Minutes: 2002-2003/2002-05-20

Subject:

Minutes 20th May

From:

"Elizabeth Watts" <empp1@hotmail.com>

Date:

Wed, 22 May 2002 11:47:31 +0100

To:

rocksoc-announce@chiark.greenend.org.uk

 

Find below the minutes of the RockSoc Committee meeting last Monday. Good job I minuted it, as owing to the beer festival, no other member of the committee remembers the meeting. Some parts of it were amusing. Especially the part with the PVC corset. Enjoy!

 

Alcina

 

-------------------------------

 

Minutes of the RockSoc Committee meeting

20th May 2002

 

Present: Baz, Emma, Elizabeth, Jester, Ben (for the first 30 mins), Oli (later)

Oliver-Michael went home feeling ill after a short time.

 

 

Meeting opened: 2135 (late start because Chair distracted by beer festival ;-)

 

1) Minutes for approval

There were some minutes on the table, and some of the committee even looked at them. Because of the Beer Festival the committee were somewhat less coherent than usual, even at the start of the meeting, so no-one actually approved the minutes, but no-one objected to them either.

 

2) Mandate

This is now at the bank. Emma, Baz, Elizabeth and Ben have shown proof of identity to the bank; Oliver-Michael will do so on Wednesday. At that point the mandate should be processed, so by the beginning of next week the new committee will be able to stop chasing the old committee for cheques signing, and the old committee will be very grateful.

ACTION: Oliver to take ID to the bank

 

3) Accounts

There has been some discussion on the mailing lists on the state of RockSoc's finances. The exact position is not clear because 1) we do not have a recent bank statement at the meeting and 2) Andy Hudson is about to bank the last of the WUS takings from his time.

 

However, the Secretary read out a statement from the Treasurer stating that:

 

At the time of the AGM monies in the RockSoc bank account were about L2000

The outstanding money in unbaked WUS takings is said to be around L800

There is also a float for WUS and events, which we want to leave intact.

 

Since the new committee was elected, cheques for L1000 have been written

The MayBrawl costs still to pay are about L1500. (before any door receipts)

The gig on Friday 18th is expected to make a loss of L200

 

Elizabeth mentioned that there was also the matter of subsidising Graspop. Graspop trips have been announced as being subsidised to cost L65 per head. The exact cost of this is not known.

 

Ben will be speaking to Andy in a few days, and will ask him to bank the monies. Andy has said that he will do this by the end of the week. Ben will also get the CD library from him, and the WUS membership book, which he still has.

 

It was decided that the treasurer should present an exact statement of finances next meeting. Emma will bring the most recent bank statement, and Andy H will have banked the money by then

 

Emma asked where Oli was. Oli arrived at this point and joined the meeting.

 

ACTION: Emma to bring a bank statement to the next meeting

Oliver to prepare a list of all outgoings incurred or projected to occur since the AGM.

Ben to speak to Andy H.

 

4) MayBrawl

Emma said that we should start publicity for this in September. The rest of the committee disagreed. Emma mentioned that she was a bit drunk as she had been to the beer festival. Elizabeth suggested that she hire Fire and Forget for the next gig. Emma said that she wasn't _that_ drunk.

 

Baz has put flyers/posters in places like Parrot, Andy's, Jay's and Sunrise. He has also put posters in a couple of colleges, and will put up oysters in the rest of the colleges this week. Emma asked why there was not a poster in Andy's. Baz said that they wouldn't put one up. Emma said that they would put one up if someone went in in a black satin bra and fishnets showing a lot of cleavage. Elizabeth said that this sounded like a job for Oli. Emma will ask them about a poster later this week.

 

Elizabeth asked for some flyers to distribute. Baz insisted that she couldn't have them until we got to point 8 on the minutes. Baz had also been to the Beer Festival. :-)

 

Elizabeth has put listings in Kerrap!, the NME, the CEN, AdHoc and on the Varsity website.

 

Insurance against loss for the MayBrawl:

Baz says that private companies normally won't do this kind of thing. However, there are possibilities with the Societies Syndicate. There are 2 options

 

A) To ask for insurance against making a loss. To do this we would need to fill in a form with figures, to show that we expect to break even (it was pointed out that as long as we don't need to sell more tickets than the number of people the venue holds, this should be OK; in fact we need to sell a lot less than this).

 

B) We could ask for a grant to put on a one-off event outside RockSoc's normal activities.

 

There was discussion about which of these would be the best option. Richard said that the Societies Syndicate were not overly familiar with the business of Rock Promotion. He did mention that after CUSU managed to hire the Ministry of Sound and make a loss of L20000 recently, the Societies Syndicate is not as favourably inclined towards people who are putting on events featuring Popular Music as it might be. Some more discussion then occurred about which of these options we should go for. It was rather impeded by the fact that Baz and Emma were only partially coherent. Baz insisted very firmly that the Junction was bigger than the Junction, but Emma disagreed and said firmly that it was just the same size as the Boat Race.

