Proposed Bylaw Revisions

From Stevens Dramatic Society

See a version colored in with comparisons to the old Bylaws here.

Proposed Revisions

Proposed Revisions of Section 2 of The SDS Bylaws. Section 2 Pertains to the Production board. These proposed revisions would be in effect for the 2009-2010 school year, at the end of which they can be modified and voted in as permanent changes to the Bylaws.

Formation of the Production Board
1. At the start of each production the Executive Board shall appoint a Production Manager, Director, and, when necessary, a Musical Director, Choreographer. These positions shall be considered part of the Production Board, along with the Publicity and Business Managers.
2. The President of the Society shall function as the Producer and shall be considered a member of the Production Board.
3. The Production Manager shall nominate individuals to all the following roles on the Production Board, including any other role(s) created during the course of a production as deemed necessary:
  1. Stage Manager
  2. Scenic Designer
  3. Master Carpenter
  4. Master Painter (new)
  5. Lighting Designer
  6. Master Electrician
  7. Sound Designer
  8. Properties Designer
  9. Makeup Designer
  10. Costume Designer
  11. House Manager
  12. Box Office Manager (new)
  13. Safety Officer (new)
  14. Driver (new)
4. The Executive Board shall vote on the recommendations made by the Production Manager.
5. Each member of the Production Board has a set of responsibilities. They may delegate those responsibilities to assistants as needed but ultimately that Production Board member shall be held accountable. (new)
6. The Sound Designer, Scenic Designer, Properties Designer, Makeup Designer, Costume Designer, Lighting Designer, and any other design positions deemed necessary by the Production Manager shall be considered Designers. (new)
7. The Master Painter, Master Carpenter, Master Electrician, Sound Designer, Properties Designer, Makeup Designer, Costume Designer, and any other master positions deemed necessary by the Production Manager shall be considered Masters. (new)
Responsibilities of the Production Board
1. The responsibilities of all members of the Production Board, in addition to their individual responsibilities, shall be:
  1. To participate in all Production Board meetings. (new)
  2. To remain in their positions until two weeks beyond the closing night of the production and until the completion of their exit meeting with the Production Manager. (exit meeting is new)
  3. To maintain the Society’s webspace with pertinent information regarding their actions and deadlines, which will be passed along to the respective succeeding member. (webspace used to read as logbook)
2. The responsibilities of all Designers, in addition to their individual responsibilities, shall be: (new)
  1. To collaborate with the Director, and, when necessary, Music Director, Choreographer; after each individual meeting with the aforementioned submit a report of what was discussed at the meeting to the Production Manager. (new)
  2. To submit a Weekly Design Report to the Production Manager. (new)
  3. To submit a Final Design to the Production Manager. (new)
  4. To ensure that their assistants are aware of and can complete the responsibilities delegated to them. (new)
  5. To ensure that their designs can be faithfully executed during each performance. (new)
  6. To participate in paper tech and cue to cue. (new)
  7. To participate in all Design meetings. (new)
3. The responsibilities of all Masters, in addition to their individual responsibilities, shall be: (new)
  1. To account for changes in the inventory of their department’s physical assets throughout the production and submit it to the Production Manager at the start and end of the production. (new)
  2. To maintain their department’s equipment. (new)
  3. To maintain a list of changes made to the theater. (new)
  4. To return the theater to its default configuration at strike. (new)
  5. To participate in all Implementation meetings. (new)
4. The responsibilities of the Producer shall be:
  1. To function as liaison between the Executive Board, the Production Board, the cast, and, when necessary, the Administration and the SGA.
  2. To make recommendations to the Production Board based upon the above relationships.
  3. To arbitrate any dispute concerning the production; the Producer has the final say in any matter concerning the production
  4. To be the official representative of the production to any party not described in the Bylaws or Constitution of the Society.
  5. To assist in fulfilling the duties of vacated positions on the Production Board, unless impractical.
  6. To assist the Production Manager when necessary and appropriate.
  7. To participate in all Design and Implementation meetings. (new)
  8. To keep minutes of Production Board, Design, and Implementation meetings. (Design and implementation both new)
  9. To chair one meeting, after the production is cast and before the first Production Board meeting that will be attended by all those who will be participating in the production for the purposes of discussing any one or more of the following:
    1. The timetable for the production.
    2. The possible need for further Production Board members.
    3. Any situation that is unique to the production or semester in question.
    4. Any other production-related concerns.
  10. To coordinate the formation of the orchestra when one is needed.
  11. To reserve all rehearsal space.
  12. To be the liaison between the Society and the director of the theater.
  13. To acquire parking passes with campus police when necessary.
  14. To oversee strike with the assistance of the Production Manager. (New)
  15. To ensure that the Director and Production Board are aware of their responsibilities as they relate to each other. (New)
  16. Any other duty not specifically assigned to any other member of the company.
