Leamington and Warwick Dramatic Study Club
Management Committee

Minutes of meeting held Monday 20 July 2009
at 7:30pm at the Loft Theatre

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

1. Apologies: Chris Foyer, James Wolstenholme

2. Minutes of previous meeting: Minutes of meeting of 2 May 2009 were agreed and signed.

3. Matters and actions arising from minutes:

   1. Electrical report/compliance issues: Gary Atkinson is continuing to pursue this issue and will report in due course
   2. Online Ticket Sales: David Wilkinson successfully demonstrated the first part of the system to members of the E Marketing sub committee: Sue Wilkinson, James Wolstenholme and Harry Sanders. The revised brief to be forwarded to Sue Hamilton by Harry Sanders. Implementation is now a five-star priority
   3. Bar: Item 8 refers
   4. Boiler: Michael Rayns presented two quotes for a boiler service and the meeting selected Chillair as our preferred suppliers.

4. Chairman:

   1. Incorporation and Governance: The Loft Theatre Company was incorporated on 2 June, and will begin trading as such when appropriate. Governance arrangements remain unchanged; the elected management continues to fulfil its executive role as mandated by the membership.
   2. Update from Spencer Yard sub committee: An asbestos survey will take place in the week beginning 20/7. Work is progressing as expected.

5. Treasurer:

   1. Financial status report: Harry Sanders presented a draft P&L and production financial summary. The importance of accurate occupancy predictions was noted.
   2. Insurance: We are renewing our Public Liability Insurance, but questioned whether Trustee indemnity was required. Harry Sanders proposed increasing the ‘additional costs’ amount covered – accepted. The meeting also agreed to make having Public Liability Insurance a condition for outside lets.

6. Executive Artistic Director:

   1. Production discussion: Vincent in Brixton, Talk Radio, Never the Sinner and Brassed Off were discussed.

7. Technical equipment: The meeting agreed Gary Atkinson’s proposal to replace the partially dysfunctional Minidisc players with two Tascam flash disc players, one with a CD-recording facility. A new internal telephone system will be working by the start of the new season.

8. Catering, bar and related arrangements in the theatre: Michael Rayns proposed that we confirm Kim Clarke as our subcontracted) bar manager. The meeting agreed and warmly welcomed her proposals for improvements to the bar, stock and systems. Graham Hubbard is standing down at the end of the season for family and personal reasons. Michael Rayns will write to confirm the arrangements; relevant thanks and introductions to be included in the next production programme.

9. Rewarding volunteers: The meeting agreed in principle that volunteers – technical crew, backstage, box office and front of house should be rewarded with complimentary show vouchers. Details of the criteria and administration to be finalised by the Chairman and Treasurer and presented at the next meeting for agreement. The meeting agreed Gary Atkinson’s proposal that a small budget for food and drink be made available to add a social dimension to the arduous annual electrical maintenance and PAT testing evenings taking place this month.

10. Other reports: Lynda Le Long and Martin Eggleston gave brief updates on our Little Theatre Guild membership and fundraising, respectively.

11. Any other business: Elspeth Dales asked if we could take steps to confirm that the Hearing Loop is working, following remarks from patrons.

12. Date of next meeting: To be agreed by correspondence, but ideally to be before 16 September.

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
• 10:00am, 2 May 2009

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