 

Emma produced a black PVC corset and tried to put it on Baz. It looked quite fetching. Elise showed everyone a beautiful black velvet dress with feathers round the top. Emma mentioned that she was pissed several more times. Jester dropped his lighter on the floor. Oliver felt ill and went home. Baz said 'Order' several times in what he believed to be an imposing way, and tried to focus.

 

Emma attempted to tell the committee that in the worst case of no tickets being sold we would make a loss which she estimated as L1550 in addition to the L500 already paid to the Junction. This took her several tries, and even when she had made her point she seemed disinclined to stop :-). Emma offered to produce a detailed and accurate costing when she is next sober and bring it to the meeting next week. She pointed out that we were mandated to lose money, so we need not expect to break completely even.

 

The matter of which option to follow with the societies Syndicate was put to a vote

 

Insurance: 2

Grant: 2

Abstaining: 1

 

Baz used his deciding vote to select the option of seeking a grant. He will fill in the necessary form tomorrow.

 

The matter of ticket prices was discussed. KIIT have mentioned that they only usually have L8 ticket prices at places like the LA2, and much less out of Town, whilst we are charging L10/11 for non-members. It was decided not to lower ticket prices because 1) The Junction is a bigger venue than the LA2 so charging more is not unreasonable 2) The posters have been printed and the listing sent to the magazines with these prices.

 

Emma will mention to the Junction that anyone who joins RockSoc on the door will get a refund on their ticket as the cost of ticket+membership is less than the cost of a non-members ticket.

 

Tickets are now on sale at the Junction. Baz suggested that we should obtain some to sell too. It was also suggested that a member of the committee phone the Junction and pretend to be person. This might be hard. Baz said he would try to pretend to be a person. The Secretary tried to look for her phone, but as she had been on the wine since 8pm, she didn't get much further than pushing her bag about the floor, which was probably a good thing in terms of relationship with the Junction considering that Baz was now on his third beer in the Pub.

 

ACTION: Baz to poster Colleges

Emma to show a lot of cleavage in Andy's

Emma to bring a costing for the MayBrawl to next week's meeting

Emma to get some tickets fro the MayBrawl

Baz to impersonate a person on the phone to the Junction

 

5) Gig 24th May

-announce has announced this, and flyers have been distributed by Baz. The goth mailing lists have also been told. Rome Burns and Projekt will each be paid L150. Baz and Emma will be present on the night from 5pm. Emma said that her sandwiches were legendary.

 

6) Gig 18th May

One of the more sober people present noticed that this had already happened. The rest of the committee thought about it and agreed that it had.

 

All the bands have conveyed their thanks to RockSoc.

 

On a related note. Geared4 have sent back their cheque from the gig they played and asked for one properly filled out. The bank have refused payment on the entirely reasonable grounds that the amount payable in this case is 27th April. A motion was passed that this cheque be mounted. framed and inserted in the Committee archives.

 

ACTION: Oliver to learn how to fill out a cheque properly :-)

 

7) WUS cancellation

Baz thought about this and went for a piss. Elizabeth suggested that a person be deputed to stand outside the Kambar. Andy said a poster would do fine. Andy said that we should spray graffiti on the door, and on the Corn Exchange too to save people a walk. Elizabeth will make a poster and Richard will affix it to the door at 9pm. It should include directions to the Graduate.

 

Elizabeth was by now so drunk that she couldn't tell the difference between 7 and 8

 

Ben will organise the Alterna-WUS and will DJ for most of the night. He will be present the whole time. He asks members to please bring some requests. Jester offered to bring some CDs. Several people cringed. Emma will pay the Graduate from petty cash.

 

Baz wrote 'official' on his hand. A few minutes later he wondered why it was there.

 

ACTION: Ben to organise alterna-WUS.

Emma to pay the Graduate

Baz to work out why he wrote 'official' on his hand

 

8) WUS publicity

The flyers are complete. Baz is putting posters up in all the Colleges. Baz distributed flyers to the committee. The next WUS will feature tracks from Korn's new album, and a giveaway of Korn merchandise, courtesy of Sony Records. Raffle tickets will be given to every customers and a draw held for the merchandise. Emma will arrange for some publicity for this at the Graduate, and Elizabeth will mention it on her 'WUS cancelled' poster.

 

ACTION: Baz to poster colleges

Emma to make publicity for the Korn night and take to the Graduate tomorrow.

 

9) Membership books

Emma and Elizabeth swapped membership books. Emma asked Elizabeth to send out a membership card ASAP to the new member we enlisted last Saturday.

 

Oli reminded us that we need to copy the info on what we're signing into the new membership books. He offered to make some stickers with the names of the committee on for RockSoc property. Not that it helped much last time we lost a membership book.

