Minutes: 18th February 2013

Minutes of STaG Board Meeting, 18th February 2013

The STaG Room, 62 Oakfield Avenue 5:40-6.20pm

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

Agenda

1. GH Post-Mortem
2. Taming
3. InterUni
4. NSDF
5. Monsters
6. NW
7. Ven
8. Bookings
9. Soc
10. Grammar
11. AOB

1.  Inver Post-Mortem

1. M. Godden (director) said that it was very nice - apart from the fainting!  We should have got posters up earlier.  Maybe for another standing audience we should make sure there are places to sit down, although the audience was told the length of the play and recommended to take a seat.  M. Godden has done longer standing performances in the same space without this result; fainting is so unprecedented, there is no previous experience to work from.
2. Cast Absences - were a problem.  Should we introduce a two-shows cap?  Three shows is a huge amount, however capping is a restraint of creativity.  NW shows are restricted to only two, although this is more for competitive reasons.  It seems unfair to directors who cast actors earlier in shows if their cast drops out, however it is also unfair to later shows if all the actors are taken, and it’s not our choice to decide what people can handle: currently we strongly recommend no more than two shows only.  We could make a form for auditionees to detail not just shows that they're currently in, but also wanting to be in - although people tend to audition for everything, depending on where they get accepted.  If directors are made aware of this issue in their pack, they can bring it up of their own volition during auditions; at least after casting, every director should ask about which other shows their actors are in.*R. Tildesley enters.
   M. Godden added that it was more the cast members not alerting her or the SM of their pending absence.  It was pointed out that surely trying to get more people in shows is good, and there are lots of good actors to go round.  However the best actors are the ones that get cast, for obvious reasons; this is a question of absence and not show-capping - if the actor knows what they need to do and is not a bother, everything is fine.  People will always miss rehearsals.  But if capped, other groups would happily take the actors, and if they are in 3^rd/4^th year they could be juggling university or work anyway.  The truth of auditions is that you do not get everything you go for.  If actors then had to choose between shows, then directors fight and might have to re-cast, which also is not fair.  Regarding this semester, the productions did not actually suffer; there were rehearsal problems but the finished shows were given the full attention of the cast.  It may also apply particularly to first years who do not realise that there are so many shows simultaneously.  The actors currently hear the two shows recommendation from the directors auditions; with overlaps this time there was also good liaison between directors and a Doodle page.  In conclusion, a vote secured keeping the recommendation only - which is the directors’ responsibility to reiterate.  It is a good idea however to try adding a form detailing any other involvements.
3. Venues - was it hard being VenMan and liaising with oneself?  Should Found Spaces go ahead as a concept?  Certainly, it is one of most interesting things STaG does and there were problems but there are always problems.  NSDF conflict meant that we could not afford the space originally wanted, but the space influenced what it was and it made part of the final product.  Every show is effectively found spaces, so FS accentuates the possibilities positively, and proposals might come up with new, interesting places.
4. Board Rep - the cast/crew feedback showed that most did not even know they had one.  It was agreed that although attending one rehearsal a week doesn't kill you, if a whole lot of work lands on you and you cannot do it, the role should be reassigned.
5. M. Godden was congratulated on a great show.

2.  Taming of the Shrew

1. W. Foote has not seen much due to his own show commitments this week but attended the budget meeting.  Rehearsals and budget are going fine; still the only issue is the venue.  Rehearsals are going on as if they have an early slot.  
2. Venues - the main theatre at SYT is only available when the whole cast is not; the Pink Room is available for two blocks of two days at £250 each.  We will try to get St Andrews in the Square down to £500 from £700 a night - the dates look suitable.  A hall in Cathcart is a no-go being £3500.  The Citz is not calling back; £500 per night is probably possible, or at least if reduced to a three-night run which would be very heavy but doable - the Tech/Dress and a show all on the first day.
3. The Theatre Studies 2 performance date is the 19^th March.  Word has also gone around that the 4^th March was the possible Taming date - there is not even a poster yet, and this would not be feasible!  If a performance date includes a weekend, this will create problems for A. McCallum regarding his work.  L. Gasson shall be asked about preferred dates [ACTION: Will, Mabs].
4. A last option is Platform in Easterhouse, which has a 180 capacity and is reachable by train.    It was decided to go for whichever option has the better specifications; hopefully we should finally manage to get a venue shortly!
5. Fundraiser - L. Gasson is concerned about not being able to have the planned fundraiser, especially if the 4^th March is the actual performance date - but, as noted above, this is not an issue.  There is a venue booked for the fundraiser on 7^th March, so there is no reason for it not to go ahead - W. Foote will communicate [ACTION: Will]. 
6. Grant - this budget should be saved for the Fringe, as we will receive more money this way anyway.  
7. Now we are pressed for time, it is all hands on deck: i.e. if we need help with chairs or publicity, for example, please chip in!  [ACTION: All]

