Minutes of Phoenix Theatre Committee Meeting Monday 3 April 2017

Transcription

1 Minutes of Phoenix Theatre Committee Meeting Monday 3 April Apologies for absence: Alison Clarke, Trevor Jones. 2. Minutes of the last meeting held on 9 January The minutes were approved as a true record 3. Matters arising from those minutes Some items have not been attended to due to Trevor's illness. Inventory of Flats and costings for replacement flats. Action- Graham. Clicker counter for security in case of fire. Action-Mary Keys: Catriona has key as helping with till, Nick Hawthorn for props and Ian Godsavefor tech. Renee and Sam Callen will need keys. Amanda has had 4 more keys cut. Building: The damp is better since the fan was replaced. Tanking will cost at least 20K. Grant application on hold while we see if the damp issue has been resolved in the short term. Car parking spaces: Are they being abused? Cars should leave by 6pm. Suzanne reported that Keith Shawcross will rent two spaces at 400 per annum starting 01/01/17.He has given her the registration numbers of his cars and those of his friends,jim and Judy Thorpe who may use the spaces. Amanda will request number plates from Williams for all their cars registered to park in forecourt. The list of approved car registrations will be kept behind the desk. Action: Amanda. Trenchard House Covenant: Keith Shawcross advised Sue to leave matters as they stand, 4. Production Co-Ordinator's Report A lengthy discussion followed the revelation that special effects for the ghost scene in Ruddigore cost 1200 and that this cost had not been approved by committee. This meant that the whole production made a very small profit when a much larger one had been expected. In future directors will be expected to keep to a strict budget of 500 and any additional projected costs must be approved by the committee in advance. Action: Suzanne We must get a quote at all times for any suggested work by Rob Symonds. It was decided that for adult productions cast members will pay for their own scripts. The committee approved the booking by George Tait for the Ukelele concert on Saturday 20 January Treasurer's Report Sarah asked for a breakdown of the costs for Stags and Hens. She felt that flats and timbers included in the expenses would be used for other productions. Mary requested a cost breakdown for All You Need Is Love. Action-Amanda

2 6. Building Manager's Report Some roof tiles need replacing. Jenniffer will contact Richard Green. The front of the theatre has been done and looks very good. There are no leaks and the fan is working well. An electrician is required for two light fittings which need attention. Action- Jenniffer The wardrobe rail needs an attachment to make it easier to hang costumes.action- Graham Having a lock on the wardrobe door was discussed but there is a book for people to note when they borrow clothes. We need a notice to remind people to use the book. Action- Suzanne Alan Smith is covering for Jen for three weeks over Easter while she is on holiday. She intends to resign as Building Manageer at the AGM but he is happy to stand for committee and be Building Manager if elected. 7. AGM The AGM will be held on 14 June All details will be sent out in the May Newsletter as they have to be sent to the members by 10 May five weeks before the AGM.Action-Graham Sue has completed three years as Chairman and is resigning from the Committee. Alan Smith and Michelle Cooper are willing to stand for Committee. 8. Any other business a) Mary requested 100 for 17 September 2017 concert for sheet music for singers. Cost approved. She asked if we could have an archive of past productions from 2002 (the last record in Robin Haig's book) Action-Suzanne/Amanda b) It was agreed to ask the membership at the AGM for approval to increase the Membership Fee to 20 and student/junior to remain at 10. Associate Fee to be abolished. c) Graham asked if he could release the Ruddigore video on the website. Mary will check with cast for permission.action-mary d) Newer posters in the foyer were requested of more recent productions. Action- Graham e) DBS check renewals are needed on at least six people. Amanda agreed to verify the DBS details of Sarah's helpers during the Easter Workshop on 20 & 21 April. Action-Amanda f) Mary suggested we could have a supper and song evening 9. Date of next meeting 8 May 2017 at 7pm.

