Minutes 7th May 2012

Minutes 7th May 2012 HANDOVER MEETING PART 1
In attendance: S. Gregson, G. Bennett-Lurie, H. Allan, Erik Igelstrom, C. Goldstone, D. Di Rollo, A. Rutherford, W. Foote, C. Felstead, D. Keenan, C. Beaumont, L. Monkman, H. Bolwell, L. Taylor, I. McArthur
Also in attendance: A. Ciupka, N. Donald, Z. Williams, A. McCallum, S. Linsley, M. Godden
Apologies: A. Cameron, D. Hahn

 Agenda
1) Hope Here Post Mortem
2) Bristol
3) WHBIT Update
4) Improv TeaTime
5) STaG Ball
6) EGM
7) Cheques
8) AOB

1) Hope Here Post Mortem
Gavin attended the meeting to discuss how he felt the performance went. He felt it went well and the experience was enjoyed by all involved. Having a simple piece makes it easier to put together in a short space of time and so it was easy to find rehearsal times and spaces. C. Felstead pointed out that this did not mean more complex pieces should be rejected. It was suggested that technically heavy pieces could be pre-recorded so as to make it easier as the prospect of doing it live can be a bit daunting. NTS were helpful and didn’t interfere in the process too much. Annie sent her feedback and was pleased with the whole experience, she enjoyed the workshop style rehearsals she had. A board rep should have been found earlier so that there is only one person in contact at all times to make things run smoother. Time constraints need to be acknowledged. The live feed was helpful and the feedback from people watching was good. It was suggested that a board member could watch it and tweet positive comments so as to keep up the social media side of STaG.

2) Bristol
The deadline for a stage manager will go in the Newsletter and will be Friday 11th May. It has been suggested the play be cut down to about 40minutes – C. Goldstone feels this needs to be a collaborative process and will work on it with the cast. Another option is to ask the New Works judges for feedback tips and suggestions where it could be trimmed. The board rep will be A. Rutherford and C. Felstead will send on all information she receives. A mini publicity campaign will be started – mostly online but also focusing on people we know in Bristol.

 3) WHBIT
The board rep will remain as C. Beaumont and he will pass on all his comments about the show to A. Rutherford before term begins (as he will not be there). There is little to update the board on, a fundraiser is being planned but the venue has not yet been confirmed. It will be decided by Wednesday if it will go ahead so as to be mentioned in the newsletter. The production meeting went well and costume and make up are being discussed. For the swap shop fundraiser H. Bolwell asked the board to donate unwanted clothes etc. and to bake cakes. Headshots need to be done as soon as possible, C. Goldstone will organise this. The website is in progress and just needs to be put online.

4) Improv Teatime
Refreshments will be bought with the help of I. McArthur. The money box will be brought down to the STaG room by C. Beaumont. The STaG room will be tidied from approximately 4pm and the room will be decorated. C. Felstead stressed the importance of making sure all doors are locked because of security concerns.

5) STaG Ball
The GUU has been confirmed, the band has been booked and a photographer has been found. There will be a hair and beauty workshop to help people plan their outfits. A DJ is possible and L. Taylor can find suitable DJ equipment. The deposit will be given to the GUU. A ball committee meeting will be held soon and the board is advised to book tickets as soon as they can. The awards need to go in the newsletter this week so E. Igelstrom asked that the board check the email he sent out. The after party venue has been sorted.

6) EGM
L. Monkman will chair as C. Felstead will not be there however they will meet to discuss the agenda. A new constitution will be proposed and the board will be able to read this before the meeting. A paper copy will be there as well as a copy of the current constitution for other members to read before changes are discussed and voted on. There will be a computer there to edit as the meeting progresses to avoid mis-wording anything.

7) Cheques
The bank details will need to be changed over.

8) AOB
The new board are advised to discuss the mainstage next week as well as New Talent Nights.
The email addresses will be switched over and the facebook admin will be changed.
MMSINS post mortem email will be sent out and will be discussed next week.
The feedback form will have more detail added to it to make it easier to fill out.
Rob Jones has items for the archive which C. Felstead will acquire and organise.