04/10/05 - Exec Meeting Minutes
4th October 2005, 2pmPresent
Stuart Clarkson (Chair) Vice-President
Ruth Berry Film Booking Officer
Lauren Brindle Publicity Officer
Kathryn Horsfall Treasurer
Sally Llewellyn Chief Steward
Sarah Russell (SRs) IT Officer
Sarah Rutlidge (SRt) Secretary
Megs Wignell Chief Steward
Agenda
1. Minutes of Previous Meeting
2. Matters Arising
3. Information & Questions
4. Presidency
5. Poster Boards
6. Fresher's Fair
7. Fright Night All-nighter
8. 40th Anniversary Event
9. Treasure Hunt Social
10. The Office Move
11. Digital Video Projector
12. AOB
13. Next Executive Meeting
1. Minutes of Previous meeting
The minutes of the previous meeting were passed with no changes.
2. Matters Arising
Bailrigg FM have contacted SC regarding the A6-sized brochure in which we were to have a page of advertising. Sadly this is unable to go ahead due to a lack of funds.
Contact has not been received from Bailrigg FM regarding the CDs which they had hoped to produce on our behalf. SC asked the executive if there was still interest in having these produced and commented on the age of our present CDs. SRs agreed that a number of the cinema's present CDs are in poor condition. SC said he would contact Bailrigg.
SC informed the executive that this years cinema tickets have arrived and are to be collected from Rusty at LUSU. KH said she would collect these.
3. Information & Questions
No significant events arose over the summer.
4. Presidency
SRt was co-opted into the position of president. SL was co-opted into the then-vacant position of secretary.
5. Poster Boards
SC informed the executive that the poster board units have arrived and are presently being stored in the refreshments cupboard and projection box. The boards are backlit with a strip across the top containing the cinema logo and the text 'LU Cinema'.
SC has completed a project proposal form which was submitted to estates approximately three weeks ago. Estates have assigned a project manager and are expected to contact Michael at LUSU shortly. Proposed locations for the boards are as follows:
* Two boards outside Bowland Lecture Theatre to replace those we have at present
* One board outside Furness Lecture Theatre to replace the one we have at present
* One board on the North Spine near Bowland Porter's Lodge/the Faraday building
* One board outside Central Stores
* One board at the bottom of the Sports Centre ramp
SC informed the executive that as a result of the production of the poster boards, the blue of the LU Cinema logo has been modified. All future publicity should contain the new logo. RGB values for the new blue are R:125, B:197, G:244.
6. Fresher's Fair
SC informed the executive that Fresher's fair will run 1-6pm on Thursday for AU Clubs, 11-4pm Friday for societies. The cinema will be present for both days located in the Great Hall foyer. Setup is possible from 9am on both mornings; the executive agreed that this could be done in an hour prior to opening. No publicity is to be done from in front of the stand and no more than four people can be on the stand at any time. A decision was made to divide the days into 3 hour slots to be covered as follows:
Thur 12-3pm: RB, LB, SC, SRt.
Thur 3-6pm: LB, SL, SRs, SRt.
Fri 10-1pm: RB, LB, SRt, MW.
Fri 1-4pm: LB, SC, KH, SRs.
Executive members covering a morning slot will meet in the office immediately prior to the start time. All executive members must wear a LUSU stand holder badge whilst on the stand and will not be allowed entry into Fresher's Fair without this. LB will organised the distribution of badges during the changeover periods. SC will collect the badges from LUSU prior to the fair.
The executive will be wearing film fancy dress on both days.
Given the proximity of the cinema office to the Great Hall, it was agreed that all cinema materials will be returned to the office between the two days of the fair.
SC informed the executive that Mark Hetherington will be visiting the cinema for Fresher's Fair. Mark Hetherington and SC will be involved in painting the projection box over those two days.
7. Fright Night All-Nighter
SC informed the executive that the film list for all-nighter has changed. Due to the high cost of a number of the films The Amityville Horror has been replaced by Scream. The film list is now: House of Wax, Ringu 2, Silence of the Lambs, Scream and Beetlejuice. The order for the all-nighter has not yet been decided. SC hopes to make a decision on this for Monday. The cost of the all-nighter has been set at £6 for Purple Card holders, £8 for Red Card holders and £10 for guests. This is a reduction on last year as a result of feedback. Due to the reduction in ticket prices and the high cost of the films, it is estimated that approximately 125 tickets must be sold at £6 to break even.
SC informed the executive that the wristbands for the All-Nighter have arrived. There are 250 wristbands carrying the text 'LU CINEMA, MICHAELMAS 2005, HALLOWEEN FRIGHTNIGHT'. It was agreed that these would not be distributed on purchase but that red/purple card numbers should be recorded and wristbands issued on the day. SL suggested the purchase of a receipt book in order to record each purchaser's details and to provide them with a token to use in exchange for their wristband. SL and KH agreed to organise this prior to Fresher's Fair to allow the sale of tickets at the fair.
