The Somborne Players

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Committee Minutes Minutes of committee meeting Thursday 27^th March 7.45pm Rebecca’s Minutes Present: Vicky Burden, Nigel Coleman, Melanie Haydon, Sue Holligan, Rebecca Rickard, Vanessa Sharpe Apologies: Alan Glynne Jones 1. Minutes of the meeting 28^th February 2008 and matters arising The minutes of the previous meeting were accepted. · Grant application has been received by Test Valley Council and will be discussed on 1^st April – we will hear by 10^th April whether we are successful. · Panto actions are completed. · The meal was a great success. Thanks to Melanie for organising. · Vicky confirmed our presence at the Church Fete on 7^th June. Thomas Rickard volunteered to do a puppet show. Ø Rebecca to organise · Sarah Litton has agreed to present scenes from the Children’s Production at the family Harvest Lunch. · Committee will contact possible directors for Autumn play. Ø (omitted) 2. Costume Storage Ø Melanie to contact Sarah to find out date when costumes need to be moved by. Ø Vicky to contact Sophie Lyons to ask about possibility of using Marsh Court for temporary storage again. Ø If not, will need to distribute around Players’ houses. Ø Possible date for moving: 19^th April – all hands on deck. Ø Postpone permanent decisions until we hear about grant application. 3. AGM Ø Vanessa to send out notice by email by 8^th April. Ø Notice to be hand delivered to 4 members without email. · Constitution was reviewed and proposals made for changes to be presented at the AGM (see attached). Ø Vanessa to send Vicky notes for Chairman’s report. Ø Vicky to write Chairman’s report. Ø Melanie to write treasurer’s report. Ø Propose membership prices of £20 family, £10 adult, £5 junior 4. April Fools Event Ø Alan to finalise billing. Ø Vicky to organise food and let Sue Spurling know numbers. 5. Village Hall Development/Fundraiser 1. Committee read minutes taken by Chris Hall at a meeting between himself, David Haydon, Andrew Flanagan and John Rickard on 17^th March to discuss the Village Hall development (see attached). 2. The committee are concerned about the entrances to and the depth of the stage. Ø Melanie to ask David and Andrew if they would add their notes to these minutes. Ø Vanessa to remind Players of Village Hall Plans meetings on 16^th and 19^th April and ask them to send any comments they have from a Players’ perspective to Melanie and David. Ø John Rickard to liaise with Tony over date for meeting between themselves, the Players Committee and the sub-committee – potential dates are 30^th April or 1^st May. Ø Sub-committee to report back at AGM. 3. Vanessa and Alan attended a fundraising meeting with John Vanderpump and representatives from other village groups on 26^th March to discuss the Variety Show planned for 4^th July 2008. The Players have been asked to provide 2 sketches for the show. Ø Chris Hall to organise a 15 minute sketch. Ø Alan to ask Audrey Thomas if she would organise an 8 minute sketch. 6. Stage Curtain Vicky raised concern over the unsafe stage curtain rail in the Village Hall. Ø Vicky to write to Terry informing him of our concerns. 7. Children’s Production · Unless otherwise referenced, action points for previous minutes have been completed. · Vicky has liaised with Sarah Litton over issues raised at previous meeting. Sarah is happy with decisions. · Concern raised over pricing and committee decided to raise the price to £35 and bill it as a subsidised pilot. · Parents will need to sign a responsibility form. Ø Vicky to continue liaising with Sarah (still need projected costs). Ø Vicky to speak to Graham Gravenor to find out about CRB checks. Ø Melanie to pay royalties through contacting Samuel French online. Ø Vicky to reserve a hog roast for after the performance. 8. AOB The committee agreed to Andrew Flanagan spending £70 to replace 4 bulbs.