[FASS] FASS 2019 AGM (Sunday, April 7th at 12pm in AL 113)

[FASS President]

Hello FASSies,

It is once again that time when we gather to look back at the past year and
plan for the year ahead. The FASS Annual General Meeting (AGM) will take
place on this Sunday, April 7th at noon in AL 113.

I have attempted to include all relevant information in this e-mail, so it
is rather long. You may view an online version, which is easier to navigate
with links:
https://docs.google.com/document/d/1gDojcaoxiXDFUcx1QkWzkpiXV4CFox8tmdYiBYWDGnQ/view

*Date/time:* Sunday, April 7th at 12pm
*Location:* University of Waterloo, Arts Lecture Hall, Room 113

The *agenda for the AGM* is as follows:

1. Call to Order and Welcome
2. Appoint the Chair of the meeting
3. Introductions and recognition of the Board and Show Councils
4. President's Report
  (Including FASS Honour Roll nominations announcement, details below.)
5. Treasurer's Report
6. Internal Producer announcements
Break!
7. Constitutional amendments (details below)
8. Elections (details for each role below)
  President (1)
  Company Coordinator (1, or held jointly)
  Representatives (4)
9. Announcements
  Treasurer Applications
  Creative Liaison Applications
10. Meeting adjourned (followed by viewing of FASS 2019: Fantasies and
Fandoms)

I look forward to seeing all of you at the AGM!


*FASS Honour Roll*

Five individuals are being considered for the Honour Roll this year.

The following is a summary of the Honour Roll process described in the
Principles and Guidelines (section 6.1.3).
https://drive.google.com/file/d/0Bx-A4jIvVJRVN0V6NWhEU1V5aFU

The Honour Roll recognizes members of the FASS Theater Company who have
made *significant* contributions to FASS. More specifically the Board
considered the following criteria:
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”).

For each individual, if no one contests their nomination, between now and
the end of the AGM, they will be added to the Honour Roll, which can be
viewed at http://fass.uwaterloo.ca/honour-roll

If someone does contest their nomination, the nomination will be forwarded
to next year's Board for further consideration. If you wish to contest an
Honour Roll nomination you can contact any member of the Board. Contact
info may be found here: http://fass.uwaterloo.ca/boardshowcouncil

Below are brief (and certainly incomplete) summaries of their individual
contributions, in alphabetical order.

Chris Lolas

Chris (or Christos) has been involved with FASS starting with acting in
2012. He didn't hesitate to take on a large leadership role as Director in
2013. He has continued to contribute creatively over the years, through
both scriptwriting and acting. Perhaps his largest organizational
contribution was as a key member of the Task Force (that rewrote the
Constitution). During 2017-2018, Chris served on the Board, first as a Rep,
then stepped up to fill the first-ever Creative Liaison position when it
was clear we had nobody else willing to take it on. Most recently he
Directed the Winter 2019 show, again filling-in on short notice when the
position was vacated.

Diana Skrzydlo

Diana first joined FASS in 2003 and has acted almost every year since. She
has served in a wide variety of leadership roles, including being Producer
twice, Secretary, Vice, and President! She’s even been the cameo! She has
also been vocal coach several times and contributed a plethora of songs to
the writing process. Diana never hesitates to act as a mentor to FASSies
young and old, offering her expertise and constant smiles. For several
years she has also helped put the F in FASS.

R. Brent Clements

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.

Shannon Broekhoven

Shannon has devoted countless hours over 4 years of vocal coaching FASSies.
She has contributed significantly through leadership as Committee Rep,
Music Director, and variety acts recruiter in 2017, and Director in Fall
2018. She is currently serving a 2nd term as a Representative on the Board.
This Winter show, Shannon has been the go-to person for all sorts of
Director-related questions and tasks, by pretty much everyone involved in
the show. That’s on top of being the Assistant Director for several scenes,
the vocal coach + choreographer for many of the songs, and vocal coach for
Closing.

Stephen Snuggles Skrzydlo

In his first three years, starting in 2009, Stephen (or Snuggles) was the
Chief Script Writer, Assistant Director, and then Director.  He continues
to be heavily involved in writing to this day, including writing the 2017
variety show script in about one week.  On the organizational side, Stephen
created and led the Task Force (which re-wrote the FASS constitution). That
is on top of a long history of personal contributions to the Constitution,
including the original Harassment Policy and the amendments this year. His
advice has been invaluable in helping Committees and Boards apply the
Constitution the way it was intended.


*Constitutional Amendments*

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
“
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.
“

(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)
“
b) Organize and supervise a sub-directorial staff[...]
“
Replace “Organize and supervise” with “Organize, supervise, and be
responsible for”

Article Four: Responsibility of Individual Members
(10) Stage Manager
Modify i)
“
i) Obtain as many assistants as are necessary to aid in prompting and
preparing the cast, and make such production notes as are necessary.
“
To
“
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.
“

AND Add a new subsection
“
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.
“

(3) Make clear Director’s role in blocking
Article Four: Responsibility of Individual Members
(7) Director
Modify e)
“
e) Supervise and take responsibility for rehearsals.”
“
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
Add a new subsection
“
q) Organize, in coordination with the Technical Director, a Tech Weekend,
if required.
“
Article Four: Responsibility of Individual Members
(9) Technical Director
Add a new subsection
“
f) Organize, in coordination with the Stage Manager, a Tech Weekend, if
required.
“

(5) Debriefs are important
Article Four: Responsibility of Individual Members
(11) Creative Liaison
Add a new subsection
“
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.
“

(6) The company should give feedback
Article Four: Responsibility of Individual Members
(3) Company Coordinator
Add a new subsection
“
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)
“

(7) Recognition is important
Article Four: Responsibility of Individual Members
(11) Creative Liaison
Add a new subsection
“
m) Ensure every member of Show Council is given a chance to recognize
people, ideally at a Strike Party.
“

(8) Give the complaint process a defined duration, and more stability.
Article Two: The Board
(16) Complaint Process
Add a new subsection
“
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.
“

(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)
“
(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).


*Elections*

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.
https://drive.google.com/file/d/0B97c6q2P8ufWWDRKUlhoX2VQekk/view

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.


*Applications for Board positions*

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.



Sincerely,

Anton Markov
President, FASS 2018/19
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