SUN CITY ANTHEM
PERFORMING ARTS CLUB POLICIES AND PROCEDURES MANUAL 2024
Policies approved by the PAC Leadership Team (May 2024)
1. Administrative Procedures
1.1 Officers’ (Formerly known as the Executive Board) Meetings
Notice of a meeting of Officers will be sent a minimum of five days prior to the meeting date and include an agenda, date, time and place of the meeting.
1.2 At-large Leaders’ (Formerly known as the Board-at-Large) Meetings
Notice of a meeting of the At-large Leaders will be emailed a minimum of seven days prior to the meeting date and include an agenda, date, time and place of the meeting. A draft of the Minutes of the previous meeting to be approved at the current meeting is to be included with the meeting notice. A log of Officers and At-Large attendees will be kept by the Recording Secretary. Minutes of the meeting will include attendees, quorum report, and all actions taken during the meeting. Copies of approved minutes of these meetings will be forwarded by the Recording Secretary to the Webmaster for posting.
1.3 General Membership Meetings
Notice of a meeting of the General Membership will be emailed a minimum of ten (10) days prior to the meeting date. It will include: the time and place, date, and agenda, as well as a draft of the Minutes of the previous meeting. This draft will be approved at the upcoming meeting. Minutes shall include all actions taken by the membership at the meeting.
The Annual Election Membership Meeting (scheduled in the last quarter of the year) requires a thirty (30) day notice.
Copies of approved minutes of meetings of the General Membership will be forwarded by the Recording Secretary to the Webmaster for posting.
1.4 Shared Interest Groups (SIGs)
1.4 A – How to Establish a SIG
A PAC member interested in forming a new SIG should submit a written proposal that includes the following: Name of the proposed SIG, name of SIG Advocate, concept and structure of the proposed SIG, estimated annual budget necessary to support the SIG, names of a minimum of five PAC members who have expressed interest in joining the SIG (A minimum of five committed members will be necessary to form the SIG), time involvement, including frequency and duration of meetings, and, if relevant, how the proposed SIG differs from those already formed. This proposal will be sent to the Club President, who will distribute it to the Officers for review. If the proposal is acceptable, it will be presented to the At-Large Leaders for a majority vote. If approved, an announcement and description of the proposed SIG will be sent to the membership via the President’s Newsletter, soliciting PAC members interested in joining the new SIG. At each of these steps, it is recommended that the SIG Advocate be present at the appropriate meeting to answer questions. The Advocate of the new SIG will consult with the PAC President to work out the operational details (e.g. meeting times, location). At the initial SIG meeting, a SIG leader will be chosen, who will subsequently be elected by the General Membership to an at-large Leadership position, as indicated below.
1.4B – How to Dissolve a SIG
The SIG Leader will advise the Vice President that the group is requesting a hiatus due to dwindling participation (fewer than five members consistently attending). The Vice President will ask the SIG Leader if there is an interest in taking time to attempt to reorganize and restructure the group. If so, the Leader will be given a period of one year to do so. Voting privileges will be suspended while the group is on hiatus. The SIG will be officially dissolved at the point when there is either no participants or no Leadership. If this occurs, it will be put on the Agenda of the next At-Large Leaders’ Meeting for inclusion in the historical records. The General Membership will subsequently be notified in the next Newsletter. The Website and all future literature will be updated.
1.4C – SIG Leadership and Supervision
SIG Leaders, selected by SIG members, will be voted on by the General Membership. Elected SIG Leaders will serve as members of the Leadership Team, as At-Large Leaders. A SIG Leader, serving in more than one position, is entitled to only one vote.
The PAC Vice President shall facilitate the activities of the SIGs and ensure that an election of Leaders of each group is held annually. SIG Leaders must submit their dates and room requirements to the President by May 1 for the upcoming year.
1.5 Nominating Committee
The President will appoint a nominating committee chair at least four months prior to the Annual Election Meeting. The chair will form a Nominating Committee to enlist candidates (Each candidate must be a PAC member in good standing) and then submit that list to the President at least five weeks prior to the Annual Election Meeting. The President will ensure that the list is sent to the General Membership at least 30 days prior to the Election Meeting.
A member of the Nominating Committee may not be a candidate for a Board position.
2. SHOWS
Please refer to the Director’s Guide as the resource for all information related to directing a show for The Performing Arts Club.
