The Constitution of InterMission Theatre, UW Madison

Transcription

1 The Constitution of InterMission Theatre, UW Madison Author: Nicholas Pavelic Director Academic Year Executive Board: Nicholas Pavelic, Bryanna Plaisir, Josie Brandmeier, Elizabeth Meek, Sam Vinitsky, Joey Ferrito, Eric Maccox, Dillon Moore

2 Article 1 Name The name of this organization shall be InterMission Theatre. Careful attention given to the additional capitalization of the M in InterMission to signify the mission of the organization to be its mission and vision statements. Also, note that Theatre is spelled re instead of er. Article 2 Purpose Mission Statement InterMission Theatre is a Registered Student Organization on UW Madison s Campus that produces theatrical performances to 1) service an underutilized talent base at UW and 2) promote Madison s theatre community by offering free shows to the public and planning group outings to see local shows. We strive to offer a wide range of theatre opportunities for music and non-music, theatre and nontheatre majors alike. Article 3 Membership Section 1: Membership Membership is open to all undergraduate, graduate, and professional students at the University of Wisconsin Madison. We represent a diverse group of students on campus from all different majors, experience levels, and backgrounds that share a common interest in theatre. Section 2: Attendance Members are encouraged to attend as many meetings as they can, although attendance is not required to remain a member of InterMission Theatre. The Executive Board will be in communication with the organization s members via and Facebook to leverage opportunities InterMission Theatre is hosting or participating in. Many opportunities are available from inquiries by community theatres or other university productions looking for campus talent that InterMission Theatre can, in turn, offer those opportunities to their members. Article 4 Officers Section 1: Executive Board Positions Director Associate Director Secretary Treasurer Marketing and Social Media Coordinator Trustee

3 Section 2: Executive Board Descriptions Director It is the duty of the Director to lead and oversee all meetings and events as well as oversee the general running of the organization. To do so, they will plan meeting agendas to be accessible to the executive board and general organization. They manage the three general committees on the Executive Board and make agenda topics based on their communication with the committees. They provide guidance and insight to all other Executive Board Members and assist or delegate tasks when necessary. They will mark complete tasks as complete on the meeting agendas as they hear from the resource upon completion in the Google Drive. The Director is the first contact for media and third parties, however, they assign leaders to be in direct contact for specific events and collaborations. Additionally, they have access to an organizational debit card and have the ability to complete approved transactions. Associate Director It is the duty of the Associate Director to assume the duties of the Director when they are unable to perform said duties. The Associate Director shall also work with the other Executive Board members to coordinate events, assist in running meetings, and provide insight and knowledge about their tasks and duties. The Associate Director is the second contact for media and third parties. In addition, they will maintain an active list regarding upcoming events and opportunities InterMission Theatre is coordinating to be communicated with the organization via upon month s end. Additionally, they have access to an organizational debit card and have the ability to complete approved transactions. Secretary It is the duty of the Secretary to take meeting minutes at all board and general member meeting and to disseminate those minutes to the respective groups in a timely fashion via Google Doc. The Secretary is also responsible for taking attendance at meetings and update the attendance chart in the Google Drive. To conclude Executive Board Meetings, the Secretary will compile a task list at the end of the Meeting Agendas with the necessary task, actions, parties responsible, and deadline. They are also in charge of making updates to the Google Calendar if called upon to do so. Treasurer It is the duty of the Treasurer to handle all the financial matters of InterMission Theatre. The Treasurer will oversee all income and expense management and keep track of all financial transactions in the Google Folder. They manage any expenditure request via guidelines that are set by the Treasurer and President listed in a document in the Money Folder in Google Docs. The Treasurer is in charge of compiling budgets set by the committees to fund their events and making them visible to the Executive Board via Google Drive. Additionally, they have access to an organizational debit card and have the ability to complete approved transactions. Marketing and Social Media Coordinator

