FINE ARTS NETWORK

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FINE ARTS NETWORK

Fine Arts Network Statement

FAN is a student organization promoting, encouraging and orchestrating opportu-nities for University of Guelph students to become involved the art on and off campus. Students have the opportunity to go to New York City, Art History/Studio art trivia night, meet and greet with faculty, MFA graduates and upper year students, Artery exchange with Waterloo, Bullring Art show, Gallery to Toronto and seminars on what to do after graduation: A how to get into the Art community all possible because organization of FAN. Networking and building connects is one of the most essential parts of becoming successful in the art community. FAN is an organization run by students for the benefits of students.

FAN Meeting Time

FAN meetings take place every Tuesday at 5:30pm in Alex room 286 and needs to be singed from Barb Merrill bmerrill@uoguelph.ca. The room also must sign up for the se-mester, to guarantee the meeting time and place.

The FAN office is in room 379 of Alex, the key must be singed out from the SOFAM of-fice in Zavitz its a ten dollar deposit that you will get back when the key is handed back. Make sure to contact Wendy Johnson wjohnson@uoguelph.ca, to give her the break-down of the new FAN representative list and to get the key for the office and.

Getting the Word OutIt is great that we have a communications team but it is not just the responsibility

of the communications team to get the word out. All details regarding an event should be sent to the promotions team, do not expect them to magically produce the poster they need information from the other team members about what is going on in FAN and when exactly things are.

The FAN OfficeThe Office is in Alexander Hall room 379, we have used a lock box to hold the

key to the office and had the lock box left on the door knob. The combination is 4840. Having lock on the door has been the easiest for everyone to access the office. There is a safe in the office the combination is 23 02 06.

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Positions President (executive).......................................................................................................4Vice President executive)................................................................................................5Chair (executive)..............................................................................................................6Secretary (executive).......................................................................................................7Treasure (executive)......................................................................................................11`Trip Coordinator..............................................................................................................13Social Coordinator (two positions)....................................................................................8Gallery Coordinator (two positions)..................................................................................9Art History and ARTH Attack Representative (executive)...............................................14Studio Art Representative (executive)............................................................................15MFA Representative.......................................................................................................16Specialized Representative............................................................................................19First Year Representative...............................................................................................17Communications (Web Technician and Promotions)(two positions)..............................18CASU Representative (executive)..................................................................................10

A person may hold more then one position but those who are part of JAS can not hold an executive position, sorry there CASU rules.

Positions Associated with FANJuried Art Show, JAS Coordinators (two positions) and one member of the team must be from the studio program.

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PresidentFirst things first, email Robyn and set up a meeting with John Kissick, do not

email John asking to meet him Robyn books his appointments. Make sure you move your schedule around to meet him he is very busy and spots to meet him will fill up fast.

As president the hardest job you will have is trying to get the FAN team members motivated. I was very difficult trying to motivate people to come to the meeting, we often only had a handful. To get everyone’s attention I sent out an email explaining to every-one that being part of FAN is a commitment, I understand everyone is busy with school but this was a commitment we all made and if they wanted their presence on FAN to re-flect positively on their reassumes they need start coming.

Each month there is a curriculum meeting that you must attend. The meets run about two hours make sure you allow to be there for the whole time. It doesn’t often run this long but the faculty start debating it can go on for a while, they are all very passion-ate about their disciplines and want to make sure they are represented. Make sure be-fore you go to the meeting you review the agenda and talk to the members of FAN to see if they have any concerns, because you are the student voice at the meetings. I know it probably seems scary standing up to the faculty but trust me they are less scary then 2000 angry studio and art history students!!

One of the biggest jobs as president is picking up the slack, sometimes team member do not do their jobs and it is your job to fill in. Of of the biggest things people avoid is helping out one another with tasks, everyone just wants to do their job and get it over with. I am not sure why no one has figured this out but if you help someone out there is a good chance they will help you in return. I know that this sounds silly like its common knowledge, and everyone knows that, but you will be surprised that knowing something and acting on it are two completely different ideas. What I did to counter act this was asking everyone to sign up for somethings, ie when we were selling sweater or Valentine's Day events, I made everyone sign up for at least an hour. It makes it easier to persuade people to take an hour rather then seven.

The last task you have to do as president is the one I started, a FAN manual. Please add notes to all of the positions that I have written and have the new team mem-bers include a transition report detailing what worked for them that year. This will help make your job and everyone else who follows the FAN team of 2012-13 A LOT easier.

