PCMS Drama Club
Roles and Responsibilities
Teacher Sponsor: Heather Hammen
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Works with Club officers to develop and approve plans
Liaison to school administration and other departments at PCMS
Completes facilities reservation forms at beginning of year. Checks facilities reservations each semester
for changes, helps negotiate changes.
Monitors club attendance and has final say on student participation or disciplinary actions.
Informs Club of any school policies and procedures, and ensures they are followed
Represents Drama and PTV for 8th grade Disney trip coordination
Time commitment: High
Role 1: Production Producer (Co-President ) –Diane Bowman
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Sets direction of club with Co-President, teacher sponsor and board approval
Maintains Club Calendar for year
Submits show selection with high-level needs for approval
Develops coach/director job requirements, provides recommended candidates to Board
Organizes Field trips, Youth Theatre Festival
Works with Stagecraft committee
Time commitment: High :Attends most weekly club meetings and rehearsals. Communicates on progress,
requests, issues to teacher and board as needed.
Role 2: Club Administration (Co-President ) Susan Hurst
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Club Manager –Business administration
Works with Co-President 1 on goals and plans
Helps to ensure Committee Chairs are filled
Develops and staff fundraising events: Festival/ Dues / working with Board members and committee
chairs
Works with school administration/teacher sponsor / PCMS Foundation
Manages general Club Communications in conjunction with Co-President 1 (emails, website, facebook)
Works with Treasurer to manage income/ expenses
Time Commitment: High: More hours, but flexible. Most work done at home or on weekends. Hosts
quarterly meeting.
Role 3 – Vice President- TBD
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Vice president, if filled, chairs the Fundraising Events and Community Communications, working with Copresidents
If un-filled, duties are split between board members
Time Commitment: High during events, Lite rest of year
Role 4- Secretary UNFILLED
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Takes all Board and Annual meeting minutes
Takes or assigns a volunteer to take attendance records for club members
Maintains Club Roster
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Makes copies of contracts and scripts
Responsible for thank you notes
Works on Registration Committee
If un-filled, duties to be split between Board members.
Time Commitment: Medium
Role 5: Treasurer- Casey Hopkins- UPDATED
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Records all financial activity
Reconciles financial activity with bank statements
Maintain bank account documentation and forms
Creates a budget plan with input from Roles 1 and 2
Submits budget to Board and Club for approval at meetings
Manage budget and actuals
Report on budget and actuals at board meeting and annual meeting
Manages the reimbursement request process
Maintains reimbursement request forms
Set schedule for reimbursements
Write checks for reimbursements and prepayments
Files tax reporting and maintains 501c3 requirements and payments
Works on Registration Committee to collect dues, determine payment plans or scholarships
Time Commitment: Medium to High, heavier at start and end of year. Attends Registration and Club Meetings
at start of program to collect remaining dues and contracts. Does again for Audition phase. Manages cash
boxes for fundraising events. Works on accounting at home, flexible.
Board Members: Review and pick which best suits
Role 6–Board member 1 Lori Turley Caine
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Supports roles 1 and 2 as needed
Leads Community communications and advertising
Build a contact list of area schools, churches and businesses that will advertise
Ensure that we know and support other local schools arts activities, and they know about ours. Work with
local news agencies and free avenues for advertising. Place ads when needed.
Recruit volunteers to help with Drama Club activities.
Time Commitment: Small to Medium: Can be done mostly on flex time and from home. Attends meetings
as needed.
Role 7 –Board member 2 – Karen O’Donald
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Supports officers and club as needed
Oversees box office volunteers, program playbill, t-shirts, DVD and banquet sales, sponsorships
Attends meetings as needed.
Recruit volunteers to help with Drama Club activities.
Time Commitment: High at certain time:Production and Post production, Requires attendance and
involvement around start and in production months.
Role 8 –Board member 3 _ Sallie Dekutowski
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Supports officers as needed
PTV Liaison – gets budget needs at beginning of year, Obtains and shares PTV plan for year to officers,
schedules time for PTV to do stories on Drama, Announcements and other opportunities.
Recruit volunteers to help with Drama Club activities.
Time Commitment: Small to medium Requires some attendance to PTV meetings
Key Committee Chairs and timeframes needed:
1 parent for each grade- year-round
Need In August/Fall program – 15-20 people
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Club Registration Chair: Recruits and informs staff for registration, gets contracts, pictures.
Performance Audition Chair + volunteers: Helps with performance registration for auditions, audition
materials, judges, training, meal
Sponsorship Chair – Seeks sponsors (cash and materials), grant opportunities, spirit night etc.
Festival Lead Chair - Manages other sub Chairs for each area, Reports status to officers.
(Playbook from last year available)
 Set up
 Bake Sale, Book Nook,
 Concessions
 Vendors,
 Stage performances
 Tables Setup,
 Bouncies/Other
 Crafts/Activities?
 Cleanup
 Works with Volunteer management
In Jan/Spring program – 20-25 people
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Rehearsal Support Chair – Set up and cover attendance takers, rehearsal assistants (under direction of
director) choreographers, music, etc. as needed
Food Purveyors: Show week meals, snacks, banquet, cast party.
Stagecraft Chair: -Manages scenery, props, costumes needs, work days. Works with director to get
requirements, schedules design reviews and costume parade and light hangs. Works with club and teacher
sponsor on dates for stage, cherry picker use, etc.
o Costume Chair
o Props Chair
o Scenery Chair
o Lighting and Sound Chair
o Makeup and Hair Chair
o Special Effects (if needed)
Box Office Chair: Setup and Running of online and physical box office
Program PlayBill- Collects information, provides proof, works with vendor
Cast Party Chair
Opening Night Chair
Display Case Volunteer
Photographer
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DVD
T-Shirts
Banquet Chair