6. Internal Producer announcements

a) Outstanding or devoted contributions to a single area (technical, acting,

writing, band, etc.).

b) Involvement in all areas.

c) Assuming jobs that no one else will take (“Riding the FASS railroad”).

Brent joined FASS in 2010 and has been an enthusiastic supporter of the social aspects of FASS ever since. He has organized for and DJ’d at countless parties, planned camping trips, and generally jumped on any opportunity to help make FASS a more enjoyable experience for everyone. It is appropriate that Brent is currently serving as the Company Coordinator on the Board, after completing a term as a Rep last year. On the production side, Brent has been our unofficial technical liaison with the Humanities Theater staff for many years. His help has been integral to the sound and band setup, sound recording, and post-production of show DVDs. He stepped up to make the 2017 show happen by taking on a Committee role, and he used that experience to advocate for the creation of the Fall variety show this year.

The following amendments have been approved by the Board. Amendments must be approved by ⅔ of the Company members present at the AGM in order to become part of the Constitution. We will be presenting and explaining the reasoning behind each amendment at the AGM.

(1) People need to know what they are committing to

Article Three: F.A.S.S. Show Council

(8) Selection of Members (by Board):

Add new subsection

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f) When nominations for Chief Script Writer are publicly announced, information on show type (i.e. Variety Show vs Full Show) shall be included.  When nominations for Producer, Director, Technical Director, and Stage Manager are publicly announced, information on show dates and location shall be included.

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(2) Make clear that sub positions are responsible to the people who selected them, and clear up some confusion about SM sub positions.

Article Four: Responsibility of Individual Members

(7) Director

Modify b)

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b) Organize and supervise a sub-directorial staff[...]

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Replace “Organize and supervise” with “Organize, supervise, and be responsible for”

Article Four: Responsibility of Individual Members

(10) Stage Manager

Modify i)

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i) Obtain as many assistants as are necessary to aid in prompting and preparing the cast, and make such production notes as are necessary.

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To

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i) Aid in prompting and preparing the cast, and make such production notes as are necessary, including, but not limited to, line notes during rehearsals.

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AND Add a new subsection

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p) Organize, supervise, and be responsible for a sub-stage manager staff, possibly including such positions as Assistant Stage Managers and Runners. The members of this staff will perform such duties and hold such responsibilities as are assigned to them by the Stage Manager.

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(3) Make clear Director’s role in blocking

Article Four: Responsibility of Individual Members

(7) Director

Modify e)

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e) Supervise and take responsibility for rehearsals.”

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Add

“Including determining all cues and blocking.”

(4) Make clear TD/SM’s role in Tech Weekend

Article Four: Responsibility of Individual Members

(10) Stage Manager

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q) Organize, in coordination with the Technical Director, a Tech Weekend, if required.

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Article Four: Responsibility of Individual Members

(9) Technical Director

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f) Organize, in coordination with the Stage Manager, a Tech Weekend, if required.

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(5) Debriefs are important

Article Four: Responsibility of Individual Members

(11) Creative Liaison

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l) Select and supervise a facilitator to run a debrief after the show run; ideally someone who was not deeply involved in the show run itself. All of Show Council must be explicitly invited to the debrief and anyone Show Council unanimously desires to invite is also explicitly welcome.  The facilitator is empowered to reach out to any Company member to gather further information.  A resulting debrief document must be provided to Board and Show Council before the end of the term in which the show occured.

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(6) The company should give feedback

Article Four: Responsibility of Individual Members

(3) Company Coordinator

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k) Ensure a post-show company survey is distributed after the last show with the responses going to whomever the Creative Liaison selects to facilitate the debrief (in accordance with Article 4, Clause 11l)

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(7) Recognition is important

Article Four: Responsibility of Individual Members

(11) Creative Liaison

Add a new subsection

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m) Ensure every member of Show Council is given a chance to recognize people, ideally at a Strike Party.

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(8) Give the complaint process a defined duration, and more stability.

Article Two: The Board

(16) Complaint Process

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i) Once submitted, complaints must be handled prior to the auditions of the next show, or within three weeks, whichever is later.  Other than that constraint, once a complaint has been initiated, the member handling the complaint shall continue to handle it even if they are no longer in the original Board position they held when the complaint was made.

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(9) Give Board more stability, Board is eternal, only its members are temporary.

Article Two: The Board

Add a new clause (shifting other numbers as appropriate)

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(8) Although the terms of office of all Board members end, the Board itself always exists. Board can make decisions about the future, even if it is committing a Board of different composition than itself.  Board shall endeavour to be cognizant of when it is making such a commitment and only do so when required (e.g. booking the theatre).

We will be electing 6 members for the FASS Board of 2019/2020. 

Below are excerpts from the Constitution (Article Four) describing what each person is responsible for.

