Standing Rules

Standing Rules of the Directors Search Committee

The Directors Search Committee (“DSC” or “Committee”) will be provided with the approved season by December 31st of the preceding season to include the titles, authors, script versions, and notes from the Play Reading Committee (“PRC”).
A series of notifications will be disseminated to the existing list of interested directors. The information that must be included in the communication includes production dates, dates the scrips will be available for review, show descriptions, and application dates for the interviews. The information sent to interested directors will also be available on the website.
The Committee will maintain the list of interested directors. Individuals expressing interested through the season will need to send an email and resume to directorsearch@suffieldplayers.org.
Interested individuals must submit a letter of interest and a resume of relevant experience to the DSC email address prior to the submission date. Individuals will then be scheduled to present their plan for the play in a timed presentation with the Committee including: audition process, lighting and sound, special effects, costuming, set design and any special props or unusual anticipated costs, rehearsal schedule, staffing needs, and overall vision for the production.
Once directors are selected, the Committee’s recommendations are presented by the Committee Chair to the Board of Directors for review and approval.
The Committee will notify all applicants regarding their selection.
The Committee will provide all contact information to the Board of Directors for the selected directors.
The Committee is responsible for vetting and recommending directors for the 3 main stage productions and the Holiday Benefit. The Committee will also coordinate with the PRC regarding directors interested in the Staged Readings.
The Committee members must have main stage directing experience.
The Committee will select members by request or nomination.
Committee will have no fewer than 3 members and no more than 7 at any time.
Each new committee member will receive a copy of the Standing Rules and internal procedures.
Committee members will be respectful and professional to each other, candidates, and members.
The Board of Directors will be responsible for contracting the selected directors.
To avoid conflicts of interest, if a member of the DSC has also applied to direct a specific play that person may not be present during competing presentations or participate in the vote for that play.

Standing Rules of the Suffield Players Playreading Committee

The Play Reading Committee (“PRC” or “Committee”) size will be a maximum of eight (8) but no fewer than five (5).
The Committee will operate by a quorum which is agreed to be 50% of the current membership.
Plays are introduced by members of this Committee or from suggestions from outside of the Committee.Suggestions from outside of the Committee should go to the PRC email address: playreading@suffieldplayers.org
This email address will be checked prior to each PRC meeting.
The Committee shall acknowledge receipt of a suggested play or an original work by thanking the person for the suggestion and that it is under consideration.
The Holiday Benefit Reading should be holiday-themed and family-friendly (PG).
Musicals will be considered approximately every three (3) years.
Choosing Plays. The Committee has a simple system of threes. If a play while being passed around garners three (3) positive reviews right off the bat, it automatically goes into the group of plays that will be considered for the next season. Conversely if it gets three (3) bad reviews right up front it goes out of circulation unless other express interest. Plays not chosen for a season are not gone forever, they can be and frequently are resurrected and sometimes they can be included in a season.
The Committee operates by a simple majority vote - yes or no.
Recommended selections. The PRC will consider all aspects of the production, including but not limited to:Cost of production and rights including music requirements which will be researched by the PRC.
Set, set dressing, costumes, and special effects.
Availability of actors to cast roles.
Diversity of set type, characters, number of actors, and themes.
Production staff required outside of normal production roles, i.e., choreography, musicians, etc. It will be the responsibility of the PRC to research music licenses.
Suitability for Suffield Players audience demographics and market.
The PRC will mindful of and attempt to avoid possible conflicts of interest regarding play choices.
Regarding recommended season selection presentations:The Committee will finalize choices no later than the PRC’s October meeting of the preceding season. The three (3) Main Stage productions and the Holiday Benefit are to be presented as a complete package to the Board of Directors (“Board”) at their October meeting of the preceding season.
For the purposes of publicity, the PRC endeavors to present a season that is cohesive and may or may not follow a theme. The rationale of the Committee’s choices will be shared with the Board along with the recommended season. The Committee Chair shall present the season to the Board.

