CTI Policies and Procedures

Adopted June 2015
Revision Dates: April 2015

CITY THEATRE

POLICIES & PROCEDURES MANUAL

City Theatre of Independence (CTI)

Intent: This document is intended to identify the usual and customary manner in which the Company conducts business. The Charter supersedes this document in case of any conflict. Changes and amendments to this document may be proposed and approved during the same Business Meeting.

Applicable to Charter Article II: Membership, Section B: Lifetime

  1. A regular member can earn lifetime status by earning 200 cumulative points (see Membership Committee Chair below for allocation of points)
  2. Accumulated points are retained over successive seasons of continuous membership, with no more than one season’s gap in membership during the accumulation of points.
  3. Lifetime Member pins and cards are awarded at the Season Banquet in July by the Membership Chair or their designee.

 

Applicable to Charter Article III: Organization, Section A: Officers, President

  1. The President is encouraged to solicit agenda items from Board Members for Business meetings. If another Officer is scheduled to preside over any meeting, that Officer is also encouraged to follow this procedure.
  2. When a situation arises which requires a non-financial decision prior to the next business meeting the President may make a decision, after consulting with the relevant Vice President and Committee Chair. This action will be reported at the next business meeting
  3. When a situation arises which requires an immediate expenditure or commitment of $300 or less, the President may authorize that expenditure with the approval of the Treasurer, the relevant Vice President and Committee Chair. This can be done no more than three (3) times in one season. Such expenditure or action will be reported at the next Company meeting.
  4. When a situation arises requiring an immediate expenditure of $100 or less, the President may make that purchase without further approval. This can be done no more than three (3) times in one season. Such expenditure will be reported at the next Company meeting.
  5. The President is expected to:a. Coordinate CTI’s season production schedules with the Sermon Center Supervisor, the Children’s Performing Theatre, and Encore Players.b. Attempt to resolve issues that may arise with Staff and/or other theatre groups on an as needed basis.
  6. The President is entrusted with the keys to the Storage Building and, with approval of the Sermon Center Supervisor, the keys to the Sermon Center.
  7. The President may authorize donations of up to two (2) Season Tickets to any bonafide charitable organization.
  8. Speak, or arrange for another member to speak, about CTI to organizations when requested and at the annual banquet.
  9. The President is an ex officio member of each committee.
  10. The President is encouraged to maintain and update a handbook that outlines the responsibilities and procedures of their position. One copy of this handbook will be retained by the President. A second copy retained at the Storage Building.

 

Applicable to Charter Article III: Organization, Section A: Officers, Secretary

The Secretary is expected to:

  1. Within two weeks after the Transitional Meeting the Secretary will distribute the current season’s Company meeting schedule.
  2. Distribute Company meeting minutes to the Board and membership within two weeks. And to maintain one hard copy of all Company minutes to be filed at the storage building for a permanent record.
  3. Maintain and update all CTI mailing and email addresses in coordination with all relevant users.
  4. Review and revise the CTI directory. It is to be provided in printed form, upon request to members. The Board Liaison may provide information from the directory to non-member directors.
  5. Prepare mailing labels for all mailings at the request of the responsible user.
  6. Maintain a supply of stationery, note cards, envelopes and business cards, preferably obtained at a printing house that advertises with CTI.
  7. Hold signed “Release Agreements” for each person of each production. Barring any legal requirement the “agreements” may be destroyed at the end of three years.
  8. The Secretary is encouraged to maintain and update a handbook that outlines the responsibilities and procedures of the position. One copy of this handbook to be retained by the President. A second copy to be retained at the Storage Building.

 

Applicable to Charter Article III: Organization, Section A: Officers, Treasurer

  1. In the role of maintaining records of revenues and expenses, the Treasurer is expected to keep the Board apprised of any concerns or problems regarding the financial condition of the Company or of a particular production.
  2. In absence of a receipt the Treasurer will reimburse production expenses of under $20 with a handwritten receipt approved by the production’s director.
  3. The Treasurer may approve moving a production expense from one line item to another line item as long it remains within the overall production budget, but may not create a new line item without Company or board approval.
  4. The Treasurer is expected to collect all reimbursable receipts by the end of the final performance and disburse all honoraria.
  5. The Treasurer is expected to order scripts based on the number of cast plus 5 crew positions for each production for the upcoming season.
  6. Furthering the relationship with the Powerhouse Theatre Foundation the Treasurer is expected to:a. Present a request, with documentation, for reimbursable expenditures for consumables not charged to a production.b. Present a check in the amount of 10% of profits from each production.c. Present a check for the agreed upon expenses incurred for the storage building.
  7. The Treasurer is encouraged to maintain and update a handbook that outlines the responsibilities and procedures of their position. One copy of this handbook will be retained by the President. A second copy to be retained at the Storage Building.

