Exec Meeting @ 2017-11-24 16:00:00
Minutes of the Warwick Student Cinema (WSC) Executive Committee meeting held on Friday 24th November (Term 1 Week 8)
16:00
OC1.08, Oculus
Present: Reece Goodall (President; chair), Anjana Radhakrishnan (Vice President; minutes), Matt Davies (Films Officer), Matt Williams (Treasurer), Kieran Hall (Chief Projectionist), Irene Mercader (External Relations Officer), Alex Pointon (Technical Officer), Hamish Brown (Marketing Officer), Benji Levine (IT Officer; points 1-4), Caleb Gilliam-Scott (Chief Duty Manager; points 3-7), Chris Greenland (Publicity Officer; points 3-7), and Lakshmi Ajay (Events and Socials Coordinator; points 3-7).
Also present: Richard Kirk and Tom Freeman
1. Welcome and Apologies
No apologies were received, and all exec were present.
2. Term 2 Schedule
Matt D is trying to get the new Pixar film, Coco, in the schedule for next term, but this is not confirmed yet. The schedule is mostly ready. The draft of the current schedule will be sent to Hamish and Chris so they can begin preparing for next term, and updates of changes passed on to them as films are confirmed.
3. Term 2 Publicity
No booklets will be ordered for next term. Chris proposes we order less A2s, unless we can get them folded by the company – he will look this up before ordering. Chris proposed ordering 10,000 loyalty cards without the schedule on them. This will be discussed in greater depth in future due to shortage of time during the meeting. Members of exec showed concern in removing the schedule from them, as they act as a handy piece of publicity.
4. Constitution Changes
The exec looked through the Roles and Responsibilities section for each role and suggested changes which were voted on by the exec.
Treasurer: point 1 needs to be removed – there is no SU photocopying card anymore. This change was unanimously approved.
Films Officer: removal of point 7 regarding collaborations. This was unanimously approved.
Chief Projectionist: point 6 – altered to ‘Maintains all template show playlists’. This was unanimously approved. Add a point stating: ‘To convert videos to an appropriate format for digital projection when requested by Marketing Officer to ensure that digital trailers are available to promote the films we are showing and other events’. This was also unanimously approved.
Publicity Officer: point 2 – regarding the chief editor, changed to: ‘ensures that all publicity materials are produced to a high quality and arrive prior to the start of term or event’. This was unanimously approved by the exec.
Technical Officer: point 1, change to being a WSC Qualified Projectionist instead of 35mm Projectionist. This was not ratified by the exec. For: 6, Against: 1, Abstain: 4.
IT Officer: point 6, alter punctuation and change to ‘IT services’. This was unanimously approved. Point 2 – ‘hardware and software (including website)’ added onto the end. This was unanimously approved.
Marketing Officer: point 6 – remove ‘such as the Bubble’. This was unanimously approved. Change point 9 to: ‘works with Films Officer and Chief Projectionist to ensure that digital trailers are available to promote the films we are showing and other events’. This was unanimously approved. Point 11: add working with External Relations too. This was unanimously approved.
Socials and Events Coordinator: point 4 – add ‘and collaborations’. This was unanimously approved. Point 1: change ‘Crew’ to ‘them’. This was unanimously approved. Add a point stating: ‘working with the Marketing Officer and Publicity Officer to ensure that events and socials are advertised appropriately’. This was unanimously approved. Add a point stating: ‘to oversee the safety and welfare of those attending socials and events or ensures that an appropriate person is appointed to do so’. This was unanimously approved.
External Relations Officer: update point 8 to monthly reports, previously ratified. Moving point 10 from Vice President to this role, stating: ‘First point of call for other societies to contact WSC’. This was unanimously. Point 6: change to ‘Oversees Exec activities relevant to sponsorship and/or events are carried out’. This was unanimously approved.
Chief Duty Manager: condense points 4-8 as a single point. This was unanimously approved. Amend point 20 to: ‘takes lost property to the Gatehouse’. This was unanimously approved. Add a point stating ‘works with Events and Socials Coordinator to oversee Front of House aspects of special events’. This was unanimously approved.
Vice President: Remove point 10. This was already approved.
A welfare role was also discussed, and could be added on as a responsibility of another role (the person in exec holding this responsibility can change from year to year). Points of responsibility for a potential Welfare Officer role were discussed. Reece will amend his draft of these points and email it to rest of the exec.
Amendments to Elections Procedure were discussed. A point will be added stating that two people may run together for a single executive position. This applies to all executive roles, excluding Treasurer. If two people are elected onto a single role on exec, they will each have full executive responsibilities. If a role is filled by two people, and one steps down, the other will take over the role. Disagreements between joint exec positions, such as in qualifications, the default answer will be ‘did not pass’. More discussion is required for dual roles.
5. Upcoming Socials
There is a social next week on Wednesday to go to the Birmingham German Christmas market, and the Christmas meal on Thursday week 10 at Zizi’s. There are Facebook events for each.
6. TADONM
This will be decided on an exec email thread, week 10 was suggested.
7. AOB
i) The shortened version of the video from Edgar Wright could be made available on Social Media with limited access. But this could be a conflict, as this video was provided for a single event. To use this video, we should seek permission from Edgar Wright first.
ii) One of the stamps used by the Duty Managers for loyalty cards has gone missing. This could have been stolen and used by someone to stamp loyalty cards without coming to films. To overcome this, when someone is claiming a loyalty card ticket, the Duty Manage needs to check their ticket history before granting the loyalty card ticket.
iii) The 70mm lens has gone up in price but we still need a new one.
Meeting ended at: 18:00