Committee Meeting – 14/7/10
July 6, 2010
Location: The Madding
In attendance
Annie Hollister
Matt Wills (taking the minutes)
Catherine Jones
Tom Chisholm
Geoff Hall
Stephen Poole
Opening Remarks
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Matt reiterated the awesome nature of ‘Britain’s Got Bhangra’.
Juliette Finishing
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Annie agreed to go and ‘trash’ Juliette. Stephen Goodman’s finishing was also mentioned.
Moser Stor€e
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The poor communication of the Moser Store manger was noted, and there was general concern over the mess the Moser is in. It was agreed that nobody should be allowed in there without the manager, and that something had to be done to make sure there was a manager there on a regular basis.
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It was agreed that TAFF should sort out the Moser, perhaps with OUDS help. Annie and Catherine agreed to contact OUDS.
At this point, the meting deviated off the agenda to talk of a punting trip on Friday.
Fresher’s Fair
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Tom agreed to contact the UDO to see if TAFF could ’share’ a stall with the UDO. He also agreed to contact OUSU to sort out arrangements.
Annie interjected with several compliments about Matt’s handwriting, and its Victorian style.
Cuppers
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Annie told the meeting that she would Co-PM cuppers with Catherine.
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The idea of having more judges (perhaps 7) was raised generally and seen as a good idea by all. It was also mentioned that PM’s should judge the technical merits of shows.
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There was agreement after some discussion that the 50/50 OUDS/TAFF split for cuppers profits remained fair.
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Stephen raised the question of whether the £25 entry fee should be increased- the meeting agreed ‘no’. It was suggested that that a new budget level of £60 for shows could include the entry fee.
Charging the Japan Tour
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The fact that the OUDS wardrobe is not charging the Japan tour was dismissed as irrelevant for TAFF’s affairs- as the Japan tour is like any other production, there was hearty agreement that TAFF should continue to charge for hire of its equipment.
Funding Shows
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Catherine came in firmly against this proposal, as it would make TAFF into a funding body and not a support group. The idea was dismissed.
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Annie then used this opportunity to raise the question of the use of TAFF’s money. Ideas like buying radio mics or a projector for hire were considered, and the issue of insurance was also raised. It was agreed that suggestions should be encouraged by members.
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Catherine asked Matt to check on whether the society owes her money for her smoke machine.
TAFF’s 10th Anniversary
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It was agreed that this should be marked by some kind of party, preferably on Friday night to suit alumni. The party would have to be at a time with the lowest number of shows on.
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It was suggested that TAFF could use some of its money to subsidise tickets for the Oxford Playhouse’s technical staff.
Website Guides
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The need for comprehensive and up-to-date tech specs for the OP, BT, OFS etc was reiterated, preferably with contact details for the staff at each venue.
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The possibility of also increasing usage of Magdalen College/Corpus Christi/St John’s Auditorium’s was also discussed.
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Stephen asked whether the O’Reilly hire fee makes money for Keble, as this could be used to improve the kit in the building.
Stash
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Matt told the meeting that Jake had passed responsibility for stash to him, and that steps would be taken over the summer. He confirmed that no money had been taken from TAFF members yet.
AOB
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Annie agreed to talk to the Moser Store Manager about the Moser situation.
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Annie also mentioned [again] the idea of punting, and reproached the absent James Barber for his failure to organise one [!].
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Annie also kindly pledged to make Matt a syrup sponge cake with Canadian maple syrup for after exams.
Matt and Tom’s rapid departure to Sainsbury’s signalled the close of the meeting.
AGM – 5/3/10
March 9, 2010
Location: Lower Lecture Room, Lincoln College
Catherine’s Speech (6.08pm)
We’ve had a good year.
Catherine is the first female president! Let’s keep women involved. (Men too). We had an all female exec too.
We have sorted out the Moser stores: round of applause for Adrienne and Cat Cleary for all the work that they have put into it (they are not present).
In response to questions, Catherine notes that it pays for itself (the money from hiring props pays the people who work there) and that we have a first year from Wadham working with Adrienne. Catherine explains to Alex Prideaux how it all works.