3 Production Co-ordinator s Report for Committee Meeting on Monday 3rd April 2017 The PYT held their Showcase to parents on Saturday 18 th and Sunday 19 th March. It was a great success. Very slick and professional. Congratulations to Sarah and all concerned. Future Productions Keith James has changed his booking on Sunday 9 th April It will be Solid Air, the music of John Martyn and Nick Drake. The fee will be 200. I understand he has paid his deposit of 100. Amanda to confirm. He has also reserved Sunday 22 nd October for The Songs of Leonard Cohen. David Pollard and Ian Godsave to be technical support. David is liaising directly with Keith, who has not replied to s of late. The reading of All Things Considered by Ben Brown on Monday 28 th November, was attended by 20 members. It is set in the present day and has a cast of 4 men and 3 women. Renée Field will direct, assisted by Tom Lee-Hynes. Production dates are Saturday 24 June to Saturday 1 st July The play has been cast. Rehearsals to start Tuesday 4 th April. Rehearsals will be on Tuesdays and Fridays. A pre-production meeting will be held on Monday 3rd April with Renée, Tom, Graham, Ian and myself to discuss the set and lighting. In March 2017 Brian Jackson and Mary Brigg directed 'Ruddigore' by Gilbert and Sullivan which ran from Monday 27th March to Sat. 1st April Richard Watson fee, 40 per rehearsal, 70 per performance and dress rehearsals. The production was a great success achieving 84% seat occupancy. Louise Hickey from NODA was very impressed when she attended on Friday. The cost of the screen hire was greater than expected. More details at the meeting. Congratulations to Brian and Mary, and their cast and crew. Our entry into The Herefordshire One Act Drama Festival took place on Friday 10 th March. It was Can Malone Die?' by David Pollard. Our team was very successful gaining 3 awards, the Andrew s Shield for Best Original Play, the Oswin Cup for Best Novice and the Wye Cup for achieving third place overall. I have the points sheet if you wish to see more detail. You have already had an with the results. Congratulations to David, his cast and crew. We have been nominated for the 2016 Best Drama Award in NODA District 1 for our production of Anastasia by Marcelle Maurette. The award ceremony is on Sunday 23 rd April in Stourbridge. Brian and Judy Jackson, Michelle Cooper and Sam Callen will attend and collect our certificate. George Tait has booked Saturday 12 th August at 7pm for An evening of ukulele and guitar with Steven Sprout and Matt Stead/Robert Ash. The fee will be 200. Trevor will be technical support assisted by David Pollard. Amanda to confirm if deposit has been received. They do not need Ticket Source. They have also asked to book Saturday 20 th January 2018 for a ukulele concert in aid of the Hope charity. Decision required. The fee for charities is 75. Phoenix Theatre Singers Show, entitled, Their Greatest Hits to take place from 6 9 September. There will be a Member s Evening on Saturday 21 st October when we will hold two rehearsed readings for members. Michelle Cooper will direct Aspects of Betrayal by David Pollard and Tom Lee-Hynes will direct a one act play yet to be chosen. Lizzie Nicholson, a new member, would also like to direct. She will direct a rehearsed reading on Saturday 5th August It will be a one act play entitled, Prelude to Macbeth. She has asked me to reserve the November 2019 slot for her to direct Macbeth by William Shakespeare. Discussion needed. David Pollard to direct Arsenic and Old Lace by Joseph Kesselring, from Saturday 18 to Saturday 25 November Reading Monday 3 rd July. Auditions on Wednesday 12 th July with follow up auditions on Monday 17 th July. The licence is available. The future programme looks as follows: - The proposed plan for 2017 is as follows:- Keith James Sunday 9 th April; Sarah s Drama Company will hold Easter Workshops on 20 and 21 April. Renee Field will direct All Things Considered by Ben Brown from Sat. 24 th June to Sat. 1 st July. Hand to Mouth Theatre, David Pollard, performance of Billy Liar on Saturday 22 nd July. Sarah will hold summer Workshops on 26, 27 and 28 July, and 29 th August to 1 st September. Rehearsed reading Saturday 5th August, Lizzie Nicholson. George Tait has booked An evening of ukulele and guitar with Steven Sprout and Matt Stead/Robert Ash on Saturday 12 th August. The Singers Annual Show, 6,7,8 and 9 September. PYT production of Wendy and Peter Pan, 14 to 18 October. Members evening of rehearsed readings Saturday 21October. Keith James, The Songs of Leonard Cohen, Sunday 22 nd October. Performathon Sat. 28 October. November production Sat. 18 to Sat. 25 November David Pollard to direct Arsenic and Old Lace by Joseph Kesselring. Singers Xmas Show 7,8,9 December. Xmas Party Friday 15 th December. The proposed programme for 2018 is as follows :- 20 th January- Ukulele concert in aid of Hope charity. March, Brian

