How we do it!
Greetings from the Fundy Film Society (FFS):
If you do not wish to receive e-mail from the FFS, please contact info@fundyfilm.ca and we will respect your wishes.
This is a revised version (Jan 17) of Board-approved restructuring and provides information about serving on the Society executive, being a member at large on the board, volunteering in any capacity and receiving instruction to contribute in any way to Fundy Film.
This document also welcomes
- any questions, suggestions for the AGM agenda (in the Notification e-mail);
- general questions about, suggestions for the Society;
- and asks that if you have not already contacted us in the New Year (as Ameilia, Bev, Bill, Mary, Noemi, Rachel, and Susan have) regarding your interest in being on the Board, volunteering/training – in any capacity – please do!
Finally, after reading this revised document, if you contacted us last summer or fall, please send us a couple of lines to reconfirm your interest, and indicate if you want to be nominated at the AGM, volunteer or begin learning how to do a process of interest. Contact info@fundyfilm.ca for any communications identified above.
Board restructuring
A. Bill, Noemi and Susan proposed that we convert our current Board to a smaller working Board. This is a Board decision that has been approved at a recent Board meeting. We wanted this approved now so that interested members, volunteers and friends will know what “being on the Board” will entail—i.e. what needs to be done to keep Fundy Film going day to day— before the AGM’s nominations and election.
B. Following what is in the newly proposed boiler-plate by-laws, we recommend a minimum board of seven working board positions to include:
- a three-person executive (president, vice-president and corporate secretary-treasurer)
- a Board rounded out with members-at-large who would serve as recording secretary and specific activity coordinators.
C. A To Do List identifies positions/activity areas required for the Society’s week to week work of planning, arranging and carrying out what is necessary for our annual program of three film series. Not only would Board members be expected to contribute significantly to the To Do List (outlined next) but ideally, Board members would serve as coordinators, overseeing the work outlined, doing the required work and /or recruiting additional volunteers to get everything done.
President (Board Chair)
Vice-President (Publicity/PR coordinator)
Treasurer-Corporate secretary (Financial coordinator)
Recording secretary
Film selection / Film Circuit liaison coordinators
Print traffic / Projection coordinator
Screening coordinator
D. Detailed activities of each To Do list area:
1. President (Board Chair)
Oversees the running of the Society; arranges and runs Board meetings; is the public spokesperson for the Society.
2. Vice-President (Publicity/PR coordinator)
• Substitutes for the President when unavailable;
• Coordinates Publicity/PR activity (including recruiting other board members, society members or volunteers) to:
- maintain Web content (web site, Twitter, Facebook, Valley Events);
- generate Print materials (series tickets, brochure, poster, bookmarks) including distribution to local & wider communities and campuses;
- generate and send press releases / PSAs - to media, list serves, Acadia [faculty, radio, ASU e-mail & depts for specific films] and community orgs for specific films
- arrange interviews
- respond to patron/member contact
- maintain a liaison position with Acadia University
3. Treasurer-Corporate Secretary (Financial coordinator)
Keeps the Society’s books while also paying all bills, overseeing Box Office sale needs and banking, dealing with all communication including the Society’s status and financial issues (with Joint Stocks, the Circuit, ACC, distributors etc.) and providing analysis of FFS financial status based on series data.
4. Recording Secretary
Takes and circulates minutes at Board meetings; circulates agendas and notices to Board members and members.
5. Film selection/Film Circuit liaison coordinators
Coordinates the Film Selection Committee process and books screening schedule with theatre manager; arranges films with the Circuit or the distributor and is responsible for all communication this entails (negotiating fees, guest visitations, print format, proper print traffic address for type of carrier, one sheets etc.); informs Publicity/PR, Print traffic/Projector coordinator and Screening coordinator of final film schedule, distributors list and film format.
6. Print traffic/Projection coordinator
Coordinates (including recruiting volunteers) all aspects of print traffic (communication about and physical transfer of film in any format) to and from the theatre; liaison with Just Us! and theatre management with respect to deliveries; and works with theatre management on projection and format issues.
7. Screening coordinator
Coordinates all details of each screening including training and scheduling of Box Office and front-of-house volunteers; facilitating crowd control and making announcements to the audience. Also serves as liaison to theatre manager (theatre issues) and Just Us! (café closures and other shared lobby and café related issues.)
The Fundy Film Society looks forward to hearing from you and to having you join us at our AGM on Jan 31, 7:30 pm, Studio-Z above the theatre lobby, 450 Main St., Wolfville.