Exec Meeting @ 2013-10-30 16:00:00
Minutes of the Warwick Student Cinema (WSC) Executive Committee meeting held on Wednesday 30th October 2013 (Term 1, Week 5) 4:00 pm Room B2.01, Science Concourse
Present: Harry Austin (Films Officer, from item 6), Alina Haddad (Publicity Officer, for items 1-5), Sam Kidman (Marketing Officer), Liam McNamara (Chief Duty Manager), Alex Pointon (Technical Officer), Thomas Purchas (IT Officer), Georgie Rawson (Chief Projectionist; minutes), Kat Sroga (President; Chair)
In attendance: Reece Goodall, Timothy Green, Jess Carroll
1. Welcome from the Chair and apologies for absence
The President welcomed those present and in attendance to the meeting.
Apologies were received from Catherine Allkins (Treasurer) and James McLachlan (Vice-President)
2. Review of Sponsored Event
There was consensus that replacing the quiz with a raffle was successful. It was also agreed that not having bottles of wine meant that the distribution of drinks was more efficient. Everyone was pleased with the fantastic event attendance.
3. Loyalty Cards
The President reported that 20 loyalty cards had been redeemed for free films to date this term and that sales of Five Film Passes have decreased, with only 9 purchased on request this term.
Timothy Green suggested that with the success of loyalty cards, it was worth considering phasing out Five Film Passes.
The President suggested that Five Film Passes still be sold on request, but that they not be advertised on printed publicity.
It was resolved that the Chief DM would take this discussion to the DM committee.
It was proposed that loyalty cards could roll-over at the end of each term. Two votes were called: (i) whether to continue to utilise loyalty cards; (ii) whether to allow loyalty cards to roll-over each term.
It was decided to retain the use of loyalty cards, with 6 votes for and one abstention.
It was decided to allow the loyalty cards to roll over, with 6 votes for and one abstention.
4. Spring Term publicity quantities
The Publicity Officer reported the quantities of publicity ordered in the Spring Term of 2013 and proposed quantities for Spring 2014.
The Publicity Officer proposed that the quantities should be as follows: 7000 A4s, 2500+ booklets, 7500 business cards, and 2500 A2s.
It was suggested that 2000 booklets would be sufficient for the Spring term, and 10,000 business cards would be better considering they serve a dual purpose as loyalty cards. The reviewed quantities are as follows.
3000 A4s
10,000 Business Cards
2000 Booklets
3000 A2s
The Publicity Officer agreed to provide pricing details on the mailing list, after which a vote would be held confirming the quantities.
5. Clothing order
It was proposed that the price of hoodies should be subsidised for crew members. The Publicity Officer reported that the price of a hoodie without embroidery is £24.21 and with embroidery is £27.96.
A vote was called and it was unanimously agreed that the society would subsidise the hoodies to £23 and £25 respectively.
The President proposed that a deadline for orders and payments be set.
A vote was called and it was unanimously agreed that the order will close on Wednesday at 9am, with an extra few days for members to hand in their payments.
6. Discussion of requirements of projectionists and duty managers
The Chief Duty Manager noted difficulties staffing shows for both the Chief Projectionist and the Chief Duty Manager. It was proposed that Duty Managers who are also Qualified Projectionists, be permitted in exceptional circumstances to both project and duty manage.
The Chief Projectionist raised concerns that it could impact upon projectionists signing up. It was also noted that setting up tills and Front of House in a short period of time would be difficult for one person.
A consensus was reached that in exceptional circumstances a dually qualified projectionist and duty manager may be permitted to do both, at the joint discretion of the Chief Duty Manager and Chief Projectionist.
The President asked the Chief Duty Manager and the Chief Projectionist (i) their policies regarding issuing keys and show requirements and (ii) whether there is a joint policy regarding dually qualified projectionists and duty managers.
It was resolved to raise this matter again in the next exec meeting.
7. Screening times for double showings (Saturday and Sunday)
The President noted that attendance has decreased at the early showing since the switch from 6.30 & 9.30 to 6.00 & 9.00 shows.
The Chief Projectionist suggested there be a single 7.30 show on Saturday instead of a double showing.
The Technical Officer proposed retaining Saturday double showings, but have one Sunday show at 7.30. It was suggested that this would allow for a later screening for sell-out shows. It was also noted that this may solve a recurring staffing problem with Sunday late shows.
It was suggested by the Films Officer that having only one showing could reduce the total attendance to Sunday shows.
It was resolved that this matter would be continued in the next meeting.
8. Purchase of hard drives for Doremi server
The Technical Officer requested exec permission to purchase 3 2TB hard drives for the digital projector. The old hard drives would be given to IT to create more space for publicity and IT.
It was noted that due to the AllNighter, purchase of these hard drives is time sensitive. It was also noted that this purchase had been discussed by the past exec.
The President noted that in the future, purchasing discussions should be discussed via committee mailing lists before being called to an exec vote.
A vote was called to buy 3 2TB hard drives.
The request to buy the hard drives was approved, with 6 votes for and 1 abstention.
9. AllNighter:
(a) Ticket prices and online ticketing;
A vote was called to retain the same pricing as at the last AllNighter, which is as follows:
Member: £8.50
Non-member: £12.00
External guest: £14.00
Crew: £4.00
Staff: Free
Those assisting with the publicity run will be counted as event staff.
It was unanimously decided to price the AllNighter as such.
(b) Running order, intervals, prizes;
The Vice-President in absentia noted that the Spring AllNighter was scheduled to show Campus Tour and G103.
The consensus of the exec was that these videos would not be shown at the Autumn AllNighter.
(c) Stall
The President proposed (i) holding a stall for food and drink at the AllNighter and (ii) holding both a raffle and a quiz.
It was resolved to decide both these points on the exec mailing list.
10. WTV requests.
WTV have asked whether their video can be shown before WSC films.
It was agreed that due to sponsorship and advertising we cant show their videos before every film. The President proposed that a short WTV film could be shown during the Autumn AllNighter.
It was resolved to decide this on the exec mailing list.
11. Time and date of next meeting
This will be decided on the exec mailing list.
12. AOB
There was no other business
The meeting was closed at 18.05