upcoming season” & productions for “following season”. Committee to report to Board monthly, and submit final recommendations in March
Policy F2 – Implementation Responsibility of VP Prod., including support of production teams, & post-mortems a) Holdovers – at discretion of Board, based on recommendation of Marketing & Publicity Director, and in liaison with Rentals Manager and Producer , based on 100% sell-out by opening night. No advance publicity. (b) Stage lighting – lighting manager to be first point of contact for Tech Producer, Lighting Designer & operating crew, (c) Stage sound – Sound Manager the first point of contact for Tech Producer, Sound Designer & operating crew for any issues arising during the production process (d) Hearing Assistance – provided free to audience Members, under control of House Manager/Head Usher (e)Items borrowed for production – Tech Producer responsible for return in good order; any [problems to VP Tech. Thank you notes by Admin Prod. (f) Food & Liquor – provided at Opening night only, before show time (g) Festival entries – Remount subject to confirmed rentals (h) Paid Workshops – Board to approve contracts (4 Mar 13) |
Subordinate References
Calendar
Calendar
Calendar
TORs Artistic Committee Calendar
.
JDs Lighting & Sound Mgrs, Tech Prod., Designers & Crew
JD House Mgr.
JD Tech Prod. & Admin Prod.
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Section G – Facilities
| Governing References
BL3.6.3
LPEC
LPEC
BL7.2.2, 3.6.3
Prov. Regs.
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Policy G1 – Development Plan Board to prepare a 5-year plan, and review annually
Policy G2 – Maintenance Purchases at discretion of VP Facilities (within budget line items) Equipment disposal recommended to Board by VP Facilities
Policy G3 – Stage Lighting Equipment, instruments, cabling & light bars to be the responsibility of the Lighting Mgr.
Policy G4 – Sound Equipment (inc. Hearing Assistance) To be the responsibility of the Sound Manager.
Policy G5 – Loans (a) Of lighting, sound or scene-shop equipment must have the approval of VP Facilities (b) Of costumes or props must have the approval of VP Productions
Policy G6 – Theatre Rentals (a) Contract form approved by Board, signed by Rental Mgr. (c) Excluded facilities – Costume Bank, Props Room & contents, Office, Former Dark Room, Outside store room, Scene Shop equipment & supplies (d) Firm bookings for “Upcoming Season” available in May of current season, deposit non-refundable (e) Provisional bookings available for “Following Season”, subject to priority Powerhouse use (refundable deposit) (f) Supervisory Technicians (Powerhouse Members) approved by Board, paid by tenant; duties to include protecting Powerhouse interests. May use scene shop equipment & supplies. (g) House Manager, approved by Board, paid by tenant, to be present when audience in. To provide hearing assistance equipment in return for deposit (car keys, credit card etc). (h) Service of food and alcohol subject to Provincial regulations (j) Tenants to receive safety briefing (inc. special effects) by hired Supervisory Technician.
Policy G7 – Costume Bank (a) Management – contract position, appointed by Board (b) Donations – acceptance at discretion of Manager. Donors to be advised that retention & disposal is at Powerhouse discretion (c) Disposal – at discretion of Costume Committee
(d) Rental limitations – other non-profit & artistic groups & schools (by appointment). No rentals to general public
Policy G8 – Scene Shop Private use by Members at the discretion of VP Facilities. |
Subordinate
References
Calendar
JD VP Facilities
JD Lighting Mgr.
JD Sound Mgr.
JD VP Facilities
JD VP Prod.
Contract form JDs Rentals Mgr. & VP Facilities
Calendar
JDs Supervisory Techs.
JD House Mgr.
JD Supervisory Tech
Contract form JD Costume Mgr
TORs Costume Committee
JD VP Facilities |
Section H – Records & Archives
| Governing References
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Policy H1 – Management Archives Manager to be appointed by Board
Policy H2 – On-site Storage (a) Archival files & images (b) Current administrative files – in office (c) Minutes of meetings (except in camera minutes) – in office
Policy H3 – Off-site Storage (a) Financial records & digital copy of images ( Candox backup system) (b) In camera minutes – bank safety deposit box
Policy H4 – Museum Donations At discretion of Archives Manager or Costume Bank Manager
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Subordinate
References
JD Archives Mgr
JD Treasurer JD Treasurer JD Club Photog.
JDs Archives & Costume Bank Managers |
Section J – Safety & Security
| Governing References
Fire Regs. City Restrictions
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Policy J1 – Safety Safety Officer appointed by Board; if not a Director, supervision & incident reporting via VP Facilities
Policy J2 – Security (a) Surveillance, internal doors & cupboards, VP Facilities (b) Main entrance – keys & codes by Keymaster (c) Alarm response after hours by contractor
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Subordinate
References
JD Safety Officer, JD VP Facilities
JD VP Facilities JD Keymaster Contract terms |