The Board, after its members have read the presented plays, will have its response back to the PRC at the end of their November meeting by way of having the PRC Chair present at the meeting.If any of the plays is rejected by the Board, the PRC will come up with the revised season for the Board to consider.
The Secretary of the Board will research rights and scripts but will not research music licenses. The Secretary of the Board will order rights, scripts, and music licenses as required.
Page to Stage Reading Selections: Please reference the Suffield Players Page to Stage documents: “Page to Stage How to Run” and in particular “Page To Stage Guidelines.” The PRC will request that the Secretary of the Board secure rights for staged readings at least 6 weeks prior to the performance date.
Minutes or notes from each PRC meeting will be taken and shared via email with the PRC.
The Board will provide a nominal annual committee operating budget to be determined at the beginning of the season.
Any requests or questions from the PRC for the Board will be sent directly to the President of the Board after each PRC meeting.
The Committee will provide a copy of the PRC Standing Rules to each new member.
The Committee members will be respectful and professional to each other, Players members, and all others.
The Committee will keep a waiting list of interested parties for perspective members. Those parties will confirm interest by sending an email to the PRC email address which will also serve as documentation of the request. The receipt of this email will be acknowledged by the PRC Chair via return email. The waiting list will be maintained by the PRC

Standing Rules of the Suffield Players

by category, with commentary

Standing Rules

Membership shall be notified of changes to the Standing Rules
Modification of Standing Rules requires two-thirds vote of the Board.The Board, on June19, 2019, discussed the difference between “two-thirds vote of the Board” (8 out of 11) and “two-thirds vote by the Board” (supposing a quorum of 6 members, two-thirds would be as few as 4). The example of the US Senate’s “2/3” always needing 67 votes was cited, but further research found that not to be true. However, it was decided that the larger number is what the membership had in mind at the 2019 Annual Meeting, so the number of votes required is set at present at 8, a parliamentary concept known as “[super]majority of the fixed membership.”
Standing Rules shall follow Robert’s Rules of Order when not contradicting the By-laws.Codified June 19, 2019.

Patron member
Per the By-laws: “Patron members shall pay a yearly membership donation of not less than Donor level for the current Seasons, but need not be involved in any production or related Corporation activity. The Board of Directors will set Patron member donation levels at the beginning of each Season.”
The Board sets these levels:

Friend level is less than $50.
Donor level is a minimum of $50.
Contributor/Bronze level is a minimum of $100.
Benefactor/Silver level is a minimum of $250.
Angel/Gold level is a minimum of $500.
Archangel/Platinum level is a minimum of $1000.
Diamond level is a minimum of $2000.
Patron members can also pay sponsorships at the same level as membership donations.
Patron members get one vote per person, or in the case of donations credited to more than one person, a maximum of two votes per donation.Codified June 19, 2019. Updated August 23, 2022.

Dues
Per the By-laws: “The Board of Directors shall determine dues for Participant members at the beginning of each Season.”

Dues amount is zero ($0).Set to zero since before the 2007 By-law Rewrite. Codified 2019.

Committees
As per the recent By-law amendments, the dates for the committees’ reports:

Playreading shall submit its report/presentation at the October Board meeting.
Directors Search Committee shall submit its report/presentation at the February Board meeting.Board reads in November, season sent to DSC in December, interviews in January.Codified June 19, 2019.

Minutes

Board meeting minutes will be posted to the membership by the 15th day after the Board meeting
Members may request access to a members-only section of suffieldplayers.org, where the minutes will be published, by emailing memdevel@suffieldplayers.org.Codified June 19, 2019. Amended July 21, 2020.

Electronic Voting
When an unexpected issue needs immediate attention, or a time-sensitive operational issue arises, between scheduled Board meetings, Board members may conduct voting via email with the following conditions:

All Board members should respond (yes/no/abstain) within three days. It is assumed anyone not responding in that period has abstained.
Any Board member can shut down the voting by responding that it needs face-to-face discussion.
Simple majority of the votes approves the issue.
All information regarding the vote must be put into the minutes of the next meeting.First created August 2015. The word “unexpected” added June 19, 2019. Word changed and sentence added to bullet #1 August 21, 2024.

Finances

Each month, the Treasurer will balance QuickBooks transactions with the bank statement.
Each month, the Treasurer will report to the Board all financial transactions since the last report, comparing them to the budget, and, if relevant, to last year’s transactions.
Each month, the Secretary will review the bank statement to ensure the checks cashed are accurate and appropriate.First two of these procedures followed dating back to 2007; third item followed since circa 2017. Codified June 19, 2019.

