How does Dynamo work and how can I get involved?

Executive Committee

The Executive Committee is made up of seven Trustees as elected at the AGM.
It deals with the legal responsibilities of being a charity, such as approving the accounts, items of significant expenditure and establishing policies and procedures for the proper disbursement of the charity’s cash; ensuring conformance with child protection and health and safety legislation; appointing to any paid post; members discipline issues.
It meets 4 times a year.

Management Committee

This committee is open to any parent/guardian of existing or former HDYT Members and others approved by the Trustees.
It deals with the operational and day-to-day planning and decisions involved in the running of HDYT.
Meetings are held monthly (excluding August) usually at The Pallant Centre (St Faith’s Church Hall).
There are many specific and general roles.

Artistic Panel

The Artistic Panel is concerned with the Artistic Programme and Artistic Direction of HDYT and is open to anyone who would like to be involved.
Meeting are held monthly (excluding August) usually at The Pallant Centre (St Faith’s Church Hall), Havant.

Production Team

This team springs to life in the weeks/months leading up to a Dynamo Youth Theatre production.
It deals with all aspects of putting on a Production both creative and logistical.

How can I get involved?

There are plenty of opportunities for you to get involved – we currently have several people covering more-than-one role so there is always scope for more volunteers. You don’t have to take full responsibility for a role as you can shadow or assist an existing role-holder or become part of one of the teams.

If you are interested in getting involved then you can contact the following people direct or contact our Web Manager or Secretary who will forward your details to the appropriate person. If you are already a member, then log on to the Members’ Site where you will find more details of who to contact for particular roles.

Contact Us

Alternatively, you can speak to any of our volunteers at any of our performances, meetings or sessions and they will make sure that the appropriate person contacts you.

Trustee

This is an elected position of the charitable company, with elections held at the AGM.

We have seven trustee positions which are elected on a 3 year rolling system

Roles and responsibilities

 

• Comply with the legal requirements for this position, including preparing annual reports to the AGM and co-ordinating any other reports required by law.
• Liaise with the other officers to ensure that charitable Company complies with the law and has viable plans for the short, medium and long terms.
• Lead an annual appraisal of the Artistic Director and HDYT’s artistic achievements.
• Ensure coordination and communication between all HYDT ‘departments’

Chair

The chair is responsible for the Management Committees.
This is an elected position and the chair is a trustee director of the charitable company.

Overall aim is to chair the Management Committee with the objective of ensuring that there is agreement on policies and the direction that the Company is taking and leading the Company forward. The position is elected and is governed by the rules for charities.
Roles and responsibilities
• Chair the meetings of the Management Committee and Artistic Panel.
• Represent HDYT with outside organisations (e.g. Havant Borough Council, Hampshire County Council, The Spring Arts Centre, St Faiths Church etc)
• Comply with the legal requirements for this position, including preparing annual reports to the AGM and co-ordinating any other reports required by law.
• Liaise with the other officers to ensure that charitable Company complies with the law and has viable plans for the short, medium and long terms.
• Lead an annual appraisal of the Artistic Director and HDYT’s artistic achievements.
• Ensure coordination and communication between all HYDT ‘departments’

Contact: chair@dyt.org.uk

Vice-Chair (currently vacant)

Supports and deputises for the Chair.
This is an elected position and is a trustee director of the charitable company.
Treasurer
The treasurer is in overall charge and control of DYT finances.
This is an elected position and is a trustee director of the charitable company.

Treasurer

The treasurer is in overall charge and control of DYT finances.

This is an elected position and is a trustee director of the charitable company.

In charge and control of HDYT finances. Advisory position in committee with respect to spending. An elected position and a trustee director of the charitable company.

Responsibilities:
General:
• To maintain accounting records for the charitable company
• To co-ordinate banking of receipts and payment of expenses
• To present monthly details to the committee of cash and bank balances, outstanding liabilities, show summaries, fundraising movements and other financial matters
• To advise on funds available for capital expenditure
• To prepare annual accounts ready for independent examination and presentation to the annual general meeting
• To liaise with the group’s bankers, independent examiners and other professional advisors as necessary
• To ensure statutory requirements regarding filing of annual returns and accounts are met, with regard to both Companies House and the Charity Commission.

Event/Show:
• Provide floats as necessary.
• Obtain show budget details by department in advance of the show.
• Collate expense receipts and reimburse volunteers or make payments as appropriate.
• Liaise with venue for show ticket income if applicable
• Reconcile proceeds and bankings.
• Prepare per event/show summary showing net profit or loss details.