2.1 Production Support Committee (PSC)
A. The PSC is comprised of 5-7 PAC members in good standing who have experience performing in, and/or working on, shows. Committee members serve a term of up to six consecutive years. After that time, a minimum of a one-year hiatus is required before reapplying to the Committee. By September 1 of each year, the PSC will determine the number of openings for the following year and inform the President, who will canvass for interested applicants. All those interested in serving on this committee must submit an application to the Chair of the PSC on or before November 1. The PSC will vet the applications and submit their preferences to the Officers for final approval.
B. Writers or Prospective Directors for all SIG shows (e.g., Anthem Community Players, Choraliers, Karaoke, Readers’ Playhouse) should submit show plans to the PSC for the following year no later than March 1st, using the approved Show/Idea Submittal Form (The PSC is responsible for the creation of this form which will be posted on the PAC website) in order to be considered for a future show. This form includes a show synopsis and a list of key production roles. (See Section 2.5) The PSC should acknowledge each submission in writing, whether the proposal is accepted or rejected.
C. If the PSC receives more than two show submissions from Anthem Community Players for a given year, the PSC will prepare a description/synopsis of each show, along with their analyses of the advantages and disadvantages of producing each of the shows (e.g. cost, length of show, casting issues). The PSC will then vote to determine the two submissions they are recommending for the upcoming year. This information will be submitted to the President no later than May 15, who in turn sends the information to the members of the complete Leadership Team. The Leadership Team will meet to discuss and vote for or against the two submitted shows, with a majority vote determining the decision. If a show is rejected, an explanation is given to the PSC. The PSC can them resubmit that show with necessary changes or choose an alternate. The above process is repeated. Once agreed upon, the chosen shows will be presented to Membership at the June General Meeting.
2.2 Casting for PAC productions
Auditions are open to all residents of SCA and must be fair and objective. All selected participants must be PAC members in good standing. All those who audition will have the opportunity to participate in the production. The specific assignment will be at the Director’s discretion.
2.3 Show Director Conflict
The Director of a show cannot be cast to play a lead role.
2.4 Budget for Shows
The budget for each PAC show will be determined as a line-item expense in the PAC’s budget for each fiscal year. The Director of each show will be notified of the working budget for their proposed show (based upon previous shows’ averages and current Club finances). If the Director determines, at any point, that the budget is not adequate, they must present a written justification of the change to the Production Support Committee. If approved, the request will be presented to the Leadership Team for a final decision. The budget for all proposed SIG productions will also be determined by the previously approved annual PAC budget. Any requests for revision must follow the procedure noted above (2.4A)
2.5 PAC Support for Productions and Events
PAC will support at most two Anthem Community Players productions per year, two Choraliers shows per year, and Karaoke and Readers’ Playhouse as scheduled, as well as other one-or-two-night events.
2.6 Length of a Show
PAC shows should be a minimum of 60 minutes. If a show exceeds 90 minutes, an intermission is required.
3. Costumes
The PAC will provide no subsidies or storage for personal costumes. At each initial information meeting, it is the show director’s responsibility to discuss costume expectations and estimated costs.
4. Tickets
4.1 Ticket Sales
Ticket sales will commence eight weeks before show opening. Tickets can be purchased via PAC Website, in person at the Activities Office, at a publicity table or one-hour prior to show time.
4.2 Ticket Sales Accountability
Revenue from ticket sales must be reconciled by a 3rd party after each ticket-selling event.
4.3 “Comp” Tickets
“Comp” tickets are not to be provided to anyone. The show director can buy tickets for anyone and present them as “comps” to guests. The purchase of such tickets must follow the procedure of regular ticket sales.
5. Communication and Advertising
5.1 Scheduling and Communication
A. All scheduling and/or communication with the Association must go through the PAC President or designated person.
B. Newsletters will be sent to membership at least monthly.
5.2 Timely Advertising Announcements
All PAC timely announcements for the Spirit publication, posters, TV monitors, Website, etc. must go through the Marketing Committee. Announcements are due to the Marketing Committee for the Spirit article by the 20th of each month (2 month lead time). Each Spirit article should include upcoming events and the Website address(es). Use of photos is strongly encouraged. The Vice President must approve the writing of the Spirit article if by another Club member. The Vice President is ultimately responsible for the contents of the Spirit article.
