Minutes 29th August 2011

Minutes: Monday 29th August 2011
In Attendance: C. Felstead, S. Gregson, L. Taylor, L. Monkman, T. Pennock, E. Igelström, I. McArthur
Apologies: Aidan Rutherford, Catherine Goldstone, Dominic Di Rollo, Harriet Allan, Donal Keenan, Gillian Bennett-Lurie
Agenda
1) A Stone’s Throw Budget
2) Freshers’ Week
3) New Talent Nights
4) Mark Wstbrook Workshops
5) STaG Room clear-up
6) Website
7) G12 and Venues
8) AOB
1) A Stone’s Throw Budget
The Fringe show ‘A Stone’s Throw’, the post mortem of which will be held next week (5th September 2011), overall was a successful production. However overspending was deemed to be a failure of the show which needs to be addressed in order to make sure that future productions do not repeat this issue.
Overspending on production was due to a lack of overseeing of cash flow. A budget of £150 for set, props and costumes was decided on and agreed by directors, financial secretary and production managers at the production’s financial meeting. By the end of the production £480 had been spent on set, props and costumes. This overspending was unintentional however still a significant amount over the original allocated for the production.
Firstly, discussion on how and whether to recover costs was discussed. One solution that was considered was that those involved in the production should recover at least some of the costs. However after some discussion it was decided that STaG would take the hit as the board unanimously felt that passing on these costs would be too harsh especially considering the fact that it would be students and recent graduates who would have to pay as well as those who were oblivious to the original budget.
Next, the board discussed how to reduce the chances of this incident happening in the future. The following ideas were suggested: Emphasis from the financial secretary on the consequences of overspending and on fundraising money; treating old members of STaG as new members to ensure no assumptions on their knowledge of STaG specific budgeting are made; making sure that everyone involved in the production is aware of the budget allocated to the show.
It was decided that T. Pennock would send an email to the directors letting them know: of the decision on STaG recovering costs; to make them aware of the regret of the board that this overspending had happened; and to clarify the financial decisions and cash
flow throughout the production to prepare for discussions at the post mortem where finance is almost inevitably going to come up.
2) Freshers’ Week
Events and scheduling for the coming freshers’ week were discussed.
It was decided that no events for freshers should be held on the Monday of freshers’ week as not enough notice and advertising would be possible to make numbers large enough.
Two workshops will take place; one in the QMU run by S. Gregson and I. McArthur introducing freshers to the society with games, warm-ups and script readings and one in the GUU run by T. Pennock and E. Igelstrom on improv. Times and dates for both venues would need to be confirmed.
During the week a BBQ will take place outside the STaG room where food will be free and drinks will be sold in the STaG room. The BBQ should be at a suitable time to allow a natural flow into the night.
A scratch night will be held in the STaG room with L. Taylor to seek people for the line-up. S. Gregson suggested that the line-up be light hearted and fun.
STaG will have a stall at the freshers fair on Tuesday and Wednesday with a rota yet to be set for board members to man/woman the stall. Board members were chosen as they would more likely be in a better position to explain the ins and outs of STaG.
It was decided that the board would also best be suited to set the agenda/ events for freshers’ week with freshers’ helpers providing help to STaG and freshers and acting as friendly faces around campus.
A social for freshers’ helpers on Sunday 11th September was decided on to let people mingle before embarking on the mental week ahead. A short chat about the week and what to do would also be provided along with a written blurb on the society so that all helpers can be fully informed. This blurb could be written by D. Keenan.
Flyers are still needed for freshers’ week the design was discussed with L. Monkman coming up with the origami format and I. McArthur writing the flyer.
Membership cards are to be brought back and handed out on signing up along with a STaG badge as ordered by C. Felstead. The membership cards should include an expiry date, name and member no.
Shifty bear is to make an appearance with potentially a hunter tracking him down throughout the day, a wanted sign would mention no rewards but a small reward for taking a snap shot of the bear would be given.
Auditions for New Talent Nights will be held on either Saturday 17th or Sunday 18th September in the STaG room with C. Felstead to check suitability of directors.
Things still to be done include: Stocking the bar and T-Shirt printing. Friday 1pm in the STaG room was allocated for T-Shirt printing. No names for the T-shirts was decided upon as this may come across as cliquey and a lot more effort would be required.
To keep freshers interested and around it weas decided that the week following freshers’ week should include a freshers social.
A budget of £150 will be allocated for freshers’ week.
A note to the mature students should be written by C. Felstead explaining the timetable for upcoming events to give them some notice of potential disruption.
3) New Talent Nights
C. Felstead has emailed information to all the directors of NTNs which will be held on Monday 11th and Tuesday 12th September in the GUU debates chamber. Auditions will be held on either Saturday 17th or Sunday 18th September in the STaG room with C. Felstead to check suitability of directors. It is important that STaG board members are present to hang about and make sure that everyone is comfortable at the auditions. L. Monkman and I McArthur are to be the two board members to audition freshers.
I. McArthur informed the board that she was struggling to find designers for the NTN poster.
4) Mark Wstbrook Workshops
Mark Westbrook has approached STaG with interest to provide his workshops to STaG members at a reduced price from£125 to £85. The Board have asked Mark Westbrook to reduce his offer of £85 for 8 sessions to £75 with the idea of STaG reducing it further to £55 by subsidising the workshops.
The board voted in favour of the workshops.
5) STaG Room clear-up
All belongings have been asked to be picked up by Wednesday 31st August to allow for a clear-up on Wednesday 7th September. Everyone is encouraged to bring nibbles, smiles and black bin bags. L. Taylor will bring her car to allow items to be taken to the tip. An IKEA trip was arranged for Tuesday 5th September.
6) Website
A quick update on the website was requested. The website is progressing smoothly and is due to be completed before freshers week begins.
7) G12 and Venues
S. Gregson has contacted the theatre department with regards to the James Arnott Theatre. The department are reluctant to allow STaG any use of the theatre in the first semester and very little in the second. A few emails have been sent to Anselm the head of department and the board are awaiting a reply. Some time will be given to allow a reply. Further discussion on ideas for how to take the matter of the theatre further if no progress is made with the theatre department, these include: asking for support from the SRC; getting the various student media groups involved; asking for advice from Charles Kennedy with regards to taking the issue up with the university; starting a petition and campaign.
A visit to the Argyle studio was arranged. The Argyle theatre is a possible venue for STaG’s first mainstage with an estimated capacity of 60-70 and banked seating.
8) AOB None.