Minutes of meeting –Monday 5th October 2015
Present: Frank Goodman (Chair), Phil Green (Vice Chair), April Gunn, Jackie Coombs, Sue Goodman, Colin Cocking, Sally Hopkins, Michele Berrie, Ross Hanley, Lesley Smith, Jean Day (later)
Apologies: Carol Banks
Approval of minutes of Committee Meeting of 1st September 2015. These were approved with no amendments – (Helen: please place on website.)
Matters arising from Committee Meeting of 1st September 2015 - None
The Vampire
Costumes – Frank felt that we needed to liaise with Carol as a matter of urgency for Michele to look at available costumes and decide what different characters would be wearing. It would have to be arranged around Michele and Carol’s medical appointments. Post meeting Note: Michele and Annie Hanley (who has kindly agreed to do sewing and alterations) will meet at Lathlean at 1530 on Wednesday 7th October, with available cast members coming in in stages. Those unable to attend could bring any costume suggestions of their own to the next rehearsal.
Staging Requirement/Production General – need to discuss with Jean (not yet at meeting )
Bats were available for purchase in the Post Office for 50p each – it was agreed to buy 25 for maximum effect!
There would be no specific after show party, but cast and friends would congregate in the Buccaneer main bar afterwards
There was some discussion about where Katy C would do the make-up (this would be addressed at a further production meeting). Ross suggested Katy come to a rehearsal to get a feel for the characters and this was thought to be a good idea. Mike – please invite Katy to a rehearsal of her choice!
Technical Rehearsal/Lights/Sound As Ross is not available to perform on the Thursday, Frank will be Johnny that evening. Someone else therefore will have to operate the sound & lights and have a briefing first. Phil would approach his son Mike who has some experience with technical issues. Frank & Phil would arrive early to set up lights & music.
Production Meeting – Frank would put a calling notice for Frank, Michele, Jean & Katy to get together. Issues such as the black curtaining also need addressing.
Choreography – Michele is meeting Jackie on the 20th to discuss/arrange the “Monster Mash”. Michele will meet separately with the 3 “Handmaidens” to discuss the Abba number/moves.
Publicity - the “Teaser” posters are already distributed. Sue has the tickets but has yet to touch base with the new owner of the Premier Store, Graham, to finalise arrangements. The actual posters will be available very shortly for distribution round the village and pubs. There is an article in the latest edition of the Gateway giving full details.
Front of House - suggested that they be dressed up. Jackie (hopefully assisted by Sarah Cantwell) will take tickets and any money on the door from those who have not pre-bought. Programmes are free.
Certification – Lesley has spoken to Gill and also to the Licencing Office at Cornwall Council. Thankfully, owing to a change in rules, the Buccaneer’s Licence will now cover us (providing attendance of less than 500 people!!! and strictly between the hours of 2000-2300). There is no requirement to apply for a separate Temporary Events Notice. Lesley has asked Gill to confirm the maximum numbers (including cast, technical, FOH & audience) that she is allowed in the back room area. This will need to be adhered to and a relevant Health & Safety/Fire briefing given. Gill is as ever, being most co-operative and has largely cleared the area. There is a request not to leave stools in front of the big silver fridge, for ease of access by bar staff. Gill is happy to open the side bar if we wish it, but felt it might detract from the performance. It was agreed at the meeting to ask the audience to get their drinks from the Main Bar and not to use the side bar in the “studio”.
Variety Show
Some discussion on the title – agreed to be publicised as Glad presents ……”SHOWTIME”.
Auditions – agreed to advertise this for 1930 on Tuesday 10th November in St Anne’s Church Hall (subject to confirmation of availability.) This is for people to showcase their individual acts for consideration. Jackie has running order/plan of songs from the shows which is the main framework. Jackie will contact parents of children who have expressed an interest and Jean will put out the word at the School.
Details of ticket costs, programme, sponsors, etc to be addressed at next Committee meeting.
Michele & Lesley will meet separately to discuss grant funding options.
NODA
Frank queried our involvement/membership. Lesley explained that when we started we had no idea where to go for insurance and advice and Mark Seaman had recommended we join NODA. The membership itself is not that expensive (around £70 pa) and gives us access to the specifically tailored (and excellent) insurance policy for Amateur Dramatic Groups which is administered by NODA on behalf of its members. This insurance is current, and gives us our certificate of public liability, injury cover to a huge sum, plus cover for our costumes stored at Lathlean, any other equipment we own, wherever it is, cancellation compensation and all other necessary statutory cover. Lesley ensures membership & insurance is paid and kept up to date.
AOB
a. Calstock Parish Christmas Tree Festival - Sue & Lesley had received notification of this, with details of opening times and criteria. It is to be held in St Anne’s Church this year and the actual display is again only for three days. It had involved a lot of work by a few for very little return last year, but the feeling was that as it was in our own village, we should participate. Thoughts for a theme and volunteers to run it are sought for the next meeting. Deadline for applying (Sue & Lesley have the forms) is Monday 9th November – 1 week after our next meeting.
b. Cornwall Drama Association Theatre Day – this is being held at Newquay on 24th October. Frank has the details. Please let him know if you are interested in attending.
c. PRS - Lesley reported that she had never received a bill for PRS charges for The Wizard, despite sending off the necessary form within the required timescale. It was agreed not to pursue it. She also mentioned that St Anne’s Church Hall would have greater availability for our rehearsals this winter and she would liaise with Caroline Lake as necessary. She is currently holding a key.
Ross queried whether Gill was happy/satisfied with the arrangements for the Vampire. It was felt that she was hugely supportive of it. Cast members would stop off for a drink afterwards in the bar after rehearsals if convenient to them.
Date of Next Meeting – Monday 2nd November 2015 in the Tavistock Arms at 7.30