  17. To perform an entrance and exit interview with the Production Manager outlining their responsibilities and goals. (New)
5. The responsibilities of the Production Manager shall be:
  1. To oversee all the technical and artistic aspects of the production, except those overseen by the Stage Manager.
  2. To coordinate rental and/or use of the Society's equipment by other organizations with the approval of the Executive Board.
  3. To maintain an inventory of the Society's physical assets.
  4. To function as the chairperson of Production Board, Design, and Implementation meetings. (design and implementation both new)
  5. To schedule all Production Board, Design, and Implementation meetings. (new)
  6. To conduct entrance and exit interviews with all members of the Production Board outlining their responsibilities and goals. (new)
  7. To allocate the budget for each department with the approval of the Producer. (new)
  8. To assign any additional technical positions such as Operators and Deck Crew as necessary. (new)
  9. To ensure that Designers are meeting with the Director, and, when necessary, Music Director, Choreographer on a regular basis. (new)
  10. To submit a Weekly Design Report Digest to the Production Board. (new)
  11. To collect weekly reports from the Designers. (new)
  12. To collect a Final Design from each Designer complete with written documentation and an itemized budget at least 4 weeks prior to load in. (new)
  13. To collect a Prototype Design from the Scenic Designer, the Lighting Designer, and any other members of the Production Board as deemed necessary by the Production Manager at least 6 weeks prior to load in. (new)
  14. To collect recordings of all music performed during the show from the Music Director at least 6 weeks prior to load in. (new)
  15. To collect an inventory from each Master at the start and end of the production. (new)
  16. To oversee strike with the assistance of the Producer. (new)
  17. To assist the Producer when necessary and appropriate. (new)
6. The responsibilities of the Director shall be: (used to be listed first)
  1. To stage the production.
  2. To choose the cast with the consent of the Executive Board members that did not audition, the Production Manager, and the Stage Manager.
  3. To collaborate with the Designers. (new)
  4. To participate in all Design Meetings. (new)
7. The responsibilities of the Music Director shall be: (new)
  1. To rehearse and direct the music. (new)
  2. To choose the orchestra with the consent of the Executive Board members that did not audition for the orchestra, the Production Manager, and the Stage Manager. (Production manager and stage manager both new)
  3. To supply recordings of all music performed during the show to the Production Manager as soon as possible but no later than 6 weeks prior to load in. (new)
8. The responsibilities of the Choreographer shall be: (new)
  1. To plan and direct all choreography as required and approved by the Director.
  2. To meet with the Scenic Designer throughout the production. (new)
9. The responsibilities of the Stage Manager shall be:
  1. To function as liaison between the Production Manager, Director, Music Director, Choreographer, and Producer.
  2. To manage all rehearsals.
  3. To manage all aspects of the production from paper tech onwards.
  4. To establish all cues in accordance with the Director.
  5. To submit rehearsal reports to the Production Board in a timely fashion. (new)
  6. To maintain blocking notes in accordance with the Director. (new)
  7. To maintain choreography notes in accordance with the Choreographer. (new)
  8. To collect scheduling conflicts from the cast. (new)
  9. To schedule rehearsals. (new)
  10. To distribute, track, and collect scripts. (new)
  11. To maintain costume tracking notes. (new)
  12. To maintain properties tracking notes.(new)
  13. To organize backstage areas as needed by the Production Board. (new)
  14. To participate in all Design meetings. (new)
  15. To resolve traffic concerns in accordance with the Scenic Designer. (new)
10. The responsibilities of the Scenic Designer shall be:
  1. To design the set in accordance with the Director. (formerly a duty of the “set designer”)
  2. To submit a Prototype Design to the Production Manager.(formerly a ‘set design’ responsibility)
  3. To resolve traffic concerns in accordance with the Stage Manager. (new)
  4. To meet with the Choreographer throughout the production. (new)
  5. To participate in a feasibility meeting with the Master Carpenter prior to the submission of the Prototype Design. (New)
  6. To chalk the stage with the layout of the set prior to load in. (new)
  7. To participate in all Implementation meetings. (new)
11. The responsibilities of the Master Carpenter shall be:
  1. To supervise all construction crew calls in order to implement the set designs.
  2. To generate structural drawings of all set pieces for use at construction crew calls. (new)
  3. To run a safety call prior to load in. (new)
  4. To be present at the main lumber run. (new)
  5. To participate in a feasibility meeting with the Scenic Designer prior to the submission of the Prototype Design. (new)
12. The responsibilities of the Master Painter shall be: (new)
  1. To supervise all artistic crew calls in order to implement the set designs. (formerly listed under Artistic Designer)
13. The responsibilities of the Lighting Designer shall be:
  1. To design a lighting plot in accordance with the Director.
  2. To attend rehearsals as deemed necessary in order to determine lighting placement and focus. (new)
  3. To establish all lighting cues in accordance with the Stage Manager. (new)
  4. To attend all lighting crew calls. (new)
  5. To program the lighting board prior to cue to cue. (new)
  6. To work in cooperation with the Scenic Designer and the Properties Designer to obtain and place lighting specials. (new)
  7. To meet with the Makeup Designer throughout the production. (new)