Notes
• There are currently three cheque signatories, two of which are required on any cheque or to amend any bank instruction.
• With the planned expansion in fundraising and hall rentals help will be necessary, perhaps with income collection and bankings.

Contact: treasurer@dyt.org.uk

Secretary

The Secretary supports the Chair in the administration of the company.

The role of the secretary is to support the Chair in the administration of the company.
Roles and responsibilities
• To prepare agendas in consultation with the Chair
• To minute meetings or to delegate minute taking
• To distribute minutes to members of the committee
• To circulate agendas and minutes of AGM and EGM’s
• To ensure arrangements for meetings are met and rooms booked etc.
• To attend committee and executive committee meetings regularly
• To deal with correspondence both written and emailed on HDYT website
• To maintain accurate records and correspondence files
• To keep an up-to-date list of names, addresses and telephone numbers of committee and ordinary members of HYDT.

Membership Secretary

The Membership Secretary administers the list of prospective DYT members and assists the Artistic Director in securing new members to join the company.

To administer the list of prospective members of DYT and assist the Artistic Director in securing new members to join Dynamo Youth Theatre.
Roles and responsibilities
• To act as the first point of contact for all new membership enquiries
• To dispatch application forms and information regarding HDYT to those interested in joining
• To maintain and administer the waiting list of prospective members – to include keeping them informed of forthcoming productions
• To determine, in consultation with the Artistic Director, those individuals on the waiting list who are to be invited to join, and to make the necessary arrangements for them to attend their first meeting with Dynamo Youth Theatre
• To ensure that relevant medical information regarding new entrants is passed to the Secretary
• To ensure that relevant information regarding parental help arising from new entrants is passed to the List Coordinator and Adult Liaison officer.
• To attend Management Committee meetings on a monthly basis

Archivist

The Archivist maintains and extends the existing collection of HDYT archive materials.

To maintain and extend the existing collection of HDYT archive materials
Roles and responsibilities
• Store, maintain and catalogue the current HDYT archive materials
• Add new materials to archive collection e.g. programmes and materials from future productions and events.
• Liaise with other HDYT Committee members and helpers as required to provide historical materials e.g. for publicity articles, company reviews, fund raising events.

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NOTE: this is not an executive position, to be appointed annually by the Executive Committee

Artistic Director

The Artistic Director is responsible for the Artistic Direction of HDYT.
This is not an executive position but is appointed annually by the Executive Committee.

Responsible for the Artistic Direction of HDYT
Roles and responsibilities
• Maintain HDYT’s high performance standards and general performance ethos
• Maintain the high level of both performance and personal discipline amongst HDYT members
• Make the final decision on all artistic decisions re public and in house performance, including those of any newly formed junior and senior sections of the company.
• Appoint all alternative Directors when not personally involved and recommend suitable if any remuneration
• Build up a team of support workers/assistants, to cover all areas of dance/drama/music development.
• Take the lead role in the pastoral care of all the members (to include annual one to one meetings with each member)
• Liaise with the artistic panel an informal or monthly basis as required
• Present a monthly report to the Management committee
• Lead HDYT in the development of new artistic ideas
• Ensure HDYT is always aware of National Youth Theatre thinking

CRB Trusted Identity Checker

CRB Trusted Identity Checker is responsible for CRB forms and liaising with Fareham Community Action.

 

Former Members Coordinator

The Former Members Coordinator oversees all activities that involve keeping contact with HDYT former members.

Fundraising

The Fundraising Team is responsible for all aspects of fund raising including grants and smaller fund-raising activities.

Health & Safety Advisor

The Health and Safety Advisor is responsible for all activities relating to health and safety and risk assessment in HDYT.

License Organiser

The License Organiser is responsible for ensuring any licences are correctly applied for and obtained for each show.

List Coordinator

The list coordinator ensures that the list of members/helpers/ex-members/friends is up-to-date and ensures that it can be used for mailing, emailing and creating lists.

Publicity/Sales/PR

The Publicity Team coordinates all publicity for HDYT including Events, Performance and the group in general.

Session Administrator

The session administrator supports the Artistic Director in the administration of the session and supports the company youth members during the session.

Social Team

The Social Team organises events to enable new and existing adult members and helpers to meet others, and feel a part of HYDT.

Technical Manager

The Technical Manager is responsible for overseeing the technical development of HDYT.

Trip Organiser

The Trip Organiser will organise theatre trips for the DYT members. These can be purely social events or related to upcoming productions.

Venue Liaison

Venue Liaison coordinates the use of venues for rehearsal and performances for HYDT productions.

Web Manager

The Web Manager is responsible for maintaining the HYDT email addresses and website including, access, security and content.