Leamington and Warwick Dramatic Study Club
Management Committee
Minutes of meeting held Saturday 6 February 2010
at 10:00am 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.
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Apologies: Chris Foyer, James Wolstenholme.
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Minutes of previous meeting: Minutes of
meeting of 28 November 2009
were agreed and signed. The meeting decided that minutes posted
to the website before trustee approval will be marked
‘Draft’.
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Matters and actions arising from minutes:
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Fly tower: Gary Atkinson is continuing
to chase the issue.
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Online Ticket Sales: Item 10 refers.
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The Move:
The Functional Specification is currently being translated into
descriptions for tendering; an experienced Technical Consultant
has checked the specification. Developments are on track. Tenders
are expected to be issued in May. Paragon have been appointed as
interior designers.
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Report from Executive Artistic Director:
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The recent meeting of the artistic directorate resolved to
assist directors by making individuals with relevant expertise
available to them and their casts.
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The winner of the New Writing Competition has been chosen and
will be announced shortly along with details of its production
in the Studio. The competition also uncovered a play suitable
for production in the main house next season.
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The final shape of next season is still undecided but nearly
finished.
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The first Thursday of Noises Off has been sold in
full to the Mayor’s Charity, so the first night of that
production will be the Tuesday.
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Treasurer: Financial Report was received and discussed.
Instances of cost exceeding budget were identified and steps to
reverse this trend were discussed. Harry Sanders to
pursue.
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Production Discussions:
The Weir, Absent Friends and
The Memory of Water were discussed.
Gary Atkinson emphasised that producing
The Weir at Blockley went smoothly only because
considerable resource – people and vans – were available.
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Fundraising:
Martin Eggleston’s seat-naming paper was
discussed and accepted. The meeting agreed no further action until
contracts become unconditional – expected to be the end of April.
Sue Wilkinson volunteered admin support when this
gets under way.
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AGM arrangements: Delays in Charity Commission approval
for the new incorporated company’s charitable status mean we need
to postpone the final AGM of the LWDSC. A formal holding meeting
will be on Monday 8 March 2010 at 7pm. Notice will be included in
the Amadeus programme. The substantive last AGM of
the LWDSC will take place coincident with the first AGM of the
Loft Theatre Company as soon as possible.
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Other reports:
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Online Ticketing The committee voiced its thanks to
everyone involved in the transition to online ticketing. SWT are
now using an online electronic version of our booking system, and
it will be introduced in our own box office shortly. The system
will deliver increased margins and increased sales.
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Front of House Operations will be managed by
Janet Goldson from Into The Woods.
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Gus MacDonald confirmed that two sets of two clocks
indicating interval and curtain-down times will be installed
soon.
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JG and Kim are in discussions with suppliers regarding a
replacement ice-cream freezer for the one that has ceased to
function.
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GA raised the concern that we will struggle to find replacement
150W bulbs for the groundrows.
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Other items, including a Box Office telephone, risk assessment
recommendations and hotwork certification were discussed.
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Any other business:
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An LTG request to hold a meeting at the Loft was discussed and
rejected owing to shortness of notice. We will make an offer of a
meeting room in our new theatre in due course.
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The committee offered its thanks to Michael Rayns
for his work as Head of Marketing.
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Working temperatures in the recent freezing conditions, especially
during rehearsals were raised. Michael Rayns to make
alterations to system timing.
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Date of next meeting: To be agreed by correspondence.
Other minutes available
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