23/11/05 - Exec Meeting Minutes

23rd November 2005, 2pm

Present

Sarah Rutlidge (SRt) (Chair) President

Ruth Berry Film Booking Officer

Stuart Clarkson Chief Projectionist

Kathryn Horsfall Treasurer

Sarah Russell (SRs) IT Officer

Andrew Nicols Observer

Apologies

Lauren Brindle Publicity Officer

Megs Wignall Chief Steward

Other Absences

Sally Llewellyn Secretary

Agenda

1. Minutes of Previous Meetings

2. Matters Arising

3. Information & Questions

4. Secretaries Position

5. 40th Anniversary

6. Jobs Review

7. Films For Next Term

8. AOB

9. Next Executive Meeting

1. Minutes of previous meetings

SR removed this from the agenda as SL was not in attendance and no minutes have been provided. All outstanding minutes will be ratified as the next executive meeting.

2. Matters arising

SRt informed the executive that the request for CDs from Bailrigg FM is to be forwarded to their production team. Bailrigg FM are looking into the copywriting and other issues for these. SRt will continue to pursue this.

SC informed the executive that the digital video projector and DVD player has now been installed and tested.

SRt has made arrangement with Security and Bowland Porters for the provision of two Bowland North Foyer Keys. There will be one key in the projection box and one on the President's key set. SRt asked the executive to aim to use the projection box key in preference but the President's key will always be available from either the President or Vice-President as appropriate. SRt is to ensure these keys are cut * this has been delayed but will be arranged as soon as possible. Until keys are cut, SRt or SC will have a copy of the key available for use; alternatively the Bowland Porters have a master key for the Bowland North buildings which can be signed out.

SRt is still awaiting a response from LB and MW as regards any individual orders for Stewards/Publicity tops. She has taken orders from two stewards who were unaware that tops were to be produced. SRt will email LB and MW to confirm the order details.

SRt has received further contact from RAG. The Christmas All-Nighter/Themed Showing will not be going ahead. Instead the Cinema has donated four complementary tickets as a prize for the RAG fashion show.

SRt reported that no further progress had been made on the installation of the LU Cinema posterboards but that she would continue to pursue this with the project manager.

SRt is still working with Bailrigg FM to resolve the issues with the Cinema's Sunday Radio slot. The appropriate presenters have not been available but a temporary slot was offered for the cinema to fill Week 7s Sunday Societies Hour (20th November). RB and SRs did this slot and felt it was successful.

3. Information & Questions

SC has been projecting and ensuring projection slots have been filled. He has also overseen the installation and testing of the digital video projection equipment and has ordered and arranged delivery of the cake for the 40th anniversary. SC requested £20 from petty cash to cover the cost of the cake * KH will make this available.

RB has finalised the film listing for the 40th anniversary and ordered the DVDs which should arrive before Friday 25th November. She has created the lent terms film listing, (including musical week suggestions) this will be emailed to the executive following the meeting. RB asked the executive to check the Lent film listing and ensure that they were familiar with all films contained therein prior to the next executive meeting. RB has finalised arrangements with catering and the Bowland College Secretary for the 40th anniversary,

SRs has produced the current week's pre-film slideshow and added recent executive meeting minutes to the cinema website. She has also altered MWs profile on the members' area of the website to allow the easy addition of Stewards for e-signup. SRs will add the initial group of stewards to the members' area. SRt will ensure that MW trains her stewards to be able to use the e-signup system.

KH has been sorting out payment of the NE invoice following some confusion. She has been banking takings etc. as normal. KH requested that members of the executive record the purple and red ticket numbers at the start of the early showing, start of the late showing and at the end of the late showing when house managing. Numbers should be recorded in terms of the next ticket to sell (the earliest ticket still on the ticket roll). KH will arrange with MW and SRt that a new house managing sheet will be produced to include ticket numbers and to facilitate the compilation of the Treasurer's sales figures.

SRt has been working with KH to sort out payment of the NE invoice following some confusion. She has been working with SC, RB and members of LUSU to organise a World Aids Week film screening. SRt compiled the newsletter that was sent out on Monday this week and forwarded film requests that came from this; she's also dealt with and forwarded other student queries including some from the Management School regarding a market research project on the redevelopment of LUSU. SRt has also been working with Bailrigg FM to resolve issues with the Sunday showing and to enquire about the intended CD production (as detailed in the Matters Arising section of these minutes).

SRt has attended what would have been the LUSU AGM and been involved in discussions with members of LUSU and Estates regarding the proposal submitted at the end of the last academic year and the office move. The move will take place in March 2006 and is likely to be a temporary (up to five years) move to a Portacabin behind County College. SRt has worked with SRs and RB to raise concerns about security provisions in the case of such a move (including both the security of a Portacabin compared to the present arrangement of the cinema safe and security of individual members of the cinema executive whilst carrying money over the increased distance to the Portacabins).

SRt has been involved in discussions with Stewards regarding the new executive tops and is working with SC to ensure these are ordered. SRt has worked with RAG to make arrangements regarding a Christmas Fundraiser/Cinema prizes (as detailed in the Matters Arising section of these minutes). She has also received contact from the Maths Admissions Tutor regarding arrangements to film prior to a showing one evening. SRt will inform the house manager on any night that this is applicable to as soon as further details are received.

No Information and Questions were provided by those absent from the meeting.

4. Secretary's Position

SL had intended to (but had not) resigned from her position on the executive.

SC proposed a vote of no confidence in SL citing her failure to complete the secretary's duties as the reason. The vote was seconded by RB and SRt. The vote was carried by a two-thirds majority with no abstentions. SRt will inform SL.

AN was co-opted into the vacant Secretary's position. SRt will be responsible for the training of AN and the changing of LUSU signatories.

5. 40th Anniversary

Bowland SCR has been booked. RB requested £10 from the petty cash to cover this * KH agreed to provide money for the booking and will look into replenishing the petty cash.

RB asked the executive who would be attending the event and times of availability for those attending. SC will be available before 11am, SRt and RB are both available from 12pm. SRt will email LB, MW to find out when they will be available. SRt will email SL to ask if she will be attending the event.

SRs reminded the executive that they would be wearing their cinema sweatshirts.

RB informed the executive that the intended programme was:

2:00pm * Event begins, welcome and drinks.

2:30pm * Short film festival

3:00pm * Food and social

3:45pm * Short film festival (continued)

4:15pm * Cake, champagne and social

Further details as to the programme will be provided immediately prior to the event.

6. Jobs Review

SR will be reviewing to executive positions and their responsibilities to ensure balance etc. SRt asked the executive to consider their responsibilities and to start work on their 'How To Be…' guides. The clarification of exec positions will also help AN in the running of the next elections. The Code of Conduct will also be reviewed and all members of the executive will be asked to sign this.

7. Films For Next Term

SRt removed this item from the agenda for discussion at the next executive meeting as her email request to RB had not been received.

8. AOB

AN to order toner and paper.

There was a problem with the early showing this Monday (Week 7). SC was informed and is happy that the issues will be resolved.

9. Next Executive Meeting

The next executive meeting is Wednesday 30th November at 2pm in County Bar.

Minutes taken & scribed by Sarah Rutlidge, 2005.

Last edited by Stuart Clarkson (2006-01-16 16:31:55)