Catherine thanks the committee, especially Juliette, Annie and Shivani.
Catherine also thanks the Playhouse staff (who are not present). TAFF’s relationship with the Playhouse staff has improved.
Catherine feels that TAFF as a society has progressed away from being overly reliant on its alumni, and we have reached a new, positive stage.
Questions for the President
Alex Prideaux asks about the Moser stores again. We agree that Annie should keep an eye on charging for props, but we note that all the money goes through the TAFF account.
Mark Roberts appears.
Juliette’s Speech
Do I have to minute myself? Catherine offers. Jake notes that I wouldn’t have to if I’d written it down. I have, so I don’t have to.
Given that we have probably TAFF’s funniest member as Treasurer, I was worried that he would make my speech look awful. So Jake has kindly donated the following:
There once was a society called taff
Whose 302 members were always a laugh
They helped with hundreds of shows
Of which there’ve been highs and lows
And thanks to those who worked on its behalf
On a more serious note, we currently have 302 members, plus 6 associates, and 27 alumni. This means we have doubled our membership since last year! By my calculation, this year we’ve done about 100 shows, so that’s not bad going really. Lots of us here were involved in West Side Story, which was a huge success, but we’ve achieved many amazing things this year, from the small to the big. We’ve run some successful workshops: our ‘Intro to Tech’ workshop, our ‘What to do if your lighting designer gets hit by a bus workshop’, and ‘what you need to know about technical theatre if you are a producer or director’ workshop.
On a personal note, this year I have made an effort to reply to every individual who has joined the mailing list, except during Fresher’s week, to find out what they want to get involved in. This has been successful in placing crew with shows, I think. I have also taken lots of minutes, and I really hope that Jake will put the minutes of this week’s meeting up on the website as soon as I get around to typing them up and emailing them to him, as they were particularly entertaining.
I’ve really loved being TAFF Secretary, and I’m sad to step down. Obviously if I’m hanging around for the next few years I will stay involved in TAFF, and if not, I’ll be back for dinner next year!
Matt’s Speech
(There are some handwritten notes at the top. They are illegible).
Matt had aimed to start with a joke, but he doesn’t know any. He googled them but he only got pages about him and his use of black LX tape an Alex’s views on that. Alex tells the story well.
Financial report:
We started TT09 with just over £2500, skewed partly by the fact that we hadn’t paid for last year’s TAFF dinner.
At the end of TT09 we had almost the same, minus some money for website design and minibus hire.
MT09: dropped to £1500 because we paid Lincoln.
Other outgoings: fresher’s fair, drinks, payments to Moser, Pitman painters.
No incomings.
He estimates the balance being at £2146.19 because of this year’s TAFF dinner.
He also has more money in cheques.
Matt thanks Henley Theatre Services for their £250 sponsorship and ETC for covering the costs of drinks at last year’s dinner.
Matt will answer questions about TAFF finance or will show anyone the accounts – but not tonight as he forgot them
Unsurprisingly, Matt thanks Shivani. For her skills as treasurer.
Also thanks the outgoing committee, and looks forward to working with the committee.
Matt questions what the point of TAFF is, and concludes that it’s about working on great shows, but that it’s particularly about the community, and the membership.
Matt likes having friends.
Questions
Annie: (To Matt): is that a fake bow tie?
Matt: no it’s real (Shivani tied it)
Stephen P: how much did we make from cuppers?
Matt: don’t know
Jake: can we spend more next year?
Catherine: on what?!
Discussion about gobo hire
Mark: do we break even each year?
Matt: about, yes?
Alex: What’s happening with the OFS?
Catherine: no shows next term, it’s going to become (eventually) a different type of venue.
Stephen P: it will closed for 2 academic ears, and there will a black box theatre in the Catholic Chaplaincy.
Catherine: We haven’t been asked to get involved with that.
Alex: lots of spaces are due to come on line, but haven’t yet: there are lots of college venues.
Annie stands up to say hi. Applause.
