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By-Laws Of Shafer Alliance Laboratory Theatre “Championing the Cause of Student Theatre” ARTICLE 1 Offices Section 1. Office Location Currently, Shafer Alliance Laboratory Theater (SALT) does not have a permanent location. Information is posted in the student lounge of the Performing Arts Center (PAC) and written communication can be left in the SALT mailbox in the mail room on the second floor of PAC. ARTICLE 2 Organization Purposes Section 1. Purposes and Objectives of Organization The Shafer Alliance Laboratory Theatre (SALT) is a registered student organization at Virginia Commonwealth University. SALT facilitates, encourages, and promotes the public performance of student theatre at the Shafer Street Playhouse, offering opportunities for students to supplement their education within the University. SALT champions the cause of collaborative student theatre that reflects the overall diversity of the student body and the vast spectrum of theatrical possibility. This encourages all students in the University to take charge of their education and artistic growth by integrating their education before an audience. SALT's goal is that students will take personal and artistic risks, which will result in engaging, quality theatre that challenges and enriches the students involved and the community alike. SALT's mission is provide all students with an equal opportunity to create quality theatre. All students enrolled in the TheatreVCU department are members of SALT. Only Board Members have operating and functioning authority. Section 2. Proposal Evaluation All projects will be considered. Projects will be evaluated based on the directors experience and the show’s adherence to the SALT mission statement. Proposals will be assigned a slot within the season according to the following scale, organized highest to lowest: Faculty/class presentations Graduate Theses Final year Graduate student independent projects Senior Undergraduate Independent projects/1st or 2nd year Graduate Student Third Year Undergraduate Second Year Undergraduate First Year Undergraduate, post Freshman Discovery Project When proposing a Graduate thesis project, one must state the nature of the project and how it will directly correlate to the written thesis. All proposals must be accompanied with a signed copy of director’s agreement. Directors will be notified of the following necessary requirements for all shows: - The director will hold an open audition for all VCU students. No pre-casting is accepted. - The directors will provide a thorough list of technical needs. They can be denied access or use of anything not included on this list. ARTICLE 3 Board Members Section 1. Number of Members This organization shall have no more than eight (8) members (not including subsitute/shadow members) and collectively they shall be known as the Shafer Alliance Laboratory Theatre Board Members. One Board position shall be filled by one of each of the following: technical theatre major, stage management major, undergraduate performance major, and one by a graduate student. All other positions shall be filled as needed. Section 2. Qualification of Members Qualifications for members of this organization shall be as follows: Must be in their second semester of study or higher in the Virginia Commonwealth University Theatre Department Must maintain at least a 2.5 GPA Section 3. Duties Active participation in the SALT Board includes, but is not limited to: Attendance at the majority of meetings is necessary. Any member who misses more than two (2) consecutive meetings will be considered for discontinuation. Members should keep an overall attendance of 3/4 meetings. Maintaining a positive image of SALT within the student body By-Laws 1 Acting as Production Manager for at least one show per season and actively participating in season selection Checking email/maintaining email communication with the Board. This includes reading all emails, including attachments, and participating in email discussions when necessary. Following the rules and guidelines set forth by the SALT Board. Duties of Production Manager: All Board members shall serve as production manager for one or more shows throughout the Shafer season. As Production Manager of the Shafer Alliance Laboratory Theatre Board, his/her duties include but are not limited to: Maintaining communication with the Director(s) through consistent meetings with production staff Aiding the director and answering questions about logistical aspects of production Keeping track of all technical aspects in each show as to ensure that each production is in compliance with SALT rules and regulations, VCU Theatre Department regulations and University rules. Obtaining all required technical and safety paperwork as outlined by the VCU Theatre Technical Director. This paperwork will be given to the TD through the faculty liaison. Acting as liaison between each production and Board of directors Please see the Production Manager Check List for a greater explanation of PM duties. Section 4. Term of Office Each member shall hold office for a term of two (2) years. At the end of the term, Board members will be given the option to either re-apply or step down from the Board. Section 5. Meetings 1.Meetings shall be held in the Shafer Street Playhouse unless otherwise decided be the Board. 