4 Jackson to direct. May, Renée Field to direct Absent Friends, by Ayckbourn. June/July, Singers Annual Show. October, PYT production. November, Amanda Smith to direct Lord Arthur Savile s Crime. December, Singers Xmas Show March slot - David Pollard to direct. November slot Lizzie Nicholson to direct. Roger Spragg wishes to direct again in the November slot at some point. He is considering Blue Remembered Hills by Dennis Potter. Roger Williams would like to see A Key for Two reprised. Graham Russell would like to direct Bedroom Farce by Ayckbourn. Gordon Brigg would like to hold a reading of 'Waiting for Godot'. He does not wish this to be in our programme of plays, but would like to hold a members evening for interest. Date to be arranged. Sarah and the PYT will perform Wendy and Peter Pan in October 2017, the licence is available. I was asked by the committee to find 5 dates in 2017 when we would welcome visiting companies. 1. Sat. or Sun. 28 or 29 January or 4 or 5 February. 2. Sat. or Sun. 8 or 9 April or 15/16 April or early May. Keith James is booked for Sunday 9 th April. 3. Sat. or Sun. early July. 4. Sat. or Sun. early August. Rehearsed reading 5 th August, Ukulele and guitar concert Saturday 12 th August. 5. Sat. or Sun. 21 or 22 October. Rehearsed readings on 21 st, Keith James on 22 nd October. Requests from outside organizations Theatre hire enquiry from Richard Moller. He has a 5 piece band called, Yes, please, a tribute band to Yes. Following discussion of our charges, etc. he decided not to go ahead. Rossiter Books requested book event on Monday 5 th June, but later wished to change date to 9 th June, but we have rehearsals that night, so booking declined. Meggie Parker, student, wishes to gain experience before going to university in the autumn. Renée Field has asked her to help with her production. Zoe Hutton to be part of Sarah s Drama Company. She no longer wishes to hire the theatre independently. Hereford Carers Parent Support Group have ceased to hire the theatre. The original Hereford Carers Support Group to continue. THE PHOENIX THEATRE FINANCIAL REPORT 1 ST MAY TH FEBRUARY 2017 INCOME Bar 6, Car Parking 1, Subscriptions 1, Phoenix Youth - term fees 2, Theatre Hire Cinema, Drama Co, Rossiter Books, K James/ticket sales 2, Ukulele Concert, Children In Need Concert, B Jackson, D Pollard Donations General sale of costumes, xmas party ticket sales Productions: Summer of the 17 th Doll 1, Stags and Hens 1, All you need is Love 1, Alice in Wonderland 2,147.57

5 A Doll s House 1, Singers Xmas Concert 16 1, , TOTAL INCOME 26, EXPENSES Bar 3, New equipment lighting/sound, mics, glass washer, ladder, drill set 5, Insurance 1, Maintenance: Cleaning & materials 1, General Maintenance 2, Building repairs Health and Safety , Phoenix Youth - flyers, future scripts, general Licences Professional fees General - first aid, dbs checks, stationary, postage, newsletter, 3, costumes, room hire, props for Between Mouthfuls, directors course, membership, tailor s dummy, Brenda Smith s bequest (bubble machine, follow spot & fog machine), chair, xmas party food Productions: Anastasia Summer of the 17 th Doll 1, Monkey s Paw A Doll s House 1, Stags and Hens 1, All you need is Love 1, Alice in Wonderland 1, Ruddigore Singers Xmas Concert All Things Considered Future productions , Utilities: Electricity 1, Gas Water Telephone Internet TV Licence , Theatre Hire ticket sales 1, TOTAL EXPENDITURE 31, Deficit for 10 month period 5, LLOYDS ACCOUNT as at 3 rd March ,774.01

6 INCOME IN DECEMBER 2016, JANUARY & FEBRUARY 2017 Bar Car Parking 1, ( 200 Williams/ 800 Shawcross) Subscriptions Phoenix Youth 1, (Term fees) Theatre Hire (Cinema, Drama Co, B Jackson balance/k James deposit) Singers Xmas Concert 16 1, General (Xmas party ticket sales) TOTAL INCOME 5, EXPENDITURE IN DECEMBER 2016, JANUARY & FEBRUARY 2017 Bar New equipment (lighting & drill set) Maintenance: Cleaning & materials (includes toilet rolls and paper towels) General Maintenance 1, (includes boiler service, carpet/chair cleaning, PAT testing, paint, driveway, window cleaning, paint, keys) Building Repairs (heating control/roof fans) Health & Safety (fire alarm/emergency lighting service) General 1, (includes bequest/fog machine, chair, xmas party food, drama festival, NODA subs, website, membership letters/cards, postage, stationary, newsletter, room hire) Productions: Alice in Wonderland A Doll s House Singers Xmas Concert Ruddigore All Things Considered Future productions Utilities: Electricity Gas Water Telephone Internet TOTAL EXPENDITURE 7,078.08