Two-year term expires in even numbered years
• 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.
• 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
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.
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.
Plans need to be made for BC EFA Flea Market.
Make sure to put the NYC Holiday Party Chair in place.
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.
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.
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.
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.