Meeting minutes - 22nd March 2017
Minutes of meeting held on Wednesday 22nd March 2017
At the Buccaneer
Present: Frank Goodman (Chair), Jackie Coombs, Sue Goodman, Lesley Smith, Jean Day, Richard Baker, Helen Day Cocking, Colin Cocking, Michele Berrie
Apologies: Sally Hopkins, Ross Hanley, Carol Banks, Phil Green
1. Approval of minutes of Committee Meeting of 10th January 2016. (No meeting in February 2017)
These were approved. (Helen, please place minutes on website)
2. Matters arising:
None that would not be covered during the course of the meeting.
3. Youth Theatre Project Update
Sue reported that the Youth Theatre Group had met and had arranged to go and make an initial presentation to Gunnislake and Delaware Schools on Tuesday 18th April aiming at the Key Stage 2 level (7 – 11 year olds). She emphasised however that no one would be turned away if younger or older. A taster workshop session had been booked, using St Anne’s Church Hall for Saturday 22nd April from 1030 – 1200. 4 other dates had been earmarked, but they (and their venue) would be entirely dependent on the take up. It was noted that the Church Hall was currently getting quite busy and booked up on Saturdays, but hopefully the Public Hall would be available for use again in the near future. Phil and Sue were booked to undertake First Aid training with Lynher Training on 31st March.
Frank had produced a comprehensive Child Protection Policy based on that provided by NODA. It was agreed that the Committee (and also the Youth Theatre Project Group members) would study it more closely, with input from Richard, who had current experience in Child Protection in a variety of areas. Decisions would need to be made over some of the optional inclusions, which required additional documentation.
4. The Trial of Annie Hearn – any last minute issues
Michele reported that all was on course. The inclusion of the sound and lighting for the last couple of rehearsals had been a great help. Props and stage management were working well and cast members had put together their costumes to good effect. Final rehearsals would concentrate on lines, but Michele was very pleased with the cast’s efforts and commented on how the company had grown in confidence since the first non-pantomime production. Chairs would be rented from the Public Hall and brought in over the next few rehearsals. A decision would be made after next week’s rehearsals as to whether to hold a rehearsal on Monday 3rd April and full dress rehearsal on the 4th or only one or neither.
Colin had the programmes in hand, Jackie would do front of house again and it was agreed there would not be a raffle.
Tickets had sold out for Friday and Saturday and Jean would check ticket sales for the Wednesday and Thursday. Lesley would check whether Pam Cox and Margaret Bailey were coming and if not, invite them.
5. Gunnislake Festival Contribution
It was agreed that the various administrative delays in setting up the Youth Group would render it impossible to rehearse and put on a production in time for this. Another play by the Company would be too onerous, following on from Annie Hearn, and Frank also felt that
the Battle of New Bridge street performance was probably too ambitious and time consuming for the same reason. It was agreed to reprise the evening of mixed entertainment held at the Rising Sun two years ago. A date would need to be agreed with the pub, and a mix of songs, poems, monologues etc would be put on. A raffle and possibly a bucket for collection for GLAD funds would be a simple means of further fund raising.
6. AGM
a. Date: Agreed on Thursday 18th May at St Anne’s Church Hall (subject to availability) at say 1930. This date would give Steve Sheasby (who had agreed to audit the accounts) enough time, taking into account his absence on holiday in late April.
b. Committee Members Standing Down:
Sue did not want to continue to be responsible for publicity although would probably be happy to remain on the Committee (Youth Project related)
Frank, as he had previously intimated, wished to stand down as Chairman after 3 years. All agreed that he had shown great leadership and initiative and had really taken GLAD on to a different level. He felt it inappropriate for him to remain on the Committee, but would be happy to continue as our “Writer in Residence” and to do the sound and light and to be co-opted for advice if required.
Sally was resigning from the Committee and as Membership Secretary owing to lack of time.
c. Membership Terms & Prices
There was some discussion on how to manage this, with the feeling veering towards not running an annual membership with forms, subscriptions, chasers, etc (whilst not wishing to alienate non-performing supporters) with perhaps a Friends Group paying a small sum/donation, but merely charging individuals a small flat fee to take part in each performance. A list would then be created of everybody involved in that production (all of whom would pay) and this would satisfy insurance needs. The fees could be varied according to the size and scope of the production. If agreed, this intended way ahead would need to be produced and tabled at the AGM for agreement.
7. Finance Report: Jean reported that the bank balance was a healthy £3,785.22, which took into account the £102 due to Lynher Training for the First Aid. However, on scrutinising the bank statements and reconciliations, Jean had uncovered an anomaly. A sum of £196.10 which she had paid in, and was fully receipted, had never reached the bank. In order to discuss this (as most transactions are done via internet banking) Jean had to have a signed form (done at the meeting) to apply for a telephone banking pin in order to discuss this with the bank. She had discussed it with Steve at the Post Office who agreed the details on the receipt, (which was in Jean’s possession) regarding the account number and everything else was perfectly correct. Jean would pursue this and report back to the Committee.
8. AOB:
a. Use of the Church as a Venue
Penny had intimated that the Vicar (Rev Chris Painter) had offered GLAD the use of St Anne’s Church as a venue. Bearing in mind that it had been used for some Wizard rehearsals and there is plenty of space, raked seating, excellent acoustics and an area beneath for costumes, changing etc it was agreed to express an interest. Clearly some thought would need to be given as to the nature of the production to be staged there, but as it would not attract rental charges, it would be unwise to turn the offer down. Penny to be asked to thank the Vicar and express our interest in principle.
