Approved February 11th 2006
- Structure, Purpose and Tasks
- Task Distribution and Management
- Limits of Committee Authority and Burden of Work
- Election Procedures
Structure, Purpose and Tasks
The Nagoya Players will elect an executive committee of equal standing. The terms run for 18 months.
The committee is intended to improve and maintain our administrative organisation and our knowledge/skills base (in particular not “dropping the ball” or “reinventing the wheel” between productions), and help us to expand and improve the overall quality of our activities.
The positions are broadly defined in the following manner:
- President: “the face to the outside world” – representing the group to other groups, sponsors etc.
- Vice-President : production support – helping directors, production mangers etc.
- Secretary: membership, meetings, and documentation
- Treasurer: financial matters
- Publicist: publicity and development
The committee will distribute amongst themselves responsibility for a list of tasks:
- representing the group to the outside world
- internet presence (website, e-mail for enquiries)
- attracting sponsors, subsidies, or donations
- attracting advertising
- promoting participation in the group
- publicity infrastructure (regular contact lists, distribution etc.)
- liaison with show venues, rehearsal space
- liaison with set and lighting companies (Jiyu-butai at present)
- membership management (including membership criteria and fees)
- constitution of group (drawing it up; inc. procedures for meetings and voting)
- determining tax status and legal status of group
- management of general meetings and play-proposal meetings
- charter/mission statement of group
- maintaining and updating NP archives
- organisation of group-owned props and costumes (including lock-up)
- educational outreach (in connection with individual plays, or by theatre workshops)
- skills development (workshops, opportunities for mentoring and apprenticing)
- promotional events (e.g. one-act plays, theatre games)
- maintaining and updating the production manual
- liaison with other artistic groups in the Nagoya area
- liaison with other English language theatre groups in other cities
- task distribution and management
The committee members should share out the task responsibilities amongst themselves according to the broad definitions above and according to each of their own interests, abilities etc.
Each committee member is responsible for assuring their agreed tasks get done, not necessarily doing it themselves. In other words, they should manage and maximise the talents of all our members. The committee is designed to foster greater participation of members. The work of a committee member does not need to be heavy.
It is not expected that every task be done; clearly some are regular (such as publicity, venue liaison, budgeting etc.) and others are according to the skills and motivations of the group as a whole (such as workshops, extra shows etc.) In the latter case the committee member is expected to help by oversight, follow-through and assistance to those wishing to perform these tasks. They are the contact person.
Limits of Committee Authority and Burden of Work
- No one committee member is the head of the committee. For example, the title of “President” is intended for “outside” consumption according to the role’s representative function.
- The executive committee has no power to vote on what have always been considered necessary group decisions. Important decisions about the direction of the group must continue to be made by the group at general meetings.
- The right of the director to manage productions does not change.
- Being a committee member explicitly does not stop the person from taking part in productions in any way whatsoever. In such cases the committee is obliged to redistribute task responsibilities for the duration of the production insofar as is necessary.
- Those unable to become a committee member because they will not be in Nagoya for long enough are strongly encouraged to participate in and organise projects within the group; the committee should support such people.
The committee is elected for 18 months, excepting the first committee, which will be approximately 20 months.
Excepting the first election, the committee will be elected 3 months before they take office. This allows for a handing over period from the previous committee. In effect, the new committee takes office shortly after the end of a production.
Elections will be held alternately in March and September, except the first which will be held on April 1st 2007.
Becoming a candidate
Candidates must declare their intention to stand for a particular post 2 weeks before the elections are held. They should contact the person running the meeting.
- Candidates should send with their declaration a short, one paragraph manifesto.
- No seconding by other members is required to become a candidate.
- At the election there will be a limited opportunity to question candidates.
Voting will be, as with play proposal meetings, by “preferential vote”. That is:
- Voters rank candidates in order of preference.
- They are not obliged to include every candidate, although it is encouraged.
- Those in the first and subsequent counts who have the least votes will have their votes redistributed according to the next most preferred candidate.
- The redistribution continues until one candidate has 50% + 1 of the votes cast.
- Voters may choose “no candidate” as one of their preferences.
- If “no candidate” is the winner, a new election will be held.
At present we have no system for e-voting; this will be up to the discretion of the voting meeting chair until such time as the group approves a system. Unless otherwise stated, voting requires attendance at the meeting.
If a committee member stands down before the end of a term…
- If a committee member steps down more than six months before the end of a term, there shall be an election for that position. The position will be held until the next general set of committee elections.
- If a committee member steps down less than six months before the end of a term, the committee should normally share out that person’s responsibilities. However, the committee may call for an election to replace that person if they feel it is in the best interests of the group.