Leamington and Warwick Dramatic Study Club
Management Committee

Minutes of meeting held Saturday 22 May 2010
at 10:00am at the Loft Theatre

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

1. Apologies: Gary Atkinson, Elspeth Dales, Chris Foyer, Janet Goldson.

2. Minutes of previous meeting: Minutes of meeting of 6 February 2010 were agreed and signed.

3. Matters and actions arising

   1. Support and structural compliance issues – fly tower: James Wolstenholme is to speak to Gary Atkinson.
   2. The move: see item 4.
   3. Financial reporting: Cost overruns on sets will be investigated by a review with Tim Elmore. The EAD will also monitor builds more closely.
   4. Theatre Improvements: Sue Wilkinson confirmed all agreed work had been completed.
   5. Fundraising: No further action until move becomes unconditional. (See 4 below.)
   6. AOB: A new ice-cream fridge is in place. Internal phones now working but not the speed-dials. Health and safety compliance is under review by James Wolstenholme.

4. United Reformed Church

   1. Detailed specifications have been agreed and signed by all parties. Five contractors have tendered and will submit by June 17th. The final selection process will take approximately a week.
   2. Concerns were raised about exhumation in the yard causing subsidence. This will be covered by construction warranties.
   3. Gus MacDonald is to speak to photographers to help record the transformation.

5. Production discussions

   1. Amadeus/Hay Fever/Into The Woods were discussed.

6. Financial Report
   A broad outline was discussed of the accounts to 31.08.09 which show a broadly neutral outcome.

7. Pricing 2010-11

   1. Ticket prices for the 2010-11 season were discussed and agreed. Concessions: £8.50, Standard: £10, Premium: £11.50, Studio: £7.50
   2. It was agreed that membership should be kept affordable and the voucher system should be retained.
   3. A ticket offer for students was discussed and will be agreed by Sept 2010.

8. Marketing report re: external box office and online sales
   The online ticketing platform is now used by Box Office and a public launch awaits banking approvals and final graphic modifications. Thanks were offered by the chairman and endorsed by the members to Harry Sanders for his work on the electronic ticketing system and to Sue Hamilton and Sue Wilkinson for answering the phones whilst the Tourist Information was being wound up.

9. AGM arrangements
   It was agreed that the next AGM will be held at 7:30pm on Tuesday 29th June.

10. Bar Rules
    Rules for the bar were agreed. They included the appropriate use of the trust fridge during rehearsals, the banning of bar tabs and the consumption of private drinks in the bar.

11. Modus for adoption of selected LWDSC rules in new company
    Members of the ManCom are to read the current constitution and recommend parts for inclusion into a new company code of conduct.

12. AOB

    1. Gary Atkinson has resigned as Head of Technical and the trustees approved the appointment of Jo Thompson. The trustees offered thanks to Gary for his dedication and diligence.
    2. The actions taken by the chairman and the EAD in response to an incident at the Youth Theatre performance on March 10 2010 were considered and discussed and it was agreed unanimously that they were timely and proportionate and in the best interests of all parties involved.

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

Other minutes available

• 10:00am, 19 June 2010
• 10:00am, 6 February 2010
• 9:30am, 28 November 2009
• 10:00am, 26 September 2009
• 7:30pm, 20 July 2009
• 10:00am, 2 May 2009

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