Policies and Procedures should be reviewed by the Board every January and presented to the general membership with any changes.
VOTING PROCEDURE
The numbers of votes per person will not be revealed.
DONATIONS
"Friends of Milford Area Players" will be listed in the program for donations received in any amount.
COMPLIMENTARY TICKETS
At the discretion of the Board of Directors, the President will distribute complimentary Tickets.
BOARD MEMBERS
Any Board Member who misses three (3) consecutive board meetings without just cause will be asked to resign.
ADS IN THE PROGRAM
All ads should be paid for prior to printing of the program.
TREASURER'S REPORT
A copy of the current bank statement will be attached to the Treasurer's Report. The Treasurer will not expend funds over the amount of any line item without the consent of the board.
AUDIT
Audit of the books will take place during the month of January, after the close of the prior fiscal year. Two MAP members will conduct the audit, not including the Treasurer. The Treasurer will also assist in conducting the audit, as requested by the two MAP members chosen to conduct the audit. A non-board member should be included in this audit.
NO DRINKING
There will be no consumption of alcoholic beverages or use of illegal drugs during rehearsals or performances by anyone involved with a MAP production. Everyone involved with a performance will be notified of this policy.
MEMBERSHIP
Membership is $10.00 per person (no family membership). The information in Article 4 of the Bylaws: Membership/Duties of Membership, Voting, Eligibility, Running for Office should be on the audition form. Dues should be paid within 2 weeks after the start of rehearsals. Dues may be mailed to:
MILFORD AREA PLAYERS Attention: Treasurer, Dues PO Box 193 Milford, NH 03055
Dues may also be given to the Treasurer or Board member as per Article 4 of the Bylaws.
MEMBERSHIP FORMS
All new members submitting dues are requested to provide a name, address, phone number and e-mail address, as requested on the Membership Form, in order to be eligible to receive the Milford Area Players newsletter.
TICKET PRICES
Ticket prices are $10.00 for adults, $5.00 for Seniors and Students for main stage productions. The Board of Directors will set ticket prices for non-main stage productions. Early bird or other specials may be offered at the discretion of the Board. Musicals may be more costly and may require higher ticket prices.
ABSENTEE BALLOTS
The Treasurer will provide a current listing of paid, voting members to the Vice-President 30 days prior to the established nomination cut-off of November 1. This list will serve as the final valid listing of members eligible to vote, nominate, be nominated or be elected to the Board of Directors at the December election. Upon closing of the nominations for the Board on November 1st, the Vice-President will direct the Editor of the Newsletter to include an Absentee Ballot in a special edition of the Newsletter. This Newsletter will be paper mailed or emailed to the membership prior to the December election date, in time to allow for absentee ballots to be returned. This Absentee Ballot will include: Nominees for the Board Voting instructions Election Day meeting date Absentee ballot voting deadlines Email addresses and paper address for sending absentee ballots Instructions on filling out the absentee ballots: Each eligible voting member will receive a Newsletter containing an Absentee Ballot about 2 weeks prior to the General Election date. Each member wishing to vote via an Absentee Ballot will check off, on the ballot, the name of up to 11 candidates. These instructions will be included in the Newsletter. Instructions on returning paper absentee ballots: Once the voting member has completed the Absentee Ballot, he/she will place the ballot in a sealed envelope. This sealed envelope will then be placed in a second envelope and mailed to the following address:
Milford Area Players PO Box 193 Milford, NH 03055
The words Voting or Ballot must be written on the outside of the envelope to insure proper handling of the ballot. Also, the voter's return address must be on the envelope so the Vice-President can validate the ballot as being from an eligible voting member. Instructions on returning email absentee ballots: Once the voting member has completed the Absentee Ballot, he/she will email the ballot simultaneously to both tellers listed in the Election Notification email. Any potential Absentee Ballot that does not adhere to these rules will be invalidated. These instructions will be included in the Newsletter. At the December election meeting, all paper absentee ballots received will be validated by the Vice-President against the "official" valid voter list, as provided above. Both Tellers will bring a list of voters they have received email absentee ballots from, as well as a separate list of vote totals for each of those email voters. The Vice-President will compare and validate the voter lists, and the Tellers will eliminate the votes for any invalidated voters on the vote total lists. The validated paper absentee ballots and validated email vote totals will be included in the voting counts by the Tellers.
MEETING NOTIFICATION BOARD MEETINGS
The President of the Board, or his/her designee, will notify all Board Members of meetings using reasonable lead-time. Those General Members who have requested to be notified will also be contacted. Only Board members will be notified of Executive Board Meetings.
