The Somborne Players

 

 

 

Home

 

 

 

Committee Minutes

 

 

 

Committee Minutes

 

Minutes of committee meeting

Thursday 28th February 7.45pm

Vicky’s

 

 

Minutes

Present: Vicky Burden, Alan Glynne Jones, Melanie Haydon, Vanessa Sharpe

Apologies: Nigel Coleman, Sue Holligan, Rebecca Rickard

 

 

1.      Minutes of the meeting 4th January 2008 and matters arising

The minutes of the previous meeting were accepted.

·           Costumes – Most of the costumes at Sarah’s are organised.

Ø    Vicky to liaise with Sarah for Panto costumes to go back.

·           Grant application has been sent. No news yet.

·         Noda have sent letter confirming our cancellation.

·         Keith’s gift – theatre vouchers have been given and were appreciated.

·         Newsletter has been distributed.

 

 

2.      Panto 2008

Finances and ticket sales

Income                      £1930                          of which ticket sales:          £1300

Expenditure              £ 934 (to date)

Friday evening                     111      tickets sold

Saturday matinee                141      tickets sold

Saturday evening                107      tickets sold    (affected by Rugby?)

More made on ticket sales this year, despite prices being lower, therefore more tickets were sold.

Half term did not seem to have a negative effect on ticket sales

Ø      Melanie to email asking for all receipts by end of March.

Ø      Melanie provide breakdown for AGM.

Ø      Melanie to pay Scout Hut £60 for rehearsal space.

Ø      Vanessa to pass cheque for hall usage to Joyce Weeks.

Comments

·       The committee congratulated Vicky for another successful panto and thanked her for her hard work.

·       Vicky congratulated Vanessa for the publicity which was visible around the village and in the local press.

Ø    Photos are on website and more info on panto will be added.

Ø    Phyllis Bennett is writing a review for the Gauntlet and the website.

·       Lots of child involvement and dancing was well received. Thanks go to Kelda Lay for choreography and dancing rehearsals with children.

·       New lighting team and set design was successful and appreciated. Thanks to Trevor Ryan, Steve Denford and Adam Lay.

·       Lots of positive feedback received from audience.

·       Good to have wine on sale.

·       Helped to have a production committee with people responsible for specific jobs.

·       Actors maintained standard of learning lines early.

·       Songs learnt earlier – would be good to have more songs.

 

 

3.      Children’s Production

Ø      Vicky to liaise with Sarah over all matters.

Sarah has organised 2 helpers for the summer school and does not need more support.

Ø      Need names of helpers and CRB checks.

Ø      Would like some involvement from other Players members, or at least constant communication.

Ø      Need to liaise with Andrew Flanagan for lighting.

Sarah would like to be in charge of all contact with public and decisions on who takes part.

Ø      Dates have already been publicised and some expressions of interest made. Priority will go to members who have already expressed an interest:

Juliette Ryan

Isabelle Ryan

Lauren Cartwright

Sarah will meet with Nick Winning, head of King’s Somborne School and possibly organise an assembly to publicise summer school.

Ø      Will also need to keep all Players informed and advertise through the Gauntlet.

Ø      Need Players name and logo on all advertising and communications.

Ø      Others who have expressed an interest must be kept informed:

Eleanor and Hannah Gravenor

Molly and Conor Bevan

(and more recently Lucy Geary)

Ø      Need to consider other forms of advertising.

Scout Hut and Village Hall have been verbally booked.

Ø      Melanie to offer Scout Hut £100 donation to cover 10am-4pm Monday 11th - Friday 15th August, will contact Janice Waterman.

Ø      Vanessa to confirm Hall booking in writing.

Royalties are £36. Room bookings should come to £131.50.

Ø      Need projected costs eg for printing, props, costume, refreshments.

Ø      Melanie to pay royalties.

Have decided to charge £25 per place.

Tickets for performance will be free.

Will follow performance with a barbecue/hog roast for all Players, performers, helpers and audience.

 

 

4.      Events for 2008

Meal – Thursday 13th March 7.30pm at the Purbani in Stockbridge.

Attending: Melanie, David, Vicky, Chris, Alan, Vanessa, Rebecca, Jon, Kelda, Adam (also Lesley, Christopher, Sue J.).

Ø      Melanie, Vicky and Vanessa to phone some Players to remind/ encourage.

Ø      Melanie to confirm numbers with Purbani.

 

April Fools – Wednesday 2nd April 7.45pm Sue Spurling’s.

Need to encourage people along. People do not have to perform if they don’t want to. Potential acts:

Chris and Vicky

Alan and Vanessa

Chris – poem

Melanie and Alan – flute

Catherine and Vanessa – song

Alan and brother – juggling?

Ø      Vicky in charge of food organisation

Ø      Alan in charge of billing

Ø      Vanessa to provide a divided list of Players for committee to contact to encourage participation.

Ø      Promote this event at the meal.

 

AGM – Thursday 8th May 8.15pm Scout Hut

Ø      Melanie to book Scout Hut.

Ø      Discuss constitution proposals at next committee meeting in preparation for AGM.

Ø      Notice of AGM to be with members by 8th April.

 

Church Fete – Saturday 7th June

Ø      Vicky to respond to Glenda to confirm that we will have a stall.

Ø      Vanessa will provide photo display and promotional materials.

Ø      Appearance of pantomime dames.

 

Flower Festival – 27th-29th June

It was thought that we already have a lot on over the summer.

Ø      Melanie to decline.

 

Variety Show – 5th July(?)

The Village Hall have asked for village groups to volunteer participation in a variety show to help raise money for Village Hall funds.

Ø      Vanessa to respond to say we can offer some skits.

Ø      Committee to approach people who might want to organise something eg Audrey Thomas, Audrey Gannaway, Catherine Cartwright, Sarah Litton.

 

SADs – 10th-12th July

Stockbridge Am Drams are looking for actors for their next production, Brecht’s “The Caucasian Chalk Circle”. Contacts have been passed to some Players, but we decided not to blanket advertise another group’s production to our own members. We will encourage people to go and see it nearer the time.

 

Autumn Play – October?

Ø      Need to contact Sarah Litton and Phyllis Bennett to see if they are still interested in directing.

Ø      Need to ask around and see if others are interested in taking part.

 

Family Harvest Lunch – October

We have been asked to provide entertainment.

Ø      Vicky to ask Sarah if scenes from the children’s production could be used.

 

 

5.      Village Hall Development

Tony Brook Webb has asked the Players for their “ideal drama set up” to be considered in the Village Hall development plans.

Ø      Vicky to ask Chris Hall, David Haydon and Andrew Flanagan if they would meet before our next meeting to discuss ideas from their various perspectives. John Rickard has some plans and may be worth contacting.

Ø      It would be useful to know for how long and when the Hall will be out of action for productions.

 

6.      Gauntlet Advertising

We will continue to have a half page advert for £85 per year.

Ø      Vanessa to suggest different wording and email to the committee for approval.

Ø      When approved, Melanie to return form by 15th March.

 

7.      AOB

As it is difficult for Rebecca to get to committee meetings, it was suggested that the next could be at her house. Rebecca to respond.

 

Next meeting: Thursday 27th March 7.45pm at Rebecca’s?

 

Future actions:

March committee meeting – review constitution and make proposals

April – send out AGM notice with proposals

May – AGM