I know this may seem like a lot but don’t worry it will be fine! if your team can see your passionate they will hopefully follow suit!

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FAN 2012-2013 Vice President Transition Re-port

As the Vice President this year I focused on supporting the needs of the club and President as requested. I took on the task of sending out emails to Studio Art/Art History Students. I was present for meetings and events to help out when neces-sary as well with the planning of such events. If a member was unable to perform a duty I would assist them when possible. Personally I have helped with the planning of Art History Pub Nights, Life Model Sessions, and the Junior section of the Juried Art Show. As well for the first time I had the title of Co-Chair/Editor for a new literary and visual arts magazine, Kaleidoscope, on behalf of FAN. Another aspect I helped with was any issues relating to CASU or SRM because of my previous experience with both, it was crucial to submit any event forms on the provided timeline for SRM and to have documents in place for CASU at the beginning of each semester. My ul-timate goal was to successfully get the word out about the Fine Art’s Network on campus to have more students engaged with the arts community we are working to provide. I think this is something that can be worked on more every year with differ-ent methods of social media and posters to spread word of events and activities be-ing hosted. For the next Vice President I suggest looking over past events that have been held by the club and planning with the President which they would like to con-tinue with and new ideas/suggestions from students about what they would like to see and make it happen (great example with the Life Model Sessions!).

River Roy

Vice President

Fine Arts Network 2012-2013

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Chair ( please read with a sassy voice)

FAN Transition Report

Position: Chair

I, Lauren Rodgers am the Chairperson for the Fine Arts Network at the University of Guelph. As the Chairperson, my responsibilities are to organize, and run the weekly meetings. The chairper-son is responsible for making the agenda, and implementing this agenda at the meetings. The agenda must include all activities occurring in FAN. It is the chairpersons responsibility to ask questions to various members of FAN, in collaboration with the President on all matters regard-ing FAN. You are required to ask for updates from all persons with a position on FAN, whether that be the events coordinator, the trip planners, finances, etc. It is important that the Chairperson keeps the meeting organized, and to ensure that members of FAN do not delve away from the topic, and the meeting keeps focus in order to ensure efficiency.

Example of an agenda.

1. Welcome Everyone 2. President/ Vice President: - Cirricumlum meeting updates. Any other updates3. Finances: - how are our finances. – Does anyone need to submit receipts? – everything

okay with the budget? 4. Events: - are events on track? Have you SRM’d? Have you advertised with promotions?5. Gallery Coordinators. – What progress has been made? Have you SRM’d? Have you ad-

vertised? 6. Trip Coordinator- What is the status of the trip? Any updates? 7. JAS: - Updates? 8. Web:- What has been updated on the website?

Essentially, as the chairperson, you want to get as much information out of individual FAN members who are planning and coordinating events. I find that asking for updates is the best way to do this. As chair it is important to have a general understanding of everything happening on FAN in order to make the most of the meetings. At times it is very difficult to get participation from other FAN members, so you must be outgoing and can’t be afraid to be pushy at times- it makes for a more organized FAN. The Chairperson must be someone who is organized, outgo-ing, and must have strong communication skills. Besides this, as a member of FAN it is impor-tant to support events, and volunteer for events within the network in order to engage and have students from FAN to participate in everything we as FAN do.

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Secretary

The job of the FAN secretary is to take notes and read the FAN email account. In the past the FAN email account was left for a free for all, which doesn’t work very well because people were answering emails multiple times. Emails that are in general dressed to FAN you can respond and those who specifically pertain either forward the email to them or let the person know you have put it in a separate folder. Whom ever is taking the minutes needs to be present at every meeting, there are obvious exceptions for illness, but in that case find someone from FAN to take notes in your absence.

Notes from Jess- you take notes during the meeting, try to get as much information as you can (i.e. times, dates, places, names of volunteers, supplies we need, tasks to do be-fore-hand etc.)