 

ACTION: Oli to make some stickers

Elizabeth to send out the membership card

 

10) Festivals

Oli was by now so drunk that he volunteered to organise Wacken this year. Harrah! Being very drunk (he had drunk a whole pint by now) he promised to have it done by Friday. Baz said he should check with Andy H as no-one wants to find themselves owning 2 trips to Wacken.

 

ACTION: Oli to organise Wacken by Friday

 

11) Gigs next term

The Boat Race has been booked for the flowing dates next term.

14th Sept, 19th Oct, 15th Nov, 22nd Nov, 7th Dec.

 

Emma mentioned that if we get the bands hired early enough, we can go on the Boat Race's publicity, rather than being billed as 'RockSoc'. Emma mentioned that Dust want a gig. They make a noise appreciated by goths.

 

12) Punt party

This will take place on the 20th June. The committee debated whether this was in May week or not. Baz became emphatic that May Balls sometimes occur on Thursdays. Elizabeth became emphatic that they do not. This discussion went on for some time. Various people made authoritative pronouncements about when undergraduates go home. Unfortunately they all gave different dates, and most of them were speaking at once. Baz said' Order' again.

 

Elizabeth said that it would be a good idea to get a fellow of Johns/Trinity to book the punts, as they would be cheap that way, but expensive if we got them from Scud's. It was greed that we should speak to Marisa and John Sullivan about this.

 

Emma asked if the party should be by day or night. She said that there were bats upstream of Cambridge. She said that she likes bats.

 

Day: 3 Night: 2

The party will therefore occur in the day. Emma said 'Bats' a few times in a woebegone voice.

 

ACTION: Elizabeth to speak to Marisa/John

 

13) Tea shop crawl

Baz called for a vote on whether or not RockSoc should subsidise this, as it was not Rock related. Oli said that it would promote RockSoc. Baz said 'Bollocks'. Elizabeth pointed out that people do not usually ask a bunch of metalheads who are wandering round Tea shops terrorising the tourists if they can join in. Oli also said that RockSoc going to tea shops was an extraordinary event. Baz said that Oli should be burned at the stake.

 

Subsidise: 1 Do not subsidise: 4

 

This event will not be subsidised by RockSoc.

 

 

The secretary spilled wine on the minute book. Siobhan was the only one sober enough to think of mopping it up. Given the secretary's drunkenness by now, the wine didn't render the minute book much less informative.

 

14) Website

Emma said that she had missed 20 pages out of the book that she was revising from.

 

Baz asked Oli about putting the accounts on the website again. The secretary made attempts to write the answer down, but it is in know way legible, as a result of application of wine to a) the book and b) the Secretary. The notes read as follows, and if anyone can help I will appreciate it:

 

'Accounts- Iic has got one of hims where's Emmas...she will do.'

 

Baz told Oli to prettify the web page. Oli asked how the web page should be prettified. Baz said that this should be done by prettifying the web page. Oli tried again with the same result. Oli then gave up.

 

ACTION: Oli to cause accounts to appear on the website.

Baz to sober up and then to tell Oli how he wants the website prettifying.

 

15)

There is no point 15 in this minute book.

 

ACTION: Elizabeth to practise counting to 16.

 

16) Oli complains about the beer at the Graduate.

See title of this section. The chairman said 'Ignore point 16 on the agenda.' Oli said 'Oi!'. Emma said that she liked cider. Baz banged on about loyalty to RockSoc for quite a bit, and how we should go to RockSoc events even if there was no decent beer. He pounded on the table a lot and spoke impassionedly. Oli asked if anyone had spoken to them about getting drinkable beer. The committee said 'You do it' to Oli.

 

17) Telling the proctors who the committee are

Everyone explained how they thought one was supposed to do this, but then decided that no-one actually knew. Baz asked Richard to ask the senior Treasurer if he knew what the correct procedure was. Elizabeth will also try to find this out.

 

ACTION: Elizabeth to find out how to correctly notify the Proggins about the composition of the Committee

 

18) Time of meetings

Elizabeth had a drunken rant about how these meetings were always starting much later than the nominal 8.30pm because of people turning up late. Baz agreed that this was not desirable.

 

19) AOB

Baz said' Order!" some more and eventually some other business came forth.

 

Matt Pitts asked what had happened to the 2 memberships he took on the back of pieces of paper at a gig. Elizabeth said that she had lost them. Matt agreed to get them to sign again.

 

Richard said that Oliver said that Dr Greaves didn't need to do anything else to the accounts. He also asked if anyone present could support Fire and Forget next week.

 

Baz and Emma said that they had lost their beer festival glasses. Emma then found them again. And then she lost them.

 

Meeting closed 2248. Baz bought more beer. The Secretary managed not to lose the membership book.

 

 

 

 

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