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AGM 2008 MINUTES OF THE
ANNUAL GENERAL MEETING OF THE SOMBORNE PLAYERS HELD ON THURSDAY
8th MAY 2008 AT 8.15PM IN THE SCOUT HUT PRESENT:
Linda Aucock, Vicky Burden, Nigel Coleman, Lesley Evans, Andrew Flanagan,
Alan Glynne Jones, Chris Hall, David Haydon, Melanie Haydon, Sue Holligan,
Kelda Lay, Pollyann Monk, Rebecca Rickard, Vanessa Sharpe, Bill Sutton APOLOGIES:
Catherine Cartwright, Sarah Litton, Sue Spurling MINUTES OF THE
LAST ANNUAL GENERAL MEETING: The minutes of the last AGM held
on 3rd May 2007 were read by Vicky and accepted, proposed by Alan,
seconded by Chris. MATTERS ARISING: ·
The constitution is now on the Players website which
is open to public viewing. ·
A children’s production is underway: “A Play in a
Week” Summer School led by Sarah Litton. The Summer School will take place
from 11th to 15th August 2008 culminating in a free
performance of Alan Ayckbourn’s “Ernie’s Incredible Illucinations” at 7.30 on
Friday 15th August in the Village Hall. The Summer School is full
with 16 students paid up and a waiting list in place. TREASURER’S
REPORT Melanie Haydon presented the accounts which have
been audited by John Green. “An Inspector Calls” made more than twice the amount
of the previous Autumn play and “Cinderella” made more money than the
previous panto despite tickets being cheaper. The cost of productions was
higher partly due to buying alcohol licences and wine, but this resulted in
higher takings on refreshments. Costume hire for “Inspector” was a necessary
cost. Ticket sales were recorded: An Inspector Calls – Friday 120 tickets, Saturday 60
tickets Cinderella – Friday 111 tickets, Saturday matinee
141 tickets, Saturday evening 107 tickets We made more money from subscriptions due to a
higher membership fee and people being reminded to join. We are no longer members of Noda as the committee
voted to change to a cheaper insurance provider. The question of whether we
could be covered by the Village Hall insurance was raised. Sue H. proposed the accounts were accepted and this
was seconded by Linda. Melanie reported that our bid for funds from Test
Valley Council had been rejected on the grounds that we are already a
successful society. Vicky thanked Melanie for her time and effort in keeping
the accounts and compiling the bid. CHAIRMAN’S
REPORT Vicky Burden presented the Chairman’s report and a
list of activities undertaken by the Players in the last year. Alan commented that our reputation is growing and is
of benefit to us. Andrew commented that a reputation for productions of lower
quality in past years still affects us. Pollyann commented that positive
publicity in The Gauntlet and other areas helps and Vicky added that word of
mouth is still one of the best forms of publicity. Andrew commented that the pantomime is improved by
not having filler scenes in front of the curtains. Kelda was thanked for her hard work with the
children’s choreography in “Cinderella” as this made the panto start with a
bang and should be the way we start pantos in future. Pollyann proposed that the Chairman’s report be
accepted and this was seconded by Kelda. ELECTION OF
OFFICERS No nominations were received in advance. Chris proposed that the previous committee be
re-elected en-bloc. This was seconded by David. The committee is now as follows: Chairman Vicky Burden Treasurer Melanie Haydon Secretary
Vanessa Sharpe Committee Nigel Coleman Alan
Glynne Jones Sue
Holligan Rebecca
Rickard Sue H. commented that the committee meetings are
enjoyable due to being efficient and focused. ELECTION OF
AUDITOR Melanie proposed that John Green be elected as
auditor, seconded by Vicky. NEW RESOLUTIONS Vicky read sections of the constitution which the
committee wanted reviewing. Added to point
3: Junior membership shall be open to any person
between 7 and 15 with written consent from parent/guardian. Proposed by Pollyann, seconded by Lesley. Deleted from
point 4: “The individual
membership subscription shall be £5 with a special rate of £2.50 for any
person in full time education”. Added to point
4: Family, Adult and Junior membership shall be
available, with Family membership covering 3 or more persons at the same
address and Junior membership available for any person in full time
education. Proposed by Nigel, seconded by Rebecca. A resolution
passed at a previous AGM means an update to point 8i: “together with”… 3
other members and the power to co-opt. Added to point
8ii: “by resignation
or otherwise”… with a requested notice period of four weeks. Proposed by Alan, seconded by Rebecca. Altered in point
8iv: “A quorum at
committee meetings shall be”… 4 members including at least one
named officer. Proposed by Vanessa, seconded by Rebecca. Altered in point
11: “Audited
accounts shall be laid before the AGM for the year to”… 31st
March. Proposed by David, seconded by Sue H. Altered in point
13: “and any balance
will be paid to”… one or more village organisations. Proposed by Andrew, seconded by Alan. Added to point
13: to be chosen by the dissolution committee. Proposed by David, seconded by Lesley. New points to
add to the constitution: There will be open start up meetings for paying
productions which are advertised to all members and advertised publicly if
desired. Proposed by Alan, seconded by Vanessa. The director’s decision on casting for these
productions must be approved by the committee. Proposed by David, seconded by Andrew. The Chairman shall stand for a maximum of 4 years,
then stand down and not stand again as Chairman for at least a year. Proposed by David, seconded by Alan. After debate over subscriptions, Andrew’s proposal
for £15 family, £7.50 adults, £5 children was seconded by Nigel and accepted. Andrew commented that the Players are mainly
financed by productions. Sue H. commented that members should fund themselves
and not rely on audiences. Vanessa commented that there are a lot more
activities provided by the Players than in the past and members should expect
to pay higher subscriptions. ANY OTHER
BUSINESS Alan asked members if they would like a more direct
website address at a small cost to the Players. David proposed that Alan look
for one and Kelda seconded. Rebecca commented that some people may not want
their names to appear on the website. Nigel commented that the website was
well run, which Pollyann supported. Alan was asked to send members a reminder
of their password for the forum. Pollyann advertised a touring production of “The
Winter’s Tale” at All are reminded that subscriptions are now due. Meeting closed at 10pm |