- if you are not sure if you heard something right, or if you missed a point, just ask during the meeting or wait until after to confirm the information

- I bring my computer to the meeting to type everything up quickly, I find it easier later to just edit instead of writing it all again and then editing it

- with my computer there, I can also quickly pull up previous meeting minutes to remember and confirm information during the meeting if needed

- later I edit all the notes I have taken, pulling out information that doesn’t need to go out to everyone again, I organize it, and put in the ‘Food Rotation Schedule’ with a ‘thank you’ for the person who brought food that week, and I also scan the last meeting minutes to see if a point should be carried over

- I try to send out the email to everyone by the next day or so, occasionally I have sent it out later due to a heavy work load that week

- remember to put everyone’s email addresses in the ‘Bcc:’ section so that the addresses are kept private

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Social Coordinator ( There are two positions available) The SOCO’s are the back bone of all our events, and the reason we

are able to run events is because of the organization of the SOCO team. The two person team is important when running events like trivia, one person to man the door, one to call out the questions. But make sure that at least one (it would be better if both were) is comfortable with public speaking. The biggest improvement we can learn from this years SOCO’s is to advertise more, going to classes of the first year and second years and encourage them to come out and get involved in FAN or at least have some fun at our events! Posters, emails and Facebook are also important, but make sure your write the email and send it to the secretary so they can distribute it in the mass email to SOFAM. Each semester there needs to be a social event and academic, our trivia night has always been a very successful social event. The academic event has mean a bit more of a challenge, Meet and Greet’s are a good idea but least year non of the first and second years came. So maybe think of something original. During events like the social ones in particular that you are both running the event and it is inappropri-ate to become intoxicated and or leave the event abruptly, please remember you are running the event not partying at the event. In the future if a SOCO is acting inappropriate at an event, the President and Vice President will re-move you from your position.

Marije Sears-Strykey

I'm one of two social coordinators. This was my first year doing it and Loretta's second year, so I played a bit more of a secondary role. I think that having two social coordina-tors is a pretty good idea, as it would be a lot to organize for just one person. It's also nice to have one person who knows the game already, and one who is new (me, that is me.)

What I did:I SRMed events, got food organized and at events, and attended all the FAN events to make sure things went smoothly. We organized two brass taps trivia nights, the  valen-tine's day crafts and candy, face painting on O-Week, a bus trip to the art fair in Toron-to.We have a meet-and-greet event for first year studio art/art history majors coming up soon.

I think the most successful event were the trivia nights. These were enjoyable and they both had good attendance; they're always a crowd-pleaser.

Challenges: It's sometimes hard to get the word out for some of these events, which can result in low attendance. Ex; the bus trip to the art fair. I think for next year an important thing for the social coordinators to think about is to SRM early so the events can be ad-

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vertised for a while. There was also the problem of this trip clashing with other studio art class trips to the same places, so that's definitely something to be aware of as well.

Galley Coordinator My name is Cleo Reinink, and I am the co-Gallery Curator for the Fine Arts

Network at the University of Guelph. Along with my partner Karmin Smith, we are responsible for the organization and running of FAN run events, primarily art shows, which are designed to showcase student’s at the University of Guelph’s art. In or-ganizing these events, we are required to submit proper documentation in the form of risk assessments and related documents, so as to ensure that our events our safe and as risk-free as possible. Additionally, we are responsible for the advertising of our events, both to pique student and faculty interest as well as to encourage stu-dents to submit their art. After we have taken these steps, we are able to host the events, which we feel are valuable methods by which to get students to participate in school spirit, as well as hopefully generate a further appreciation for the arts community within Guelph. So far, we have successfully run an event entitled “Art in the Bullring”, and it functioned as both a showcase of student artwork, as well as a judged competition in which the winner won a cash prize. The event was well atten-ded, and we hope to see a similar turn-out for our upcoming event, the “ARTery Ex-change”. “ARTery Exchange” is an event that is already being set in motion, and will consist of an exchange of artwork between students in Kitchener and in Guelph. The University of Guelph’s own Zavitz Hall will be utilized to host the event, and we are very much looking forward to it. Besides this role, I am an active participant in FAN meetings, in which general discussion about the arts and our role in encour-aging student participation in the arts is held.

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CASU Transition reportCASU Representative

I am the College of Arts Student Union (CASU) Representative. CASU is made up of different colleges that get together and discuss what is happening with in College of Arts and what is new with the different groups. These group include:Fine Arts Network (FAN, us), Bachelor of Arts and Science Student Association (BASSA), French Society, English Student Society, Music Students Association, Drama Student Federation.

This FAN position included a few small tasks. I am responsibility of attending CASU Board meetings every Monday at 5:30 pm at MacKinnon building room (#) and then repot back to FAN during their scheduled meetings. Keep in mind every year this time and day may change due to the different schedules that students might have that year. FAN meetings last year were held on Tuesdays at 5:30 pm, so I was responsible once again to attend every meeting in order to let the FAN members in on what is going on in College of Arts. Also when you are at meeting your do not talk about any of our events that have not been SRM approved because CASU will cancel the event.

