Hart House Film Board

Executive Positions and Descriptions

THE NEW FB EXEC

The Hart House Film Board Exec is looking for new members to help maintain a vibrant production environment. Sure, you’re after the gear, but help support screenings, workshops, equipment loans. Get involved in one of those group projects, like the NFP or Farm Project and start “doing something”.

Below are our traditional volunteer opps. Don’t let the appearance of bureacracy scare you away – the list is an example of ways you can get involved. We’re looking for enthusiastic people who want to make things happen. The Film Board Exec is your oyster, but it’s not in 3D, yet (tho you can help us work on that).

Meeting dates are mostly the first Tuesday of every month at 5:30 are dates are posted on this site. To volunteer or inquire about a position contact Club Staff Coordinator rick.palidwor@utoronto.ca

Ways to get Involved in the Hart House Film Board Exec

The Hart House Film Board Executive Committee oversees the functions of the club. The Committee is comprised of up to 11 Voting Members (key positions) and any number of Non-voting Members (smaller portfolios). All Film Board members are welcome to attend meetings and vie for portfolio positions.

All Executive Members expect to be contacted by the Staff Advisor (and other Executive Members) as needed between meetings to track portfolio progress.

Voting Members can expect to perform on average at least 1-2 hours a week to fulfill portfolio duties. In exchange for their time, Voting Members receive a 50% discount on Film Board equipment rentals and/or free workshops, at their discretion.

Non-voting Members’ time commitments vary, depending on responsibilities taken. Equipment and workshop discounts are commensurate with the time-commitment, to be negotiated on a case-by-case basis.

VOTING POSITIONS

Meeting attendance mandatory. When attendance is not possible Voting Members are expected to send regrets to the Secretary and submit a written report on activities in their portfolio. A Voting Member who misses two consecutive meetings without sending regrets will be asked to leave the Committee.

Committee Secretary

The Secretary acts as the liaison between all Executive Members: sending meeting reminders, collecting agenda items, preparing and distributing meeting agendas, recording attendance and minutes of the meetings, distributing minutes. The Secretary also works with the Staff Advisor to maintain and update the Committee contact list. Estimated time between meetings: 1 hour a week. Committee Secretaries must have previously served on the Executive for one year. If more than one member wishes to be Secretary the position is put to a vote.

Treasurer

The Treasurer maintains a record of all monies spent and received to ensure that the Film Board makes optimal use of its budget. The Treasurer also leads the Board’s annual budget formulation (November) and meets with the House Committee on Budgets to present and defend the Board’s budget request (March). Estimated time: up to 1 hour a week processing paper work and reviewing monthly financial statements under the guidance of the Staff Advisor.

Grants Officer

The Grant’s officer coordinates and administers the Film Board’s grants: keeping grant application forms up to date, administering the three annual grant meetings (room bookings, jurists selected, preparing of the materials for presentation to the jury, communicating jury decisions to the membership, upkeep of paperwork related to grants) and liaising with grant recipients. Estimated time: 1 hour per week on average but mainly concentrated around the three grant hearings (June, October, January).

Screening Coordinator

The Screening Coordinator is responsible for all the arrangements for our September screening event: booking space, equipment and catering; soliciting, collecting and preparing submissions for viewing and creating a program for the event. The Coordinator performs these same tasks for the Gala screening in March, which includes soliciting jury members and overseeing the jury’s advance screening and selection of submissions and prize winners. The Coordinator is expected to work closely with the administration of the U of T Film Festival, of which the Gala is a part. Estimated time: 1 hour a week, but concentrated into a few key periods.

Newsletter Editor

The Newsletter Editor is responsible for the timely preparation and distribution of the Board’s weekly electronic newsletter. Duties include: collecting and formatting member and Executive announcements submitted for the newsletter, collecting relevant events from the movie-making community for inclusion. Estimated time: about 2 hours a week. (This portfolio is large enough to be shared by two people but only one, the editor in chief, would be eligible to vote).

Webmaster

The Webmaster is responsible for keeping the Board’s website up-to-date and acting as the administrator for the discussion forums (e.g. removing inappropriate posts). Estimated time: 1 hour a week. Added perk: experience running a website.

Equipment Curators

(3 positions, one designated as voting member)

The Equipment Curators are responsible for maintaining equipment. Duties involve: holding regular office hours, facilitating equipment being loaned and returned, ensuring that the equipment is in good working order, keeping the edit suite tidy and providing technical assistance to members during the allotted office hours. Curators also process equipment requests and keep equipment loan paperwork up to date. Curators must be familiar with all or most of the Board’s equipment. They report to the Technical Coordinator. The Curator positions are not “open”, in so far as they are subject to appointment by the Technical Coordinator and Staff Advisor. Qualified candidates are invited to apply for the position when openings become available. (Members interested in being groomed for the position should consider volunteering as Curator Interns – see below). Estimated time: 3-4 hours per week, for which they receive an honorarium of $500, paid in installments in August, December and April.

Marketing Assistants

The Marketing Assistants are responsible for distributing the Film Board’s marketing materials in a timely manner (poster distribution, electronic distribution to campus media, listservs and other outlets). Estimated time: 1-2 hours a week from September through April. Added perks: building contacts with local media, experience writing press releases.

