Article 5 - The Exec Portfolios and their Responsibilities
The following roles appear in constitutional order.
5.1 The Presidenti) The President shall represent LUTG to all external bodies and/or delegate representation duties to
other members of the Exec. ii) The President shall oversee all Exec activities including arranging Production Consultation Sub Committees (hereby referred to as PCSC). iii) The President shall be the face of LUTG and ensure that as many members as possible participate in the activities outlined in Article 3. iv) The President shall have one key to the LUTG Annexe and will only surrender it to members if the key is unavailable from the Safety and Equipment Officers. This will be decided at the discretion of the President. v) The President shall organise PCSC s in order to discuss and address any issues/information involved surrounding LUTG productions. The President shall decide which relevant bodies are required to attend these meetings. vi) At the beginning of every term, the President will assign a member of the exec to each term show. Their responsibility is to be a point of contact with the PTs and be of any assistance needed, not a point of welfare for said show. This exec member cannot be a member of said show. If no executive member is available, then another member of the society can be selected:
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5.2 Vice Presidenti) The Vice President shall arrange the booking of rooms for LUTG Meetings. Any member and or
production team must give the Vice President at least 48 hours notice when requesting a room booking. ii) The Vice President shall be responsible for organising and maintaining membership communications, including using the LUTG email account and facebook forum to inform the general membership of LUTG of events, important dates, etc. iii) The Vice President shall minute all Exec meetings, PCSCs and General Meetings - ensuring that these minutes are recorded and filed appropriately for future reference, should it be necessary. They are responsible for ensuring that other Executive Members have access to these minutes. iv) The Vice President shall be a signatory for Union paperwork so long as three signatures are required. v) In the absence of the President at any LUTG meeting the Vice President shall automatically assume the job description of President. |
5.3 The General Secretaryi) The General Secretary shall oversee all LUTG finances including expenditure on productions,
socials and trips. The General Secretary shall report at regular intervals to the Exec about the state of LUTG finances and will also present a financial statement of accounts for his/her year in office at the AGM. ii) If a cheque provided by the general secretary becomes invalid for any reason (such as changeover of signatories) a replacement cheque can be requested up to the end of the term following the election of new signatories. iii) The General Secretary must present an up-to-date statement of accounts at the request of any member of LUTG given one week’s notice. iv) The General Secretary shall maintain membership lists ensuring member registration with LUSU. v) The General Secretary shall manage submissions to the Exec including external mail and internal motions. vi) The General Secretary will be in charge of overseeing and advising on the purchase of rights for any show which requires them. vii) The General Secretary shall attend Production Consultation meetings in order to offer financial advice and reimburse members for any money spent for the production (provided that valid receipts of those expenditures are submitted for the General Secretaries perusal) Payment will not be provided before items have been returned to the society storage (all transactions are conducted at the discretion of the General Secretary). viii) The General Secretary shall be a signatory on all Union paperwork so long as two signatures are required. ix) In the absence of The President and Vice President the General Secretary shall attend Societies Council meetings. |
5.4 The Chairpersoni) The Chairperson shall chair all Exec, General and Annual General Meetings, designing the agenda
for these meetings (including proposal submissions). All Exec meetings shall be organised by the Chairperson. ii) They shall remain impartial in discussions to ensure they are an objective facilitator at all times. This includes abstention from voting in all capacities. iii) The Chairperson is responsible for sending out bi-termly newsletters, informing members of news and events within the society. iv) The Chairperson is responsible for any welfare issues within the membership. They shall facilitate meetings and, if necessary and at the discretion of those involved, bring the issue to the attention of the Exec. vi) On a case by case basis, it is at the discretion of the Chairperson whether a voting method is valid. |
5.5 The Publicity Officeri) The Publicity Officer shall oversee publicity for all LUTG events including the maintenance of all
online media forums that are used by LUTG:
ii) The Publicity Officer shall be responsible for communication with external bodies in order to promote productions, socials and events. The Publicity Officer will ensure that all publicity advertising productions are appropriate and adhere to the rules set by LUSU. iii) The Publicity Officer is responsible for the LUTG Banner and logo as an addition to all posters and the animation for the end of all trailers. iv) The Publicity Officer is responsible for documenting all shows in the online archive. This includes taking photos of all productions, or delegating the job to another member if they are unavailable. v) The Publicity should work as a point of contact with Producers of all shows in connection with LUTG. |
5.6 The Social Secretary/si) The Social Secretary/s shall organise social events and fundraisers for LUTG members and
encourage as many members to attend as possible.