  8. To submit a Prototype Design to the Production Manager. (new)
14. The responsibilities of the Master Electrician shall be:
  1. To supervise all lighting crew calls in order to implement the lighting plot.
  2. To supervise any wiring required on the set. (new)
  3. To patch the lighting board prior to cue to cue. (new)
  4. To supervise all other electrical requests. (new)
15. The responsibilities of the Sound Designer shall be: (sound technician)
  1. To design the sound effects and background music in accordance with the Director.
  2. To create a sound plot. (new)
  3. To create a microphone plot. (new)
  4. To supervise all sound crew calls in order to implement the sound plot. (new)
  5. To attend rehearsals as deemed necessary in order to determine microphone and sound effects placement. (new)
  6. To establish all sound cues in accordance with the Stage Manager. (new)
  7. To program the sound board and other sound equipment prior to cue to cue. (new)
  8. To work in cooperation with the Scenic Designer and Lighting Designer, when necessary, to implement the sound plot and with the Costumes and Makeup Designers to implement the microphone plot. (new)
16. The responsibilities of the Properties Designer shall be: (properties coordinator)
  1. To design the properties plot.
  2. To set the properties table.
  3. To meet with the Costumes Designer throughout the production.
17. The responsibilities of the Makeup Designer shall be: (makeup coordinator)
  1. To design a makeup plot.
  2. To select all hairpieces and wigs.
  3. To collect allergy information from the cast. (new)
  4. To meet with the Costumes Designer throughout the production. (new)
  5. To meet with the Lighting Designer throughout the production. (new)
  6. To meet with the cast to match skin tones with foundation makeup.
18. The responsibilities of the Costume Designer shall be: (costumes coordinator)
  1. To design a costume plot.
  2. To create, procure, and, when necessary, return all costumes. (return is new)
  3. To supervise alterations of costumes. (new)
  4. To meet with the cast to collect measurements. (new)
  5. To meet with the Makeup Designer throughout the production. (new)
  6. To meet with the Properties Designer throughout the production. (new)
19. The responsibilities of the House Manager shall be:
  1. To ensure the safety of the patrons in the theater. (new)
  2. To vacuum and clean the house prior to each performance. (new)
  3. To maintain a running count of patrons in the theater. (new)
  4. To run the raffle. (new)
  5. To collect tickets. (new)
  6. To review safety procedures and house training with the ushers before each performance. (new)
  7. To participate in strike. (new)
  8. To meet with a representative of the theater prior to load in. (new)
20. The responsibilities of the Box Office Manager shall be:
  1. To manage reservations. (new)
  2. To maintain a record of all tickets sold. (new)
  3. To maintain accounting details. (new)
  4. To maintain a count of tickets sold at each performance. (new)
  5. To obtain a duckbill machine. (new)
  6. To handle the pre-sale of tickets. (new)
  7. To run the box office during each performance. (new)
  8. To print tickets. (new)
  9. To run concessions during each performance. (new)
21. The responsibilities of the Safety Officer shall be: (new)
  1. To supervise electrical safety. (new)
  2. To ensure a safe environment for the cast and crew during rehearsals and performances. (new)
  3. To supervise the proper safety procedures when dealing with hazardous and dangerous materials. (new)
  4. To participate in Implementation meetings. (new)
  5. To participate in strike. (new)
22. The responsibilities of the Driver shall be: (new)
  1. To pickup any items required by members of the Production Board within a 40 minute radius in a timely manner. (new)
23. The responsibilities of the Publicity Manager shall be: (new)
  1. To supervise any publicity done via postal mail. (new)
  2. To supervise any publicity done via e-mail. (new)
  3. To design and post posters. (new)
  4. To create and distribute a publicity packet to the cast and crew during the first week of rehearsal. (new)
  5. To create the playbill and have it printed. (new)
  6. To design the t-shirts. (new)
  7. To coordinate with media organizations on campus in association with the Producer. (new)
  8. To supervise all promotional photography. (new)
  9. To supervise the acquisition of donations and advertisements. (new)
Meetings
1. Meetings of the Production Board, Production Design Board, and Production Implementation Board shall follow guidelines previously established for Society meetings in all cases that they apply with the following exception(s) or addition(s):
  1. Held at any time deemed necessary by the Production Manager, Director, Producer or Stage Manager.
  2. Meetings will otherwise be held at the request of two members of the respective board.
  3. Notification of meetings will be given by the Production Manager to all Production Board members forty-eight hours before, unless such notification is not practical
2. Production Board meetings shall be held once prior to the start of rehearsals, once prior to the week before a production. (new)
3. Production Board Design meetings shall at held at regular intervals throughout the production process as deemed necessary by the Production Manager and Producer. No less than four design specific meetings shall be held during the production process, not including full Production Board Meetings. (new)
4. Production Implementation Board meetings shall be held at regular intervals throughout the production process as deemed necessary by the Production Manager and Producer. No less than four design specific meetings shall be held during the production process, not including full Production Board Meetings. (new)
5. Each person, not office, on the Production Board shall have one vote in any matter that may come before the Production Board.