2. At the end of each meeting, the Board will approve the time for the following meeting. 3. Regular meetings shall be held at a time and day agreed upon by consensus of the Board at the begin ning of each VCU semester. Board members shall be notified of meetings in this fashion: Regular Meetings: The Secretary shall notify members via email regarding regular meetings. Special Meetings: If need be, any member may call for a special meeting to address immediate concerns. In this case, said member will be in charge or notifying the Board. A quorum is a majority of Board members. No business shall be considered by the Board at any meeting at which the required quorum is not present. Informal meetings may be held with the absence of a quorum. Conduct at Meetings Meetings shall be conducted by a Facilitator appointed at the previous week's meeting. The Secretary shall record all meeting minutes. In the Secretary’s absence, the Board members shall appoint another member to act as Secretary. In the Facilitator’s absence, the Default Facilitator shall conduct the meeting. Section 6. Consensus All board decisions are decided through the consensus process. All board members must be in agreement for a motion to pass. An outline of the formal consensus processes are available at http://www.consensus.net/ocaccontents.html Section 7. Accepting New Members to the Board Two months prior to the end of the Spring semester (or as needed), the SALT Board shall accept applications for new Board members. All interested parties shall fill out the application in its entirety and provide the Board with any necessary supplemental documents. At one month prior to the end of the Spring semester, the SALT Board shall close the application process and begin the interview process of all applicants. Depending on the number of vacancies, the SALT Board shall appoint as many members as needed to fulfill the requirements set forth by Article 3, Section 1. Section 12. Vacancies Vacancies on the Board shall exist (1) on the death, resignation, or removal of any member, and (2) in the case that the number of authorized members is increased. Any member may resign effective upon giving written notice to the entire Board. If any member of the Board fails to uphold their duties, the Board will address the situation at the next scheduled meeting. It may be determined that a special meeting is necessary. Members may be removed from office in the event a quorum of members agrees to remove such person. If the quorum agrees to remove the member from office, said member may appeal the decision. In such a circumstance, the entire Board, including the member under consideration of removal, must convene a special meeting to discuss the current situation. At the end of such special meeting, the Board members shall vote By-Laws 2 by secret ballot. The secretary will tally the votes and reveal the decision. This decision is final. All vacancies shall be filled as needed with approval by consensus of the Board members. Failure to adhere to the guidelines set forth will result in a performance review by the Board. Article 4 Officers Section 1. Designation The officers of this organization shall be filled by the Board members and shall be: Student Government Association Liaison Treasurer Faculty Liaison External Communications Director Space Manager Secretary Default Facilitator Archivist Technical Advisor. These positions may be combined. Section 2. Qualifications Any Board member qualifies for an officer position. The student Government Association Liaison and Treasurer must maintain a 3.0 grade point average. Section 3. Election & Term of Office Officers shall be chosen by consensus at the end of each VCU Spring semester for the following academic year. Each officer shall hold that office until the following year, until he/she resigns, is removed, is otherwise disqualified to serve, or until his or her successor shall be elected. The treasurer and student government liaison must always remain for an entire year cycle due to student government association rules. Section 4. Removal & Resignation Removal & resignation shall run concurrent with the removal & resignation of Board member. In special cases, considered by consensus of the Board members excluding the member in question, a member may step down or be removed from his or her officer duties but still remain on the Board. In such cases a special meeting shall be called by one or more Board member(s) without the presence of the member in question. The Board member in question must be notified of the meeting and outcome of the meeting within 12 hours of meeting taken place. The special meeting must be attended by a quorum of the Board members. Section 5. Duties of Student Government Association Representative Maintain SALT in Good Standing with the SGA Know/understand/follow all rules and guidelines set forth by the VCU Student Organization Handbook Renew SALT registration as a VCU Student Organization annually Act as liaison between SALT Board and SGA Section 6. Duties of Treasurer Track all SALT finances Maintain SALT in Good Standing in regards to funding from SGA Develop budget and be present at SGA Budget Hearings Know/understand/follow all rules and guidelines set forth by the VCU