Josh: OUDS owes TAFF money and will pay.
There is general disapproval of Josh’s clothing.
Ends.
Committee Meeting – 4/3/10
March 9, 2010
Location: Far From The Madding Crowd
Something Greek involving Lesbians
1. AGM & Dinner
The AGM will start at 6pm.
Dinks to be set up from 5.15.
It is indeed balck tie.
Catherine will be drunk.
Pre-dinner drinks start at 7pm.
Dinner starts at 7.30
Alcohol: Annie to call James Methven.
Annie and I both went to James M’s room after Fresher’s Drinks.
To put the leftover alcohol there.
Matt is amazed to discover that laptops are indeed transportable. It’s a novel concept to him. Yes, he has a laptop. (But not a mac)
Matt would like a blackboard on wheels for his birthday.
Annie phoned James M & located the alcohol.
2. TAFF Stash
To be ordered.
TAFF will pay invoice and we will pay TAFF back individually.
We can store the stash at my house
3. Is there anything that we’d like Barney to do for us?
We are still concerned about the lack of a technician at OPH interviews.
We would like tech spec for the Moser – their website is broken.
We would like a handbook for Playhouse bids so that people know what to include.
4. Workshop Space
Shall we get in touch with estates?
Yes: Shivani to do this AFTER mods.
5. Reminder about chairs for the Moser
6. Workshops
We had two good workshops & 1 abortive.
For next term: Intro to tech, what to do, producers & directors, knots, flying.
We had a discussion about Tom Chisholm, who moisturises his hands, and Jake noted the contrast between his black clothes and the colour of his face. I cant remember how we got here.
7. Where are the sound effects CDs?
Catherine Leaves
8. Stephen to email list about Gobos
Speculation about TAFF BBQ
We discussed gynaecology.
Annie: “Who’s looking forward to TAFF dinner?”
All: “Me!”
9. More Ben’s cookies were eaten.
Committee Meeting – 24/01/10
March 9, 2010
Absent: Josh, Stephen Poole (who had a good excuse)
1. Term Card:
AGM; 5th March, Lincoln, then dinner
Ice skating 4th week
Moving lights workshop
Committee meeting 6th week
Elections 6th week
2. Workshops
Dan Travers will hold a working lights workshop, date TBA
SG will offer an intro to tech workshop and see what the take up is
We will re-run ‘What to do if your technician gets hit by a bus’ at the start of Trinity (the new committee will, not us, sob!)
3. AGM & Dinner
Menu: Goats cheese salad, guinea fowl or stuffed peppers, chocolate roulade
We voted in favour of subsidising dinner by £2 so we could have champagne and not sherry before hand
Exec to make speeches
JG to check membership figures & talk about how amazing West Side was!
It will be black tie
Everyone should come!
4. Stash
Will be £15-20
JA to email list and ask who wants stash
5. Gobos
Should TAFF buy the Magic Toyshop gobos?
We probably don’t need them all, we should buy some of them
We should charge for use of gobos but advertise that we have them
6. Moser chairs
Generic wooden chairs
All to ask colleges if they have them
7. Workshop space
Ruskin haven’t replied
SS to ask engineering
8. Jake thinks the curry is good.
9. More curry was eaten
Committee Meeting – 17/11/09
November 30, 2009
Absent: Josh, Stephen Poole
1. Insurance:
-Barney/the Proctors recommend that we go with our national body but they don’t like students
-We’ll look into it…
2. Barney’s request about Kallila Wa Dimna
-None of us can do it because we have Cuppers in 7th week
-We will ask them to email the list, as they haven’t actually done so
3. Job Centre:
-No one looks at it
-If people post to it I suggest that they email the list
-Jake will ‘break’ this and put up a notice to say people should email the list
4. Hire Centre
-Can we update this?
-Jake to look into
5. TAFF Stash
-Shirtworks a possibility?