LB proposed the decoration of the cinema for the all-nighter. LB and SRs agreed to take responsibility for this.
It was noted that there had been long breaks between films at the last all-nighter in order to prolong the finish. SC informed the executive that this was due to the Sunday bus timetable, the first bus on a Sunday morning not being until approximately 8:45. MW suggested that a later start could reduce the amount of time to fill. Times were amended to doors open at 9pm, adverts start at 10pm.
Competitions, games and prizes for the event were discussed. It was decided that a number of spot prizes would be given based on wristband number and that an amount of money would be put aside for this and for other prizes through the evening. It was proposed that a film fancy dress competition was added to programme, this is to be added to the publicity by LB and SRt.
Sale of the tickets was discussed. Following Fresher's Fair, it was suggested that tickets could be sold either through the college JCRs or by the executive in Porter's Lodges. LB also proposed a stall in Alexandra Square throughout Week 3.
SC suggested that the back row of the lecture theatre be reserved for Cinema staff. The back of the theatre is to be used for disabled access.
8. 40th Anniversary Event
SC asked the executive if they were decided upon a short film festival, no alternatives were suggested. A buffet will be requested from the Catering department. SC and LB will be responsible for the purchase of a birthday cake for the event.
RB informed the executive that each film was approximately 10-15 minutes in length and was delivered in DVD format. It is unknown at present how long it takes for the order to be delivered and the cost of each film, RB will request this information from the distributors.
SC asked the executive for a list of people they would like to invite to the event. A number of previous executive members will be invited plus those others who the executive feel have been important in the development and success of the cinema (LUSU Finances staff etc.). In order to facilitate contact with previous executives, SL suggested the use of Friends Reunited. MW has access to an account. SL suggested the purchase of a cinema executive owned account.
The event is advertised in this terms publicity and university members without an invite will be able purchase tickets (cost to cover buffet) to attend after invites have been issued.
9. Treasure Hunt Social
SRt suggested that this should be held in Week 2 and asked the executive to decide which day of the week would be most convenient. It was decided that the event will be held Thursday, starting at 7:30pm. The event will be open to all cinema volunteers, details to be sent out in email newsletter. SRt ask Mark Hetherington for some help to organise this. RB agreed to contact National Screen regarding possible prizes for this event and the all-nighter.
10. Office Move
No official information has been received regarding this, however SC was informed by a Porter that as far as he was aware all of Bowland's ground floor rooms would be changing purpose. It is expected that these rooms will be used for teaching. SC will ask Jo at LUSU for more information.
11. Digital Video Projector
SC proposed the purchase of a digital video player. This would allow the cinema to play DVDs and still maintain a high quality film image. The projector would be used for events such as the short film festival and would be a good investment as it will be required for the introduction of Dolby Screen Talk into the cinema. Dolby Screen Talk will allow the cinema to provide better facilities for the deaf, the blind and the partially sighted. The cost of the DVD player, long throw lens and projector is estimated at approximately 5 thousand pounds.
RB informed the executive that this could allow us to show more British and older films that cannot be acquired in 35mm format. SRs suggested that this may also increase the chances of last terms proposal being funded as it would demonstrate that steps are being taken to achieve those items on the proposal that are within our budget.
The executive approved the proposal. SC will submit this to Michael at LUSU.
12. AOB
SC has received a request from Lancaster Pride who would like the cinema to show a film on their behalf in the week beginning 2nd December (week 8). SC has responded to inform them that this would be possible on the Wednesday evening or in the day on any day of that week.
The filmsoc@lancaster.ac.uk email is to be shut down and replaced with contactus@lucinema.co.uk. Emails sent to the new address are received by the president who can then forward them as appropriate.
Scan is now a monthly publication; the date for submission has been changed.
There could be a problem with Thursday showings this year due to difficulties booking the lecture theatre. Bowland Lecture Theatre is currently booked until 7pm on a Thursday. SC, LB and SRs will work to see if this can be resolved.
LB requested that all of the executive wear there cinema sweatshirts as much as possible during this week.
RB said that she would contact Mains Business to request that a service for the photocopier.
LB proposed the purchase of some publicity materials; she would like to purchase some blank posters with the cinema logo on and a new banner. The posters would be A3 and could be glossy (can't be photocopied or printed upon) or letterhead (matt). It was agreed that the letterhead posters were preferable. The total cost for 1000 posters would be £261. The banner would be 6ft x 3ft plastic coated fabric and carry the text 'LU Cinema'. This would be at a cost of £200-300. SC suggested that purchase of a banner was delayed until the state of the finances had been confirmed. KH is to look at the finance situation and report back at the next executive meeting.
13. Next Executive Meeting
The next executive meeting is to be held on Tuesday 11th October, 2005. The meeting will start at 11am in Bowland North Cinema Office.
Last edited by Stuart Clarkson (2006-01-16 16:25:38)