Ina Xhunga2012-2013 CASU Rep

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TreasurerJust a heads up CASU, will be on your ass, two years ago the FAN treasure did

not keep record of FAN/JAS assets. CASU came down very hard on the FAN, they even stated we “did not care”, and thats why we didn’t hand in a financial report. Which was NOT TRUE. We handed in what she had left, there was nothing else to go off of. One one the CASU personnel even had to audacity do confront John Kissik on the mat-ter. Unfortunately for them the matter was not taken lightly because John was very up set as FAN is an organization run BY STUDENTS FOR STUDENTS, so there was no need to go and speak to him other then creating embarrassment for CASU. Moving for-ward please follow the outline Patrick has left, I know this is not a program full of Math geniuses but he has made it very simple.

Signing personal is to be the President and Treasure on cheques for both the JAS and FAN cheques. The bank that we deal with is TD, at the end of the year when a new Treasure and President are elected the incoming and out going team members need to go in to TD and have their names changed for signing authority.

Patrick Beh

TreasurerJob Description:Write prospective budgets at the beginning of each semester. I would suggest you use past bud-gets (for the same semester) and look at how much money is usually spent and where. I’ve left an outline form in excel for writing down your budget (it’s approved by CASU). The first sheet is for FAN and the second sheet is for JAS. Try and keep the money for the two accounts as sep-arate as possible. CASU will be asking for the prospective budget within the first few weeks of a semester beginning. You are also in charge of signing authority of the cheque-books (although usually the president has signing authority as well). Using cheques instead of cash or a debit card is our best way of keeping track of the money. During the semester you are in charge of keeping track of all of the finances that go out and come in. You will have to submit a final balance sheet at the end of every semester to FAN (CASU asks for it the following semester with the prospec-tive budget as well).

The FAN account has large cheques where you can write info about the cheque right beside it. The JAS account has small cheques without that information, so you need to write it down some-where else. The difference in the cheques just comes down to a difference in ordering time. The large cheques cost nearly double I believe it was about $40 for 100 cheques instead of the small cheque, which were around $20 for 100 cheques. Next time you order cheques, decide which ones are best for you.

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John Kissick usually donates $1,500 to FAN and $2,000 to JAS at the beginning of every year. This isn’t always guaranteed, but is a nice pocket of money.

FAN account number: 5206125JAS account number: 5229877Your branch number is: 2500 it’s the TD Canada Trust on the corner of Stone Road and Edin-burgh.Combination to the safe: 23-3-60. There is a description on how to open it in the safe information guide in the filing cabinet. (Make sure only a few people have the combination, the less the bet-ter).

Things I learned:· Make sure to have the budgets done early (this year we didn’t and got in serious trouble

with CASU).· CASU doesn’t like it if you end the year with over $1500. Which is possible if spending

is low and fundraising is high. Try and stay under that amount, but also don’t spend all of your money.

· I had a few cheques cashed during the summer of 2011 that were written in 2008, usually that shouldn’t happen, but cheques can come out of no where, so try and always have some extra safety money.

· Make sure you are keeping track of everything, have all receipts and stuff organized. It’s easy to throw something in your backpack and think you’ll write it down later, then when you go to do it, you have no idea what the receipt/cheque is for.

· We have two separate cash boxes, one for FAN and one for JAS. We try and get a bal-ance of $90 each in them, however that could change depending on what you guys think. In this folder I’ve attached a signout sheet for anyone that’s using the cash boxes (just leave it in the boxes). It requires them to count the money before and after they use it, and a few other things.

· Make sure to be on top of how much money is being spent. You need to be aware of how much is gone from the account as well as how much has been written in cheques. People can often cash cheques months later, this makes the actual account balance seem like you guys have more money then you do. Don’t get caught having everyone cash their cheques in February and having an account overdrawn.

