Leamington and Warwick Dramatic Study Club
Management Committee

Minutes of meeting held Saturday 2 May 2009
at 10:00am at the Loft Theatre

Present: Michael Rayns (chair), Janet Goldson, Sue Hamilton, Gus MacDonald, Harry Sanders, Sue Wilkinson, James Wolstenholme, Lynda Le Long, Martin Eggleston, Elspeth Dales.

1. Apologies: Gary Atkinson, Chris Foyer

2. Signing of instruments for incorporation: All relevant parties present signed the memorandum and articles for the application and registration to become a company limited by guarantee.

3. Chairman: introductory remarks: Michael Rayns welcomed the three new members to the committee. Current management structure was outlined. The membership of the two permanent sub-committees, Audit and Artistic Management team was confirmed.

4. Minutes of previous meeting: Minutes of meeting of 14 March 2009 were agreed and signed.

5. Matters and actions arising from minutes:

   1. Support and structural compliance issues – fly tower: Gary Atkinson to liaise with Bill Hancock for quote. Currently work in progress – report expected next meeting.
   2. Online Ticket Sales: Progress continues and David Wilkinson to confirm a date of system demonstration with Sue Wilkinson, Michael Rayns, Harry Sanders.
   3. Theatre Improvements: Sue Wilkinson confirmed main house seating arms continue to be refurbished and a quote to repair some of the seating in the bar is under way. Sue Wilkinson to identify a means of adapting the current bar curtains to make them more attractive for their now limited life span.
   4. Bar: No profitability review done – referred to action on item 9.
   5. Boiler: Michael Rayns to organise a quote for a service on the theatre’s boiler and the installation of a timer and thermostat as there has been a substantial increase in heating costs.

6. Treasurer: Short financial status report: Harry Sanders presented a draft P&L and production financial summary YTD.

7. Chairman: Update from Spencer Yard sub committee: The only remaining obstacles were reported as the planning consent for the existing Loft site and the sourcing by the developer of a contractor to fill the contract. Target date for our occupancy of the new theatre is September 2011. Further update next meeting.

8. Executive Artistic Director:

   1. Proposals for next season: Gus MacDonald proposed putting a studio production of Eclipsed on next year as a proving ground for a new director.
   2. Proposal to create sub-committee to consider season structure: This has been put on hold due to the knock-on implications for membership/voucher prices and the marketing plan.
   3. Production discussion: Hobson’s Choice and Women’s Writes were discussed.

9. Catering, bar and related arrangements in the theatre: It was agreed that Michael Rayns should pursue an enhanced arrangement for the ‘bar management’ role with existing paid help to encompass first aider and building security issues.

10. Other reports: Martin Eggleston will start drafting a fundraising proposal to help increase the theatre’s income and Michael Rayns to forward existing fundraising material.

11. Any other business: It was agreed Guinness should be made available for the production of The Weir. It was agreed that Bill Wilkinson should be appointed a Vice President for his outstanding contribution to the theatre’s continued development.

12. Date of next meeting: To be agreed by correspondence.

Other minutes available

• 10:00am, 19 June 2010
• 10:00am, 22 May 2010
• 10:00am, 6 February 2010
• 9:30am, 28 November 2009
• 10:00am, 26 September 2009
• 7:30pm, 20 July 2009

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