Shafer Alliance Laboratory Theatre Bylaws

By-Laws Revision, Draft 3

09/05/2010
Authors: Thomas Callan, Lisa Hardt, Lucian Restivo, Sarah Worden
By-Laws
Of
Shafer Alliance Laboratory Theatre
“Championing the Cause of Student Theatre”

ARTICLE 1
Offices
Section 1. Office Location
The office of this organization is located in Shafer Street Playhouse at the Kenneth Campbell Library.

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.

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:
1. Faculty/class presentations
2. Graduate Theses
3. Final year Graduate student independent projects
4. Senior Undergraduate Independent projects/1st or 2nd year Graduate Student
5. Third Year Undergraduate
 Shafer Alliance Laboratory Theatre Bylaws
2

6. Second Year Undergraduate

7. 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.

ARTICLE 3
Board Members
Section 1. Number of Members
This organization shall have no more than eight (8) members and collectively they shall be known as the Shafer Alliance
Laboratory Theatre Board Members.
One Board position shall be filled by one 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:
1. Must be in their second semester of study or higher in the Virginia Commonwealth University Theatre Department
2. Must maintain at least a 2.5 GPA

Section 3. Duties
Active participation in the SALT Board includes, but is not limited to
1. Attending a minimum of 75 percent of meetings

2. Maintaining a positive image of SALT within the student body

3. Acting as Production Manager for at least one show per season and actively participating in season selection

4. Checking email/maintaining email communication with the Board. This includes reading all emails, including
attachments, and participating in email discussions when necessary.

5. 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
• Acting as liaison between each production and Board of directors
Please see the Production Manager Check List for a greater explanation of PM duties.
 Shafer Alliance Laboratory Theatre Bylaws
3

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 Kenneth Campbell Library in the Shafer Street Playhouse unless otherwise decided the
Board.
2. Regular meetings shall be held at a time and day agreed upon by consensus of the Board at the beginning of each VCU
semester.
Board members shall be notified of meetings in this fashion:
1. Regular Meetings: The Secretary shall notify members via email regarding regular meetings.
2. 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
 Shafer Alliance Laboratory Theatre Bylaws
4

Section 7. Accepting New Members

Two months prior to the end of the Spring semester, 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.
 Shafer Alliance Laboratory Theatre Bylaws
5

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 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

 Shafer Alliance Laboratory Theatre Bylaws
6

• 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

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
 Shafer Alliance Laboratory Theatre Bylaws
7

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

• 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

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

This organization shall keep at its office, the Kenneth Campbell Library:

• Minutes of all meetings, filed chronologically

• All records of business and monetary transactions

• A copy of the organization’s bylaws.

• All other archival materials.

 Shafer Alliance Laboratory Theatre Bylaws
8

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.

ADOPTION OF BYLAWS
We, the undersigned, as members of Shafer Alliance Laboratory Theatre Board, adopt these bylaws.
 Shafer Alliance Laboratory Theatre Bylaws
9

Dated: ________________

_________________________________________

_________________________________________

_________________________________________

_________________________________________

_________________________________________

_________________________________________

_________________________________________

_________________________________________