 

The Box Office Chair

  1. This committee is responsible to coordinate ticket sales for each production, have appropriate messages recorded on the reservation line in a timely manner, and to take reservations off the reservation line. Procedures for taking reservations are outlined in Box Office Handbook.
  2. The opening Thursday night will be a Buy One Get One (BOGO). Except when we have a producer.
  3. It is recommended that there be two box office staff at the table on performance nights for good customer service and safety.
  4. When soliciting box office staff, the committee members are encouraged to ensure the staff is trained in the reservation systems, the seating, and current ticket prices.
  5. At the conclusion of each production or event, the chair or their designee will complete a data sheet for submission to the Treasurer.
  6. All funds and receipts received from any production, event or activity will be deposited into the CTI bank account.
  7. The Chair or their designee will report on any action, event or activity at the next Company meeting.
  8. The Chair is encouraged to maintain and update a handbook that outlines the responsibilities and procedures of the position. One copy of this handbook will be retained by the Treasurer. A second copy to be retained at the Storage Building.

 

Applicable to Charter Article III: Organization, Section A: Officers, Vice President of Production (VPP)

The Vice President of Production:

  1. Oversees the Season Production Manager (SPM), Board Liaison, and Season Committee Chair.
  2. Is expected to coordinate with the SPM, the Treasurer, and Director of each production to manage the production budget for each show.
  3. Will conduct an exit interview after strike in coordination with the SPM, Board Liaison and Director for evaluation for potential improvements.
  4. Will prepare and update The Director’s Handbook in coordination with the Season Committee.
  5. Will set up a meeting to include, but not limited to the VPP, SPM, Marketing Chair, and all directors for the upcoming season scheduled prior to the first auditions of upcoming season.
  6. Is encouraged to maintain and update a handbook that outlines the responsibilities and procedures of the VPP position, and the Board Liaison. One copy of each handbook will be maintained by the President. A second copy of each handbook will be retained at the Storage Building.

 

The Season Production Manager (SPM) is expected to:

  1. Coordinate production needs with each show’s director in order to avoid duplication of expenses and materials.
  2. Consult with Sermon Center staff as needed.
  3. Participate in the post-production evaluation.
  4. Ensure the qualification of and oversee all technicians.
  5. Supervise each strike.
  6. Establish a written process and be responsible for the loan or rental of Company property.
  7. When an emergency situation arises requiring an immediate expenditure of $100 or less the SPM may make that purchase without approval. Such expenditures are limited to once per production, and must be reported at the next business meeting.
  8. Maintain current inventories:
    1. Conduct an annual inventory of consumables and bring stock up to the appropriate level in a timely, cost-conscious manner.
    2. Inform the Treasurer of expenditures for consumable items.
    3. Oversee storage and security of CTI properties.
  9. Safeguard the combinations to all CTI locks and distribute the combinations to only the appropriate personnel.
  10. Be entrusted with the keys to the Storage Building and, with approval of the Sermon Center Supervisor, the keys to the Sermon Center.
  11. The SPM is encouraged to maintain and update a handbook that outlines the responsibilities and procedures of the position. One copy of this handbook will be to be retained by the VPP. A second copy will be retained at the Storage Building.

The Board Liaison is expected to act as liaison to:

  1. Coordinate with SPM or their designee to see that each production complies with contractual obligations, and CTI and Sermon Center rules.
  2. Be available to production’s director for questions and problem solving.
  3. Work with the Director and/or Assistant Director to ensure all waivers are signed, collected and given to the Secretary or their designee.
  4. Coordinate the production T-Shirt order with the cast and the vendor. Production T-Shirts are an option for any given production, not a requirement. It is recommended that T-Shirts be purchased through one of the CTI advertisers when possible. It is also recommended to take the orders and payment before the order is placed with the vendor.
  5. Offer suggestions to the VPP to update the handbook for this position.