Banking

The debit card is accessible only to the President, Treasurer, and Secretary, any of whom may appoint another member to make a one-time purchase with return of the debit card and purchase receipt.
The Home Depot charge card is accessible only to the President, Treasurer, Secretary, Technical Director, and Facility Manager, any of whom may appoint another member to make a one-time purchase with return of the charge card and purchase receipt.Codified June 19, 2019. Amended July 15, 2025.

Hall Access

The Facility Manager shall submit a list of all outstanding key holders at the beginning of each fiscal year for Board review.Codified June 19, 2019.

Extension of Performance Runs
Establishes the criteria for extending the number of performances of a production of the Corporation with additional dates of performances during a Season if both the cast and crew can commit to such agreed upon dates at the time of audition, or at any time up to the deadline for the decision to extend a run.
The criteria listed below are to be included on the Corporation’s Audition/Membership Form (See ARTICLE III, Section 3) and signed agreement received from the cast and crew of a production at the time of auditions.
If, at any time before the close of the first Saturday performance:

The opening Saturday reaches reservations of at least 85% of available tickets; and
the second weekend has one performance fully reserved; and
any performance on the third weekend has at least 45% of available tickets reserved
Or
An average of at least 80% of available tickets have been reserved for the second weekend’s performances.The above criteria are for an additional date extension. The criteria are minimums and do not preclude an extension of a production for other dates or based on other factors than those set forth under this section. The Board of Directors may seek to add performances of a production (including but not limited to, a production being extended under this section) at their discretion.
Created October, 2007. Codified here August 28, 2019.

Weather Protocol

Shows are generally only canceled if either the theatre loses power OR the CT Dept of Transportation (CT DOT) closes the major highways like 91 or 84 in our region.
Anyone may check Hall power remotely – if the phone answering machine picks up, the Hall has power to some degree.

Facilities Manager and/or person closest to the Hall will post a sign on the front doors announcing the cancelation and any information about re-booking tickets.
If power exists, the phone message will be changed to announce the cancelation and re-booking instructions.
Actual Language to be used follows (use this exact language when posting to Social Media):

First Message - Unfortunately, we have had to cancel this evening's performance due to the current weather. If you had tickets, a member of our staff will be in contact with you to arrange for a future reservation. All future performances will run as scheduled. For more information, log on to www.suffieldplayers.org. Stay safe and we will see you soon.

Second Message (to be posted if there is a show the next night) – We may have canceled tonight, but tomorrow night is still on!

Website –
Tonight’s show performance has been canceled due to the weather! If you had tickets to join us tonight, a member of our staff will be in contact with you to arrange for a future reservation. We will continue to post real time updates about future performances here and on Social Media as long as the power stays on.
On behalf of all of us at The Suffield Players, stay safe and we will see you soon!
Created November, 2011. Codified here August 28, 2019. Amended July 15, 2025.Internal Protocol
The Board of Directors will make a determination on any given performance date as to whether to cancel a performance. All care will be given to do so in a timely basis, meaning at least two (2) hours prior to performance where possible.
Tickets for that evening will be re-booked to a following performance, or if none exist, refunds will be issued. Each ticket will be handled on case by case basis to ensure the patron is treated in respectful manner.
CALL TREE
The decision process will be made as follows: The Facilities Manager and/or President will make the final determination. In lieu of their presence, in order the responsibility falls to:the Secretary
the Treasurer
Box Office Manager
House Manager
PR / Media Director
Sales Director
Membership Director
Once decision has been made, contact is:
Phone call and e-mail to all Board Members, Stage Manager and DirectorDirector contacts actors
Stage Manager contacts all crew chiefs who should assist with their run crew as needed
Box Office Manager contacts Ticket staff and together they split up the patron list and reach out to all possible
House Manager contacts that night's house staff and any auxiliary house staff
Sales Director makes sure that the website is updated with cancelation information and re-booking process
PR / Media Director posts on Social Media and ensures that the message on the answering machine is changed

Standing Rules of the Suffield Players Activities Committee (ACT)

