Minutes: 22nd October

Minutes of STaG Board Meeting, 15th October 2012

The STaG Room, 62 Oakfield Avenue 5:45-6:30pm

In attendance were A. Cameron, Jack Cameron, A. Ciupka, N. Donald, W. Foote, C. Goldstone, M. Godden, D. Hahn, E. Igelström, S. Linsley, A. McCallum, Sophie McCormack-Gow, A. Rutherford,
Apologies from H. Allan, Z. Williams
Also present was Jenny Gilvear (Co-Director of NTN)

Pending actions from previous Minutes

• Mabs - to text Sarah MacDonald about archiving.

Agenda

1. FYBRs Welcome
2. NTN Post-Mortem
3. Arnie
4. SN
5. HB
6. Publicity
7. FinSec
8. Exec
9. Social
10. Board Trip
11. AOB

1.  First Year Board Reps
The Board welcomed J. Cameron and S. Gow to the STaG Board.  The talking system was explained (i.e. thumbs up for agree, hand up to say something, and hand out at the person whose point you'd like to comment on).

2.  New Talent Nights Post-Mortem

1. W. Foote (Co-Director, Second Performance)
   a)  Overall the productions went very well and everyone had a great time.
   b)  What was being done every week could have been more defined; required set was not always built, for example, and Z. Williams seemed rather swamped.
2. J. Gilvear (Co-Director, First Performance)
   a)  There was sometimes difficulty in delegating and checking up on tasks, and the biggest problem was probably sourcing a script; as a result, this production started slightly on the back foot compared to the other team.  It was suggested that STaG should perhaps supply both versions in the summer, or at least check that there are possibilities; potentially the same script could be used for both, however this tends to create a 'samey' feel and encourage comparison of productions - the format of two teams producing the same story is problematic anyway.  Again for 'The Wind in the Willows' last year, one script was suggested and one director found his own.
3. Regarding the board's role, the directors felt well looked-after and therefore didn't freak out too much with problems, what with the participation of the Board Reps (and the added advantage of W. Foote being on the Board himself).
4. Budget - this was purely based on last year, being an almost identical set-up, and it worked well; in true style most things were begged and borrowed, and then most of the bought items stayed with their tags and were returned.  It seems STaG had a bad reputation of borrowing things, however, for example at Vintage Guru - handling items is something to be more aware of, even when the show is over.  Finally receipts need to be gathered for the production, and a cheque is needed to reimburse D. Hardie [ACTION: Erik].
5. Publicity - Facebook was probably the most helpful tool here, but the materials were available very quickly and this generally seemed to work really well.  
6. Management - it's important to know what is the director's responsibility and what can be delegated, and whether enough information has been given to Tech and Backstage.  It would be worth collecting more comprehensive contact details at the start (at Freshers, perhaps, along with QMU membership and matric numbers), and it is important that the Stage Manager knows how to book a room.  Full cast rehearsals could also be pre-booked, so that when cast and crew are signing up to NTN, they know exactly when rehearsals will actually be.  The rehearsal schedule tended to be for the full cast every Saturday, for example.  A couple of paragraphs for pack on NTN Directing would be much appreciated [ACTION: Jenny, Kat, Naomi & William].

3.  Arniegeddon
This has sold-out, and tonight W. Foote and A. Cipuka are on the door.  The money and booking form need to be sorted beforehand.


4.  STaG Nights

1. A cold but successful shoot happened on Saturday where the posters and trailer materials were completed, and the make-up artist was very nice.  On Sunday there was also a backstage trip to Stereo, where a video for backstage crew was made and the space was measured.
2. Most shows are now cast, the remaining holding auditions this week with the last one on Friday night.  Two directors have already asked what Stereo looks like - a Facebook group for directors has already been set up and a Doodle for a visit is in progress.  
3. This week the booking form shall open, a blurb shall be posted in the newsletter and the banner shall be made.  

5.  History Boys

1. The cast is to be off-script this week and it seems to be going well. 
2. 7^th November is the fundraiser, on a murder mystery theme, with the SN Launch Night two days before on the 5^th November - details on the funds raised in the past were requested [ACTION: Erik].  A venue trip is being organised, and M. Godden is to send details of the receptionist to A. Rutherford [ACTION: Mabs].

6.  Publicity

1. Now on the final two projects - the shoot for SN went well and a provisional deadline for all HB material is this wekend.  In the HB pipeline are the poster and printing of the cards (this week).  
2. It was decided to circulate no HB poster before SN is over, so the different publicity campaigns are not conflicting.

7.  Financial Secretary

1. One person has withdrawn their interest, and one more person is a candidate.  Elections need to be prepared, and manifestos shall be sent out in the newsletter this week.  
2. The election shall take place at the start of the Hallowe’en Social at approx. 7-7:30pm.

8.  Executive Meeting

1. An Exec Meeting should take place before E. Igelström steps down, to tie up any loose ends - a Doodle is needed [ACTION: Nogs].

9.  Social

1. Hallowe'en decorations need to be found, and A. Cameron can donate stuff used at the creepy Cinders fundraiser last year.  There shall be bobbing for apples, eg. - the usual Hallowe'en stuff - and the ghost tour is currently being devised. 
2. November Social - to be on a Christmas theme as a night with STaG, Bing Crosby-style putting out a turkey, and Santa will of course make an appearance.  A trip to the theatre could also be organised - for a pantomime, Kings has Cinderella and Sleeping Beauty is at the Citz.  Otherwise there's the Arches, Pavilion, the ballet or the opera.  
3. A food run is needed before Tuesday - Sunday night A. Ciupka and J. Cameron, with A. Rutherford to give them access [ACTION: Aidan, Alex and Cameron].

10.  Board Trip

1. S. Linsley has emailed her uncle and he is willing to lend us his cottage in Northumbria for free between the 10^th and the 25^th of December, only paying the £55 for the cleaner.  To hire a minibus, A. Cameron (between 5th and 8th November?), H. Allan and E. Igelström should be able to do the test, otherwise it's only maybe £10 for the train and a taxi.  To find out about minibuses you should go to the SRC building.  The dates were decide as the 15-18^th December [Board Trip to Northumbria].

11.  AOB

1. D. Hahn has kindly offered to host a Board Christmas dinner at her flat, to be sorted after the timetable comes out for exams.
2. The SN Fundraiser is next Monday [EVENT: SN Fundraiser, Flying Duck, 8pm Mon 29th] - everybody please come after the Board meeting.  It's a swap-shop for any object, and if you don’t bring something you pay 50p more to get in.  A door will be organised [ACTION: Nogs].  A. Rutherford shall try to alter the HB rehearsal at that time (to 5-7pm?) [ACTION: Aidan].
3. Help is needed with setting up the room for the social next Tuesday from 5pm - the band rehearsal may need to be changed [ACTION: Nogs].
4. M. Godden needs a cheque of £100 deposit for NW venue.
5. Keys - M. Godden to go to gatehouse to ask if a backstage person can get another key, and perhaps should try talking to the guy that fixed the light about obtaining a lock on the cupboard (Z. Williams is also emailing) [ACTION: Mabs & Zoe].
6. Proposals for MS2 are to be opened next week.

The date of the next meeting is Monday 29th October, 5:30pm in the STaG Room.

Meeting adjourned.