Committee

President
Vice-President
Treasurer
Secretary
General Representative

President

  • Chair meetings of the Committee.
  • Delegate tasks between Committee members depending on office, expertise and availability.
  • Ensure each Committee member fulfils their position description and completes all tasks given to them.
  • Liaise with Viewbank College in regards to theatre booking, use of school grounds and relationships between ARC and the school.
  • Inform applicants for positions with ARC, of their selection or non-selection.
  • Constantly have an understanding of the company’s situation in terms of finance, morale and place in the community and to bring issues to the company’s attention accordingly.
  • Ensure the welfare of all members is looked after at all times and that visitors are made to feel welcome.
  • Ensure the goals of ARC, especially those regarding youth and community involvement, are met to the best of the company’s ability.
  • See also: General Representative

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Vice-President

  • Deputise for the President in their absence and, in the event of absence, for its duration, be awarded all powers and responsibilities conferred on the President by the company’s agreement.
  • Lead the company’s sponsorship and fundraising initiatives.
  • Maintain company’s existing sponsorship partnerships, maintain sponsorship packages, negotiate sponsorship agreements and draw up contracts with secured sponsors.
  • Ensure that all contractual obligations on both sides are fulfilled in regards to sponsorship. Guide the company’s publicity team in conjunction with the company’s Publicist, Graphic Designer and Ticket Secretary.
  • Respond to all info@arc-theatre.com emails promptly and professionally.
  • Constantly have an understanding of the company’s situation in terms of finance, morale and place in the community and bring any issues to the company’s attention accordingly.
  • Ensure the welfare of all members is looked after at all times and that visitors are made to feel welcomed.
  • Ensure the goals of ARC, especially those regarding youth and community involvement, are met to the best of the company’s ability.
  • See also: General Representative

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Treasurer

  • Manage the finances of ARC in all company accounts.
  • Issue payments, along with a second signatory for:
    • Invoices made to Amateur Repertory Company, Inc.
      OR
    • Expenses paid for ARC business, providing that the costs associated have been previously approved by the Treasurer, and that a receipt for the exact cost is provided – which the Treasurer must retain a copy of.
  • Create and oversee the budget for the company during the Committee year in accordance with company budget guidelines.
  • Create invoices for services provided by ARC to external parties.
  • Issue receipts for all payments made to Amateur Repertory Company, Inc., including direct deposit into the ARC bank account.
  • Handle any money given to ARC responsibly and deposit all cash and cheques received within two weeks.
  • Ensure that cash-in-transit does not exceed $3,000.
  • Liaise with the sponsorship team to ensure sufficient funds are raised to cover general company expenses, exclusive of ticket sales for show budget.
  • See also: General Representative

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Secretary

  • Distribute and receive Membership, Emergency Contact and Photo Release forms.
  • Keep the Emergency Contact forms with them at all times at ARC events, in the case of any incidents, or in the case of non-attendance, ensure another Committee member possesses the forms.
  • Keep the membership database up-to-date.
  • Receive notice of a member’s request for a Special General Meeting, and follow the Constitution on the matter of the Annual General Meeting.
  • Keep minutes at each meeting of the Committee.
  • Be the custodian of the common seal of ARC.
  • Keep all documents and forms etc. in their custody. They should be kept with due care for the sensitive nature of some of the information, and with regard to the Privacy Act and the responsibility the Secretary has to the members of ARC to safeguard their personal information.
  • The Secretary is the Public Officer of the association, and must ensure that their details, and the associations, are up to date with Consumer Affairs.
  • As Public Officer, is responsible for the managing the completion of the Annual Statement for the financial year of their service (i.e. the financial year in which they completed the majority of their role).
  • The Secretary is in charge of receiving, distributing and answering correspondence – including the ARC PO box.
  • Should be aware of the content of the Constitution and the Protocols of ARC. The Constitution cannot be changed without a vote by the members of ARC at a Special General meeting or at an Annual General Meeting. The Protocols of ARC are suggestions for each Committee from past Committees and the ARC membership.
  • See also: General Representative

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General Representative

  • Assist with the running of the Company.
  • Attend Committee Meetings and actively partake in discussions and decisions relating to the best interests of ARC.
  • Assist with the running, logistical and organisational aspects of ARC events (including Rehearsal Camp, Recreational Camp, Trivia night, Karaoke night and the Major Production).
  • Take responsibility for smaller miscellaneous tasks, allowing the office bearers to focus solely on their positions.
  • At the office bearers’ request, assist with certain duties that their role may require.
  • Filling in if a Committee member is unable to complete a task or attend a meeting for a certain reason (e.g. If Secretary is away, take minutes).

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