The ACT Committee is responsible for our Suffield on the Green presence, the Annual Meeting of the full membership, any Business After Hours events, Scholarship fund-raisers, and any other non-production events.
Membership in the committee can fluctuate from year to year with additions or removal of members at any time during the season. Chairperson will notify the Board of Directors of any changes in membership of the committee for updating of website and programs.
Meetings should be scheduled at least twice per season or as need arises. If unable to attend the meeting, members should notify the chair beforehand and communicate any issues in helping with any specific events. Some events may not require the participation of all ACT members.
Interaction with the public, fellow members of the committee, and any participants in ACT events should be professional and respectful.
Recommended and planned season events for ACT should be presented in September to the Board of Directors. When unplanned events arise mid-season, the Board of Directors should be advised a minimum of one month in advance.
Any new members of the committee should receive a copy of the Standing Rules at the time they join.
Board of Directors will provide the dates and budgets for each event to the Chair of ACT for any upcoming events.
The Chair or Designee will provide feedback to the Board after each event, either good or bad, and discuss changes that could/should be made in any future events.

The following events are the focus of the ACT although other events can be planned in addition.

Suffield On the Green (Town organizer: Friends of Suffield)
Held each year on the first Saturday & Sunday of September after Labor Day

Organize prior to event:

Secure spaces, preferably the same as prior year. Application is done by mail or online, and notification should go to the Treasurer to make payment. The Chair will notify the Board of Directors of plans.
Plan activities for the event: examples may include hourly raffle for opening night tickets of the season, distribution of brochures while informing the public about the Players, free face painting (2-3 stations), or any other activities.
All participants should wear some type of Suffield Players shirt or badge (provided by the Chair or designee) or be costumed with the annual theme.
Recruit staffing using e-mail list to procure talkers, painters, and characters. Ask people to sign-up for specific times to ensure that the booth is always well staffed.
Observe other booths on the Green to consider what might be added or done to freshen up our ideas for future years.
Arrange for clean-up crew after the event with all supplies returned in good condition to their storage location. Paint brushes, trays, and supplies must be cleaned and in order for next event.

Annual Meeting in June (Required by Bylaws of the Suffield Players)

Planning meeting should be scheduled at least one month prior to date of Annual meeting. The Annual meeting date is set by the Board of Directors.
ACT plans a theme (if desired) and decorations for the Hall. Assign tasks accordingly for décor/items needed for meeting (signs, raffle tickets, plates/silverware, etc).
Agenda is prepared by President of the Board and Chair of ACT. The agenda should include Eugene Biggio and Robert Alcorn Drama scholarships, awards for past season participation, treasury report, announcement of upcoming season, and election of officers.
- Notify participants and Chairs for reports of their individual areas.
Arrangements are made with the Board of Directors and the Publicity Director to advertise the event using E-mail as well as announcements during the Spring production. Date should be set for ACT members to setup the hall.
Arrange for Clean-up crew after event.

Holiday Benefit Fund Raising in December.

Have a planning meeting to decide if there should be any extra fund-raising items to go along with the Holiday Benefit Reading, such as a raffle or other ideas that emerge.
If a State permit is required, then Chair should obtain proper paperwork a minimum of two months in advance.

Scholarship Fund Raising — throughout whole year.

Two scholarships are given each year – Eugene Biggio Drama Scholarship for undergraduate study to students of the dramatic arts in grades K-12 and the Robert Alcorn Memorial Scholarship awarded to post-graduate performing arts students of any age.
Scholarship fund raising events should be planned throughout the year. Events can include (but not limited to) Sponsorships from any business, restaurant promotions (such as Red Robin Nights), or any creative ideas for fund-raising. Events should be presented and approved by the Board of Directors in consideration of any time-sensitivities or finances needed to complete the event.
Work with Marketing Director to coordinate events with current advertisers.
Promotions further maximize the benefit to the Players when done within one month prior to a scheduled show.
Arrangements should be made with the Board of Directors and the Publicity Director to advertise the event using E-mail as well as announcements during the previous production.
Arrange for members to staff the events.

