Minutes: 29th October 2012

Minutes of STaG Board Meeting, 29th October 2012

The STaG Room, 62 Oakfield Avenue 5:35-6:10pm

In attendance were H. Allan, A. Cameron, Jack Cameron, A. Ciupka, N. Donald, W. Foote,M. Godden, C. Goldstone, D. Hahn, S. Linsley, A. McCallum, Sophie McCormack-Gow, A. Rutherford, Z. Williams
Apologies from E. Igelström

Pending actions from previous Minutes

• Nogs - reschedule band rehearsal for Tuesday

Agenda

1. Arnie
2. SN
3. HB
4. Publicity
5. OrdBoards
6. Election
7. Venues
8. Newsletter
9. Paperwork
10. AOB

1. Arnie  
To be postponed until the director is able to attend.

2.  SN

1. Fundraiser tonight - it should be a relaxed, chilled-out night, and hopefully various cast should attend.
2. Publicity - pretty much completed.  
3. An SM dropped out, but was replaced.  The venue trip went very well.

3.  History Boys

1. Not much change - fundraiser figures are still required [ACTION: Erik].
2. A venue visit is needed - M. Godden is to keep emailing the venue to organise this [ACTION: Mabs].  The form for venue rights needs completing as soon as possible.

4.  Publicity
HB target not met by the director, but should be soon.  Posters shall be completed this week, to be put up with the help of all of the Board.


5.  Social 
The Ghost Story has been written.  Help to set up at 5-6pm would be much appreciated, and please let W. Foote know if you are interested in role-play [ACTION: All].  Pumpkins are to be sourced in Poundland, and/or some real ones shall be bought.  There was a reminder that the election shall take place directly beforehand [EVENT: FinSec Election, Monday, 7:30pm].


5.  OrdBoards
A. Rutherford suggested giving each of the OrdBoards a task.  Therefore the following shall help specifically in each area:

• S. Gow - Venues
• J. Cameron - Tech
• D. Hahn - SN 
• A. Ciupka - Publicity

6.  Elections
H. Allan and W. Foote shall start proceedings at 7.30pm.  E. Igelström shall give a short speech, then each candidate has a minute to talk.  A bell or similar instrument should be found to end the minute [ACTION: Harriet & William].  If enough people (20) attend, a secret ballot shall happen immediately, if not a box shall be kept by the bar for being added to during the social.

7.  Venues

1. A system for dealing with venues needs to be organised - the Catholic Chaplaincy is confused, for example, and the QMU is also complaining.  Every production therefore should send a rehearsal schedule for the week to M. Godden on Mon, and either book the rooms themselves or ask S. Gow or A. Rutherford to do so, which means that everything is booked once a week.  M. Godden is to write a blurb for the newsletter and email SMs on this matter (and A. Cameron) [ACTION: Mabs].  This applies to any external venue - QMU, GUU, CC - as the booking sheet for the STaG Room works perfectly well.
2. The cupboard should be cleared up soon as it is currently too messy for fire regulations and the IT people.  If necessary things can be thrown out, although the Sloth should be given to Debs to stay in her flat.  Particularly the stuff behind door is dangerous as it often blocks the way [ACTION: Zoë, Adam?, volunteers...].
3. Likewise, the STaG Room itself, including the pleasant exodus of mugs on the mantelpiece, needs a clean [ACTION: Mabs, Nogs, volunteers].  The Calendar/Planner shall be added to the wall tomorrow [ACTION: Zoë].

8.  Paperwork
In reference to an email sent a week ago, N. Donald mentioned the current situation regarding the STaG literature and asked some questions on the following:

• paperwork used regularly (forms, lists, templates) which could be backed up for future use
• a duty which you think some advice about would be helpful
• a duty which you feel is a particular strong point of yours, which you might write about
• paperwork of other Board members, access to which you'd find useful
• Board Packs of previous years
• What we've struggled with, for our Board Packs
• Other packs - SM, Music Director, eg.
• Current packs - Board Rep, eg. - how much these are circulated

9.  Newsletter
H. Allan reminded the Board to send items for the newsletter to her a.s.a.p., particularly details about socials, fundraisers, events happening during the week for example.  Please stick to the deadline - 5pm on Tuesday (occasionally Wednesday).  J. Cameron's subscription is also to be sorted [ACTION: Harriet].


10.  AOB

1. Cecilians - interest has been expressed in a joint ceilidh; the costs are £400 for the band, and tickets are £5.  It was suggested that the auction could be for both societies (often auctioning off time and talents).  A. Ciupka, W. Foote, E. Igelström and the new FinSec should meet the Cecilians to discuss further [ACTION: Alex, William, Erik & Rob].  It takes place this semester, in the GUU on the 26th November.  This date causes difficulties, however, as it is the day before HB.  It was suggested that we could then ask if we could join with something next semester, or else try to come to some agreement about this semester regarding their kind offer - this is to be discussed at the meeting. 
2. We already have two judges for NW - Fiona Sturgeon Shea and Stewart Archibald.
3. A. Cameron's birthday party is on Friday, all are welcome!

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

Meeting adjourned.