Loft Theatre Company
Board of Trustee Directors

Minutes of meeting held Saturday 7 January 2012
at 10:30am at the Loft Theatre

DRAFT MINUTES – NOT APPROVED BY TRUSTEES

Present: Michael Rayns (chair), Amy Baker, Elspeth Dales, Chris Foyer, Sue Hamilton, Dawn Morris, Richard Pemberton, Rachel Ratibb, Harry Sanders, Sue Wilkinson, Tim Willis, James Wolstenholme.

1. Apologies:
   None.

2. Minutes of the previous meeting: Minutes of 10 December were agreed and signed.

3. Matters and actions arising from minutes

   1. Procedures – JW is now drafting guidance for members on LTC articles and memorandum – work in progress
   2. Cleaner – LTC legal responsibilities being clarified with HR specialist with regards to performance reviews – SW
   3. Charity night web page – MR organising with Phil Reynolds – work in progress
   4. Disabled ramps – SH has now received quotes, ED is researching aluminium ramps as an alternative option
   5. Electrical works – SW to organise light under auditorium cupboard and a socket in the props cupboard – referred
   6. £5 Monday night NUS offer – board agreed to allow all NUS cardholders and people under 25 a £5 ticket on Monday and Tuesday evenings for every production. Web page to be created (MR and PR)
   7. Ladder adverts – MR drafting first copy – work in progress
   8. Programme sponsorship – JW drafting amended proposal for next meeting – work in progress
   9. Cinema – a meeting with local enthusiast is to be diarised with MR and HS

4. Chairman: Official welcome to new trustees and an overview of role and responsibilities
   The chair welcomed the new trustees and highlighted some of the key articles in relation to their responsibilities as both directors and trustees of the company as obliged to deliver upon its charitable objectives. Every trustee is to be sent the full memorandum and articles for information. The treasurer expanded on the relationship between board member and trustee.
   
   The board voted to continue the appointment of the Audit Committee chaired by David Fletcher and comprising the other members of Bill Wilkinson, Sue Wilkinson, Harry Sanders and Michael Rayns (co-opted).
   
   The board voted to continue the appointment of the Artistic Directorate led by Tim Willis (Artistic Director) and comprising the other members Gordon Vallins and Sue Moore (Dramaturges), Ann Rayns and Phil Reynolds (Casting), Richard Pemberton, Sue Hamilton and Sue Wilkinson (Stage), Amy Baker and James Ruffell (Technical) and Elspeth Dales (Planning).

5. Report: Artistic Director
   TW led a production discussion on Rent.
   TW confirmed the date of an open event for members to comment and give feedback on all matters artistic for Thursday 9th February at 7.30pm in the LTC bar.
   TW discussed some of the projects he has under consideration to recommend for the studio.

6. Report: Treasurer
   The season has currently generated a £5k production surplus which is around £18k behind budget.
   The schedule of dilapidation of the LTC premises has been cancelled due to the unknown timescale of the building’s future.
   The board agreed that MR and HS should meet HSBC to discuss investing the majority of LTC funds in different-length fixed term accounts to ensure a balance is struck between generating a return and keeping the funds semi-liquid.
   The board voted to open the bar every Friday between 10th Feb and 8th June from 7.30pm-11pm. A trustee should be present and its success will be assessed in June.

7. AOB
   Trustees were taken through the rationale for hiring the theatre technician (KG) on an 11 month contract.
   The board approved purchase of a rotary saw for the workshop.
   JW is to propose a draft for theatre refurbishment in time for the next trustee meeting.
   The board agreed that each production’s web-page should include its backstage leads under the cast-list.
   Elspeth Dales is to send the fire procedure to board members for approval before it is implemented.
   Rachel Ratibb led thanks to Lynda Le Long for her input on the board and for her FOH duties.
   Sue Hamilton was appointed as Kim Green’s line manager.
   The resolution that was agreed at the AGM was confirmed as being contained in the AGM minutes.
   Discussions with WDC regarding the move will be addressed to the board as developments are known.
   Current marketing projects such as tactical marketing at pre-production meetings, production poster circulation, a refined production press photograph strategy and increased utilisation of the data captured by the online booking facility for marketing were discussed with an overview document to be delivered to the board next meeting by JW.

8. Date of Next Meeting
   Saturday 11th February 10.30am Loft Theatre.

Other minutes available

• 10:30am, 10 December 2011
• 10:30am, 12 November 2011
• 10:30am, 8 October 2011
• 10:30am, 23 July 2011
• 10:00am, 14 May 2011
• 10:00am, 16 April 2011
• 10:00am, 5 March 2011
• 10:00am, 29 January 2011
• 10:00am, 6 November 2010
• 7:30pm, 14 October 2010
• 7:30pm, 12 August 2010

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