 

Season Committee Chair

  1. Establishes a schedule of meetings and keeps attendance (see Meetings below)
  2. The Chair of this committee should obtain quotes for scripts, postage and royalties for shows being read by the committee. When a particular show is proposed for Company approval, the Chair should ascertain that these quotes are still valid before creating the season production budget.
  3. The Chair solicit director applications, and organize the schedule for the director’s interviews.
  4. The Chair solicits short plays for consideration and selection by an ad hoc committee. Then solicits directors and organizes auditions for the Playwright Festival.
  5. The Chair or their designee will report on any action, event or activity at the next Company meeting.
  6. The Chair is encouraged to maintain and update a handbook that outlines the responsibilities and procedures of their position. One copy of this handbook will be retained by the VPP. A second copy will be retained at the Storage Building.

 

Applicable to Charter Article III: Organization, Section A: Officers, Vice President of Operations (VPO)

  1. The VPO oversees the coordination of activities for the Fundraising, Hospitality, Membership, and Marketing Committees.
  2. The VPO is encouraged to solicit bids, when needed, for single and regularly occurring food events, including, but not limited to dinner theatres and the Season Banquet. Contracts should be granted based on quality as well as price.
  3. The VPO is expected to determine the menu and format for each dinner theatre and to solicit help from sufficient personnel to implement the chosen format. i.e. if the committee determines that a dinner should be a buffet with servers to control portions, the committee will solicit additional help to serve.
  4. The VPO is encouraged to maintain and update a handbook that outlines the responsibilities and procedures of their position. One copy of this handbook will be retained by the President. A second copy will be retained at the Storage Building.

 

Fundraising Committee Chair shall:

  1. Solicit, encourage and develop donations and contributions, to meet CTI purposes, goals and priorities.
  2. Explore partnering relationships and opportunities in the community and present them to the Company for approval.
  3. Coordinate activities for the Playwright Festival.
  4. Pursue grant opportunities.
  5. The Chair is encouraged to maintain and update a handbook that outlines the responsibilities and procedures of the position. One copy of this handbook to be retained by the VPO. A second copy will be retained at the Storage Building.

 

The Hospitality Committee Chair is responsible for the following:

  1. During each performance of any production, it is anticipated that at least one member of this committee will be on site through intermission.
  2. Ensure that there is a sufficient number of ushers at each performance.
  3. At each performance of any production the committee will set up and operate concessions.
  4. All funds and receipts received from any production, or event will be deposited into the CTI bank account.
  5. Will report on any action, event or activity at the next Company meeting.
  6. Maintain and update a handbook that outlines the responsibilities and procedures of their position. One copy of this handbook will be retained by the VPO. A second copy will be retained at the Storage Building.

 

Membership Committee Chair shall oversee the committee to ensure that:

  1. Season ticket sales are organized and coordinated throughout the year with the Box Office Chair.
  2. At least one membership drive is planned and executed annually.
  3. A current membership application form is available
  4. Lifetime membership records are maintained.
  5. Additionally, distribute season tickets to contributors and advertisers and as donations when appropriate.
  6. All funds and receipts received from any production or event will be deposited into the CTI bank account.
  7. The Chair or their designee will report on any action, event or activity at the next Company meeting.
  8. The Chair is encouraged to maintain and update a handbook that outlines the responsibilities and procedures of their position. One copy of this handbook will be retained by the VPO. A second copy will be retained at the Storage Building.
  9. The Membership Chair maintains a list of current CTI members and tabulates approved points-earning activities for members who are working toward Lifetime status, as outlined below:

 

Points for Production Activities-Straight Play or Musical

  • Director = 30
  • Assistant Director =15
  • Stage Manager = 15
  • Musical Director = 15
  • Accompanist = 15
  • Musical Director & Accompanist Combined = 25
  • Assistant to the Director = 10
  • Assistant Stage Manager = 10
  • Choreographer = 15
  • Production Designer = 10
    • (includes set, costume, light or sound design)
  • Production Technician or Running Crew Head = 10
  • Building Crew Member = 5
  • House/Concessions Manager = 1pt per performance or 10 pts for entire run of production
  • Box Office & Reservations Manager = 10 for entire run of production
  • Box Office (At door ticket sales) = 2 pts per performance or 5 pts maximum for additional performances
  • Ushers = 2 pts per production (not performance)

Performance/Acting

(All categories of acting roles are to be designated by the director)

  • Lead Role = 15
  • Supporting Role = 10
  • Chorus /Ensemble Role = 5
  • Cameo Role = 5
    • (Can be either speaking or Non-speaking)

