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Updated: 06 July 2010
Leamington and Warwick Dramatic Study Club
Minutes of the 88th Annual General Meeting
Tuesday 29 June 2010
1. Welcome from President
The President welcomed everyone and thanked the following invited
guests for attending:
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Chair of Warwick District Council: Councillor Bertie MacKay
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Leamington Town Mayor: Councillor Mr Robert Cunliffe
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Warwick Town Mayor: Councillor Mike Kinson
Apologies:
Gordon and Pat Vallins, Margie and Bill Bosworth, Cicely Berry,
Stanley Birch, Martin Eggleston, Anne Scrimshaw, Dorothy Fenner,
Vanessa Comer, Mike Crisswell, Ann Mulraine, Fran Hubbard, Phil
Reynolds, Michael Barker.
3. Minutes of Annual General Meeting, 23 March 2009
The minutes of the last AGM were proposed (Sue Hamilton) and seconded
(Sophie Hamilton) and signed as an accurate record of the meeting.
All actions were reported as completed.
4. Chairman’s Report
The chairman reported that this would be the last AGM of the
Leamington and Warwick Dramatic Study Club before the new company
inception. Thanks were expressed for all those that had gone before us
since 1922 and without whom we would not have the theatre company
today.
Improving standards
The chairman commented that we have enjoyed a higher volume of ticket
sales this year and thought that this was a result in large part of
the sustained improvement in the quality and consistency of artistic
output. He thanked the artistic management team, led by Gus MacDonald,
for all their efforts. It was hoped that the improvement in output and
revenue would continue.
Business plan
The chairman reported that the continued rise in direct costs and
other legislative challenges continue to have an impact on how any
modern theatre is run. Ticket prices for the next season will increase
to help absorb increased costs and also to project a ticket price
which is more in line with other successful quality-driven theatres in
the Little Theatre Guild. Ticket prices will be: Concession
£8.50; Standard £10.00; Premium £11.50. Tickets for
musicals will carry a £2 supplement to cover the increased cost
of production. Studio performances will be charged at £7.50.
Incorporation
After initial applications having been delayed by inefficiencies at
the Charity Commission we are now registered and incorporated as the
Loft Theatre Company, a company limited by guarantee. The chairman
reviewed the reasons for taking this step, the chief of which was the
comfort of limited status removing personal liability for the
company members. It also dispenses with the constitution and gives
more decision making to the trustees which will lead to more
responsive management. It also offers more democratic control for
members by offering all board positions for election every year.
Marketing
The chairman described the impact of the local Tourist Information
office going into administration. Telephone sales were covered by Sue
Hamilton and Sue Wilkinson who were thanked for their outstanding
efforts in manning the ticket line. Outsource Plus, a company in
Kenilworth, is now in the final stages of negotiation for taking on
all incoming ticket sales enquiries. Internet booking marks a big step
forward and this will be launched imminently. The chairman paid
tribute to Dave Wilkinson for his early work on the system and to
Harry Sanders for continuing the development to implementation.
The move
Contracts for developing the new theatre are being priced up by five
companies and we await the result of this within the next 14 days.
The Ron Grey Award
The chairman announced that this year’s Ron Grey Award
(instigated by David Fletcher during his chairmanship for outstanding
but inconspicuous services to the theatre) would go to Phil Reynolds
for his continuing contribution in administering the Loft Theatre
website, recording ever changing information announcements and
exhaustive proofreading.
Special thanks were given to Michael Kirby, a previous recipient of
the award, for his administration of the front of house activities in
the hiatus between permanent managers. Thanks and well wishes were
also given to Ron Grey and his wife who are leaving the area to move
to the West Country.
5. Treasurer’s Report
Treasurer Harry Sanders confirmed that, whilst the theatre had
increased its ticket income by 11%, production costs were up by nearly
50%. Costs of utilities, sales and marketing have also increased.
Overall the theatre had made a small loss for the year of £3,411
meaning that, after accounting for depreciation, we broadly broke
even.
A special note on contingent liability with regards to a £55k
electricity bill was discussed. Negotiations to resolve it are
ongoing.
Jamie Ratibb proposed that we adopt the accounts, seconded by Bill
Wilkinson.
The re-appointment of auditors Burgess & Bullock was proposed by
Bill Wilkinson and seconded by Gus MacDonald.
6. The Artistic Director’s Report
Artistic director Gus MacDonald provided a narrative account of the
year’s activities. Overall we achieved 58% in the main house,
against a target of 60%, and 61% in the studio. Overall he was
pleased with the year’s dramatic output and the aim for next
season is to keep the gains made in output consistency. He stated
that there was now an oversupply of directors and that a project
titled “Build a Team of Directors” was in development to
help achieve the combined goals of both the theatre and interested
directors.
Thanks were offered to Gordon Vallins and Sue Moore for their
assistance with the playwriting competition for which they received
over 300 plays. Thanks were also given to Ann Rayns and Phil Reynolds
for organising auditions which are being attended by an increasing
number of actors and to Sue Hamilton, Sophie Hamilton and Elspeth
Dales for their contributions to the online diary.
7. Questions
The President opened a discussion and the following questions were
considered and answered:
| Q | How do budgets work with relation
to directors and set designers planning their shows? |
| A | Budgets are forecast on each production’s likely popularity and
costs for each budget are worked back from that. Set building costs are
being reviewed with the relevant parties in relation to last
season’s 47% increase in cost. |
| Q | What are the rules for elections
for the new company?
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| A | Every position will be up for election each year. |
| Q | When is the next AGM likely to be?
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| A | Around January/February 2011. |
| Q | What is happening to the Vice
Presidents, President and Patron? |
| A | Although all the above positions will be disbanded upon the new
company inception it is the intention of the new board to reinstate
all the above honorary positions during the first board meeting of
the limited company. |
| Q | There have been some problems with
the new pre-show recorded announcements. How is this going to be
resolved? |
| A | Automated announcements offer a more contemporary, professional
alternative to personal messages from FOH managers and are under
review with the technical and stage management teams to ensure
greater consistency in the future. |
8. Theatre Incorporation
The members of the AGM were invited to stand to mark the passing of
the Leamington and Warwick Dramatic Study Club. On being re-seated all
acknowledged the passing and the inception of the new company with
applause.
9. Any Other Business
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Thanks were given to members of the Box Office team who have left
the company over the last year: Hannah Griffiths, Marian Taylor,
Chris Sutton, Ann Henly, and Sheila Scott.
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The current Mayor of Leamington Spa, Councillor Robert Cunliffe,
stated his experience in set design and offered to design a set,
once out of office.
The meeting was closed by the President who thanked everyone for their
support and attendance.
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