Minutes: 2002-2003/2002-05-27

Subject:

Minutes 27th May

From:

"Elizabeth Watts" <empp1@hotmail.com>

Date:

Tue, 28 May 2002 16:22:01 +0100

To:

rocksoc-committee@chiark.greenend.org.uk

 

Here are the minutes. Sorry they are a bit rushed, but I have to leave now for the soundcheck.

 

This time I actually remembered to include the minutes in the post

 

Alcina

 

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Minutes of the RockSoc Committee meeting

27th May 2002

 

Present: Baz, Elizabeth, Oliver, Emma, Ben, Oliver-Michael. Oli later. Also Jason and Andy (outgoing committee)

 

Meeting opened 8.35

 

1) Minutes for approval

Jester said that he didn't remember dropping his lighter on the floor. Baz and Emma said that they didn't remember the bit with the PVC corset. Elizabeth pointed out that Baz and Emma didn't remember anything about the meeting at all.

 

Jester corrected point 1 on the minutes, saying that he had managed to state that he approved last week's minutes. The minutes were corrected accordingly. Oliver pointed out that the WUS takings in point 3 were 'unbanked WUS takings' and not 'unbaked WUS takings'. Richard pointed out that Baz had put up 'posters' for the MayBrawl, rather than 'oysters'. Elizabeth said that she was going to leave those in the minutes as they were funnier and it was obvious what she meant. She expressed her opinion of her spellchecker.

 

The minutes were approved, except by Baz and Emma, who were too drunk to remember the meeting and so have no idea whether the minutes are correct.

 

The committee passed a unanimous vote that there should be beer festivals more often, and that next time there is someone should bring a camcorder. It was noticed that today a lot more members than usual were present. This was attributed to the fact that most of them were hoping the committee would do it again this week.

 

2) Mandate and state of the bank account

The mandate has now gone through.

 

The last of the Andy Hudson WUS takings have been banked (L470) and the position of the accounts is as follows:

 

Money in the Bank as of 22nd May 2002: L1009.59

Since then cheques have been written for L72.70 for termcards and about L60 for stationery, and L300 to pay the bands for the gig on Fri 24th.

 

There are floats for WUS and events in cash boxes which contain enough money to do their job. The subsidy for Graspop this year has also been paid for.

 

Therefore the accounts are in a potentially precarious position. At present we have enough money in the bank to pay the Junction for the hire of the venue for the MayBrawl, but not enough to pay the bands. Elizabeth agreed only to say 'I told you so' once.

 

However, it should be remembered that this is the situation _before_ any tickets for the MayBrawl have been sold. The cost of paying the 3 bands is :

 

Kill II This: L650

Blackrock: L100

DarkCell: L150

Riders L100

 

TOTAL: Estimated at around L1000.

 

To make money to pay the bands we need (in addition to what is in the bank account) to get 160 members or 90 non-members, (or some combination left as an exercise for mathematically inclined member). It was felt that this is not unreasonable as a target, as there will certainly be about 40 loyal members before any publicity is done.

 

If we get in around 300 people, we will have covered all costs. (quite probable)

If we sell out (850 people) we will have made several thousand pounds profit.

 

The options were discussed. The first option was to cancel the MayBrawl. It was pointed out that this would have the following disadvantages 1) it would get RockSoc a bad name with venue owners and bands who would not trust RockSoc in future 2) We would have to pay the venue (total L900) anyway. 3) The publicity has gone out, so a lot of people would be very disappointed and would not come to future RockSoc events thinking we were undependable. 4) it is likely that we will sell enough tickets to pay, and there is a good chance of making money

 

Oli Wade arrived.

 

A vote was taken on whether to cancel the MayBrawl:

Cancel: 0 Do not cancel: 7

 

It was therefore unanimously decided that the MayBrawl will go ahead.

 

Elizabeth asked about the bookings for 5 dates at he Boat Race in the Michaelmas term. Emma pointed out that we have always made enough money on the door at these gigs to pay the venue, and that there are plenty of local bands prepared to pay free. The assembled members of Fire and Forget agreed that there was one at least. Baz said something negative.

 

Baz mentioned some contingency plans for the MayBrawl.

 

1) To apply for a grant from the Societies Syndicate. To do this we need to have lodged last year's accounts with the Proctor. (see below) Baz will do this this week.

 

2) To ask if anyone else on the committee had any better ideas. Baz said that he would prostitute himself. Elizabeth said that he had done that already when he had agreed with a PR man from Sony Records to host a publicity event for Korn's new album at WUS.

 

Oliver said that it was important that in future we had a clearer idea of the financial situation. It was agreed that a statement of financial transactions this week and bank balance should be presented EVERY committee meeting

 

Andy also said that outgoing committees should give a list of the current situation to the incoming committee at the AGM, as this committee has just had a nasty shock.

 

The committee stuck a 'return to' label on the Secretary in case she became lost.

 

ACTION: Oliver to bring a statement of the week to all future committee meetings

 

3) The bank accounts for last year to be lodged with he Proctor.