Standing Rules of the Nominating Committee

The Nominating Committee (“Committee”) is responsible for soliciting and encouraging people to be involved in mentorships and Board of Directors (“Board”) positions.
The Committee will meet quarterly to discuss potential leads for Board membership, more often if necessary.
The Committee will actively seek opportunities to create mentorships with current Board positions.
- Mentorships can be used as training to assume a position or as assistance for that position.
The Committee will obtain a current membership lists from the Membership Director.
The Committee will provide a list of nominated individuals to Board of Directors no less than 1 month prior to elections for distribution of the list of nominees to the membership. The list of nominated individuals will include the current Board members seeking reelection.
The Committee must maintain at least 3 members including the Chair, per the Bylaws.
The Committee will maintain a list of members interested in a future position or mentorship.
The Committee will provide updates to the Board at least once per year or as often as needed.
Interactions with committee members, nominees, and participants should be professional and respectful.
All committee members must understand the Board member jobs as outlined in the Bylaws and based on the current activities of the individual in that role.
All committee members must respect confidentiality and act with discretion regarding conversations with potential candidates and current Board members.

The Board will provide:

Notice when a Board member resigns;
Guidelines for the mentorship process on a case-by-case basis based on the interests of the mentee.

Standing Rules of the Bylaws Committee

The bylaws committee shall:

Consider all amendments duly proposed to the committee.
Make recommendations to the Board of Directors as to the implications of adopting said amendment(s).
Initiate any suggestions that the committee feels necessary for changes to the bylaws or proposed amendments.
Prepare final wording of any amendment to the Publicity Director for notification of the membership at least one month before the required vote.
Meet at least once per season to review the bylaws and/or consider proposed amendments.
Organize, in conduction with the Board of Directors, any special meetings needed.
Recruit additional members as needed to maintain a committee of at least three.
Provide new members of the committee a copy of the Standing Rules at the time they join.
Interact with fellow members of the committee and the membership in a professional and respectful manner.
Provide updates to the Board of Directors as needed.

Suffield Players Anti-Harassment Policy

Purpose and Policy:

The Suffield Players seeks to provide and ensure a safe environment, free from harassment and bullying. All Volunteers will refrain from Bullying, Inappropriate Behavior, Unwelcome Attention, or Sexual Harassment. Any Volunteer who violates the policy may be subject to Corrective Action.

The Suffield Players is a community theater with the emphasis on community. This Policy should be read in conjunction with the Suffield Players Code of Conduct and, as stated in the Code, members are encouraged to talk with one another about anything that makes them uncomfortable. The Policy is not meant as a substitute for communication, but as guidance should communication break down or not be feasible.

This Policy applies to all events related to The Suffield Players whether or not the events occur at Mapleton Hall.

Definitions:

Bullying: language or physical behavior that seeks to harm, intimidate, belittle, or coerce another individual.
Complaint: any verbal or written statement to a Volunteer with Authority about one or more incidents involving one or more Respondents.
Complainant: the individual who initiates a Complaint against one or more individuals. If Complainant is a member of the Board of Directors, they will automatically be recused from all material Board discussions, meetings, and communications relating to the Complaint.
Confidentiality: Every effort will be made to keep the disclosure of the Complaint and the identity of Complainant on a “need to know” basis. Nevertheless, for any Corrective Action to be effective, neither the Complaint nor the identity of Complainant can be kept confidential from the Respondent. Any potential Complainant should note that, if a Complaint is anonymous, then only limited action might be available and no action is likely.
Inappropriate behavior: actions and/or statements that lack civility, which includes but is not limited to:excessive profanity;
loud and angry or offensive outbursts;
intimidating or threatening actions;
intimidating or threatening statements;
unwelcome touching of a personal nature;
offensive slurs or jokes about gender expression, sexual identity, appearance, sexual orientation, age, race, religion, ethnicity, national origin, or disability.
Respondent: the individual about whom one or more individuals has complained. If Respondent is a member of the Board of Directors, they will automatically be recused from all material Board discussions, meetings, and communications relating to the Complaint.
Retaliation for a Complaint: when Respondent or any Volunteer — including the Board of Directors or any of its Members — takes adverse action or makes adverse comments against Complainant for filing a Complaint. This prohibition includes any conduct or comments made by any Volunteer on or off the grounds of Mapleton Hall.
Sexual Harassment: inappropriate touching of a personal nature that occurs as little as once, including but not limited to unsuccessful or successful attempts at kissing, fondling, slapping, squeezing, pinching, or tickling. In addition, any comments of a sexual nature targeted at an individual, including but not limited to comments about an individual’s looks, dress, body, body parts, or proclivities.
Unwelcome Attention: includes but is not limited to unsuccessful or successful attempts at blocking, trapping, hugging, invasion of personal space, following, or staring.
Volunteer: Any paid or unpaid person working on any aspect of a Suffield Players production, on a committee, or in any other capacity in any location.
Volunteer with Authority: any individual with authority, such as a producer, artistic or musical director, stage manager, or Board Member.

