Minutes: 20th May 2012

Minutes of STaG Board Meeting 20^th May 2012

Cooper’s Bar, Great Western Road, 6pm

In attendance: H. Allan, A. Cameron, A. Ciupka, N. Donald, W. Foote, M. Godden, C. Goldstone, E. Igelström, S. Linsley, A. Rutherford, Z. Williams

Apologies: D. Hahn, A. McCallum

1. Administration
2. New Talent Nights (NTN)
3. Calendar
4. Freshers’ Week
5. What’s He Building in There? Update (WHBIT)
6. The History Boys Update (HB)
7. Archives
8. Executive
9. Any Other Business (AOB)

1.  Administration

A. Rutherford briefed the board with an overview of how board meetings operate and how the board is organised.

2.  NTN

1. A discussion was had to decide between the play for NTN being either "Pinocchio" or a Roald Dahl play.  A. Cameron has researched into an adaptation of "The Witches."  It has a good cast size and is popular.  W. Foote has researched into Pinocchio and it has a better cast size with more speaking parts.  Books for both plays will have to be bought [ACTION: pending].  The Board came to decision that the NTN play would be Pinocchio (PIN).          *N. Donald joined the meeting.
2. Auditions for NTN will be held on the Sunday at the end of Freshers Week between 2-5pm [EVENT: 9/9/12 NTN auditions 2-5pm].  
3. M. Godden and D. Hahn have agreed to be Board Reps for the production(s) [ACTION: Mabs & Debs].  2 Reps instead of 1 for NTN (one for each production) was suggested by S. Linsley, seconded by A. Rutherford.
4. The deadline for potential directors to put themselves forward was decided as Friday 8^th June [DEADLINE: 8/6/12], with email discussion to follow and confirm choice by 5pm, Tuesday 12^th (unless discussion unfinished) [ACTION: All 12/6/12].  An advertisement will be put in the newsletter [ACTION: Harriet] which will also include a description of PIN by W. Foote [ACTION: William 23/6/12].
5. A. Ciupka volunteered to act as Publicity Assistant for NTN [ACTION: Alex].

3.  Calendar

Preliminary proposal deadlines and performance dates were decided, mapped out on the STaG Room wall calendar.

1. NTN - performance dates 8^th-9^th October [EVENT: 8/10/12 PIN].
2. SN (STaG Nights) - proposals deadline Friday 12^th October [DEADLINE: 12/10/12], with auditions to be held from Tuesday 16^th and cast by the following Monday 23^rd.  Performance dates 7^th-9^th November [EVENT: 7-9/11/12 SN].
3. MS1 (MainStage Semester 1) - agreement that auditions during NTN preparations will not cause substantial problems, during the weekend of 22^nd-23^rd September, subject to Harriet Bolwell’s availability [EVENT: 22/9/12 HB auditions].  Performance during the week of 19^th November [EVENT: approx. 19/11/12 HB].
4. NMS (Non-MainStage) - it was decided that the first Found Spaces should be specifically geared for a venue other than the STaG Room, as this would create timetabling difficulties with both MS1 and SN.  Proposals should be in by Friday 31^st August [DEADLINE: 31/8/12] performance dates 21^st-23^rd October [EVENT: 21-23/10/12 NMS].
5. First Board Meeting after the summer will be held on Monday 3^rd September [EVENT: 3/9/12 Board].  First Board Meeting after Christmas will then be Monday 7^th January [EVENT: 7/1/13 Board].
6. NW (New Works) - proposals should be in by Friday 4^th January so a full list can be compiled for the first Board Meeting [DEADLINE: 4/1/13] and a NW meeting on the day before [EVENT: 6/1/13].  The performance is then to take place during Reading Week from 13^th-16^th February [EVENT: 13-16/2/13 NW].
7. MS2 (MainStage Semester 2) - the suitability of the last week of Semester 2 was discussed, as this impacts on travelling home for Easter, although most deadlines tend to be during the previous week and the several weeks before that are Theatre Studies production weeks for the various year groups.  The MS depends also to some extent on the availability of the venue; a larger venue than The S.P.A.C.E. was also suggested.  Therefore it was decided for MS2 to remain during the last week of term but performed only over 3 days, with the Technical Rehearsal on the Tuesday [EVENT: 18-22/3/12 MS2 production week].  Proposals were set to be directly after MS1 on Friday 30^th November [DEADLINE: 30/11/12].
8. NMS - in Semester 2 there is less need to avoid a Studio slot, and the performance is due on 28^th-29^th January [EVENT: 28-29/1/13 NMS] with proposals in by Sunday 11^th November, leaving time for discussion and venues research [DEADLINE: 11/11/12].
9. NMS - a studio slot was also placed on 8^th-10^th March [EVENT: 8-10/3/13 NMS] with proposals in by Friday 1^st February, to be discussed the following Monday [DEADLINE: 1/2/13].
10. Community outreach - suggestions were made of working with non-university organisations such as the West End Festival, and taking theatre into nursing homes or schools, which establish a venue and could possibly replace a Found Spaces/Studio slot.  Alternatively various university-related events would also be suitable, such as Climate Change Week, Amnesty International, Drag Week, Gay Pride and Glasgay - although these may impact on established STaG dates.  M. Godden proposed starting a Community Project Group; dates at this stage depend on affiliated groups, however this will be researched over the summer [ACTION: Mabs] and the performance would be sometime during the 5-week space before NW [EVENT: within 7/1-10/2/13].
11. PerfA (Performance Arts) - A. Cameron also proposed a new group producing Performance Arts, to run every week in Semester 2, the performance being around Friday 1^st March [EVENT: 1-2/3/13 PerfA].  S. Linsley suggested that Reading Group should incorporate recitals too.  Overall 5 STaG groups are now present: Improv (weekly, all year, 2 performances), PerfA (weekly, S2, 1 performance), Reading Group and Writing Group (fortnightly, alternating weeks, all year) and Community Group (tbc, probably weekly, S1, 1 performance).
12. Improv (Improv Teatime) - feedback from E. Igelström regarding the recent performance was very positive, describing it as do-able and undemanding and possibly suitable for multiple performances per semester, although this was discounted as it would impose on other STaG events.  More audience interaction was suggested, however, as was using other venues such as the QMU Comedy Night.  Improv performances would work well as Welcome/Farewell events, and although rehearsals would often be during the exam period, there are few enough required that date compromises should be found.  Therefore the next performance date would be the last day of teaching on Friday 30^th November [EVENT: 30/11/12 Improv].