-Jake to look into post WSS
6. Treasurer elections must be held
-I’ll do that
-Need a week for nominations
-Need a week for objections if no elections
-Manifesto needed
At this point Stephen Goodman goes to get pizza for all of us
7. Cuppers is next week, everyone needs to tell Catherine their availability
8. Christmas curry:
-To be curry, not Lebanese
-Tuesday of 8th
-Annie organising
At this point Stephen returned with pizza
9. Hilary Term Dinner
-We want it to be at Lincoln
-Friday of 7th week ideally
-£25
10. AOB: Ruskin letter needs to be sent…
11. AOB: we need a new person for the Moser
-Juliette to sort out
More Pizza was eaten
More West Side Story songs were sung
Committee Meeting – 14/10/09
November 30, 2009
Location: Far From The Madding Crowd
Apologies: Shivani and Jake
Absent: Josh
1. Freshers Week:
-We have a stall shared with OUDS & UDO
-We plan to run two workshops: an intro workshop and a ‘what to do if your technician gets hit by a bus workshop’: Stephen to organise
-We will hold Fresher’s Drinks: Caroline to organise
2. Termcard:
-Workshops
-Drinks
-Cuppers
-Christmas Curry
-Meetings
3. Stash:
-We want hoodies!
-TAFF logo on front
-Oxford Theatre Crew on back
-We need to find a good company to make them
4. Workshops
-Shall we ask Josh to do cardboard furniture?
-We should run ‘What to do if….’ Workshop every term
5. Albert Hall
-3rd week Hilary
(I may have forgotten what this referred to)
6. Henley Theatre Services Rep (paid position)
-Cant be advertised on TAFF list
-Shouldn’t be someone on the exec
-Can be someone on the committee
-This year it’s Alex Dickens
7. Moser Stores: how should the position be paid?
-Decision taken was that they should earn the money that they make on props
-To be reviewed next term
-Perry hasn’t showed up as much as we would have liked
8. Cuppers:
-Catherine and Alex Dickens are PMs
-Will take place in 7th week
-Everyone needs to help out
9. More drinks were served
Committee Meeting – 31/05/09
August 15, 2009
The TAFF Committee meeting was held on 31st May at 1pm. It was scheduled to be at the Madding, but we relocated the O’Reilly so that Josh could be there, cutting gel.
Present: Catherine, Juliette, Shivani, Annie, Stephen, Josh
Apologies received from: Caroline, Stephen, Jake, Mike
1. Insurance (from Mike):
a. The University’s Insurance is on the proviso that Risk Assessment’s have been carried out, and productions are mounted by suitable and responsible people.
b. 2 Risk Assessments need to be signed off by a suitable authority – they suggested UDO…
(Can you let me know who currently signs off risk assessments, and what the venues’ policy is on them – and if they sign them off, whether they count as a suitable authority, &c.)
c. Everyone involved in productions are covered if they are mounted by registered societies (OUDS, TAFF, OUG&SS, OULES, &c.) or if I am aware of them. Productions need to be open to all student members of the University to be covered, so some college shows that exclude everyone else may not be covered…
d. Need to check that technicians have suitable qualifications and/or experience. All inexperienced technicians need to be supervised. Level of hierarchy with ascending experience/training needs to be in place.
e. Contractual liabilities – need to check venue contracts do not put all the liability on the hirer (NB. I need to check that out, but something to be aware of).
f. Venue technicians need to give ‘inductions’ to inexperienced technicians.
Catherine, Juliette and Shivani to meet Mike to discuss.
It was agreed that there is a limit to the impact that TAFF can have on this matter, as we are not able to offer qualifications. We do not provide technicians for shows, therefore we cant decide who is or isn’t experienced enough to work on a show. We also cant supervise anyone who is not deemed to be experienced.
All venues have their own risk assessment procedure, but we should clarify with every venue to ensure that risk assessments are signed off by the PM, a representative from the venue, and the UDO if that is necessary.
In terms of colleges, that is something that they must deal with, but it was generally agreed that most colleges have risk assessment procedures in place.
In terms of inductions: this is highly venue dependent, and again not something that TAFF can enforce.
