Minutes: 1st October 2012

Minutes of STaG Board Meeting, 1st October 2012

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

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

Pending actions from previous Minutes

• Z. Williams - still nothing from Estates and Buildings
• M. Godden - New Works venue booking
• E. Igelström - money is still required from D. Mackay
• All - Board Trip Doodle needs filling in

Agenda

1. NTN
2. Arnie
3. SN
4. HB
5. Publicity
6. Sound
7. Finance
8. FYBRs
9. AOB

1.  New Talent Nights

1. First (K&J) Version - currently several issues, but all solvable.  Communication could be improved; some cast members are without scripts or haven't learned their lines yet.  A rehearsal schedule has been circulated, however, and 3 scenes have been re-blocked, with another 5 remaining.  Rehearsal venue(s) to be booked tomorrow.
2. Second (W&N) Version - cast still not all attending rehearsals; soon they will be threatened with no more involvement.
3. Chairs - it was suggested we may need more.  This shall be kept an eye on, but currently it stands at a total of 300 audience members.
4. A door rota should be arranged [ACTION: Nogs].
5. Sound - booked tonight.  Aidan is to email the Version 1 Directors in advance of the Technical Meeting tomorrow (Version 2 Tech on Thursday at 5pm), and A. McCallum is to make a detailed production plan [ACTION: Adam].

2.  Arniegeddon

1. Cast is complete.
2. Rehearsal schedule and plans are available.
3. Ideas for publicity and workshop-fundraiser have been suggested; in the timescale however it is unlikely that a fundraiser can be organised at this stage.  A trailer is being filmed by GUST on Thursday; the publicity as a whole shall be discussed with the director [ACTION: Sinead].  
4. There is a minor issue with script-reading - at present the Board Rep has given some advice on this matter.
5. Sound - it was decided not to purchase special equipment but use speakers and a laptop already available.

3.  STaG Nights

1. Posters - these must be distributed by Friday [ACTION: All].
2. All preliminary meetings have happened - of all the band seems the furthest on with a meeting tonight.  Facebook and Doodle have got the ball rolling with the committee.
3. Set - there was a disappointing turnout at the respective meeting; Z. Williams is on the case [ACTION: Zoë].  There is not much to construct, tasks mostly involve scouting.  Someone has been found however who is interested in the art side of the festival and who can work with posters.
4. Proposals - there has already been some interest, and the deadline is still 2 weeks away.
5. Tours of the venue for set designers/potential proposers shall be organised once the Stereo contact returns this week.
6. Facebook - it would be very much appreciated if everyone continued to submit posts of beautiful things [ACTION: All].
7. In the newsletter the proposals section should be written separately [ACTION: Amy & Harriet].

4.  The History Boys

1. Venue - success!  Finally we have a booking with SWG3.
2. Rehearsals - first read-through and rehearsal have happened, with full-cast rehearsals at the weekend; all seems to be going very well.
3. Production Meeting to be held this evening.

5.  Publicity

1. NTN - posters are up around the university, the rest to be put up in various places by the Board [ACTION: All].  Everyone in the cast is to try to bring 5 people for the audience.
2. Arnie - M. Godden is working on the poster this week [ACTION: Mabs].
3. SN - meeting the poster designer this week.
4. HB - underway.  Business cards are being made.
5. A Fringe Pack has been written by C. Goldstone.

6.  Sound
It was suggested that iPod speakers be bought for the STaG Room, which could cost up to £80; this decision is postponed until the financial aftermath of NTN and Arnie.


7.  Finance
E. Igelström has tendered his resignation from the position of Financial Secretary due to personal reasons.  The process of finding a replacement shall begin with a blurb and advertisement in the newsletter next week and the one following [ACTION: Erik & Harriet].  N. Donald shall take on the role of Improv Board Rep [ACTION: Nogs], and repeat Budget Meetings for any ongoing shows will be arranged once a replacement has been found.  E. Igelström expressed his thanks and enjoyment from his time on the Board, and guaranteed he would continue to be an active member.


8.  First Year Board Reps
This will be advertised this and next week to fit in with advertising the FinSec position - there might be a difficulty in any First Years inspired by the beckon of numeracy applying for Board Rep too - and to be given two runs before the deadline [ACTION: Harriet].  The First Years will then be invited to the following Monday meeting.


9.  AOB

1. SRC Minibuses - this requires 2 Board members over 21 with a clean British license and an SRC bus test pass.  This test is free and weekly; you can re-apply a month after a failed attempt.  E. Igelström can apply, as can H. Allan in October and A. Cameron in November.
2. Hallowe'en Social - to end in a ghost tour of the university.  Upon deciding the date, the SN fundraiser on 18th October should be considered (also an item for the newsletter [ACTION: Amy & Harriet]).
3. The Cecilians have been emailed about a joint social.
4. This was effectively an Open Board Meeting, being the first of the month.  This should perhaps be more advertised in future [ACTION: Harriet].
5. Make-Up for SN - Z. Williams has found a make-up artist willing to lead this department, which also contributes to a project of her own.
6. NTN Tech - the next meeting shall be attended also by A. Cameron to find backstage crew for SN [ACTION: Amy].  A backstage meeting should be organised also with K&J Directors [ACTION: Mabs & Zoë].
7. Red Cross - a reply should be sent to the Red Cross regarding a partner project, which would fit in well with the Community Group, to find out more about dates [ACTION: Aidan]. 
8. QMU - the QMU have expressed interest in hosting more theatre events; A. Ciupka is to keep in contact [ACTION: Alex].
9. NTN After-Party - the flat volunteered has been confirmed; it should be checked that the whole Board is aware of the address [ACTION: Alex].

The date of the next meeting is Monday 7th October, 5:30pm in the STaG Room.

Meeting adjourned.