Meeting minutes - 27th April 2017
Minutes of meeting held on Thursday 27th April 2017
At the Buccaneer
Present: Frank Goodman (Chair), Sue Goodman, Lesley Smith, Carol Banks, Michele Berrie
Apologies: Phil Green, Jean Day, Richard Baker, Helen Baker, Colin Cocking
1. Approval of minutes of Committee Meeting of 22nd March 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 initial “taster” workshop had been held in the Village Hall between 1030 and 1200 on Saturday 22nd April. Seven children attended, with ages ranging between 4 and 13! Sue, Jackie, Phil and Jean were there. Several parents stayed and refreshments were offered.
After a warm-up they did some characterisation, dance (with Jackie) and mime, finishing off with singing. Sue observed that it was hard work, especially given the relatively small numbers and the wide age range. The children who were there were asked if they would be interested in putting anything on for the Festival and were keen in theory. (A song with movements the most likely thing to be performed and it would be held in the Village Hall).
There are three more free sessions to go (On 6 May, 20 May and 3 June) and Sue noted that she would like assistance in planning/leading some of these. She is hoping for some feedback and obviously, the continuation of the sessions will depend on numbers coming.
If it fizzles out owing to lack of attendance, then at least we will have tried and will have to address the returning of the funds allocated.
4. The Trial of Annie Hearn – Review
All agreed that this had been another outstanding success. Jean reported that it had been sold out every night even though on one night there were visible gaps in the audience. A total of £576 had been taken in ticket sales. Again, a different audience demographic was noticed and much praise had been voiced to all participating.
Michele is working hard on putting it on again for one night at Lewannick Village Hall, despite apparent difficulties in getting a date when the entire cast can reassemble. She is putting together a spreadsheet to pin down a suitable date (hopefully in May or June) and will let all know ASAP.
Michele brought the DVD from Stuart Bailey and it is currently with the Goodmans. A viewing date will be arranged shortly – probably after the AGM.
5. Gunnislake Festival Contribution
Confirmed that the plan remained to do an evening of entertainment at the Rising Sun during Festival Week. The new Committee will need to organise this, set a date (preferably a weekday) and liaise with the Rising Sun. Frank would be happy to be MC again. A raffle would be held and also a collection bucket with donations to be split between GLAD and the Festival Funds.
6. AGM
a. Date: Confirmed that the St Anne’s Church Hall had been booked for Thursday 18th May at 1900 for 1930. Refreshments to be served from 1900. As his final act as Chairman,
Frank has a draft Agenda. Lesley will produce last year’s minutes and will get sufficient printed off. Sue will design a poster and send to Lesley for colour printing and get a number laminated for display around the village by 4th May. Post Meeting Note: In hand
b. Membership Matters
It was agreed to put the Committee’s thoughts on this to the floor at the AGM for discussion and ask for a volunteer membership secretary. Whether or not a volunteer comes forward could well determine the way ahead. Frank would put together a short statement for reading out at the AGM.
It is as follows:-
“GLAD Membership
Due to the complexities of collecting and managing membership subscriptions and also because we are aware that membership offers little in the way of benefits if you are not an active participant in a GLAD production, we have decided to review the whole idea of membership. Whilst there will still be a requirement for those taking part in productions to register with GLAD (in order to covered by our National Operatic and Drama Association liability insurance, we are considering making this registration on a production by production basis. We are also looking at the possibility of offering a ‘Friends of GLAD’ scheme where those who want to show their continued financial support for GLAD can. Details are yet to be finalised and agreed, so there will be no membership fees being sought at the present time. We will publish our recommendations when they have been agreed by the new Committee.”
7. Using Gunnislake Village Hall
In his capacity as Secretary of the Village Hall Committee Frank was able to give the Committee an overview of the possibilities regarding use of the Hall as follows:-
- Future use for major productions Now that the Village Hall has a Gas and Electricity Safety certificate and a structured Fire Safety inspection has been made, there is no reason why GLAD should not consider the use of the Hall for its larger shows. Public liability insurance is now valid and a Performing Rights Licence will be applied for once it has been established whether the Charity Commission approve their application for Charitable status.
Safety advice recommends that the number of people in the hall be limited to 100 (so
an audience of 75-80 would be possible).
- Building a semi-permanent stage
If GLAD were to use the hall for a large production, the issue of staging costs will again arise. Frank suggested that the new committee look at options to increase the size of the stage and purchase some portable staging (which would remain the property of GLAD but could remain in place in the hall.) In return for this collaboration he felt GLAD would be within their rights to then ask for reduced or even free hire rates for rehearsals.
Tubular staging is modular and can therefore be added to over time and removed fairly quickly.
Bespoke wooden structures are cheaper but would not be removable for use elsewhere.
- Use of Hall data projector The Hall has a working data projector for hire which GLAD should be aware of if wanting to use scenery projection in the future.
8. Finance Report:
The current balance in the account is £4,327.24.
This includes £576 from ticket sales for Annie Hearn and reimbursements for the hire of the chairs and purchase of wig by Critter. The youth group costs include £3 for the purchase of tickets for the Delaware performance. Jean has therefore not yet accounted for any of her and Colin’s submitted expenses for either the production or youth group in calculating the current bank balance. Jean also confirmed that the quiz money of £196.10 which had disappeared into the ether of the banking system had now been credited to the account following her conversations with The Co-op bank. Several other invoices were approved at the meeting (including Stuart Bailey’s Bill for £100 for the video, which Michele brought) and which Frank arranged to deliver. Also, Sue’s wig and Jean and Colin’s expenses for publicity posters, tickets and programmes for Annie Hearn.
9. AOB:
Carol wished it to be minuted that GLAD were extremely grateful to Frank for all his hard work and commitment during his three years as Chair, and for bringing GLAD on so far by dint of his writing for them. No candidates had identified themselves as potential future Chairmen so far.
9. Date of Next Meeting
To be decided at the AGM by the newly elected Committee.
