The Somborne Players

Home Committee Minutes

Committee Minutes Minutes of committee meeting Wednesday 30^th May 2007 8.00pm The Crown Present: Nigel Coleman, Alan Glynne Jones, Melanie Haydon, Sue Holligan, Vanessa Sharpe Apologies: Vicky Burden 1. Minutes of the last meeting 24^th May 2007 The minutes of the previous meeting were read and accepted. Ø Now that the minutes are appearing on the website for all members to view, it may be necessary to remove some information about projects which are underway but not yet finalised that we may not want made public. (PMN - Where this is the case, the minutes or agenda now read “(omitted)” on the website.) 2. Matters Arising · (omitted) · Costume Insurance – We are insured for £6550 which covers costume, sound and lighting equipment. It is difficult to insure for props and set as they have little material value. Melanie has emailed Bill and Andrew to ask for an estimate on the value of sound and lighting equipment owned by the Players. Ø We will discuss insurance further when we have these figures and decide on any changes needed to the policy. · Costume Storage – Sue has spoken to the Buckleys who cannot offer us any space. Ø As Jo Finch made initial contact with David Bidwell about space on the Playing Fields, we would ask if Vicky could follow this up and see if any progress has been made. · Autumn Play – the casting and initial rehearsal schedule were finalised. (PMN – Hall has been booked for rehearsals on Thursdays in September and the week of performance.) Ø Vanessa to get a flier to Melanie to put on stall at church fete. · Events - For a full listing of events, times and venues see the Spring Newsletter 2007. Ø Melanie asked for help on the jigsaw stall at the church fete. Ø David and Melanie agreed to host Team Charades, Vanessa will organise. Participants will be asked to bring some food or drink to share, tea and coffee will be provided. Ø Those attending the barbecue need to contact Sue by 11^th August so food can be organised. Sue offered Patrick Holligan’s help as cook and Alan and Nigel volunteered for this as well. Ø Nigel and Alan will be organising the walk and picnic. Ø Melanie will organise the panto social. · Panto 08 – Vanessa has phoned Joyce with requested dates. (PMN – I have now also written to book Hall, Committee Room and Pavilion for 22^nd and 23^rd Feb, plus 21^st Feb for rehearsal and Hall on 24^th am for clear up – further rehearsal dates in Hall and Epworth to be booked by director/producer later in year.) · Children’s Performance – Sue has some ideas she is looking into and is happy to co-ordinate and possibly direct this. In terms of time commitment and finances, it is probably necessary to put on a children’s performance next year instead of an adult play. · Co-opting – (omitted) 3. Newsletter The draft newsletter was read and alterations/additions made as necessary. Ø The newsletter will be distributed to all members and any other interested parties asap. 4. Contacts Alan has produced a form which can be completed online or by hand asking for up to date contact details. On this form it asks for permission to use photographs and makes it clear who contact details will be available to. Ø The committee looked at the contacts list and are asked to let Vanessa know if they have details for anyone not on the list who might like to be contacted. Ø Membership cards were liked by the committee and will be produced and given to all members. The Gauntlet adverts and contact details are renewed every February. Ø As these are already out of date, Vanessa will ask whether it is possible to make changes to the Players information. Ø Vanessa will also give details on the new committee and up coming events to the Gauntlet. Melanie and Nigel are happy to continue receiving all messages sent to the Players email. (PMN – Alan has sent information to all of the committee about how to access the email address to send emails or look at past correspondences.) 5. AOB Account signatories – Current signatories are Melanie, Rebecca and Claire. Ø Signatories are to be changed to Melanie, Vicky and Vanessa. Ø Melanie will look further into how to change account signatories and let Vicky and Vanessa know. Next meeting Arranged for Monday 18^th June 9pm in the Crown. Ø Nigel and Melanie cannot make this date – Vicky to let committee know if she would still like the meeting to go ahead as planned or to change date.