Minutes: 2002-2003/2002-06-03

Minutes of the RockSoc Committee Meeting

3rd June 2002

Present: Baz , Emma (though unconscious for most of the meeting), Oliver,

Elizabeth, Peter, Ben. Oli later.

 

Meeting opened 2044

 

 

1) Minutes for approval

Peter pointed out that his name was missing from the list of persons present

last week. He also pointed out that in the discussion about Boat Race gigs

(Point 2) the bands wished to 'play the Boat Race' and not 'pay the Boat

Race' as previously recorded. These errors have been corrected. The minutes

were approved.

 

Emma arrived looking a bit as if she had been to a beer festival (although

she hadn't). She told us that she had got some MayBrawl tickets.

 

Baz reminded the assembled members that everything at the meeting should be

addressed to the chair as that way the Secretary had a slight chance of

minuting it correctly.

 

2) Accounts

Baz, Emma and Oliver have been sorting out last year's accounts. They are

now done, and only waiting on the arrival of some bank statements as proof.

In doing these accounts, the treasurer has noticed some unsatisfactory

procedures currently in place. To make future accounting easier ha suggests

the following procedures be implemented in future:

 

a) that a statement of transactions this week should be presented by the

treasurer at every Committee meeting and entered in the minutes.

 

b) the accounts book should be filled in not less often than weekly, so that

a thing you're supposed to doe called double entry bookkeeping can happen.

This tends to make the Proctors look more favorably on us.

 

c) the practice of having several thousand pounds of petty cash under the

beds of committee members from which money for disparate events is removed

without a proper minuted record being kept should cease.

 

Instead the petty cash box and the events box should contain L85, or a sum

of money plus receipts totalling 85 pounds. If the boxes should, for some

legitimate reason, come to contain more or less than this, the proper person

(e.g. treasurer or events officer) should correct this with the help of the

bank account within a period of one week. These transactions should then

appear in he treasurers report each week and thus be minuted..

 

The WUS box should at all times contain L250 (because we need to pay the

venue each time in advance of takings). As above, the WUS takings will be

banked fortnightly.

 

4) The WUS door sheets should be brought to the next committee meeting after

each WUS and a summary of their contents entered in the minutes. The WUS box

not to be used to pay petty cash in future.

 

Baz asked at this point who had last year's door sheets. Oliver said that he

had them.

 

Oli W arrived at 2052.

 

This week's transactions

The treasurer stated that this week L72.70 has gone out of the bank account

for the printing of membership cards, and L54.98 for the mailshot. The

treasurer has received 4 cheques for L200 each to cover the cost of the

RockSoc trip to Wacken. These will be paid in as soon as the banks open.

 

The Proctors

Baz and Oliver will be going to see the Proctors on Wednesday. They intend

to apologies for the fact that the accounts for the last few years are

fucked, point out that this was the old committee's fault, and promise to do

better in future.

 

3) The MayBrawl

There has been an unfortunate chain of events this week concerning the price

of MayBrawl tickets for non members.

 

a) The committee agreed to charge L10 advance, L11 on the door. This is in

line with the prices charged by the Junction for signed acts who feature in

Kerrap! (e.g. L10/11 for Napalm Death, Saxon, Idlewild, The Wildhearts in

the last couple of years)

 

b) Unfortunately the Junction advertised the prices as being L5/L6 (the

members price) on their website. They say that this was a mistake.

 

c) This information was copied on the KIIT website for their fans.

 

d) The committee pointed out the error to all concerned.

 

e) KIIT website started getting a lot of complaints from fans about what

they perceived as the promoter suddenly doubling the advertised price.

 

f) KIIT then informed us that unless we lowered the price to L7 they might

not sell enough tickets and refuse to play.

 

It was decided to lower the price to L7/L8 for non members (which is what it

would have been if they'd joined for a year anyway).

 

Elizabeth asked what would happen to those people who had already bought

tickets. Emma suggested that we give them refunds if and only if they ask

for them. No suggestion was made as to how these people were to be

identified from among the many people who might _claim_ they paid a tenner.

 

So far 8 tickets have been sold, and Baz bought one of these.

 

However, Ben pointed out that most people don't buy tickets in advance for

the Junction as it almost never sells out. Emma gave Ben some tickets to

flog at WUS.

 

Elizabeth pointed out that some of the people she had given flyers to

misinterpreted the meaning of the flyers and thought they were for a dance

club (although why they thought a person dressed as a metalhead should be

giving another person dressed as a metalhead a flyer for a dance club is

anyone's guess). She suggested the image be altered to feature prominently

the words 'Live' and 'Rock'. Emma agreed to do this, in order to help the

stupid. Elizabeth also suggested that we put on the flyer that the age limit

was 14, as some people might assume it was 18. Baz said no, because a) if

people are really interested, they'll ask the Junction and b) it will

clutter the flyer too much.

 

Emma then disappeared into the loo looking ill and lost conscoiusness.

 

The arrangement for the riders were discussed. Elizabeth said we should

start arranging them now. Baz said we never bothered before the day.

Elizabeth pointed put that this was an unusually large rider. Elizabeth

pointed out that the rider included 96 beers. She suggested that these could

be got more cheaply from a Cash and Carry. Siobhan offered to do this.