2. Possibility of workshop space
A workshop would be useful. The suggestion is that we try to find a room that can be used for prop-making, painting etc, but that TAFF would not provide tools, thus we would not be responsible for insurance etc. Shivani will write to the Ruskin and see if they have a space that we could use on a Sunday. Ideally this would have a locked cupboard in so that we could store things there, although this would raise the issue of who has keys.
3. Punting
TAFF punting will be Saturday of 6th week. Annie has hired punts and we will find another one. Annie will send an email to the list. We will provide refreshments. We hope lots of people come as it should be lots of fun!
4. The Playhouse
The Playhouse has frozen charges for this year and has agreed that we will have a fixed slot in Trinity between 1st and 3rd weeks.
We need to resolve the issue of technicians agreeing to be on bids and then dropping out. This was discussed extensively, and we agreed that the best option was for the Playhouse to give any team without a PM one week to find a PM before they lose the slot. We need to emphasise to the Playhouse how important it is. See Madness of King George for details.
5. Taff Gods
A motion was proposed that ALL former TAFF presidents should become officially designated as TAFF Gods, although their powers were not specified. A vote was taken, with two voting for, three against and one abstaining. Thus the motion failed.
A motion was proposed that this motion should not be brought up at every meeting. It passed unanimously.
6. AOB:
OUDS elections: OUDS elections are to be held this week. Josh is standing as Treasurer. Juliette to email TAFF to encourage everyone to read the manifestos and vote, even if it is for RON.
Moser: Juliette is talking to Catherine Cleary about handing this over for next year.
Cuppers: Cuppers will be in 7th week next year. We will need as many hands as possible.
Freshers Week: we will have a stall with OUDS at the Fresher’s Fair. All committee members should help run the stall.
Next Meeting: will be in 0th week of Michalmas
More Gel Was Cut,
Committee Meeting – 14/05/09
May 15, 2009
Meeting opens at 19.05
Present: Catherine, Juliette, Shivani, Jake, Josh, Stephen, Stephen, Caroline, Mike. Annie arrived late.
1. Website:
- Jake has fixed the spelling mistake in the banner
- The Committee list needs to be updated: Jake to do this
- The Drama Officer needs to be added to the mailing list: Juliette to do this
- We need to think about adding to or updating some of the guides on the website
- Jake suggests we look at using group spaces rather than our current mailing list: Jake to look into this
2. Drill: we no longer have a charger for the drill that TAFF don’t own or lend to people. We could either buy a new drill or a new charger. The meeting simultaneously agreed on both, confusingly. But TAFF don’t own a drill or lend it to people…
3. Moser Manager: we need to find someone to run the Moser next year as Catherine Cleary is going to be in Princeton
- Juliette to make a list of all those in Wadham, Hertford and New to contact
4. Next meeting: this term is busy and this will be difficult to schedule. We are going to ‘doodle’ it. Apparently.
5. Cuppers: Drama Cuppers will be in 7th week of Michalmas, as West Side Story is in 6th week
6. Workshops:
- We decided that we don’t want to have any more workshops this term as people have exams.
- We discussed workshops for next term, and having a freshers event to be widely promoted as an introduction to Oxford theatre and an opportunity to meet other technicians. We want to find the ‘secret techies’ at Oxford.
- We also want a ‘What to do if my LD gets hit by a bus’ or ‘Technical Theatre for Dummies’ workshop at the start of Michalmas.
- Josh will run a cardboard furniture workshop in Michalmas.
- What should you do if your LD gets hit by a bus? No firm answer was agreed on
7. Annie arrived.
8. Annie proposed that the position of Taff God should be established for two former presidents. There was a unanimous vote against.
9. OUDS are meeting the Playhouse next week. Josh and Catherine will go. We would like thme to discuss Playhouse Inductions for Production Managers.
10. Term Card (for this term, to re-register)
- Workshop
- Meetings
- Possibly Punting
- Possibly end of term event
11. Meeting was adjourned. More drinks were offered
AGM Minutes
March 2, 2009
1. President’s Report
- Pretty good year
- Thank you all, especially Catherine and Jake
- Highlights from Christmas Dinner:
- Why didn’t the skeleton go to the New Year’s Eve Party? He had no body to go with.