New Filmmakers Project Producer

This portfolio is available to experienced members who successfully pitch a project through our Grants Jury, ideally for our June grant hearings or, at the latest, the October hearing. Project proposals follow the same guidelines as any other grant proposal with one exception: they are eligible to receive financing of up to $1000, or $2000 provided half the budget is spent on post-production services. The project is usually begun in early fall and completed in time for our Gala screening in March. The Producer is expected to act as a mentor throughout the process and to crew up exclusively with Film Board members including key positions (writer, director) although some positions can be led by non-members to enhance the experience (e.g. professional cinematographer leads the camera team). The Producer reports project progress at all Executive Meetings from the time the project is approved until the time it is finished (IE mandatory meeting attendance from June or October through March). Note: two members working as a team can apply for this position but only one would be designated voting member.

Community Outreach Officer

The Outreach Officer acts as a liaison and facilitator with groups/ organizations within the University of Toronto and outside the University of Toronto where mutually beneficial relationships and partnerships can be created.

Sustainability Officer

The Sustainability Officer develop resources to help Film Board members witih green practices.

NON-VOTING POSITIONS

These positions are either smaller than key positions and/or do not require mandatory meeting attendance, though some meeting attendance required, depending on position. Position holder can request to be a Voting Member in exchange for mandatory meeting attendance, subject to availability of voting seats at the table. Members can also combine several positions into one voting-status portfolio (e.g. Loops Producer and House Liaison Officer or Contest Coordinator and Membership Assistant).

Curator Interns

Curator Interns would assist the Curators in performing equipment loan related tasks on a semi-regular basis. These positions are ideal for members who wish to gain more experience with the Film Board’s equipment and loan process and would like to be considered for future openings in the Curator department. Meeting attendance not required. Estimated time: minimum 2 hours per month, more if desired.

Membership Assistants

Membership Assistants are expected to be familiar with the Film Board’s activities (you are a returning member with some history of using our services, especially in the equipment area) and agree to be available during weekly equipment loan hours to answer general queries about the club. Ideal for members who are on campus but “between classes” at the time Curators hold office hours. Meeting attendance not required but recommended to stay abreast of current Film Board activities. Estimated time: 1 hour a week, per term committed.

Workshop Assistants

The Workshop Coordinator assists with the running of the Board’s workshops. Duties include: helping distribute workshop materials and being present on most workshop days to help outside instructors (greet before class, trouble-shoot, copy handouts, help to access equipment). Activities would be coordinated with the Staff Advisor. Meeting attendance not required. Estimated time: 3-4 hours per week from October to mid-November and again from mid-January to late February. Added perk: free attendance in all Film Board workshops.

Archivist

The Archivist maintains the Film Board’s archives by obtaining copies of movies produced by members, especially grant recipients (working closely with the Grants Officer), cataloguing and organizing them in the Archive computer, overseeing the purchase of supplies for the Archives (discs, hard-drives). The Archivist also direct Assistant Archivists. Meeting attendance not required. Estimated time: a couple hours a month. Added perk: exposure to all our members’ work, past and present.

Farm Project Producer

The Farm Project Producer organizers the annual summer retreat at the Farm. Duties include: booking the farm, bus and equipment, purchasing food, coordinating the participants. This portfolio requires active participation from April to July, including attending the May and July Executive meetings. Added perk: experience coordinating a group project.

House Liaison Officer

The House Liaison Officer facilitates communications and coordination between the Board and the House for special events, such as Open House in September and the March. March U of T Celebration of the Arts event. This member is expected to attend Executive meetings in September, January and March. Estimated time: 4 hours in September, 4 hours in February and 4 hours in March. Added perk: building relationships throughout Hart House.

Installations Producer

The Film Board stages video installations at our September screening party and the March U of T Film Festival. The Producer solicits member proposals beginning in May (for September) and again in September (for March) and ensures that all available spots (about 4 per event) are filled. The Producer assists participants with preparation of their installations. Estimated time: a couple hours in the summer, 8 hours in September, a couple hours in the Fall/Winter and 8 hours in March. Perk: you can shoot loops for these events.

Contest Coordinator

The Film Board holds several movie-making contests throughout the year. The Contest Coordinator takes a lead role in deciding what contests to run, communicating the contests (through the publicity coordinator) to the membership, prepares screening tapes and coordinates prize selection. Estimated time: depends on the number of contests and their nature. Perk: experience running a contest.

Archives Assistant

There are many opportunities to assist to Archivist by capturing and cataloguing members work. Added perk: exposure to members’ work, past and present, experience working with digital video.

Film Festival Officer

The Film Board also produces the annual U of T Film Festival in March and there are many duties to be performed throughout the year. The Film Festival Officer would perform a variety of these duties and coordinate other volunteer contributions. Estimated time: will vary with duties taken on. There is room for more than one Film Festival Officer. Added perk: experience running a festival.

Members Without Portfolio

Members can attend meetings on a regular basis and contribute to the Board’s general business without committing to a specific portfolio. They may routinely volunteer to be part of various sub-committees that are formed as needed. Estimated time: varies with responsibilities taken.