Corrective Action Procedures:

The Suffield Players will review all Complaints with dignity and respect. No Complaint should be minimized, explained away, or dismissed as a misunderstanding. At the same time, a Respondent has the right to be notified of the Complaint and to have their response to the Complaint heard.

Any Volunteer with Authority who receives any Complaint will take immediate, appropriate and Corrective Action under Part I or Part II below. The recipient of the Complaint, if not up to the task, may ask any other Volunteer with Authority to intervene.

Part I
The intent of this Part is to keep minor incidents minor. If the conduct consisted of only occasional remarks or acts that are arguably offensive — those that fall under Bullying, Inappropriate Behavior, or single instances of Unwelcome Attention— Corrective Action may consist of no more than the recipient of the Complaint discussing the matter with Respondent, explaining why the conduct was inappropriate, and instructing Respondent that it should not continue. A copy of the Anti-harassment Policy should be provided to Respondent at this time. The recipient of the Complaint should follow-up with Complainantto discuss the Corrective Action taken.

Special note to the Members of the Board of Directors:
Board Members have a fiduciary duty to report all material facts to the Board. Normally, if a Board Member received a Complaint, then the Complaint and the identities of those involved would be required to be reported to the Board. If, however, a Part I incident is resolved by the Board Member to the satisfaction of all involved, then the adoption of this Anti-Harassment Policy is an explicit waiver of the fiduciary duty of that Board Member to inform the Board of the Complaint or those involved. Again, the purpose of this waiver is to keep minor incidents minor.

Part II
If the conduct was more severe or pervasive or if it involved an individual who is a minor, it must be reported to the Board of Directors for immediate action. “Severe or pervasive” conduct includes but is not limited to Retaliation, frequent Bullying, frequent Inappropriate Behavior, Unwelcome Attention, Sexual Harassment, or one or more previous Part I Complaints against Respondent.

While waiting for the Board of Directors to meet and decide the best course of action, the Volunteer with Authority who received the Complaint may, at their discretion, separate Complainant and Respondent by transferring or removing Respondent from further interaction with Complainant. Other Volunteers and Volunteers with Authority are instructed to cooperate in implementing the transfer or removal.

Board Members are reminded of their fiduciary duty to avoid actual or apparent conflicts of interest. If a Board Member is a family member or close friend of Complainant or Respondent, then the Board Member should recuse themself from all material Board discussions, meetings, and communications relating to the Complaint. Board Members should be mindful of any urge to shape the outcome of any Complaint — this urge likely is a signal that a conflict of interest is at work. If in doubt, bring your concerns to your fellow Board Members for discussion.

When informed of a Complaint under this Part, the Board of Directors may meet in a special emergency meeting pursuant to the By-Laws, the Articles of Incorporation, and any other binding documents or laws. As an initial matter, the Board of Directors should:

Meet as a “committee of the whole” to avoid having material facts recorded in the Board minutes. Meeting as a “committee of the whole” is meant to keep the Complaint and the identities of those involved on a “need to know” basis;
Appoint one or more Board Members as point of contact with Complainant and Respondent. All communications between the Board and the parties should proceed only through these appointed Board Members; and
If Respondent is not already aware of the details of Complaint, decide when and how to notify Respondent of those details.