Trip Coordinator

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Whom ever is taking on the role of trip coordinator must be organized and listen to advice of FAN. Have the rooms books ASAP, because the trip runs during reading week rooms will fill-up fast. When calculating the NYC budget make sure you take into account for the currency exchange between American and Canadian dollars. Also make sure there you have figure how many people need to pay to come on the trip to break even and make sure you reach this number of the trip will not be able to run. The NYC trip is how fan earns money to continue running events for students and the second se-mester and it secures fund to run events during the following O-week. Also make sure when you calculate the budge that you include the cost of your room and make sure that it is covered, in the overall estimate. The room that your are going to book for yourself is more then perfectly acceptable to different from the other rooms but with in REASON. In the past people have tired to book rooms that are four times the value of the other rooms, this is excessive we get that your the organizer but your not the king of the castle. There will be lot of wavers to sign from CASU to make sure the school if not liable for anything that the students do on the trip. Make sure you also make a waver to the students to sign, stating that you are not liable if they bring illegal substances across the boarder and if they cancel after a certain date they will not be reimbursed. For example

I _______________________________, have read and agree to the code and regulations of the Canada and United States Boarder Service Agency Acts and Regulations per-taining to substances that by be transported between countries. I also acknowledge that if I cancel my trip after February 1 2012, I will not be reimbursed for the full 250 dollars.

___________________________ signature __________________ date___________________________ witness ___________________ date

A waver like this protects you, separate from the school because agreeing to take students across the boarder makes you responsible for their actions. For the bus, there needs to be two bus monitors one in the front of the bus and one in the back of the bus. The CSA offers SRM training session and bus monitor training at the beginning of the semester.The bus company we have used in the past is Denny’s bus company http://www.dennysbuslines.ca/home.html, 519-833-9117. They had sug-gested in the past to use Red Roof Motel in New Jersey they offer and good rate and a place for the bus to be parked. Make sure you get a third person waver form because the bus driver is saying for a room not paid on his/her credit card. You will have to ex-plain this to your contact at Red Roof.

Organizing NYC can seem very daunting but if you stay on top of things it is not that much of a challenge but it is a lot of stress.

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Art History and ARTH Attack Representative

FAN 2012-2013, did not have a designated Art History representative so what I am writing what we would have liked them to do. Keep in contact with the art history de-partment and make sure they are well represented in FAN and are more to feel equally welcomed. In the past there was a narrowed view for the representation studio art but this is not true, there needs to a bigger representation from art history thus we need you to bring them out to all the events. There was a request for the FAN Art History Rep to attend Art History curriculum meeting which I said I would do but we never heard back when the meetings were. I would recommend contacting Susan Dougles letting her know what position you hold and see if there is anything you can do to help the faculty.

Studio Art Representative

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In the past year there was no studio representative, but from what happened this past year we have a good idea of what we would have needed from them. In 2013 as per the request of the students FAN ran a Nude model session open to all students and these secessions were free. For the model sessions we got permission from the profes-sors who were teaching painting in Zavitz room 312. To make sure we had permission to use the room on Friday’s afternoon (it works the best because there are no classes and no one is trying to finish last minute touches before a critique the next week). Once I got the list of the models that are being used I contacted them to schedule a session. We were able to PDR through the CASU to cover the cost of sessions because we had opened the sessions to all students.

MFA Representative

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The MFA representative is chosen by the MFA’s FAN has nothing to do with who is chosen. The MFA rep, help to keep FAN informed of what goes on with MFA program and events FAN can get involved in, but it also goes both ways we let the MFA’s know what is going on and how they can get involved. The MFA representative plays a big part in jrJAS when they along with two other MFA’s choose the first second and third place prizes.

First Year Representative

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The First year representatives job is to voice to opinions of first years and make sure their opinions are represented. The job of the first year is also to encourage other first year students to come out and participate with the activities. The biggest job for the first year rep student comes in March when you are to assist in the organization and in-stallation of jrJAS. There will be emails to be sent out, meetings to go to, speaking in classes to spread the word and posters to hang.

Communications (Web Technician and Promotions)

The role of communications is going to be a combined position, in the past we have had two separate positions promotions and web technician, but as CASU has de-

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manded that FAN reduce of number of members holding positions we chose to combine the projects.

The communications team will now be responsible for creating posters, keeping the Facebook page up date and the FAN website. The team will also be responsible for organizing FAN clothing. Clothing is a great way to promote FAN, you will have to look into where you can get clothing because the contact we used this year was a student and she will not be here next year.

Specialized Studio Representative

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There has never been a Specialized Studio Rep, but the past couple of years there was a lack of communication between the Specialized groups and FAN. We both run events through out the year and it would be great to have open communication and more collaboration between the two. So since there has never been an official rep, this a chance to make it your own, HAVE FUN.

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