3.  InterUni

A budget meeting is needed [ACTION: Rob].

4.  NSDF

Sadly we were unsuccessful with our application.

5.  Monsters

1. This has been cast and it is all sounding good.  First rehearsal is on Wednesday at the QM; schedules still need to be returned, but there is also hope to have one on Thursday.  A. Parkerclare asked about photocopying scripts.  The Old Hairdressers' has been emailed, but again Taming takes priority with venue planning.

6.  NW

1. The email is in C. Goldstone's inbox; she will post the result on the Board Facebook page after emailing the directors.  The announcement night set-up last year just caused some awkwardness.  The judges said they were so impressed with all four plays, which were of a wonderfully consistent quality, the festival had a nice atmosphere and both STaG and C. Goldstone should be very proud.  
2. Grant - has been awarded.  C. Goldstone must be reimbursed [ACTION: Rob].  A. Rutherford will send out feedback forms in advance of the Post-Mortem next week [ACTION: Aidan].
3. Fringe - C. Goldstone would like to handle publicity instead of the usual VP role of Project Manager; it should not be too difficult to find a PM.  Last year there was an application system for the publicity officer - should this not be applied for again?  The group advertised for the particular roles they did not have; in the past D. Hahn just applied for her role and directors applied for the shows; PM’s main job is to find the venue, which must be done this week - C. Goldstone will not duck out of this.  However there needs to be a PM to facilitate venues, etc. and work in a BoardRep capacity.  Deadlines for venues are coming up in the middle of next week.  We will hold off the Fringe discussion until a PM is found, to give them time to think.  Budgets need to be sorted too.  M. Godden has an acquaintance at Bedlam [ACTION: Mabs]; C. Goldstone's choice would be Udderbelly, Zoo or Bedlam.  N. Donald will go through last year’s discussion for next week [ACTION: Nogs].  Fringe arrangements will be planned once the winner is announced.

7.  Venues

1. The email to the Cecilians is pending [ACTION: Mabs]. 
2. Bulbs are to be bought [ACTION: Zoë, Mabs or Adam].

8. Booking System

Tickets - A. Rutherford has found an online booking system which sounds like a good idea; there is a 50p booking fee either absorbed by the ticket price or charged if you’re booking online.  People are more likely to turn up and we'll have a better idea of how many to expect.  This would be implemented as soon as possible for upcoming shows and the Ball.  If people book a ticket and cannot come, we are able to implement our own policy and can decide how/when they get the money back.  We can also arrange festival passes and discounts - we will likely experience teething errors but we should try it out.  [ACTION: Aidan]

9.  Soc

1. Bands - W. Foote needs to ask N. Donald (and H. Macleod/A. McCallum?) about band arrangements so far [ACTION: Will].  
2. For the social next week, W. Foote volunteered to do a food shop [ACTION: Will].

10.  "Grammarowls"

A reminder that everything public should be put past N. Donald, H. Allan and/or Z. Williams for proof-reading - particularly programmes, posters, not so much external emails [ACTION: All].

11.  AOB

1. In directing an SRC play, A. Cameron had to book rehearsals in the SRC where there appear to be lots of rooms, and as long as you are affiliated with a society you can book them.  The Williams Room in particular is massive.  
2. D. Hahn works for a project for people with learning difficulties, who need an actor to speak about earning money in this trade; they would need to be free on a Thursday afternoon.  It was suggested she talk to I. McArthur or E. O'Neill [ACTION: Debs].
3. Next on snacks are J. Cameron and S. Gow [ACTION: Jack & Soph].

The date of the next meeting is Monday 25th January at 5.30pm in the STaG Room.

Meeting adjourned.