Minutes: 2002-2003/2003-01-16

Minutes of the RockSoc Committee Meeting

16th Jan 2003

 

Present: Baz, Oliver, Elizabeth, Ben, Emma Apologies: Oli

 

Meeting opened 2048

 

1) Minutes for approval

By some oversight, the minutes were not present at the meeting. Nevertheless, the members agreed to approve the minutes of the 28th November, which was the last time we actually managed to be quorate. Baz mentioned that he suspected they might contain some interesting spelling errors.

 

2) Treasurer's report

The treasurer reported that (wait for it, because this is unheard of in University Societies) the accounts for the period up to January have been signed and approved by the Senior Treasurer and sent to the Proctor. They are thus ready to pass on to the new committee at the time they take office and they won't have to spend time chasing them. No honestly, it's true. We've done the accounts on time this year.

 

The surprise and congratulations being over, the treasurer further reported that the bank account contains L1022.88, and that the trivial profits from last WUS (about a tenner) have not yet been paid in. This is reasonably good, but he pointed out that the Easter term tend to lose money at an alarming rate even if we don't book the Junction, as few people come to WUS because 1) they have exams and 2) if they are not students they tend to go on holiday and stuff.

 

Baz, who is cautious and conscientious, suggested that Oliver should not take the Senior Treasurer's word for it that the Proggins has a copy of the accounts, and should send one ourselves. Oliver agreed to do this.

 

ACTION: Oliver to deposit a copy of the accounts with the Proctor.

 

3) The February gig

While looking at the Boat Race's website yesterday, the committee noticed a problem, namely that on Feb 15th, the date of the RockSoc gig, appeared a listing for a band called 'Chris TT'. Emma was informed and contacted Stan, who said 'Ooops' and 'Sorry'. He also mentioned that he had double booked us again. He has offered us the 16th (Sunday) instead. This seemed to be the best option, so Emma was authorised to change the booking to this date. She has mailed the bands to ask them if this date is OK, but has not yet heard back. She will also see if the termcards have been printed yet, and if not she will ask the printers to change them. Baz asked he to cc all her mail to -committee so that we know what is going on.

 

ACTION: Emma to see if termcards can be changed.

Emma to find out if the bands we have booked can manage the new date.

4) March gig

Criminal and Jack's Family have confirmed verbally and are awaiting contracts. Emma has contacted Throat, but has not heard back. Elizabeth suggested that if Throat don't want to play, Eternal Damnation, a local band, are very good and are willing to play.

 

5) AGM

Emma has booked the upstairs room of the Graduate for the 7th March. She has not yet paid the deposit. She will arrange to get together with Oliver and pay this ASAP.

 

In the past, RockSoc has sent out papers notifying members of the AGM by snail mail. Since there are nearly 500 traceable members, this is excessively expensive, costing L100 in postage alone. In order to save money, it was suggested that RockSoc move into the 21st century and sends out e-mail to those members for whom it has an e-mail address. Those members for whom we have no e-mail address, or for whom the e-mail is returned to sender undelivered, will be notified by snail mail in the usual way. This means that we need only 120 stamps, not 500. The committee agreed that this was an acceptable way of fulfilling the relevant part of the constitution, which reads:'the AGM shall be publicized as widely as possible to all traceable members at least 4 term weeks in advance.' (No I have no idea why our consitution uses American spellings)

 

Baz suggested using -official, but it was felt that some people might have decided to unsubscribe from -official and thus might miss the announcement. Instead Elizabeth will e-mail them in groups of 4, which should be few enough to miss most spam filters.

 

Eizabeth suggested the 21st Feb be the deadline for nominations, the submission of motions for constitutional amendments, and requests for postal votes. This provides 2 weeks for postal voting papers to be sent and returned, long enogh for them to be sent out and returned by 2nd class post. This timescale was agreed.

 

Elizabeth showed a proof of the mailshot to be used to notify members about the AGM. This was approved by the Committee.

 

ACTION: Oliver and Emma to pay the deposit on the Graduate

Eizabeth to send out AGM notification to all members

 

 

6) Record Collection Auction

Oli has prepared a section of the website for this. Bids will be mailed to Elizabeth. It was suggested that bidding be opened on Feb 12th, and closed he night before the AGM, so that CDs can be destributed and monay collected at the AGM. This will prevent the new committee spending hours chasing people for monay. We hope.

 

7) Raffling off the other CDs

Oli suggested giving one away every pubmeet. Other suggestions were to have a tombola at the Maybrawl, or to give them away at WUS. It was noted that some people still needed quiz prizes from the Christams quiz, so the matter was adjourned to let them have first pick.

 

8) Prizes from the Christmas quiz

Only Tristan was there from the winning team. He picked a nice Napalm Death CD for his prize.

 

9) WUS

Ben apologised for the fact that forthcoming DJs have not been announced. This is because the cancellation of the last WUS has caused some confusion about who is DJing, which he is currently in the process of sorting out.

 

Elizabeth pointed out that the flyers have expired again and asked for some new ones. Emma said that she would bring a proof next week.

 

ACTION: Ben to get the DJ lists posted

Emma to make a new WUS flyer.

 

10) Laserquest

Only 5 people seem to want to play, so Elizabeth will book for that number. It is still possible to add more if more people want to come along.

 

ACTION: Elizabeth to book laserquest

 

11) Termcards

These are at the printers. Electronic versions have been sent out on -official. Elizabeth needs to send an errata about the Feb gig.

 

Elizabeth pointed out that it is no longer encessary to make 500 termcards, as we no longer send them out to everyone because we can't afford the postage. In future, there should be 150, enough to send to those without e-mail access.

 

If the physical termcards arrive soon, it will be possible to enclose them in the same envelopes as the notification about the AGM.

 

ACTION: Elizabeth to send a correction to -official

Emma to get the termcards.

 

12) Easter term gigs

The treasurer pointed out that summer gigs tend to lose money. In particualr, the Maybrawl tends to lose a lot,as many people are too busy to ettend gigs in Mayweek. Many other CU societies have a May week party, rather than a paying event. Some debate took place after which it was decided that we should book a live gig at the Boat Race for early in the term, during lectures, and end the term with a party Maybrawl, with DJs, at the Graduate. The cost of the latter to RockSoc will be L110 only, which is a lot less than we would lose on any live gig. Emma will see to the bookings.

 

ACTION: Emma to book the Graduate for Mayweek

Emma to book the Boat Race for First week.

 

13) Webshite

Oliver said 'Hurrah'. Baz said the website was good.

Emma said that she was going to the loo.

 

Oli wasn't here; no-one else had noticed any problems with the website.

 

14) King's Cellars

The King's Cellars people have e-mailed the committee asking us to provide DJs for a rock night at the King's Cellars. They have proposed a night, but Baz has forgotten which night it is. Given the nature of the event, this will be all commercial stuff ie. Kerrap! TV type stuff. Ben will probably DJ; he did not mention whether or not this was because he knows a lot about this type of music :-)

 

Normally this is a student only night, but they claim that they will admit RockSoc members too, on production of a valid membership card.

 

15) Your Committee Recommends the Following Bands

Bal Sagoth

Samael

Candlemass

Scalplock

Raven

 

16) AOB

Ferret said that he intended to celebrate his Birthday at the Calling on Tuesday. The assembled company agreed that there would be a RockSoc trip to the Calling on that day to help him celebrate. An attempt was made to mandate Baz to give Ferret a blow job, but failed)

 

There was some discussion about moving Elizabeth's intestines.

 

Meeting closed 2131