Posters, flyers and TV announcements cannot be displayed earlier than eight weeks prior to the first performance or as directed by the Activities Department.
6. Post Show
6.1 Recordings of the Show
Unless otherwise prohibited, videos of the productions will be made available to all cast and crew.
6.2 Production Cast Party
PAC will contribute a maximum of $1,500 towards the Production Cast Party or $20 per show participant, whichever is less. The Production Party will include all show participants in any capacity, such as actors, stage hands, marketers, ticket sellers, makeup artists, dressers, ushers and tech crew. Guests shall pay the full price of the meal.
6.3 Monetary Awards
No monetary award may be paid to any show participant through the use of PAC funds.
7. Performance Space Procedures
Performance venues are varied, determined by SIG preferences, as well as space availability. All performances require the following:
A. Space and personnel for same-day ticket purchases
B. Ushers
C. Costume-changing areas – Best efforts will be made to accommodate cast dressing needs. Assignments must be heeded as closely as possible. The Stage Manager is responsible for the enforcement of assignments.
D. On the day of show, prior to the performance, sufficient time will be allotted to the technical crew for pre-show setup.
E. If refreshments are available (either backstage or post-show), the sponsoring SIG will be responsible for clean-up.
F. Post-performance clean-up of production space (stage, backstage, dressing areas) is the responsibility of the Stage Manager. The Stage Manager may delegate specific assignments.
7.1 Usher Requirements and Responsibilities
The number of Ushers per show night should be a minimum of three, including one Head Usher.
The Head Usher, in coordination with the Director, has the responsibility of determining the number of Ushers needed for each performance and is responsible for recruiting and supervising those Ushers. Usher attire will be determined by the Show Director.
The Head Usher opens the theater doors 30 minutes prior to show-time. Latecomers will be seated at the Head Usher’s discretion so as to minimize interference with the performance.
Ushers need to arrive one hour prior to show-time to receive instructions. During the show, Ushers are responsible for maintaining audience decorum. Cell phones are disruptive and are to be turned off. Ushers should be attentive and responsive to any emergencies. Ushers must remain after the performance to assure that venue is cleared of any audience leftover items as quickly as possible.
8. Technical and Stage Crews
The Director will select the Tech and Stage Managers, who will, in turn, select their crews. The Tech and Stage Crews are there to support the Director’s vision.
All SCA residents are welcome and encouraged to join the Tech and Stage crews. All participants must be PAC members in good standing. Training will be provided. Specific positions for any production will be assigned at the discretion of the Show Director and Technical Director.
8.1 Training of the Stage and Technical Crews
Members of the Tech and Stage Crews may be asked to train and mentor new recruits to their teams.
9. Outreach
There are three kinds of Outreach activities:
A. Entertainment – The provision of requested entertainment to a “patron” (SCA club or individual). A donation to the PAC is accepted.
B. Publicity – Publicity for the club, with or without entertainment, with the goal of inviting people to join the PAC or attend a PAC show.
C. Community Involvement – PAC members perform at a non-SCA facility such as a community center, senior living center or an event. No donations are accepted.
Outreach Process:
A request is received from a source for participation in an event. This request is to be forwarded to the appropriate SIG leader, who will notify the PAC president of the request and intention of participating. The SIG leader is responsible for all arrangements and maintaining communication with the requesting “patron.” If a room and/or equipment is needed on SCA property, that request will go through the president who will contact Activities.
On the day of the performance/activity the PAC participants must arrive by the assigned time and participate in the agreed-upon manner, following rules set by the host group. After the performance, PAC members should follow the agreed-upon procedure whether to remain at the event or leave.
Whenever possible, photos should be taken at the event for possible publication in an upcoming Spirit article. SIG leader will report about the event at the next Board meeting to evaluate the success of the event and any changes that should be made during subsequent events.
10. Miscellaneous
10.1 Lending Equipment
Lending of PAC equipment to individual PAC members for non-PAC functions or to non-PAC members of the Association is restricted to props only (valued at less than $100).
10.2 November General Meeting
The November General Meeting is to include the annual election of officers, as well as the presentation of applicable awards. The meeting may include refreshments as allowed in the Budget.
10.3 Awards
At the discretion of the Leadership, awards may be presented to honor select PAC members.