 

The information required for this is believed to have been found. The Treasurer has a week off work ,so this Wednesday Baz, Oliver and Emma will get together in a dark room and prepare the statement. In the later part of the afternoon they will seek the Senior Treasurer. If they cannot find him they will mail Richard Watts, who knows him, and will help.

 

They should get him to sign 3 copies, one for us, one for the Proggins and one for the Societies Syndicate.

 

Oliver will then approach the Societies Syndicate for a grant.

 

ACTION:

Baz, Oliver and Emma to prepare the summary of accounts on Wednesday

Oliver to look respectable to the Societies Syndicate.

 

4) MayBrawl

 

Kill II This have submitted a fairly fearsome rider. Emma has checked with the Junction that the conditions about things like Security and dressing room details are in place. They are.

 

Publicity:

Baz has postered all the Colleges, except |Homerton. Elizabeth believes that the PGCE student who is teaching her 1st years twice a week might be able to help with this, and took a poster to give her.

 

All committee members need to go to the Strawberry Fair and flyer everyone they see whose clothes look promising.

 

Jason suggested we ask Total Rock Radio if any free advertising is possible. He asked for more flyers to give to his cousin.

 

Baz suggested we get a .sig file appended to all mailing list postings reminding people about it. He offered to see John Sullivan about this.

 

Oli said that the RockSoc logo should have been more prominent on the committee. Elizabeth disagreed, saying that she had met several non-uni rock fans who avoided all RockSoc events because they felt we were a bunch of stuck up twats. Emma said that it hadn't looked so unprominant in the proofs.

 

Oliver said that it was his birthday so everyone should buy him beer. Oli said that Oliver was old.

 

Baz suggested flyering outside the 6th form Colleges one afternoon. Oliver said he would do this outside CRC.

 

ACTYION: Everyone to get flyers for the Strawberry fair.

Baz to talk to Total Rock Radio.

Oliver to speak to John Sullivan

Ben to print some more flyers on his colour laser printer.

Oliver to flyer CRC

 

5) Festivals

Oli said that it was not fair that Graspop was being subsidised and Wacken not. The rest of the committee reminded him that we have no money. Ben suggested that we advertise tickets and flights at cost price with the understanding that if the MayBrawl makes money some will be refunded as a subsidy. Last year the exact amount payable was not known until the members \arrived. Elizabeth pointed out that Wacken is a fairly small festival, so we probably ought to get the tickets now.

 

Oli suggested that all money should be paid through the RockSoc bank account. Baz agreed. RockSoc agreed that it approved this trip. Tickets should be bought as soon as people have stated that they want to go.

 

ACTION: Oli to get tickets this week for everyone who gives him a cheque.

 

6) FreshFest

All agreed that a bill of Geared4, AR, Dust and a local chuggawheee band would give all new members a chance of hearing something they liked. Ben suggested Vacant Stare.

 

The bill should be Geared 4, AR, Dust, Vacant Stare (headlining)

 

ACTION: Ben to hire Vacant Stare

Baz to hire Geared4 and AR

Emma to hire Dust.

 

7) The gig in September

This item was adjourned till next week. It was agreed in principle that as the undergrads weren't back, and September wasn't a big month for gigs, an underground gig would be appropriate. We will organise this after the MayBrawl when the state of the bank account is clearer.

 

8) Gig 24th May

Passed off smoothly

 

At this point Jimmer arrived and gave the Treasurer some money from the Nottingham trip last January.

 

ACTION: Oliver to mail the bands and thank them.

 

9) The Korn promotion WUS.

Predictably, no publicity ahs been done. This shouldn't be a major problem, as there is no cost to RockSoc. Elizabeth suggested seeing if the CEN would like to run a news story on this exciting opportunity to hear new Korn tracks before release. Emma said she would phone the News desk.

 

Oli suggested giving away some RockSoc T shirts in the raffle too.

 

Jason was asked to see if he could get it on the local radio. Ben will do the mailing lists.

 

The committee discussed the fact that when drunk, Baz liked wearing eyeliner.

 

ACTION:

Jason to speak to local radio

Emma to speak to the CEN news desk

Ben to mail -official and the commune

 

10) RockSoc punt party

Elizabeth offered to organise this. At present she hasn't found anyone who can hire cheap college punts on the terms we need. She will ask some other candidates.

 

11) Website

Some suggestions were mailed to Oli earlier this week. He has now implimented the suggestions. Past events page is still a work in progress.

 

Baz suggested putting links to local bands and past bands from RockSoc gigs. Oli agreed.

 

ACTION: Oli to put links to bands on website

 

12) Membership books

Elizabeth and Emma swapped books again. Ben promised to get the book from Andy H by next WUS.

 

ACTION: Ben to chase Andy Hudson.

 

13) AOB

Oliver asked if the CD library could please be extracted by next week. Then it can be catalogued said Baz and used in a raffle some time.

 

Andy mentioned that he had the RockSoc decks and he shouldn't. Oli said that they should be in a College room to be insured.

 

Jake asked if he could hire the decks for a party in the Alma. Oli said that the rules require him to pay for private use. Elizabeth suggested a nominal fee of L1, and the provision of a secured cheque for their cost. Elizabeth promised to find out from the Back Minute Book what this cost was.

 

Meeting closed 2150

 

 

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