(for positions being elected in 2018)

Directors-at-Large

Elected for a three-year term (2 seats expiring every year)

Requirements:

• Be familiar with the mission and goals of the organization
• Be familiar with the Bylaws and Constitution of the organization
• Attend all board and committee meetings. And, if unable to attend, they must assign a proxy for each meeting.

Responsibilities:

• Directors-at-Large serve as advisers to the Corporate Officers and Regional Directors,providing information, opinions and support, always with the Association’s well-being inmind.
• Directors-at-Large are requested to serve on at least one committee and are encouraged to chair and/or serve on committees as much as possible
• Directors-at-Large are frequently called upon to handle special projects as they develop.
(DZ) The Member–At-Large lends support and assistance to all the remaining members of the Executive board. The Member–At-Large is responsible for sponsoring at least one social and one educational event during the year. The Member-At-Large needs to Chair one committee of their choosing during their years of service.

Chair of the Association

Two-year term expires in even numbered years

Requirements:

• Be familiar with the mission and goals of the organization
• Be familiar with the Bylaws and Constitution of the organization
• Attend all board and committee meetings. And, if unable to attend, assign a proxy (and a supervising chair) for each meeting.

In addition:

• Attend and Run all Board and Membership meetings. And, if unable to attend, they must ensure that the first or second vice chair is able and prepared to run the meeting.
• Represent the SMA at all times when serving in the Chair position.
• Must be proficient and knowledgeable in the legal, financial and community standing of the SMA

Committee Service:

The Chair, during their term is the officer responsible for making sure all of the operations of the Association are moving forward, working to achieve goals, and that each member, officer, and committee chair is following proper procedures as to the purpose and legal standing of the association.

Tasks:

a) Works with the officers to create all Board meeting and any Membership Meeting agendas and to set meeting dates and times.
b) Receives regular updates between meetings on the financial operations of the association as necessary.
c) Works with officers to ensure their success in their various SMA tasks.
d) Appoints and works with Committee Chairs to ensure their success in their various SMA tasks.
e) Works with Regional Representatives to ensure their success in their various SMA tasks.
f) Receives, solicits and draws upon the wisdom and counsel of the Past Chairs of the Association as well as the Founders and Lifetime members.
g) Serves in an advisory capacity in all Governance and Parliamentary discussions.
h) Needs to be conversant with basic Parliamentary procedure.
i) Serves in an advisory capacity on projects, programs, events and policy development for the SMA.
j) Attends meetings, events and symposia and other outside events to represent the SMA.

A SYNOPSIS OF THE SMA BOARD YEAR:

In May or June:

Attend and preside over Annual Meeting and Del Hughes Awards in NYC.
Represent the SMA at any summer conferences including Broadway Stage Management Symposium, and if practical, International Thespians and TCG Conference (this could also be first or second vice chair).

July (New Board Term begins):

In the beginning of each new board term the following actions need to be taken:
Appoint or reappoint all committee chairs, have a conversation with each current chair to ascertain their continued interest and if necessary, seek out new chairs.
Transfer of Financial Documents (if new Chair and/or Treasurer).
Vote on number of Full Membership Meetings to be held.
Signing of Confidentiality and Conflict of Interest Policies for all new board members.
Assign or have board members choose one or two committees on which they intend to actively serve.
Meet with and orient all new board members and officers along with other officers to conduct orientation.
Meet with (either in person or electronically) all Regional reps to discuss plans for the upcoming season.

Late Summer:

Plans need to be made for BC EFA Flea Market.
Make sure to put the NYC Holiday Party Chair in place.

In December:

Attend Holiday Party in NYC.
It has been the custom to hold Finance and/or website meetings are held on the same weekend as the party in NYC.

In January:

Prep and budget for conference and recruiting season.
Prep and approve annual budget (Fiscal year runs January to December).
Look at year-end financials with the chair of FOC and Treasurer.
Make sure that the proper tax forms are filed by the Treasurer. Tax forms are filed with NY State as well as Federally with the IRS.

In February:

Election and Nominations Committee should begin work now and start to set up the voting system for the elections.
Make sure that the proper tax forms are filed by the Treasurer if they have not yet been completed.
Tax forms are filed with NY State as well as Federally with the IRS.

In March:

Attend conferences to represent the SMA.
Make sure preparations for Board elections are coming along.

In early April:

Nominating Committee activates and conducts Board of Directors and Officer Elections.
Board should be approving the slate of awardees from the Awards and Resolutions Committee (could happen earlier but there is usually no Board meeting in March due to conferences).
Prepare annual meeting agenda.
Help to, along with any past chairs, prepare any offices/committees for the transfer of duties.

2nd Vice Chair

2 year elected term expires in the even numbered years

Requirements:

• Be familiar with the mission and goals of the organization
• Be familiar with the Bylaws and Constitution of the organization
• Attend all board and committee meetings. And, if unable to attend, assign a proxy (and a supervising chair) for each meeting.
• 2nd Vice Chair is to serve duties of the Chair if the chair and 1st Vice Chair are not present at SMA events and meetings. If the Chair and the first Vice Chair steps down or is removed from the Board, the 2nd Vice Chair serves as the Chair of the organization until a new Chair is voted in.
• Strive to attend all conferences and events that the SMA participates in.

Responsibilities:

The 2nd Vice Chair also serves as the board supervisor or chair of the Internet Operations Committee. Duties may include working directly with and/or serving as Editor in Chief of the Website or serves in a supervisory capacity by chairing the Digital Operations Committee: this includes overseeing content on the website using the three-eyes policy of the SMA. To that end, recruit assistant editors who can be called upon to proof the articles, content or information that is posted. The second vice chair also serves on the Parliamentary Procedures and Governance Committee.

Committee Service:

The 2nd Vice Chair, during their term sits ex-officio on the  Parlimentary Procedures and Governance committee and chairs the Digital Operations committee.

As a committee chair:

Inform new committee members of the guidelines and obligations to the committee. Maintain current ideas and programs via the website and monthly committee meetings.

SMA Corresponding Secretary

two-year term, expires in Even numbered years

Requirements:

• Be familiar with the mission of the organization.
• Be familiar with the Bylaws and Constitution of the organization.
• Attend all board and committee meetings. If you are unable to attend he/she must assign a proxy for each meeting to another Executive Board Member.
• Responsible for keeping up communications with the Association Membership
• Approves the applications of and corresponds with potential members.
• Produces the association newsletter when required and sends out electronic notices of the membership on a regular basis.

Duties and Tasks:

1. Serve as the official Record Keeper of all SMA Official Membership records and makes regular reports of such to the SMA Board (utilizing our electronic records financially as well as on the website).
2. Processes and approves memberships at all levels.
3. Assists when necessary, the recording secretary.
4. Provides information for the Associations’ Annual report to the membership.
5. Reports on the state of the membership at the annual meeting.
6. Participate and serve as an administrator for all social media accounts.
7. Creates (with the assistance of other board members and chairs) notices and newsletters to be sent electronically to the membership.
8. Recruit new members.
9. Serve as a mentor and support to Stage Managers across the country.
10. Promote SMA events and membership around the country.
11. Recruit… Recruit… Recruit!!!
12. Other special projects as assigned by the Executive Committee and SMA Chair.

Committee Service:

The Corresponding Secretary serves as Co-chair of the Membership Committee, sits on the social media and website committee and on the Parliamentary Procedures and Governance Committee.