4.  Freshers’ Week

1. This year’s Freshers’ is the week of the 10th September [EVENT: 10-14/9/13 Freshers’ Week].
2. W. Foote talked to Donal and Flora about placing STaG and Staged stalls together to avoid confusion between the two groups, however the Freshers’ Fair stalls are allocated, although it was suggested that both societies should email the SRC, first contacting the Staged PR Manager [ACTION: William].
3. Events during Freshers’ - the stall during the first 2 days; workshops from the Writing Group and Improv, and possibly Flora holding a Shakespeare workshop.  W. Foote also suggested an Improv Social, which would combine a social gathering with short performances, possibly in addition to the Scratch Night.  Finally the Barbecue would provide a contrast to the Scratch Night, being less performance-orientated; all these events must take place after flyering, however.  The next newsletter is to ask for Freshers’ volunteers to get in touch [ACTION: Harriet].
4. SRC Calendar - last year a calendar of Freshers’ events was produced by the SRC, who should be emailed soon [ACTION: William, urgent].
5. A. Ciupka will report back at the next meeting on possibilities regarding the QMU during Freshers’ [ACTION: Alex].
6. STaG Bear - whether to include it this year, or perhaps a deer instead or offering free hugs.  Discussion to be continued.
7. W. Foote and E. Igelström to meet to discuss budget and email A. Rutherford to attend [ACTION: William & Erik].
8. Publicity Assistant for Freshers’ - C. Goldstone [ACTION: Catherine].

5.  WHBIT Update

1. Over halfway regarding fundraising, accommodation not yet confirmed but email communication soon regarding publicity.  Finishing rehearsals until July.  
2. Costume girl - uncertain whether she can even make it to Edinburgh, she has failed deadlines and been absent at rehearsals.  Board decision to find someone else and change the press pack [ACTION: Catherine].  Inclination to refuse reimbursing any money spent, however this depends on the exact initial agreement made - A. Rutherford to email Cerne about these issues [ACTION: Aidan], meet with E. Igelström this week to discuss the budget and also at some point the WHBIT team [ACTION: Aidan, Erik & Catherine].
3. Accommodation - 1 flat (and temporary bedding) required.  M. Godden mentioned a very suitable friend’s flat which will possibly be available, and is waiting for a reply.

6.  HB Update

Stage Manager needed.  A. Rutherford will meet with A. Ciupka (Board Rep) and Harriet Bolwell before the next meeting [ACTION: Aidan & Alex].

7.  Bristol Update

Rehearsals have started, with minor amendments being made which should bring the overall time to 40 minutes.  Rob Drummond has not replied yet, although C. Goldstone is also emailing Cerne to take over general liaison regarding play [ACTION: Catherine].

8.  STaG Ball Update

Generally everything is going well, although still no P.A. System.  A list of those on doors was read out [ACTION: All] and shall be circulated [ACTION: Aidan], and a float should be provided [ACTION: Erik].  

9.  Archives

M. Godden shall be in charge of the committee.

10.  Executive

Meeting next week.  Has become somewhat of a non-entity recently, but is being reinstated to support STaG as a group, a board and as performers, with meetings at the beginning and end of each semester.  Any queries should be forwarded to Exec members (President, VPs, FinSec and GenSec) to be put on the open agenda [ACTION: All].

11.  Any Other Business (AOB)

1. Affiliation with SRC - to be completed at the start of the next term [ACTION: Nogs].
2. The weekly deadline for all newsletter items is 5pm Tuesdays.

The date of the next meeting is Monday 28^th May, 5:30pm.

Meeting adjourned.