2019-04-17 Committee Meeting Minutes

• Bruce Turner (Building Supervisor)
• Adam Powrie (DoES)
• Paul Lancaster (SSC Entertainments Convenor)
• Spencer Percival (Secretary)
• Natasha Maurer (Technical Coordinator)
• Tom Groves (Technical Coordinator)
• Will Thompson (Performance Space Manager)
• Polina Sevastyanova (Social Secretary)

• Lucy Brook (Entertainment Space Manager - Deputy Head)

Meeting begins: 16:06

Previous minutes accepted.

• Weekly event run-through

• Soundboard had an issue and Adam and Bruce are looking into it since it hasn’t been able to be fixed

• Committee roles for next year:
  • Performance Space Manager and Social Secretary have claimed to not have large enough roles
  • What do we need to cover more?
    • Better publicity
      • This could go to the social secretary
      • Advertising training and events
      • Taking pictures at events
      • Posting on social media
      • Updating marketing material
      • Backstage looks
    • Should take core jobs and create roles from those
      • Creating marketing stuff and sourcing footage (working with marketing department)
      • Making more clear when everyone is available for socials
      • Could create a social engagement officer role
    • Will’s jobs (what he’s done)
      • Cleans tech box and gets upset when other people don’t
      • DJ training and booking DJs
      • Marketing for DJ training
      • Managing Ents Crew page
      • Doing a bit of tech coing when no one else was around
      • F*cking with the projection rack
    • Lucy
      • Stepped in when Paul wasn’t there
      • Did some training
      • Tried to keep things tidy
      • Stepped up when other people needed to take time out for studies
    • Tom
      • Meant to be doing training and reporting issues
      • Might not be useful to have two people again depending on who applies
      • Should there be two at the same level and can the role be split equally?
        • There should be a triangle or like a senior who makes decisions based on who they have as tech co’s, delegating tasks to them and helping them when they need it
        • Tech co should be coordinating training, maintenance etc. –– not doing everything themselves
        • Should be coordinating techs
        • Everyone should be working for the same goals
        • Should be asking other people to do training in their specific fields
        • Should have some oversight about what is going on in the venue.
          • There should be a reporting procedure. Should have patch-panel sheets (event, date, person, what they did)
          • Everyone should be leaving the venue as they found it
        • There is a lack of communication
        • We have been trying to push Users’ Meetings because we can only communicate as much as we know to the crew
        • Job:
          • Distributing event information to crew and getting sign-ups
          • Maybe we should have undefined committee roles (flattening the committee):
            • People sign-up for specific roles
            • It would be chaotic
            • Something will be missed
          • There is no load-balancing which is what we’re having the difficulty with at the moment (some people do almost all the events)
          • We need to update the constitution and actually follow it
          • Why don’t we make ambiguously named roles but assign less broad responsibilities to them?
            • We cannot force Committee members to do all the events
            • Different categories do not have equal numbers of events
          • We are the authority in our venues the same way the Byre tech’s have authority there
          • Our budget is due to income
            • We can be provided with more rigorous training to get us the respect we need
          • We are short of rooms and people
            • People’s expectations and demands are getting exhausting
            • The Union will be evaluating what is worth putting on, what is best for the general populous
            • We need a high quality of production, but we cannot guarantee that by using volunteers and overcommitting them
            • Societies are completely oblivious of the needs for success
            • Looking to make bookings more efficient and simpler
            • There will need to be a limit to the number of large productions we can do properly each term, unless the people putting the events forward are technically minded and can do it
            • We know people like titles and we know they’re useful because they encapsulate transferrable skills
          • Ents should be assigned events to oversee as an Ent and be in charge of

Meeting ends: 17:11