Student Organization Handbook Section 6. Duties of Faculty Liaison Maintain SALT in good standing with the faculty Be available to attend faculty meetings and advisor meetings regarding any problems This position is reserved for the Graduate student Board member. Periodically send a faculty update to faculty and staff. Pass along necessary technical and safety information for every production to the Technical Director Section 7. Duties of External Communications Director E-mail listserv and TWIST when necessary Keep SALT callBoard updated Maintain SALT Gmail account Produce the season announcement Primary maintainer of the Facebook, Twitter and website Section 8. Duties of Space Manager Keep track of the keys Make sure Newdick is not violating firecode Facilitate an explanatory Equity meeting/workshop every semester for all directors and interested students Section 10. Duties of Secretary Track all minutes of meetings Coordinate all internal communications within the Board Type minutes and send electronically to all Board members Contact and deliver by-laws to incoming members Update by-laws and Board contact sheet and any other such necessary items as needed as by consensus of the Board Section 11. Duties of Technical Advisor Oversee the execution and maintenance of all technical aspects within the Newdick Theatre Assure compliance of faculty and director regulations and guidelines as set forth by the space Section 12: Default Facilitator By-Laws 3 Facilitate in the absence of assigned rotating facilitator Maintain knowledge of the formal consensus process as is outlined in http://www.consensus.net/ocaccontents.html Ensure the formal consensus is followed during all Board meetings Section 13: Archivist Arrange a photo call with each show Maintain printed records of minutes, agendas, and other important documents to be stored at the Kenneth Campbell Library Maintain a scrap book, detailing SALTs activities throughout the year (Do we want to remove this and change it to an electronic system) Article 5. Committees Section 1. Designation If members see need, a committee may be formed by a consensus to address issue outside of a regularly called meeting of the Board. A committee must consist of three or more Board members. The committee shall report its conclusions to the Board, which will then vote for stated conclusions. Dissolution of the committee will take place when all matters have been resolved. Article 6. Records and Reports Section 1. Maintenance of Records For access to records contact the SALT archivist. Minutes of all meetings, filed chronologically All records of business and monetary transactions A copy of the organization’s bylaws. All other archival materials. All of the above materials are available for inspection by anyone by making an appointment with the Board. Article 8. No Shame Variety Show Section 1. Management No Shame will be run by a dedicated Host / Director and Stage Manager for a period of two academic semesters. Each show will take place every other Friday at 11pm in the Newdick Theatre. Tech rehearsal for each show will begin at 10pm the night of each show and end no later than 10:50pm, at which point doors will be opened. Shows will last no later than 1am and each act will last no longer than ten minutes. The day before each show, the Host and Stage Manager will meet to finalize and confirm that week's act list. Section 2. Relationship with SALT The No Shame Variety Show shall be proposed as a SALT Show at the beginning of every Fall semester for the following two semesters. It shall be treated as any other SALT-sponsored production except for the following stipulations: -No PM, Board Operator or other technical staff shall be assigned by SALT -Either the Host or Stage Manager shall be a SALT Board member Section 3. Conduct All in attendance (performers and audience members) must adhere to the University's policy regarding drugs and alcohol. The administrators of No Shame as well as SALT Board members reserve the right to ask anyone violating these or any other rules to leave. Repeat offenders will be reported to the VCU Police and TheatreVCU faculty. Article 9. Pepper Season In the event that our Newdick season is full and / or the director does not wish to direct in that space, we will offer the opportunity to facilitate a show that is produced in one of the Shafer Street Playhouse classrooms. The show will receive the same treatment and will be held to the same standards as our standard season shows. Article 10. Amendment of Bylaws Section 1. Amendment These bylaws may be amended and new bylaws may be adopted by approval of the Board members at any regular meeting. By-Laws 4 ADOPTION OF BYLAWS We, the undersigned, as members of Shafer Alliance Laboratory Theatre Board, adopt these bylaws. Dated: ________________ _________________________________________ Katelyn Davis _________________________________________ Michael Farmer _________________________________________ Lisa Hardt _________________________________________ Jeremy Hilgert _________________________________________ Martha Johnson _________________________________________ Emily Marsh _________________________________________ Sarah Stepahin ________________________________________ Timothy Widmer _________________________________________ Sarah Worden By-Laws 5