20/04/05 - Exec Meeting Minutes
20th April 2005, 2pmPresent
Ruth Berry LU Cinema Film Bookings Officer
Lauren Brindle LU Cinema Publicity Officer
Stuart Clarkson LU Cinema Chief Projectionist & Vice President
Mark Hetherington (chair) LU Cinema President
Kathryn Horsfall LU Cinema Treasurer
Sarah Russell LU Cinema IT Officer
Sarah Rutlidge LU Cinema Secretary
Sally Llewellyn LU Cinema Chief Steward
Megs Wignall Observer
Agenda
1. Matters arising
2. Chief Steward
3. Handover
4. Changes This Year
5. Refreshments
6. General Notices
7. Code Of Conduct
8. HM Duties
9. Finances
10. AOB
1. Matters Arising
Replacement exec profiles are required for the website. Members were asked to send emails or hard copies to Sarah Russell.
Bailrigg FM have offered the opportunity of an hours slot * societies hour * in which we could play tracks from film soundtracks, advertise events and ideas, our location, price etc. Two volunteers would be required and training would be provided. The executive were in favour of this idea. Mark and Lauren volunteered themselves for this. Suggestions for tracks and content should be given to Lauren.
2. Chief Steward
It was suggested that the post of Chief Steward could be made a job-share in order to relieve the pressure on the executive committee for house management etc. and to lighten the load of the chief steward.
It was proposed that Megs Wignall be co-opted into the position, the executive made a unanimous decision and Megs was welcomed to the exec.
3. Handover
Each member of the executive was asked to ensure they have the correct keys and put in a request for any additional they feel they may need.
Following some difficulties in handover trainings, it was requested that members work to create a 'How To' guide for their position. This would be a useful record. The absolute deadline for guide creation will be Lent Term 2006.
4. Changes This Year
Planned changes for this year are as follows:
To improve publicity by ensuring that advertising leaflets (to be printed by LUSU) are provided in the cases of DVDs rented from South End Stores.
To improve publicity by introducing new backlit advertising/poster boards.
To improve departmental, college and society directed publicity.
To improve publicity across campus with schedules and other smaller posters in public areas (LUSU Shop, porter's lodges, laundrettes).
To improve publicity regarding cinema hire.
To improve staff-directed publicity through use of media such as Vicki Text.
To improve publicity in Scan.
To introduce notice boards outside of the LU Cinema office and Furness College to contain laminated logos and term schedules.
To improve publicity through the reintroduction of a termly infomation guide. We aim to find the cheapest production for a run of approximately 5000. It was queried whether printer advertising could bring production costs down but our contract with Carlton prevents us from any other external advertising. Stuart agreed to find an intial price from Pontaprint and LUSU.
5. Refreshments
The refreshments fridge needs cleaning and disinfecting. The fridge has been turned off and is being defrosted. Some stock has been destroyed. The intention is to revamp stock (perhaps to include popcorn) and prices for next academic year. Prices may increase but will remain competitive. An account may be opened with South End Stores for products unavailable at LUSU Shop but existing relations with LUSU Shop will be continued. Stock can be acquired from other sources if necessary.
For the remainder of this term stock will be sold off at reduced prices (cans 40p, all other refreshments 20p) but not replaced. Volunteers to assist with sale of stock.
Dates must be checked on all stock.
6. General Notices
The executive members were made aware the address of the cinema office has changed and that the new contact details should be passed onto all distributors etc. It was asked that when providing details each member gave their position rather than their own name so as to prevent subsequent unnecessary changes.
An email and contact list for the exec has been drawn up. Each member must check that their details are correct and that a personal email account has been provided. Personal emails will be used for executive purposes only and will not be provided on the Bowland noticeboards.
A summary of all-nighter feedback has been put together.
A poster list has gone up in the office. The requirement for the destruction of posters was discussed.
Associate cards are no longer to be issued to Stewards/members of the Publicity Team. Free films are to be issued on a per unit of work basis. Stewards may steward for a film and watch it for free or receive a complementary ticket. Publicity Team members will receive a complementary ticket for every given number of hours work.
Mark requested that people work to keep the office tidy, and empty the bin when appropriate. Bin bags are located in the secretary's draw.
7. Code Of Conduct
The code of conduct has been updated. Each member of the executive was asked to read and sign this if in agreement or to raise objections. No objections were raised. The code of conduct was signed and agreed by all.
8. HM Duties
E-signup for house-managing is now available. A new rota has been printed off and stuck on the office notice board. Please sign up online to fill the gaps. Each member of the executive should be doing four films per term.
As a result of finance issues, house-managing must now involve the destruction of tickets following sales. It is suggested that tickets are halved and one piece is retained. This will allow us to track our ticket sales (through use of a numbered ticketing system) and allow LUSU to audit our sales. It is intended that tickets will be replaced with tear off/raffle style to reduce costs. It would still be possible for the cinema to maintain specialised tickets.
9. Finances
Requests for equipment/resources to Mark.
10. Any Other Business
It was requested that the executive made efforts to service the photocopier to improve the quality of copies.
Mark asked if any of the executive members who will not be in their final year next year would be interested in a first-aid course. Sarah Russell and Ruth both said they may be interested. Sarah Rutlidge also expressed an interest.
Social Secretaries of each college to be contacted by Sarah Russell re. a Fresher's film. The aim being to include the colleges in the decision and get the JCRs involved as a non-alcoholic social event. We would hope to distribute 50/100 tickets per night
We can be hired by society and departmental groups.
Minutes were taken and scribed by Sarah Rutlidge, 2005.
Last edited by Stuart Clarkson (2005-11-07 13:47:06)