President

One individual will be elected to serve as the President of the FASS Board. The President is in charge of running the Board, recruiting for the Board and Show Council, and acting as the point of contact for external entities. (That doesn’t mean the President does everything themselves - they delegate!)

a) Act as Chairperson for all meetings of the F.A.S.S. Board and Company.

b) Call sufficient meetings of the F.A.S.S. Company and Board to prepare for the successful production of F.A.S.S. shows.

c) Call meetings of the Board when requested by the Creative Liaison or any two Board members.

d) Inform all members of the Board as to the time and place of all meetings.

e) Organize a F.A.S.S. AGM, to take place in the winter term, following the last F.A.S.S. show before the end of the winter term.

f) Prepare an agenda for all F.A.S.S. Company and Board meetings.

g) Coordinate the various Board members who are responsible for booking F.A.S.S. events.

h) Ensure that the duties of the Board are properly performed.

i) Set a date for the closure for applications for all appointed positions and receive all such applications.

j) Act as liaison between the various groups and committees of F.A.S.S other than the Council.

k) Act as liaison between F.A.S.S. and outside groups.

l) Assume signing authority over all F.A.S.S. bank accounts in conjunction with the Treasurer, the Creative Liaison and the Presidential Advisor.

m) Review F.A.S.S. Principles and Guidelines regularly and ensure that the document is kept up to date and relevant. Revisions of the F.A.S.S. Principles and Guidelines should be made in consultation with

the members of F.A.S.S. and other appropriate personnel.

n) Maintain the F.A.S.S. Honour Roll.

o) Resolve disputes as necessary

p) Ensure minutes are recorded and maintained for all F.A.S.S. Company and Board meetings

q) Inform the Company of all Board meetings as well as the agenda of items for discussion.

Company Coordinator

Elect one (or more) individuals to (jointly) hold the position of Company Coordinator. They are responsible for the year-round promotion of FASS to both show audience and future members, as well as social events and generally helping with organizing people, rooms, etc.

a) Act as recruitment coordinator for the F.A.S.S. Company. This includes the planning and booking of recruitment events, annual and special general meetings, and management of the F.A.S.S. media presence.

b) Book meeting places for all Board meetings, in consultation with the President, and all rehearsals, in consultation with the Stage Manager.

c) Maintain an up-to-date contact list of all current members of the Board.

d) Arrange for the production of internal show merchandise to be sold prior to show runs.

e) Arrange for the production of internal show memorabilia to be sold after show runs, at the AGM if possible.

f) Maintain a summary of all expenses, to be submitted to the Treasurer as soon as possible after the completion of the F.A.S.S. show.

g) Communicate to the President the status of all activities performed by him/herself in connection with F.A.S.S.

h) Organize and supervise a Company Coordinator staff to aid in the performance of the Company Coordinator’s responsibilities as stated above. The members of this staff will perform such duties and hold such responsibilities as are assigned to them by the Company Coordinator.

i) Notify the President, within 30 days of the beginning of fall classes, of a continuing interest in holding a Board position.

j) Select and supervise a Social Coordinator who, along with any staff the Social Coordinator selects, will handle any necessary arrangements for F.A.S.S. social events throughout the year.

Representatives

Elect four (4) individuals to sit on the Board as general representatives of the Company. They help make sure the Board is aware of the concerns and opinions from various groups within the Company. Being a representative is a great way to get involved with the Board for the first time!

a) Act as liaison between the F.A.S.S. Company and the Board.

b) Make themselves available to assist Board or Council members with technical, social, production, and other activities.

c) Encourage persons in their respective constituencies (Faculty, Alumni, Staff, and Students) to take part in F.A.S.S.

d) Advise members of the Board or Council on matters of Company morale and any other pertinent issues.

In addition to the 6 members elected at the AGM, the Board appoints two members to handle the following duties.

(For completeness, the final member of the Board is the Presidential Advisor - the position is filled by the President of the previous year.)

Treasurer

Applications for Treasurer have been re-opened and will remain open through the AGM, until a date as decided by the next Board. The Treasurer is in charge of maintaining financial records, preparing a budget, and handling the reimbursement of expenses.

a) Assume signing authority on all F.A.S.S. bank accounts in conjunction with the President, the Creative Liaison and the Presidential Advisor.

b) Receive and maintain all receipts relating to expenditures of the F.A.S.S. Company.

c) Maintain a complete record of all F.A.S.S. financial matters.

d) Ensure that all pertinent technical, social, and production personnel are aware of budget limitations as established by the Board.

e) Receive expenditure statements from technical, social, and production personnel at the conclusion of the show.

f) Present a financial statement to the Board prior to the AGM, and to the F.A.S.S. Company at the AGM.

g) Prepare a draft budget for presentation to the Board as soon as possible after the AGM.

h) Communicate to the President the status of all activities performed by him/herself in connection with F.A.S.S.

i) If available, assist the new Treasurer in reviewing the previous year’s books.

j) Notify the President, within 30 days of the beginning of fall classes, of a continuing interest in holding a Board position.

Creative Liaison

Applications for Creative Liaison are open as of April 1, and will remain open for at least 2 weeks, until a date as decided by the next Board. The Creative Liaison runs the Show Council and is responsible for coordination between different areas of the production (along with many many other responsibilities - delegate, delegate, delegate.)

a) Act as Chairperson for all meetings of the F.A.S.S. Show Council

b) Call sufficient meetings of the Council to prepare for the successful production of the F.A.S.S. show run.

c) Call meetings of the Council when requested by the Director or any two Council members.

d) Inform all members of the Council as to the time and place of all Council meetings. Prepare an agenda for all F.A.S.S. Show Council meetings.

e) Ensure that the duties of the Council and each of its members are properly performed.

f) Act as liaison between the Council and the Board.

g) At each meeting of the Board for which there exists a Council, report on the progress of any Council and each of their members.

h) Handle the resignation and dismissal processes of Council members, in accordance with Article 3, Clause 9.

i) Assume signing authority over all F.A.S.S. bank accounts in conjunction with the Treasurer, the President, and the Presidential Advisor.

j) Ensure that new members of the Council understand the F.A.S.S. Principles and Guidelines.

k) Select and supervise a Social Coordinator who, along with any staff the Social Coordinator selects, will handle any necessary arrangements for F.A.S.S. social events during the rehearsal and show period.