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 Term Show Meetings with current and prospective Production Teams (these include Pre-Proposals Meetings, Post Proposals Meetings and Post Shows). iii) The President shall be the face of LUTG and should take a lead on upholding the aims of LUTG outlined in Article 3. iv) The President shall have one key to the LUTG Annexe and will only loan it out when others are unavailable. v) When term show casting is complete, the President shall assign an exec member to each term show who shall act as a point of contact for the show’s Production Team, and should offer advice and support. The President will assign somebody who is not working on the show. If there are no suitable exec members, the NEO or somebody from the general membership may be selected. vi) The President shall be a signatory for Union paperwork so long as one signature is required. |
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 minute all Exec meetings, Term Show Meetings 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. iii) The Vice President shall be a signatory for Union paperwork so long as three signatures are required. iv) 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. They shall discuss shows' finances with the exec at the end of each term.
ii) 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. iii) The General Secretary shall maintain membership lists ensuring member registration with LUSU. iv) The General Secretary will be in charge of overseeing and advising on the purchase of rights for any show which requires them. v) 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). vi) The General Secretary shall be a signatory on all Union paperwork so long as two signatures are required. vii) The General Secretary shall manage potential prop purchase requests by members of term shows. They will liaise with the SEOs to see if this request can be granted, and will be responsible for setting a fee. viii) The General Secretary will endeavour to pay show related expenditures (eg. rights) through the LUTG bank account. If this is not possible, the General Secretary will endeavour to repay PT’s any show related expenditure one week into the following term. |
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 shall oversee welfare within the society. They shall communicate with temporary points of welfare (including, but not limited to: the Social Secretary/s, SEO(s), EEO and show Producers). They will act in accordance with LUTG and LUSU’s codes of conduct. They shall facilitate meetings, and if necessary and permission is granted, bring issues to the Exec’s attention and if necessary inform LUSU of said issue. iv) On a case by case basis, it is at the discretion of the Chairperson whether a voting method is valid. v) The Chairperson shall manage submissions to the Exec including external mail and internal motions. |
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, in addition to posters and society photos. 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. vi) The Publicity Officer is responsible for sending out termly newsletters, informing members of news and events within the society. vii) The Publicity Officer is responsible for maintaining communications with advertisers, and keeping in contact with advertising venues. They shall take a lead in the acquisition of sponsorship deals, though the whole Exec shall be involved. viii) The Publicity Officer is responsible for organising the new uniform for the new Exec each year. |
5.6 The Social Secretary/si) The Social Secretary/s shall endeavour to organise a range of social events and fundraisers for LUTG members and encourage as many members to attend as possible.
ii) The Social Secretary/s 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 shall contact LUTG alumni about reunion weekend through the Alumni Facebook Page and the Forum. |
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 liaise with the Stage Manager/s about any equipment being used. The responsibility of any equipment can be delegated to any Stage Manager at the discretion of the Safety and Equipment Officer/s. 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. a) This includes PAT testing of electrical equipment. b) This includes LOLER testing of load-bearing equipment. c) 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. v) 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. vi) 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, Production Teams, and the general membership body. vii) The Safety and Equipment Officer/s shall use their discretion when deciding whether to fulfil annexe loan requests from external societies/non-members, prioritising Term Shows and Shorts. viii) 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. |
5.8 External Events Officeri) The External Events Officer will be responsible for the advertising of all external events to the LUTG membership, such as performances in the local area, i.e. The Dukes, Lancaster Arts. 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 is responsible for offering alternative venues to proposing teams. vi) The External Events Officer will act as a liaison with the Lancaster Theatre Group Team. If the External Events Officer is on the team, another member of the Exec shall be assigned. vii) 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. viii) The External Events Officer will hold pre-proposals meetings with teams looking to propose LUTG shorts alongside the NEO (if one has actively been elected). 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 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 their successors