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Committee Minutes Minutes of committee meeting Thursday 13^th March 2009 7.45pm Vicky’s Minutes Present: Vicky Burden, Melanie Haydon, Vanessa Sharpe Apologies: Nigel Coleman, Alan Glynne Jones, Sue Holligan, Rebecca Rickard IMPORTANT NOTE – As only 3 committee members were present we did not have a quorum. Please take everything discussed and agreed on here as a draft awaiting confirmation from one further committee member. 1. Minutes of the meeting 9^th February 2009 and matters arising The minutes of the previous meeting were accepted. Actions completed unless detailed later in the minutes or below: Ø Village Hall Development - Vicky to draft letter to Village Hall Committee. Pass on our contacts for flexible staging with our preferences for their committee to take further. Ø Events – Vicky has booked a bar licence for the autumn play, but can’t remember what date it was booked for – Melanie to check receipts. 2. Panto 2009 and Evaluation · Congratulations to Sue Jackson for putting on a fabulous production. General feedback is that it was a brilliant panto, with lots of singing and music and good characters. · Finances are currently showing us to have made £900 profit. This is mostly due to expenses being very low, as slightly fewer tickets were sold for the same prices as last year. 100-110 tickets were sold for each performance. Ø Melanie to evaluate costs and profits of serving wine instead of tea. Current thoughts are that wine for the play and tea for the panto would work best. · The survey was completed by 11 people in a range of roles, so although a small sample it gives us a good overview. The committee looked through the results and noted that most of the responses were very positive, but that some specific comments suggested ways to improve. Ø Vanessa to collate/summarise results and tabulate positive and negative points. 3. Play 2009 1. Vicky and Melanie to meet to produce a timeline for productions on Thursday 9^th April 8pm at Melanie’s. 2. When a checklist for productions is produced, add list of thanks and offer tickets to Cross Stores (and any others?) 3. Vanessa attended a director’s course at the Watermill and will be attending an actor’s course as well. Guidelines to be produced for use amongst the Players. 4. Vanessa to send out general email asking for scripts and directors for the autumn play and asking for any interest in a directors’ workshop. 5. Vicky to ask (in order): Audrey Thomas, Kerry Natt, Chris Hall, Sue Jackson if they are interested in directing. 6. Following this, Melanie to ask: Sue Holligan, Pollyann Monk. 4. AGM Thursday 7^th May 2009 7.45pm in the Epworth Hall. Ø Vanessa to issue notice at least 30 days in advance. Ø Melanie to sort accounts and have checked by John Green. Ø Vicky to produce chairman’s report – focusing on production cycle, new stage, costume storage, past year’s events, next year’s plan, vision for future. Ø Vanessa to produce a list of productions and events for the past year. Ø New proposal – committee support and intervention in productions. Ø Election of Officers – Committee will all stand down. Vicky and Melanie are happy to stand for election again. Vanessa will not be standing again. Can other committee members please indicate their preferences so that members can be made aware of which positions will need filling. 5. Events · April Fools – Thursday 2^nd April 8pm at Melanie’s. Ø Vanessa to include advert in next email. Ø Melanie to contact people re: entertainment and to check what wine we have in storage. Ø Vicky to contact people re: food. · Murder Mystery – Friday 24^th April 7.30pm in the Village Hall. Waiting to hear about rehearsal dates. · Church Fete and Shakespeare Evening are coming up in June. · Variety Show Ø Vicky to contact John Vanderpump re: Are the 2 days different? Is there a theme? What format/length/number of sets does he want? 6. AOB Ø Vanessa to add John Arnold to contacts list and ask Sue Jackson for panto contacts list to update general contacts. Ø Chris Hall has requested receipts back for items not paid for due to receipts being submitted after the deadline. Melanie to find and return. Next meeting 7.45 at Melanie’s. Date tbc – either Monday 20^th April Tuesday 21^st April Thursday 23^rd April (pending confirmation on Murder Mystery rehearsal dates and availability of committee) Ø Could committee members who were not present at the meeting please confirm which dates they are available for. Ø On the agenda – AGM, Play 2009, Variety Show.