GENERAL MEETINGS
The members of the Milford Area Players will be notified by Newsletter of the General Meetings.
TICKET DISTRIBUTION
Prior to the show, the Producer will distribute tickets for pre-show ticket sales. Best effort should be made to collect unsold tickets and money received for sold tickets.
HANDLING TICKET SALE RECEIPTS
On the opening night of a theater performance, the Treasurer will supply the House Manager with $100.00 in cash box "seed money" for the purposes of having change available when the Box Office opens. The House Manager will also be supplied with several blank bank deposit slips. As ticket receipts are collected, all money will be kept in the cash box. The House Manager will also collect all money from the sale of refreshments. This money will be kept separate from the ticket receipts. A Total Sheet (see attached) will be filled out for each performance. The Total Sheet will include: Activity/Event Performance date Ticket receipt totals Refreshment receipt totals Grand totals Responsible House Manager Verifier's initials At the end of the evening, the money from tickets will be counted, the totals posted to the Total Sheet and the Total Sheet signed by the House Manager. Refreshment money will similarly be counted, logged onto the Total Sheet and verified. A second MAP member, either a Board Member or a designee of the Board, will verify the totals and initial the Total Sheets. The $100.00 "seed money" will NOT be included in these totals, but will remain in the cash box for subsequent performances. This money will be returned to the Treasurer at the conclusion of the entire performance run. Once the totals are verified, the House Manager will fill out a deposit slip. The House Manager will deposit the money on the next banking day OR give it to the Treasurer as soon as possible. The deposit receipt and/or the actual money will be given to the Treasurer, along with the verified Total Sheets. Any requirements for expenditures, such as additional refreshments, will be done in the standard manner, i.e.; the expenditure will be reimbursed after the fact upon providing proof of expense.
TOTAL SHEET |
| Activity/Event: |
Performance Date: |
| Ticket Sales Receipts: |
$ |
| Refreshment Sales Receipts: |
$ |
| GRAND TOTAL: |
$ |
| House Manager's Signature: |
|
| Verifier's Initials: |
|
TICKET SALES
Tickets will be sequentially numbered. Tickets given out to be pre-sold will be logged, indicating the ticket number(s), and the person/facility receiving the tickets. This includes tickets to be sold at the door for a performance. All unsold tickets are to be returned to the Producer. All money from advanced ticket sales is to be given to the Producer. Money received from advanced ticket sales should reasonably represent the number of tickets sold in advance.
HOUSE MANAGER
The House Manager is responsible for overseeing the ushers and refreshments at a show. The House Manager is responsible for the décor, cleanliness and order of the lobby and bathrooms, providing a warm, friendly atmosphere for the audience. The House Manager will find and coordinate the tasks of the ushers and refreshment people. The House Manager will coordinate with the Stage Manager to help the audience to and from the theatre, before the show and during intermission. The House Manager also has a role in handling ticket sales receipts.
ACCEPTANCE OF NOMINATIONS
The Vice-President will ascertain eligibility of a nominee, the nominating person and the nominee's willingness to serve. The nominating persons are not revealed. Names of persons declining nomination will not be revealed. The Vice-President will request a brief bio from anyone accepting a nomination to office. This bio will be included in the pre-election newsletter.
NEWSLETTER
Milford Area Players shall publish a Newsletter to inform the Membership of elections, shows, auditions, meetings, other activities and news. It shall be published, via email (or paper mail if requested by the receiving member), when a General Meeting or Election is scheduled and when the President specifies. The Editor of the Newsletter must be a member of MAP and shall be appointed by the President. The Editor shall submit each Newsletter to the President for approval before distributing it. The Newsletter is intended as an informational medium of the Board to the Membership. This letter shall not be used for the airing of disputes within MAP, or for any purpose prohibited by Article 2, Section 2 of the Bylaws. This Newsletter shall not be used for campaigning for office within MAP except as provided for in Article 9 of the Bylaws. MAP may also distribute information electronically, through a Web Site on the Internet. In this case, the Web Site Operator shall be appointed by the President and shall work with the Newsletter Editor. All other Newsletter rules stated above shall apply to the Web Site.
GRIEVANCES
Any member who has a grievance with MAP, or with the Board of MAP, can bring it to the attention of any member of the Board. That Board member has the duty to bring said grievance to the table at the next scheduled Board meeting, for the purpose of having the Board address said grievance. The member placing the grievance will be notified of the next scheduled Board meeting, at which the grievance will be addressed, and has the right to attend.
See Aso Milford Area Players By-Laws
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