- Where should a dressmaker build her house? On the outskirts.
- Lasting innovations: Wadham store changes with TAFF manager
- No storage space
- Thank you some more people
2. Secretary’s Report
Thank you all for coming to this year’s AGM. I’m going to outline briefly a few of the many things that TAFF have been doing in this very busy year. We now have 145 full members; with a futher 8 associate members, 21 old members and 27 alumni; who are getting involved in almost all of the massive number (by my very rough calculations well over 100) of drama productions that have gone on in OXford over the past year.
Over the past year I have worked on the redevelopment of the TAFF website, working closely with Richard Ashby, to ring its look up to date and improve some of the online tools such as the FQs section to make them a better used resource by our members. Work on this is still ongoing.
This has also been the first year in a while that TAFF has had a contested election, for which I acted as returning officer. I’m sure you all enjoyed reading the numerous and lengthy emails I sent out in connection with this. I am pleased to report that the election passed off very smoothly, and congratulations to Juliette who has been elected as my successor for the next year as a result. Good luck to her!
I’d just like to finish off by saying thank you very much to the other members of the Exec and Committee: Josh, Shivani, Catherine, Catherine, Hannah, Stephen, Claire, Alex and Alex and to our Senior Members. Everyone has worked very hard this year to ensure that TAFF continues to meet the aims it was established to provide, and I am sure this will continue for many years to come.
3. Treasurer’s Report
- It’s been great
- Got to work with Jake and Josh
- Increased expenditure of £100 on Store Manager but this is viable.
- Trip to London – successful
- All the usual things
- Thanks especially Alex P
- Thanks Committee and Mark Roberts
4. Accounts
- In the account there’s £1148.43
- MT last year – £1148.43
- MT07 £1065.80
- Not had Cuppers income yet or money from Albatross (possibly).
- Main expenditure – Freshers’ drinks and Banner
5. Other matters
- Various mailing list changes were requested which Jake will action
- Moser Store – whether we should start charging for hiring was considered. It was noted that back in the old days people were charged £2.50 per item.
- Jake said that if requested he would keep working on the website.
- In the light of the recent report in the Cherwell regarding the friendliness of Oxford’s drama related societies the meeting voted on and passed a motion resolving to be more friendly next year. For some reason it was minuted that we should “get the friendly factor out”.
- James Methven has a workshop potentially for stage engineering if anyone is interested.
- Mark Roberts also mentioned an etc desks workshop.
The Meeting closed at 6:25pm.
Committee Meeting – 24/1/09
January 28, 2009
Meeting opens at 11:05 – tea is served for all.
Apologies from Catherine Cleary.
Present: Jake Anders, Stephen Goodman, Alex Prideaux, Claire Childs, Shivani Singhal, Hannah Morgan, Josh Randall
1. AGM & Dinner
- Dinner – Catherine will advertise soon
- Menu:
- Starter: Salad/Cheesy Salad thing/Mozzerella something like that
- Main: Filet de boeuf roti with dauphinoise potatoes and legumes (or vegetables)
- Souffle au citron
- Apologies for any spelling mistakes in there
- AGM all going fine – Exec reminded to remember to prepare speeches
2. Senior Member
- All voted in favour of making Mark Roberts another Senior Member
- Jake will see if we need to register him somehow with Proctors’ Office/Clubs Committee or similar
3. Social Events
- Plans for:
- Ice Skating in 4th Week
- Bowling at end of 2nd Week
- Potential Punting
4. Any Other Business
- Adam Washington to become associate member – agreed unanimously
- Do we want to invite some Playhouse people/other particular invites to AGM/Dinner? A list of invites – CJ to action
- Derecky Penny
- Mark White
- James Methven
- Adam White
- Various changes to mailing list and membership to be actioned by JA
- It was noted that AP now has no beard.
- Draft timetable for TAFF Elections was proposed by JA and agreed by the committee.
Meeting closed at 11:50. More tea was served.