4 It is the duty of the Marketing and Social Media Coordinator to send out regular newsletters to members and work to improve the visibility and public image of InterMission Theatre to the university and general public. The Coordinator is also responsible for overseeing all marketing campaigns from committees by providing knowledge and assistance via MailChimp and social media. They are in charge of managing the social media accounts and posting on behalf of the Executive Board using the Social Media Organizer in the Google Drive. They are delegated to make room reservations for board meetings, executive board meetings, and rehearsals and update the Google Calendar with meeting locations in a timely manner. Trustee It is the duty of the trustees to sit in as active, contributing members of the executive board and take part in key decisions and votes. They are also responsible for taking on project specific leadership roles and overseeing fundraising and social events through delegation from other board members. Section 3 Revocation of Duties If an Officer is deemed unable to perform his or her duties, is deemed to be performing them inadequately, or not attending meetings regularly, remaining Officers may vote to revoke said Officer from his or her position and duties after consultation with the officer to resolve the issue and continued problems occur. Section 4 Communication Communication within the Executive Board will be done utilizing the IMT Board group chat on Facebook Messenger. There, meeting dates will be established monthly or as necessary using a poll. The group will communicate within their committees and present necessary agenda topics to the President who will then incorporate them into the meeting agendas. If a member cannot attend a group meeting, they must message the group or president directly with their conflict with adequate time before the meeting. Missing members are responsible for checking the meeting minutes concluding the meeting on the Google Drive and contact someone with questions or clarification. If a member has completed a task or needs further assistance with completing a task, they should post on the group chat or contact the president directly. Communication to the entire organization will happen using MailChimp, a marketing service, for monthly s or if immediate events/meetings happen more regularly. Updates and announcements will also be posted on InterMission Theatre s Facebook Page. If an Executive Board member wants to communicate to the organization via or social media, they must have the /post approved by the President and Marketing and Social Media coordinator using the Social Media Organizer document in the Google Folder. There will be semester meetings to update the group with upcoming semester events and our communication methods as to how opportunities will be sent out and how to get in contact with the Executive Board. Section 5 Officer Terms All board positions will be up for election at the end of each academic year with the newly elected board s term running the duration of the summer and following fall/spring semesters. The officers must be UW-Madison Students during their term of duty.

5 Article 5 Committees Section 1 Committee Creation and Appointment The Executive Board shall appoint the following committees within the persons of the Executive Board: Performance Committee Social Committee Fundraising Committee The Executive Board may also create and appoint new committees as needed. Section 2 Committee Duties Performance Committee The Performance Committee will manage the planning of the performance events that will be hosted by InterMission Theatre during the academic year. This includes the making of a general timeline, budgeting, marketing campaigns, and being the primary contacts to vendors of the events. Show proposals will be sourced by the Executive Board and voted on by the board for final decisions. This committee must create a task list for each event/show including the task, details, parties responsible, and deadline. Delegation of tasks should happen within Executive Board meetings and should be posted to the Google Drive. The committee is responsible for marking tasks as complete when they are informed so. In addition, the Performance Committee is responsible for gathering all necessary volunteer positions to be filled by org members firstly and then scouting to fill remaining positions. This includes establishing the artistic staff for the performances which shall be subject to approval by the rest of the board. Larger positions may need a non-binding contract to be made by the committee to let the volunteers know their responsibilities. The performance committee is responsible for full communication with the Fundraising Committee with their proposed budget, invoices, and timelines. They are in charge of updating the Performance Committee Folder on Google Drive with important documents relating to fundraising events as well as updating the Google Calendar with event dates and locations. Fundraising Committee The Fundraising Committee will create and manage fundraising events that will accommodate the expenses of InterMission Theatre. This includes the making of a general timeline, budgeting, marketing campaigns, idea generation, and grant applications. All fundraising ideas and events are subject to a majority vote by the Executive Board. This committee must create a task list for each event/show including the task, details, parties responsible, and deadline. Delegation of tasks should happen within Executive Board meetings and should be posted to the Google Drive. The committee is responsible for marking tasks as complete when they are informed so. In addition, the Fundraising Committee is responsible for gathering all necessary volunteer positions to be filled by org members firstly and then scouting to fill remaining positions. They are in charge of updating the Fundraising Committee Folder on Google Drive with important documents relating to fundraising events as well as updating the Google Calendar with event dates and locations. They are in charge of updating the Fundraising Committee

6 Folder on Google Drive with important documents relating to fundraising events as well as updating the Google Calendar with event dates and locations. Social Committee The Social Committee is in charge of building the theatre community in our organization by creating and planning social events for InterMission Theatre s members to participate in. Such events may include workshops, attending performances in the community, or aiding in fundraising events that include org member attendance. All social event ideas are subject to a majority vote by the Executive Board. This committee must create a task list for each event/show including the task, details, parties responsible, and deadline. Delegation of tasks should happen within Executive Board meetings and should be posted to the Google Drive. The committee is responsible for marking tasks as complete when they are informed so. In addition, the Fundraising Committee is responsible for gathering all necessary volunteer positions to be filled by org members firstly and then scouting to fill remaining positions. They are in charge of updating the Fundraising Committee Folder on Google Drive with important documents relating to fundraising events as well as updating the Google Calendar with event dates and locations. They are in charge of updating the Fundraising Committee Folder on Google Drive with important documents relating to fundraising events as well as updating the Google Calendar with event dates and locations. Article 6 Decision Making The Officers shall make major decisions involving funds and organization of the group, as well as meeting times. All members of the organization shall make all other minor decisions. Majority vote shall determine final decisions. Article 7 Amendments to the Constitution Propositions for amendments may be brought up at any time by any member but must be discussed and approved by the Officers through a unanimous vote. Article 8 Full Organization Meetings Meetings will be held at least three times a semester. At least one week s notice must be given via .