Commitee Meeting Minutes

Minutes Cecilian Society Committee Meeting 05/12/02

Present:

Nicola, Tony, Libby, JP, Adele, Ali, Liam, Eliza, Cate, Nadia, Chris, Gregor.

Apologies:

Jenny.

Meeting opened – 6.08pm.

Amendment to minutes – Music Club concert is on the 17th of December, not the 18th.
Minutes proposed – Adele, Seconded – JP.

Matters arising from minutes:

The lost skirt has been found. No receipts have been collected yet for the torches. Tony is sending a letter tomorrow to Mark Ridyard so will ask about the H2$ video. We still need the members list for the affiliation form. The list for Curlers is ready, as is the attendance sheet, but there are still 20 or so people who haven’t told Cate whether they are QM or GU members. We have 252 people signed up for the society, but 100 + involved in the show. Cate will try once more tonight to get peoples details.

Nicola hasn’t yet seen Sam to get the Whorehouse video sorted out.

JP emailed Jo Odds about Lorna’s piano. She hasn’t answered yet.

Ali was contacted by Stag. They say there are no slots left on stage, but would like the choir to sing in the foyer on both nights. It was decided that Ali should ask again for time on stage as people have been dropping out so there may be space. Also, the choir only want to do one night as people are busy. It was decided that the choir wouldn’t sing for old people this year as there is enough for everyone to do just now.

Eliza has asked about booking the Food Factory on Thursdays. We may be able to get it next term, but at the moment, the Christian Union have it booked. Also, we have to get our affiliation form in to the QM before we can make block bookings for rooms.

Lorna couldn’t come to the meeting. She will come during the rehearsal to speak to those interested in helping with tickets. She will also be front of house manager.

Correspondence

Liam suggested that we send out thank you letters to societies who helped sell tickets etc for the intersociety ceilidh. Tony will do a draft letter for next week. Should say thanks to those who helped promote it, and also one for Curlers. It would be good to keep contact in this way so that we have people to contact about selling tickets for the show.
Jenny had a form to be approved by the committee. It was a first draft for the City Council Sponsorship application.
Adele gave Nadia the receipt for the PA system.

West Side Story

Adele phoned Clydeside about publicity. They can do stickers for £49 + VAT. Could have them done for the end of next week. We would need to stick them on. We could get two flyers for each person before Christmas so that people can sell tickets over the holidays. Adele phoned the Mitchell about posters outside the theatre. We could get two weeks (week before and week of the show) for £75. There would also be costs for making that size of poster. It was decided that it wasn’t worth it. We will poster up town anyway, and we would hope to have sold most of the tickets by then. Ticket printing – needs to be organized. Ali will ask about that. Libby asked about cutting out seats at the sides. It was decided that we would get all the tickets printed up. We will get Sam and Ewan to look at sight lines, and decide whether seats should be cut out or not. We could sell side seats at a lower price rather than cutting them out altogether. Ali is still regularly checking to make sure that no discos have been booked at the same time as the show.

Social

Moments from musicals - Chris was told by a worker at Curlers that we should be able to get the same deal as last year for the buffet. This will be confirmed when Chris can speak to John, so she will go back in again to try and see him. About 15 people have given their names so far for doing Acts, but some may drop out. Chris will make up a final list after next Thursday as that is the deadline for entries. The running order will go on the web. Ed is still hosting it as far as we know.

Weekend Away - Libby has only had one reply so far. Glenshee is £11 per person per night, and £2 per person for self catering. This seems a bit strange, so Libby will check what it means. We will need to put down a deposit when we decide where to go, but will discuss it more when the other replies are in.

AOCB

The new piano is bad. Has been tuned by Dave Wilson when the wheels went on. Some notes don’t work on it. We should get someone in to fix it. We also don’t have a lock for it. Tony will phone Dave Wilson and ask for a key. We should get the guy who fixed the bum note before to look at it again. Nadia has the receipt with his details on it.
Sam – concerns were raised about recent events. The production team have discussed it with Sam, but the committee felt that they should also be involved. It was decided that we should ask him to come to meetings every two weeks next term so that any problems on either side can be discussed face to face. The main issues to be dealt with are that the rehearsal schedule needs to be looked at. There was some concern that people weren’t being used when they turn up for rehearsals. Plans for what to do at rehearsals seem to be changing on the day of the rehearsal which means that some people are left with nothing to do. It was agreed that there will always be problems in planning rehearsals and coordinating everything, but that people’s time should not be wasted.
The attempt to give a weeks notice for rehearsals doesn’t seem to be happening. There was also concern about how the chorus are treated. The committee feel that it is important that comments belittling the chorus should not be being made. It was decided that Libby should send Sam an informal email to raise these points in a non-confrontational way, and to invite him to meetings next term. She will do a draft, and if it’s ok, will send it to Sam.
If people don’t have cheque books and need to give a deposit for scripts, they should give cash and get a receipt.
Announcements – deadline for entries to moments of the musicals, Rugby shirts to be sold, membership list to be done.
Eliza wanted more social event pictures to go on the web. Gregor needs people to give him photos to go on the web.
Gregor wants committee members not to shut people up if they are talking as that makes lots of noise too. Ali wants committee members to be quieter during rehearsals.