Minutes 03/12/17

Date: 12/3/2017

Minute-Taker: Marion Magrangeas

Facilitator: Carlos Lozada

Attendees: Carlos, Anna,Tom, Sami, Ola, Marion, Becca, Sasha

Discussion: Finance Update:
We make about £165/day. We lose this amount when the cinema remains closed for a day: keep ensuring it is never the case, even when there are no films on and we only sell a few drinks, any profit counts.
November was a good month.
Parties were a good source of profit again.
Debt: we still owe the council approx. £4000 : will be paid by August/September 2018 at a rate of £400/month.
We currently pay rent by installment : £100/month - it is likely the rent will increase next year; we don't know by how much yet. 
A meeting will be organised soon regarding the finances and legal status of the cinema.


Key policy
Becca, Maira and Anna drafted a document regarding key policies. It has been sent by email but will be accessible on loomio and the volunteer section of the website in r next couple of days.
Summary: 
15 KEYS - 5 roving/10 permanent
Set up a KEY REGISTER
Register complaints + review of key holders at Sunday meetings/monthly basis.
Long term key holders (contact details on loomio/website)
Short term/contextual key holders
>>>>> set up register for both
Specific roving keys (facilitates more flexibility)
Criteria: attendance and participation + geography
-Long-term/regular volunteers
-Knowledge of how the cinema works (technical aspects/finances/stock etc.)
-Regular programmers (often need to be 1st on site and set up/lock up)
-Ability to come last minute in case of emergency
>>>Lock/insurance: our current insurance stipulates our lock should conform to british legal standards (BS3621)-if it doesn't we are not insured in case of a burglary. 
The lock will be changed and new keys made and distributed in accordance with the redacted Key policy. 
IMPORTANT POINT: Changing the door to a more secure one. According to Carlos' research: cost: £300-£400. 
Makes no sense to change just the lock and get new keys if we are to do it again as we change the door- discussions about changing the door fully are in process. Updates on loomio/hands email list.

Sound
Recurring issues
Frequency buzzing
>>>> need to be solved
Ola will be investigating today.

Charity application
Waiting to hear from the adviser; process in progress though.
+we have support from FilmLondon and people wi good film credentials. 

First aiders
How many are there among the volunteers?
Consider organising another training. 
Marion will research prices etc.

Marketing
Newsletter
IMPORTANT POINT/REMINDER: branding and design: use the cinema's fonts/label/logo
Set up a budget for facebook promotion- Tom
>>>> promotion of DC as a whole
Organise VOLUNTEER WORKSHOP

Wifi/broadband
New installation December 22
Offer customers free wifi
Change of password monthly

Party policy
On Loomio: please read it

Final point- discuss free hot beverages for volunteers on the day they volunteer

Groups Split Into: Didn't break out

Feedback and Tasks: See above.

Sam Taylor