10/06/05 - Exec Meeting Minutes
10th June 2005, 2pmPresent
Mark Hetherington (Chair) President
Ruth Berry Film Booking Officer
Lauren Brindle Publicity Officer
Stuart Clarkson Chief Projectionist
Kathryn Horsfall Treasurer
Sally Llewellyn Chief Steward
Sarah Russell (SRs) IT Officer
Sarah Rutlidge (SRt) Secretary
Apologies
Megs Wignell Chief Steward
Agenda
1. Minutes of previous meeting
2. Matters arising
3. Information & Questions
4. Film List
5. Fresher's Film
6. Fresher's Week
7. All Nighter
8. Constitution
9. AOB
1. Minutes of Previous meeting
The minutes of the previous meeting were passed with minor changes.
2. Matters Arising
SC made the executive members aware that the projector is leaking. SC has contacted Chris who has provided advice. SC will telephone Ominex for the cost of replacement parts which will be fitted during the summer servicing.
3. Information & Questions
RB has been continuing with weekly film reports to Film Quest and has been obtaining confirmation of the films we wish to show next term.
LB has changed the film posters and been working on the development of new materials for the display boards.
SC has dismissed a trainee, performed general maintenance including a servicing of the projector by an Omnex engineer and measured up the projection box for sound insulation.He has also checked all the seats in the cinema * there is one missing, started creating training documents (eTraining) for new trainees next term and attended a Union Council Meeting.
MH has put a request for the cinema boards into F&GP; feedback is expected in the coming week. MH has organised the subscription to the magazine \"Cinema Business\", which was discussed at the last meeting. MH was contacted by LUSU re. linking with NUS Ent. FilmBank and has been considering contact with distributors in regard to advance screenings. SC attended Union Council on behalf of MH.
MH asked on behalf of KH that all house managers check the cash box total carefully at the end of an evening.
KH has been doing her usual activities: banking money, paying invoices etc, in addition KH has seen Rusty about subscribing us to the magazine \"Cinema Business\", which was discussed at the last meeting. KH intends to ask Rusty about the length of time financial records need to be kept because there are a large number of Payment Claim Forms in the filing cabinet dating back to 2001.
KH requested that all house managers make sure that the house managers keys are kept separate from the bag and kept in the office between showings. As the Bowland North area closes at 10pm it may not always be possible to put the keys in the office after a showing, in this case house managers are to make sure the keys are in the office in time for the next showing. KH also requested an additional key for the refreshment tin.
SL has been rewriting the house managing and stewarding information. SL has also numbered the remaining cinema tickets. SL informed the executive that all refreshments have been sold. The cash box can now be emptied.
SRs has been keeping the house manager's slides up-to-date. SRs has also attended meetings with the college JCRs re. Fresher's film. Four colleges have confirmed interest.
SRt has compiled an agenda for the executive meeting and made minor amendments to the minutes of the previous meetings.
4. Film List
A film list for the Michaelmas Term 2005 was drawn up.
5. Fresher's Film
Four colleges have expressed an interest. The colleges will view in pairs and will confirm film choices shortly. The films will be closed to members who have purchased tickets through their colleges. No open Fresher's Film will be screened. Publicity will not be required for these showings as this will be the responsibility of the colleges.
Details for the Fresher's Film will be finalised. Details will continue to be provided by the exec members involved in its organisation.
6. Fresher's Week
The organisation of Fresher's Fair is the responsibility of Mark, Lauren and Kathryn. All members of the executive will be required to attend the fair.
It is likely that an exec meeting will be called during into week.
Advertising at Fresher's fair will include the all-nighter, film list, information guide. All-nighter tickets will be available for purchase.
7. All-Nighter
A provisional all-nighter film list was drawn up. It is currently undecided whether to show five or six films. Seven films were put forward on the basis that a number of films may not be available for screening. RB will get confirmation for those films selected. Of the selected films:
* We will show either Evil Dead 3 or Beetle Juice
* In the case that only 5 films are selected it is Scream that will be dropped
Those exec members not specifically involved in organising Fresher's Film and Fresher's Fair will begin work on the organisation of the all-nighter. The all-nighter film list will be confirmed and ordered so that tickets can be produced prior to Fresher's Fair. Tickets will be sold at Fresher's Fair and at all subsequent film showings. Tickets will additionally be sold in Alexandra Square in weeks 3 and 4.
The options for selling tickets via colleges was discussed. It is possible that colleges will be asked to express an interest in tickets in order to see how best they can be sold. Details for college-based sales will be decided at a later date.
8. Constitution
Members of the executive were all happy with the new constitution. The constitution is to be ratified at the SGM on Tuesday. Minutes of the SGM will be taken by SRt.
9. AOB
A joint social committee is being set up for the next academic year. It is likely that the Cinema will send one of its publicity officers. This will be used to publicise events, films and the possibility of Cinema hire.
SC requested a small amount of money for the purpose of purchasing 'thank you' gifts for leaving projectionists.
SC informed the executive that there had been some problems in the printing of the 2005-2006 sweatshirts but that these were expected to be completed for week 10 of this term. SC intends to make a call to Nicholas Evans in order to confirm this.
SRs requested profiles from the executive.
MH reminded the exec to check their emails over the summer break.
Refreshment prices will be reviewed over the summer.
Last edited by Stuart Clarkson (2005-11-07 13:46:34)