ii) The Social Secretary shall assist the Publicity Officer in publicising both trips and social events. iii) On official socials, the Social Secretary/s shall be responsible for the welfare of members and must wear the Exec uniform at said socials. iv) The Social Secretary/s hold responsibility for organising the new uniform for the new Exec each year. v) The Social Secretary/s shall be responsible for upholding any sponsorship deals with local businesses. All sponsorship deals shall be handled by the Exec as a whole, with the Social Secretary/s acting as liaison. vi) The LUTG Alumni Facebook page will be monitored by the Social Secs, with access also given to the EEO in regards to external workshopping and opportunities relevant to alumni. It is the responsibility of these individuals to ensure admin access has been relinquished and given to the new Social Secs and EEO at the end of their terms. |
5.7 The Safety and Equipment Officer/si) The Safety and Equipment Officer/s shall be responsible for the safe and operable maintenance of all LUTG equipment including the orderly keeping of all LUTG storage space.
ii) The Safety and Equipment Officer/s shall be responsible for their allocated annexe keys and will transfer the keys to any member who requests access 24 hours in advance. A member must request if they wish to pass an annexe key on to another member. iii) The Safety and Equipment Officer/s shall have responsibility for all hired equipment.
iv) The LUTG inventory shall be maintained by the Safety and Equipment Officer/s including information relating to the value, maintenance and condition of LUTG equipment.
v) The Safety and Equipment Officer/s shall have responsibility for enforcing the Safety Code of Practice including the maintenance of LUTG’s First Aid Kit and ensuring that a certified First Aider is on hand whenever this is dictated. vi) The Safety and Equipment Officer/s shall ensure that all LUTG activities meet the safety requirements of all relevant bodies in order to ensure the effective and safe running of LUTG activities and its membership. vii) The Safety and Equipment Officer/s shall be available to work with the production team of an elected show with the purpose of taking an objective view in all aspects of production e.g. production schedules, theatre liaisons. viii) The Safety and Equipment Officer/s shall liaise with LUSU safety personnel and attend any Safety Meetings as dictated by LUSU. Subsequently the Safety and Equipment Officer/s shall pass on the Duty of Care guidance to the Exec and Production Teams. ix) The Safety and Equipment Officer/s shall use their discretion when deciding whether to fulfil annexe loan requests from external societies/non-members, prioritising termly shows. x) The Safety and Equipment Officer/s shall liaise with the General Secretary in order to ensure that all items have been returned to the society storage before payment is made. xi) The Safety and Equipment Officer/s shall manage the LUTG backstage Facebook page. |
5.8 External Events Officeri) The External Events Officer will be responsible for the advertising of all external events to the
LUTG membership. The External Events Officer will conduct their own necessary research to discover projects and events that would be worthwhile to advertise to the membership. ii) The External Events Officer will liaise with on-campus bodies, to investigate volunteering opportunities for the LUTG membership to become involved with. iii) The External Events Officer will be the point of contact for cross campus collaborative projects and festivals occurring on university campus. iv) The External Events Officer will liaise with bodies outside of LUSU. They will encourage, support and advertise to LUTG members in order to ensure that LUTG are able to participate in a variety of external events. v) The External Events Officer will be responsible for sending out the ‘External Excitements’, which will serve to inform the membership of activities occurring outside of LUTG, such as performances in the local area, i.e. The Dukes, Lancaster Arts. vi) The External Events Officer shall be the first point of contact with The Nuffield Theatre. This includes the termly shows. vi) The External Events Officer is responsible for offering alternative venues to proposing teams. vii) The External Events Officer will act as a liaison with the Lancaster Offshoots Team. If the External Events Officer is on the team, another member of the Exec shall be assigned. viii) The External Events Officer will be responsible for scheduling Theatre Group workshops on a day which does not clash with term show rehearsals, AGMS, elections or proposals. ix) The External Events Officer will hold pre-proposals meetings with teams looking to propose LUTG shorts, and the NEO (if desired). They should offer the team advice, and may help them decide on venues, recruit PT members etc. They will be a point of contact and source of support throughout the process. |
5.10 The positions of Social Secretary and Equipment Officer may be doubled up. Joint candidates for these positions shall both receive a full vote in Exec voting. All other candidate positions must run on an individual basis.
5.11 The Exec may appoint a Non-Executive Officer from among the General Membership to perform a specific task in the running of LUTG if necessary. A Non-Executive Officer’s title, responsibilities, term of office and powers will be decided by the Exec at the time of the appointment.
5.12 During an Exec changeover, it is the responsibility of the outgoing members of the Exec to ensure the training of his/her/their successors
5.11 The Exec may appoint a Non-Executive Officer from among the General Membership to perform a specific task in the running of LUTG if necessary. A Non-Executive Officer’s title, responsibilities, term of office and powers will be decided by the Exec at the time of the appointment.
5.12 During an Exec changeover, it is the responsibility of the outgoing members of the Exec to ensure the training of his/her/their successors
