21 May general meeting
From The Star And Shadow Cinema Wiki
Star and Shadow:
21 May 2007 - General meeting:
Minutes:
Introductions:
Christo, Holly, Bill, James, Richard, miles, ilana (betty), adrin, Andy, Keith, Nat, Michael, Amy, Julie, Simon.
Agenda: Fire Strategy PA and Till Access Ladders Participatory Budget meeting Miles Gig proposal Feedback on Building Control meeting Arts Council application New Year Andy's exhibition Summertyne AOB
Fire Practice. Knowledge of fire system is fairly limited across volunteers. Mat has produced a plan that is good but doesn't identify all the roles yet. Need to identify what people need to do. There was the start of a discussion about how we keep track of who is in the building for fire safety though this could prove difficult. Keith is happy to develop the document. First of all Key holders need to be trained in fire strategy - must know the whole system and do daily, weekly, monthly checks - and then volunteers can be trained. ACTIONS: 1. Keith to complete the document. 2. Key holders meeting - Monday 11 June. 6pm prompt. Marketing meeting to move back a bit to accommodate (7pm)
PA and Till:
Till: Miles is looking into getting one from Side cafe who are planning to chuck theirs out in a few weeks. If it doesn't work out them we will buy one of ebay for abut £60 - Nat's looked into it.
PA: Nat/Mike brought up discussion of buying knew PA. Will bring back info on this for Participatory Budget systems. Mixing desk, 2 powered speakers, monitors and subs + kit that gets locked up. Nat/Mike of Road to Rimini may offer to manage the PA and look after it. Looking at a £2.5k/4k system. Nat will call James Froment and bring proposal to participatory budget day. Road to Rimini may have some money that they can put in in return for their use of the system.
Should still make the other PA work so can use it as a basic system.
Suggestion to apply to PRS for funding - may be a long shot but may be worthwhile. ACTION: 1. Miles to feedback on till 2, Nat/Mike will speak to James Froment and bring info to budget meeting.
Access Ladders Keith gave brochure for access ladders. to get a ladder that would enable access for maintenance and work. Costs about £150 inc. delivery. Put on the list for participatory budget meeting.
Participatory Budget meeting Making finances as transparent as possible and 'owned' by everyone. Will collectively decide on where we get income and what we spend money on. - has been postponed from 23rd May to 6th June. 6pm.
ACTION: Simon to change web/ AMY to email to say new meeting date ALL: add items to shopping list: http://wiki.starandshadow.org.uk/index.php/Shopping_List
Miles Gig proposal: 2 well received bands Rollo Tommasi and Meet Me in St Louis. Promoter is on holiday so Newcastle shouldn't miss out on these bands. They will be well promoted. £5-6 tickets, £250 to book the band. (miles responsibility i.e. arranged as usual for outside promoters. Sunday 22nd July - Ouseburn festival night. Question over whether it fits in with Summertyne
ACTION: Ask Michelle, John, Mat, Debbie to see if it fits in the Summertyne . 07906321079 is miles number - one of the four to call by Wednesday.
Feedback on Building Control meeting: Read the letter out from Phil Nichol. There were 8 points - all need to be addressed in some way.
1.Rear external fire escape - Need to paint with anti corrosion paint. Need to respond to the comment about the way it is fixed not being as to structural engineers drawing - because drawing was wrong! Perhaps go back to structural engineer. 2.Fire doors need attention. Need intumescent strips. and make doors fit. Brass hinges shouldn't be a problem but could do with checking. 3.Boiler room needs to be done. Build wall - Keith has drawn up diagram and list. Action: urgent to cost up and order material - christo. Technical group will schedule building Need to put a lock on the door to stop people using it as storage. Use garage for storage. 4.Office: needs ventilation. Can cost this up with darkroom costing. AcTION: person getting quotes to do this. 5.Emergency lighting: need to check emergency lighting in toilets are put on the plan. Should be on artworks list - ask to refer to this. 6. Ventilation above ceiling vents. Need some clarification but think it is unnecessary. 7.Ticket booth needs to have disablity access, as does bar. From point of view mainly of customers firstly which is problematic. Would be good in any case to have a bigger window and a shelf for filling out members forms. Access for volunteers working is not perfect and needs work but is possible.Technical team to come up with solution, in consultation with volunteers/members who have disability. 8. Building of lift and extra disabled toilet - we know this is on the long term list - will not be completed until such time as we know we can keep the building! Building control have to bear with us on that one.
James pointed out the danger of the swinging door which he fell culprit too. We shall put on the shopping list to buy handles.
ACTIONS: TECHNICAL/BUILDING GROUP - set a meeting to deal with issues above. ILANA will write a letter to Phil Nichol to respond to his letter MAT - get quotes for ventilation in roof void when getting quotes for darkroom. CHRISTO - cost up boiler room wall.
Arts Council application Application will be for £16,000 for arts programme (covers programme, extra marketing and running costs). Link to programme: http://wiki.starandshadow.org.uk/index.php/07-08_Programme and the actual proposal is here: http://wiki.starandshadow.org.uk/index.php/07-08_proposal Christo is writing this one but would like someone else to write next years one.
If this is unsuccessful, there are other funding schemes we can look at e.g. Esmee Fairburn, Northern Rock for programme costs. Additionally we can apply again for £5k from Northern Film and media, though all optional.
ACTION: discuss whether and what funding we apply for at budget meeting. ACTION need to report on old funding from Northern Film and Media. Adrin will take this on and will work with Christo.
New Year Road to Rimini proposal for being involved in New Year's night. Its a big night for S+S to make money and have a party, so let's keep that, and make it a collaboration. R2R would just get their expenses back. and we wouldn't have 8 hours of Italodisco but could have some bands they programme and music, plus others to be discussed. We will make a new year planning meeting for people that will be into having the party to come along to in the near-ish future.
Bill suggested bringing in different music - eg jazz, classical, folk - be good for bringing in folkscene. Room for development. We could put some effort into attracting other forms of musical entertainment. Cumberland do a good folk trade, and a higher capacity than us! (because they fall into older regs than us) but may have a closed period for redevelopment so may be some people needing a venue. We do have jazz through promoters Better Noise.
Andy's exhibition. Andy is building walls and wall panels this week. Needs a keyholding induction and to borrow a key. Amy will help with painting walls, James will help with invigilation.
Summertyne: Needs more info, as does programming; ACTION: PROGRAMMING TEAM - next meeting, Tuesday May 29th is last before July programme. Will be a nice, creative meeting with food (ACTION - need food makers)
AOB:
Staffing need more staff to be signed up. Need to do a general call out more often - ilana has dropped off from doing this. We discussed system for getting more regular day staff (eg 10 people, 1 day a fortnight in cinema for office hours) ACTION: HOLLY will email this week for new volunteers. ACTION: SOMEONE: Put poster up in main space to tell people where the sign up sheet is (behind the bar).
Julie: birthday party - provisionally down as 5th July tbc.
August closing. We are planning to be closed for August - in particular 5th - 30th. as there are things already booked in. There have been some concerns, particular around marketing about this - will need to be a mailout around 10th august time for September brochure so still will be jobs to do! If anyone has any concerns re August please raise them!
Nice things: Suggestion of a Star and Shadow holiday trip. Castle near haltwhistle £1500 for weekend hire. Booked till November but nice thought for sometime next year when it warms up.
Point of info: first cinema in Newcastle was called the Star and opened 100 years ago....
Next meetings: Tuesday 29th - programming - (nb July add a volunteers open day.) Monday 4th - general Wednesday 6th - participatory budget
