Minutes: 15th October 2012

Minutes of STaG Board Meeting, 15th October 2012

The STaG Room, 62 Oakfield Avenue 5:40-7:35pm

In attendance were H. Allan, A. Cameron, A. Ciupka, N. Donald, W. Foote, M. Godden, D. Hahn, E. Igelström, S. Linsley, A. McCallum, A. Rutherford, Z. Williams
Apologies from C. Goldstone
Also present for their individual interviews were applicants for the First Year Board Rep position (in chronological order): Jack Cameron, Darren Hardie, Tessy Troes, Ella Bendall, Sophie McCormack-Gow, Rowan Charleson, Holly Maxwell-Stevenson

Agenda

1. FYBRs
2. NTN Post-Mortem
3. SN
4. Arnie
5. HB
6. Publicity
7. Socials
8. Finance
9. AOB

1.  First Year Board Reps

1. Interviews - the five applicants for the position were invited in individually for an informal interview with the Board.  A. Rutherford briefly explained the role's purpose of helping other Board Members, learning the ropes, contributing to and getting involved in Board decisions, reaching out to new members and being a good presence, before opening questions up to the Board itself. 
2. Voting - an initial vote provided a clear shortlist of 3, and after further discussion two blind votes fully secured J. Cameron and S. McCormack as the new FYBRs.
3. A. Rutherford shall email the applicants with good news, A. Cameron the unfortunate news, and H. Allan is to write a congratulatory blurb for the newsletter [ACTION: Aidan, Amy & Harriet].  A lot of interest was expressed in trying to involve some the unsuccessful applicants in upcoming shows, as there was a lot of talent displayed and the vote proved to be a long, difficult decision.  In particular, it was hoped that R. Charleson may still be interested in incorporating international theatre into STaG in some way, as this sounded fantastic.

2.  New Talent Nights Post-Mortem
Postponed until next week.  Feedback forms shall be sent out to cast and crew [ACTION: Mabs & Debs].


3.  STaG Nights

1. Proposals - after the deadline on Friday, proposals were picked last night.  The proposal by T. Pennock requires a director, interest for which has already been expressed, but this should be mentioned in the newsletter.  
2. Crew - Stage Managers, etc. need to be found.  Z. Williams shall help A. Cameron organise this [ACTION: Zoë & Amy].
3. Night Reps - this position or something similar is to be arranged this year too.

4.  Arniegeddon

1. The Board Rep is absent, so an update shall be provided next week.
2. Backstage - Z. Williams met with the director today, and set, props and costume seem to be sorted, except from a possible issue with tables, and the cast seems to be almost off-book.  A. McCallum is on top of Tech preparations, and the sound cues are done.  Z. Williams also stressed again at the meeting the importance of keeping up communication.
3. Venue - budget figures are needed from the director, and M. Godden should be present at any meetings with the venue.  A door rota is needed [ACTION: Nogs].
4. Riot - after an insufficient turn-out on Thursday, a second workshop was organised on Sunday. It was stressed again that the Board should be notified of any similar events in future, partly for publicity/attendance purposes.  

5.  History Boys

1. There seems to be a good dynamic within the team; A. Ciupka is endeavouring to attend all full-cast rehearsals.
2. Venue - M. Godden acquired some desks from the university free of charge, which saves some cost.  Soon there may be a viewing of the venue.
3. Publicity - the poster is looking good, and soon bookings can be opened.
4. STaG Nights - there is some friction of time-management regarding rehearsals during the STaG Nights week and cast/crew involved in both productions.  However the rehearsal schedule for HB is drafted beyond SN and no rehearsals have been booked during that week, and the cast/crew are trusted to manage their own time wisely, although it is a responsibility to let both productions know if this is the case.  If cast/crew have any queries or problems, A. Rutherford and Board Reps can be approached (or any Board members).
5. Finance - A. Cameron needs a copy of the budget (and M. Godden a cheque for a deposit) [ACTION: Erik].

6.  Publicity

1. Pinnochio - this worked, seemed to go well as there was a good turn-out.
2. Arnie - there are not many posters in the QMU, so A. Ciupka shall distribute some more [ACTION: Alex].
3. SN - posters to be shot on Saturday.
4. HB - poster is nearly ready.  80 are being made, to be put out in two waves; both HB and SN have a capacity of 100 people a night, which is aimed to be sold out.  28th October is the deadline for printed material.  S. Linsley is on top of everything for the moment but will shout if she needs help.

7.  Socials

1. Hallowe'en - to be two weeks tomorrow [EVENT: October Social (Hallowe'en), 30/10/12].  At 12pm there will be a ghost tour, which is currently being prepared by W. Foote; the university needs to be notified, as they would like warning although won't stop the tour itself [ACTION: Mabs].
2. SN Fundraiser - tbc, but sometime during the first few days of November.
3. November Social - some ideas already, such as a 'Night In with STaG' theme.  Preliminary dates will be sent to A. Rutherford [ACTION: William].  Interest was also expressed in snuggling up in the STaG Room to watch films during the Winter.
4. Board Trip - a visit to S. Linsley's uncle's place is looking promising, and she will drop him a line [ACTION: Sinead].  W. Foote also suggested that before it closes, the Board should go to The Hive together, perhaps after a Thursday night rehearsal in the GUU as then free entry is granted.

8.  Finance

1. Money-box Incident - at NTN the money-box went missing, although was luckily discovered later by the GUU.  To prevent this from happening in future, E. Igelström is either to keep track of it himself or allocate the task to another Board member.  Either way, the whole Board should be aware of whose responsibility this is.  Within 24 hours, E. Igelström is to collect the money-box and bring it to the relevant person/venue, empty it of all but the float after the event, before replacing it or handing it to the next safe-keeper.
2. Money Stores - Z. Williams has an unused safe which she would be happy to donate to STaG as a second store of cash, reducing the value of the money-box.  This would sit in E. Igelström's flat [ACTION: Zoë].
3. Speakers - A. McCallum is to look at prices for speakers for the STaG Room [ACTION: Adam].  However a friend of N. Donald is looking for a home for some speakers, and various other items which may be of use, so she will forward a list for the Board to peruse [ACTION: Nogs].

9.  AOB

1. NW Venue - this has been booked.
2. Newsletter - as the proposals have only just been chosen, the deadline for audition details from SN directors is Wednesday.  Therefore the newsletter shall be sent on Wednesday afternoon to include these.
3. Archive - Sarah MacDonald sent an email mentioning the important and interesting work done in the past on archiving STaG, and this shall be revived again soon [ACTION: Mabs].
4. FinSec - one person has applied so far.

The date of the next meeting is Monday 22nd October, 5:30pm in the STaG Room.

Meeting adjourned.