 

Elizabeth asked about the legal status of the contracts. Emma was

unconscious in hte toilet, so no one knows.

 

Publicity

We have:

 

put poster in most colleges (but not in Anglia. Peter was given some flyers

to hand out).

put listings in Kerrap!, NME, CEN. AdHoc.

e-mailed the Radio 1 rock show, though not with mush hope of success.

got the gig mentioned on local radio

put an advert on the front page of our website

walked about the streets handing out flyers

 

we will:

get a sig file appended to all posts to the mailing lists to remind the

members

walk about the Strawberry fair handing out flyers

 

Baz offered to kill anyone who didn't go to the Strawberry Fair.

 

The Societies Syndicate

We will try to get a guarantee against loss from the Societies Syndicate. We

will mail a request to the Secretary of the SS by this Wednesday. Baz and

Oliver will do this when they have done the accounts.

 

ACTION:

Emma to tell the Junction about the new ticket prices Tuesday.

Emma to change the image for the flyers and make it available to Ben who

will then print them.

Emma to arrange for Siobhan to get the lager.

Oliver and Baz to see the Societies Syndicate.

 

4) Freshfest

Ben has mailed Vacant Stare. They have not replied. Baz has not mailed

Geared4 and AR as he promised. He _will_ do it this week. Emma was still

unconscious in the loo, so we don't know if anything's been done about Dust.

 

Ben suggested that a possible choice if one of the bands can't make it would

be Miocene.

 

ACTION:

Ben to chase Vacant Stare

Baz to do what he promised last week (mail AR and Geared4)

 

5) The September gig

We sent an emissary to the Ladies to see if the events officer was alive.

The events officer was alive, but not able to rejoin the meeting. So we

postponed this item.

 

6) Festivals

For Wacken Oli has booked tickets and flights for 4 people. The cost to

these people is L149 each. Andy is organising Graspop.

 

At 2121 the meeting adjourned because Ozzy was singing Paranoid on the pub

television.

Meeting reopened 2127

 

The committee agreed that they liked Ozzy. A bubble machine was discussed,

and its appropriateness to those performers who sold recordings to 12 year

olds on a mock satanic image. The committee wondered about the odds of Guns

and Roses turning up at the Leeds festival, and if they did how long

they'd stay for once Axl noticed all the chuggawheees walking out.

 

7) WUS

This week's WUS appears in the NME listings. Hurrah!

 

We have large amounts of Korn merchandise inc. T shirts, singles and vast

numbers of stickers with promotional stuff on the back.

 

Every WUS customer will get a raffle ticket and at intervals numbers will be

drawn and items handed out to the lucky winners. A microphone will be

brought by Ben for this purpose, and it will also be used to tell the

audience which were the new unreleased Korn tracks being played, as

otherwise some of them wouldn't know whether to like them or not.

 

Baz said that he would bring a hat and a mug to WUS tomorrow, as he had by

now drunk enough beer to think that these would be useful.

 

Ben claimed that the lack of any effective publicity for this event was a

good thing because it would be such a nice surprise that all the

chuggawheees would go away and talk to their friends about it. Ben has

warned the publicity man that the numbers will be quite small because of

exams.

 

ACTION: Elizabeth to put some more WUS's in the NME

Ben to buy a raffle book for the Korn giveaway.

 

8) Punt party

Elizabeth has mailed every Johnian member to ask them to book punts, but

thus far none has bothered to reply. She asked how many people present would

want to go on the trip and quite a lot replied in the affirmative. We will

need at least 3 cheap punts.

 

Emma reappeared and mentioned bats.

 

9) Membership books

Andy M has found the book that Elizabeth was imagined to have lost in his

rucksack.

 

Andy H still has the WUS book. He will bring it to WUS tomorrow. Elizabeth

pointed out that it has memberships from about 6 months ago which have not

been processed because Andy has had the book. Emma said that some of these

members were getting pretty pissed off.

 

Elizabeth gave Ben the spare book to ensure that there would actually be one

at WUS this week.

 

Baz said that he trusted Andy Hudson.

 

The events officer stopped trying to revise.

 

10) CD library

Andy Hudson has this. Baz will ring him and ask him about it.

ACTION: Baz to speak to Andy H

 

11) Decks

These are still in Andy M's room. They shouldn't be.

 

The cost of the decks was L630. So Peter needs to provide a cheque for this

amount when he borrows the decks, plus a nominal fee of L1 on a separate

cheque which will be cashed.

 

Ben asked if we could subsidise physical assaults on RockSoc members by

balaclava clad Committee members. Baz said 'No'.

 

12) Website

Looking good.

 

A number of people gave Oli photos/the location of photos to put on the

website. Emma knocked over a pint of coke all over the table and the

minutes. The absorbent properties of bar towels and kitchen paper were

discussed. Siobhan instructed Baz on the most efficient way to use a bar

towel.

 

Many members expressed the opinion that Elizabeth looked like part of a

sailing ship in her wedding photos.

 

ACTION: Emma to mail Oli details of past events in the last year.

Everyone to send Oli details of themselves.

 

There being no other business, and everyone being too drunk to transact any

anyway, meeting closed 2150.