Minutes of STaG Executive Meeting 2nd June 2012
311 West Princes Street, 7pm
In attendance were N. Donald, C. Goldstone, E. Igelström, A. Rutherford
Apologies from A. Cameron
- The Executive’s (Exec) Function
- STaG at Present
- STaG in Future
- Board Overview
- AOB
1. The Exec’s Function
The Exec is a smaller group whose function is to support the Board and its members, and ensure both are operating as intended. Whereas the board is effectively orientated towards performing shows, the Executive more focuses on and evaluates the well-being and future of the society as a whole and the happiness of its members. Alternatively if one member shows a lack of commitment or is struggling with tasks, the Exec may issue a warning to the relevant parties and subsequently pitch the situation to the Board. (See Item 4 for related discussion.)
2. STaG at Present
Since coming together the new Board has organised the year’s calendar; NTN and MS1 are well underway; preparations are commencing for SN, and only FS is so far untouched, regarding S1. The Exec should also generally involve discussions about where STaG is headed in the coming year, how it is advertised and what kind of image is portrayed. A discussion after Freshers’ Week to comment on this aspect of the society was suggested [ACTION: Board Agenda]. At this stage, the friendly and all-embracing disposition of STaG was marked as a key feature and selling point, this coming to the fore and the professionalism of the society preferably more apparent within productions themselves. Otherwise this high standard of organisation may intimidate newcomers; first we are approachable as a university society which provides involvement in theatre, which then strives for excellence.
A. Rutherford suggested that the Vice Presidents occupy a more traditional role within the Board, on top of devising the festivals, with VP-NW handling the first semester and VP-SN the second; this would include working more closely with and advising the President, chairing meetings when the President is indisposed and also writing agendas in such situations [ACTION: Catherine & Amy]. He also suggested more emphasis be placed on Publicity, and stressed that essentially the whole Board acts as the ‘face’ of the Society [ACTION: All].
Naturally it is hard at this early stage to really define roles and equilibrium within the Board, however there was consensus that everyone seems to be very enthusiastic and identify well with each other. Gauging this climate is the job of the President; respectively, the Exec should gauge the Board’s response to the President’s actions and communicate to him any potential improvements. Both the Exec and the President should be aware of neglected tasks, but any concerns, especially from those who may wish to remain anonymous from the President, can also be brought to any member of the Exec, who can then include it in Exec and/or Board meetings. Directly before Exec meetings is an ideal opportunity [ACTION: All].
5. AOB
- Socials - regarding interaction within the Board, the organisation of Board Socials was mentioned. This will be prepared by OrdBoards next year, although it was suggested that instead of asking around which dates are suitable, a set date should be decided immediately and formalised as there is enough else on the calendar; it was also mused upon that there is an unusually high number of Honours students on this year’s Board. The idea of a social for Freshers’ Helpers was also put forward, and/or all available STaG participants attending the first Cheesy Pop of the year, for example [ACTION: Board Agenda].
- Finance - a detailed Finance Report was given. A. Rutherford reiterated that Board members should endeavour to be as open as possible about money, and also vested an interest in acquiring an events license [ACTION: Board Agenda].
- Other societies - a discussion recapped over the relationship between STaG and Encore and placing the respective Freshers’ stalls closer together; this not only makes it easier for Freshers to find out about university societies, but hopefully helps to forge a more amicable relationship between the two organisations.
Unless the happenings of the Summer warrant pressing discussion, the next meeting will take place sometime after NTN.
Meeting adjourned.