The Board will then determine the best course of action, including but not limited to:

Mediation. Requiring third-party mediation between Complainant and Respondent. The mediator may be one or more Board Members, a Suffield Player member appointed by the Board, or a third-party volunteer mediator brought in by the Board. If any party refuses to mediate, then the Board may decide to dismiss the Complaint or proceed with an investigation;
Investigation. Engaging the services of a third-party investigator, preferably pro bono, to review all documents and interview Complainant, Respondent, and any witnesses necessary for resolution of the Complaint. By necessity, an investigator will have to reveal the identity of Complainant and the substance of the Complaint to Respondent as well as to any witnesses. The investigator will gather facts, will eschew speculation or assumptions, and will provide a written report to the Board of Directors with the detailed facts of the incident or incidents.
Written Statements. Since memories fade, time is of the essence. The Board may ask Complainant and any potential witnesses to write statements concerning the incident. These statements can be forwarded to an investigator, or, in the alternative, the Board can review the statements, ask for written clarifications, then forward the statements and clarifications to Respondent for their written response. The Board may request clarifications of Respondent’s response. All requests for written statements and clarifications should include deadlines for receipt by the Board.
Other. No mediation, investigation, or collection of written statements is warranted.

The Board of Directors will review Complaint as well as the results of any mediation or investigation and, at its sole discretion, decide the best Corrective Action, which may include dismissal of the Complaint with no action up to — for the most serious incidents — suspension or dismissal from Mapleton Hall, committees, productions, or the Board of Directors. Complainant and Respondent will receive written notice of the Board’s decision.

Policy implementation:

This policy will be made available to all volunteers and directors with the Suffield Players including Board Members, Actors, Directors, Committee Members, and Crew. The policy will be on the website and will be posted at Mapleton Hall. Board Members will read and acknowledge receipt of this policy. The Board or designee will establish a system for receiving and maintaining records of those acknowledgments. From time to time, The Board of Directors may update this policy.

Updated: February 2024

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Suffield Players Code of Conduct

All volunteers at the Suffield Players are expected to follow this Code of Conduct. Contributing to our theater community assumes acceptance of these principles:

Take Responsibility for the impact of your conduct. Intent refers to what you thought you were doing. Impact refers to how that action was perceived by the other person. Take ownership for unintended consequences of your actions regardless of your intentions.

Be Considerate. You are part of a team. Be considerate of how your actions or contributions affect others. Remember to use basic manners, such as “please” and “thank you.”

Be Respectful. Treat one another with respect. Everyone can make a valuable contribution to the Suffield Players. We may not always agree, but disagreement is no excuse for being disagreeable or disrespectful.

Be Collaborative. Be open to other ideas and perspectives, and express appreciation and gratitude for them. Ask questions to understand others' points of view. You can't avoid disagreements or differing views, but you can work to resolve them constructively. Collaboration means open, timely communication and a commitment to keeping the team's progress going. Check your emails and messages regularly and answer them promptly—even if it's "I'll get back to you."

Address Conflicts in a Healthy Manner. Be honest, direct, and compassionate when talking with someone with whom you have a conflict. Make conflict resolution a priority. Don't let things fester. Above all, avoid making conflicts personal. Debate should never include putdowns or reference someone's nationality, gender, religion, or other personal characteristics. If you are unsure of how to handle a conflict, ask for help. Those who are asked should be responsive but can refer to someone other than themselves if unable to be helpful.

Be Considerate When Stepping Down from a Project. People engaged in different projects come and go. When you leave or disengage from the community, in whole or in part, we ask that you do so in a way that minimizes disruption to the theater. Please tell someone (a Board Member or project manager) you will no longer be available for a certain project and take the proper steps to ensure that others can pick up where you leave off.

Be Considerate When Joining a Project or Committee. The Suffield Players welcome new thoughts and ideas, with the expectation that past practices or policies will be respected even as they evolve. New team members should be able to ask current members for guidance, context, and support without fear of rejection.

Be Honest. Sometimes the hardest thing to say is "no" or admit you've forgotten to do something. Be honest with each other and yourself regarding what you say and to what you can realistically commit.

Exercise Discretion and Confidentiality. Depending on your role, you will be privy to various levels of information. As a volunteer you are expected to keep confidences and minimize gossip. Be mindful that you represent the Suffield Players with your words and actions.

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Standing Rules

Standing Rules of the Directors Search Committee

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