Glossary

The Glossary is not proposed as an inclusion in the Bylaws so that I can be modified more rapidly to meet the changing needs of the society and technology.

Glossary
1. Prototype Design: a portion of the Final Design submitted at least 2 weeks in advance of the complete Final Design. This should change as little as possible between the submission of the Prototype Design and the Final Design. Additional portions of the Final Design may be requested as part of the Prototype Design at the discretion of the Production Manager or other designers.
  1. The Prototype Design for the Scenic Designer shall be:
    1. A 3D model of all major set pieces complete with paint (not simulated).
    2. Set plans complete with dimensions (feet and inches).
  2. The Prototype Design for the Lighting Designer shall be:
    1. A full dimmer list.
    2. A list of instruments to be placed on dimmers.
    3. A list of gels to be placed on each instrument.
  3. The Prototype Design for the Costumes Designer shall be:
    1. A list of costume dimensions where applicable.
    2. Descriptions of costume color pallets when available.
    3. A list of costumes required by act and scene.
    4. A description of costume blocking. (e.g. where each change must physically happen on stage)
2. Final Design: a design that is sufficiently complete as to be implemented “as is” during tech week. It must contain an itemized budget and printouts of all digital designs. Any further changes to this design must be approved by the Production Manager.
  1. The Final Design for the Scenic Designer shall be:
    1. A 3D model of all major set pieces complete with paint (not simulated).
    2. Set plans complete with dimensions (feet and inches).
  2. The Final Design for the Lighting Designer shall be:
    1. A full dimmer list.
    2. A list of instruments to be placed on dimmers.
    3. Details for the focusing of instruments.
    4. Details for the application of special effect devices (I-cues, Color Scrollers, etc.)
    5. A list of gels to be placed on each instrument.
    6. Diagrams of independent power supplies and DMX cabling.
3. Weekly Design Report: a design report detailing what progress was made that week. The goal of Weekly Design Reports is to communicate design decisions to the Production Manager and Production Board and increase communication between departments.
  1. A Weekly Design Report shall include:
    1. Any new developments that may require the attention of any other designer
    2. New components of the design incorporated during the week.
    3. Summary of any meeting held between the designer and the director or any other member of the production board.
    4. Problems encountered
    5. Overall assessment of progress.
4. Weekly Design Report Digest: a design report digest composed by the Production Manager that condenses all of the Weekly Design Reports submitted that week into one coherent report. The goal of the Weekly Design Report Digest is to communicate design information in an organized way to the entire Production Board without overloading members with too much information. Members of the Production Board are encouraged to communicate directly for additional details.
5. Physical Assets: Stuff your department is responsible for
  1. The Physical Assets of the Master Carpenter shall be:
    1. Tools
    2. Building supply
  2. The Physical Assets of the Master Painter shall be:
    1. Paint
    2. Paint Accessories
    3. Fabric Inventory
  3. The Physical Assets of the Sound Designer shall be:
    1. Microphones, all types
    2. Speakers
    3. Equalizers
    4. Amplifiers
    5. Sound board(s)
    6. Patch bays
    7. Computers
    8. Cables, adapters
    9. CD players

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