Points for Company Activities and Events

  • Special Events Volunteers = 5
    • (Arts & Crafts Booth, Powerpalooza Booth, Enchanted Forest, Playwright Festival)
  • Committee Work = 10
  • Attendance at Business Meeting = 2
  • Work Day = 2 points for 1 day’s work or
  • 5 points-max for additional days (to be designated by SPM)

 

Marketing Committee Chair shall oversee:

  1. The creation and dissemination of season, audition, and production notices.
  2. Solicitation and creation of ads for the Season Program, including billing for program advertisers.
  3. The development of City Theatre advertising in the form of PSA’s, public relations, alternative and cost-effective opportunities for each production and for any City Theatre special events.
  4. Updating of marketing website and social media.
  5. All funds and receipts received from any production or event will be deposited into the CTI bank account.
  6. The Chair or their designee will report on any action, event or activity at the next Company meeting.
  7. The Chair is encouraged to maintain and update a handbook that outlines the responsibilities and procedures of their position. One copy of this handbook will be retained by the VPO. A second copy will be retained at the Storage Building.

 

Applicable to Charter Article V: Meetings:

Business Meetings:

  1. A transitional meeting will be scheduled by the President in July for the purposes of:
    1. Setting the schedule for season’s business meetings.
    2. Orientation of new Board members. Outgoing Board members should attend this meeting to aid in transition.
    3. Assignment of Committee Chairs.
    4. Reviewing status of ongoing Company business and operations in relation to the beginning of the new season.
  2. Business meetings will generally be within two (2) weeks of the final performance of each production.
  3. In order to conduct a meeting a quorum of 7 eligible voting members must be present.
  4. The slate of shows for the season after next will be proposed at the first scheduled business meeting of the calendar year. This proposed slate would be voted on at the next business meeting.
  5. A majority of voting members present is required for passage of any issue before the Company. Only those present at the meeting may vote on Company business.

Season Committee Meetings:

  1. The Season Committee will have 8 scheduled meetings for the purpose of season selection.
    • The first meeting is set by the Season Chair.
    • Remaining meetings are scheduled at the first meeting.
  2. Being a voting CTI member and attending of at least 6 of the 8 meetings is required to vote on the final season selections and participate in the director’s interviews.
  3. Additional meetings may be scheduled for the Playwright Festival selection or any other committee related business.

 

Maintenance and Storage of Documents

Documents are to be maintained and stored in the Storage Building at 203 N. Lynn, Independence, MO 64050 under the exclusive control of CTI. Documents are to include:

  • 501 (c) (3) and Incorporation documents.
  • Our Charter
  • Our Policies and Procedures
  • Company Business Meeting Minutes
  • Financial Records
  • Handbooks

These documents are to be maintained in accordance with established legal requirements.

 

General Policies and Procedures

Donor Classes are as follows:

  • Stage Hand – $100 = 1 Season Ticket
  • Designer – $200 = 2 Season Tickets
  • Stage Manager $500 = 2 Season Tickets and 2 Banquet Tickets
  • Director $1,000 = 4 Season Tickets and 4 Banquet Tickets
  • Producer $1,500 = 2 Season Tickets and 2 Banquet Tickets plus the tickets for the Opening Night house of a Straight Play
  • Executive Producer $2,000 = 2 Season Tickets and 2 Banquet Tickets plus the tickets for the Opening Night house of a Musical.

Although no reception will be provided, a Producer or Executive Producer may organize one for their opening night.

Recording of productions or rehearsals are not allowed in accordance with CTI’s contract with the licensing agent.

Photographs will be taken of each production for historical records and will be made available on CTI’s website.

 

Actors and Crew

  1. A new Director who is not a CTI member will be assigned either an assistant director or a stage manager from the Company. This is to aid the director and assure that they will have a resource familiar with CTI and its operations.
  2. During actual productions cast and crew are encouraged to park in the upper parking lot to the SE of the Sermon Center or in the lower NE parking lot. This will leave the main parking in front of the Sermon Center for our patrons.
  3. Actors are expected to supply their own makeup and hair treatment, except for special effects.
  4. In general, costumes are provided by CTI. Any exception must be communicated in audition notices and/or before casting.

 

Website and Social Media

The President or their designee has overall responsibility for:

  • The website
  • Social Media
  • Calendar
  • About Us

Vice President of Operations or their designee is responsible for:

  • Home Page
  • Coming Soon
  • Events and Our Sponsor
  • Newsletter

Vice President of Production or their designee is responsible for:

  • Past Productions
  • Auditions and Applications

Treasurer or their designee is responsible for Tickets.