TADS

AGM

28^th March 2008

MINUTES of TADS Annual General Meeting, held on 28 March 2008 in the Morecambe Room at The Roses Theatre, Tewkesbury. The meeting opened at 7.50 pm.

1. Present : Oonagh Hughes (Chairman), Jane Hughes, Richard Hughes, Mike Babb, Martin Oakes, Hannah Moore (Vice-chairman), Liza Otter, Geoff Guy, John Williams (Treasurer), Brenda Read-Brown (Secretary), Jimmy and Isobel Caldwell, Penelope Tubbs, Amanda Thomas.

2. Apologies: Pam Jell, Kate Matthews, Geoff Matthews, John Elliott, Anthony Guy.

3. Minutes

The Minutes of the last meeting were distributed before the meeting. They were approved and signed, with one amendment: references to Nat West bank under item 3 to be changed to Cotteswold Dairies.

4. Matters arising (from last AGM and previous meeting minutes)

• In response to a query from Oonagh, John confirmed that annual insurance reminders are going to him, and that the insurance premium has been paid.

• It was agreed that, as the Annexe may not be available for rehearsals due to building work, we should take up the Council’s offer of rehearsal time in the Watson Hall for A Ryght Evil Place. Richard, who will be directing the play, had planned to cover the cost of hiring the Annexe by charging subs. This led to a discussion about whether all participants in this play should be TADS members, in order for them to be covered by our insurance. It would be preferable if the event was led by the Mediaeval Society, and Penny and Amanda will steer the Mediaeval Society in this direction at their next meeting. It was agreed that we should wait and see if the Annexe will be available before taking up the Watson Hall offer.

5. Treasurer's report (attached)
   
   

The Treasurer’s report is attached to these minutes. This has been an exceptionally good year, and we have approximately £4000 more than at the same time last year. This is made up of three elements:

• recovery of £1000 from the Factory (although we subsidised them with only £500);

• £400 from the TADS in the Barn production;

• a splendid profit of £2752 from Pride and Prejudice.

It was agreed that there were several reasons for the financial success of Pride and Prejudice:

• the production was run on a tight budget;

• no payment was needed for rehearsal spaces, because of Liza’s kind provision of her hall;

• it was a play that would attract good audiences.

Although it’s important for TADS’ finances to put on money-making productions, it was generally agreed that these should provide a buffer allowing us to do riskier shows sometimes – Equus, for example, would never have brought in large audiences – despite the danger that mainstream audiences might be alienated by such plays. Ideally, we should get back to the situation where we were presenting two main productions each year.

6. Chairman’s report (attached)

The Chairman, Oonagh Hughes, presented a report which was welcomed by the meeting, except for Oonagh’s proposal that she should stand down as Chairman. It was generally agreed that Oonagh has done a great job as Chairman this year.

7. Election of Officers

The following nominations had been made:

Oonagh Hughes as Chairman

Hannah Moore as Vice-chairman

Brenda Read-Brown as Secretary

John Williams as Treasurer.

In each case only one nomination had been received, and so all those nominated were appointed. Oonagh pointed out that she might be leaving the area before the end of the year, and that if this happened, Hannah, as Vice-chairman, would take over the Chairman’s rôle and duties.

8. Any other business

It was agreed that this meeting would include the business of a normal monthly meeting.

The Roses. Hannah said that this year she wanted to focus on the relationship between TADS and the Roses theatre. As part of the Severn project, a professional group from Ledbury were using the Roses at a considerably reduced rate; also, the entire theatre was closed for three days for dress and tech rehearsals for a recent Youth Theatre production. It is no longer the case that TADS has a lower rate than other organisations, or any special arrangements. Deborah Rees has resisted attempts to change our arrangements, but Pride and Prejudice has shown that TADS can present a show as good as or better than many professional companies. It was agreed that Hannah and Richard would try to get an appointment to discuss this with Deborah. Brenda commented that in such negotiations, it’s important to find out what we can offer – if we can give the Roses a chance to tick boxes and meet their own priorities, we will be far more likely to get more assistance.

It may be that TADS should change its name, omitting the reference to the fact that we are an amateur company, but this can be discussed at a future time.

Sponsorship. Hannah said that she would also, this year, put a lot of effort into fund-raising and sponsorship.

The Severn project. Deborah has asked Richard informally if TADS wanted to get involved in the Severn project. It was agreed that this would be worthwhile.

Main production slot. Richard will confirm with Deborah that next year we would like a similar slot in the programme to that used for Pride and Prejudice. A slightly later slot would be preferable.

John Elliott. Oonagh has received a letter from John announcing his intention to “give up trying to be an actor.” John has appeared in a number of TADS’ productions, and his dry wit has been highly valued. Oonagh will reply to the letter, thanking John and quoting memories from various TADS’ members.

July celebrations. Richard mentioned that in July the Council will be organising a series of events celebrating the fact that Tewkesbury is on its feet and in business again following the major flooding of last year. The week will include the mediaeval re-enactment, the joint show (A Ryght Evil Place), a music concert, a firework display and possibly a carnival.

Actions:

Richard and Hannah to arrange to meet Deborah to talk about our relationship.

Richard to confirm the late January / early February slot in the programme with Deborah.

Oonagh to reply to John Elliott.

9. Present productions

A Ryght Evil Place

Richard has had a look round the Abbey, and it seems that the best way to present the mediaeval play would be between the choir stalls, using also the space between the choir and the altar. The audience would sit in the choir stalls. This would limit the audience to about 80, but two performances are planned, one at about 6 pm and one at about 8:30 pm, so perhaps the audience capacity would be adequate. Geoff said that this format was used for a show called Abbey by Candlelight, and it worked well, as long as it was remembered that some of the action would be in the round.

It was thought that tickets would be sold for the event, with proceeds to be split between the Abbey and the Mediaeval Society.

Ian Horley has offered to lend lights, and Oonagh is finding sufficient men. However, a final script is still not available, and it was suggested that the final version should include more parts for women and a stronger opening.

Richard’s next step will be a get-together for all those involved, which will probably be arranged for a Friday evening.

Once this was a poet

This has encountered various difficulties. Richard decided that he did not want to play the main male rôle after all, and Oonagh decided that she could not be the stage manager. However, Ian Bishop and Hannah will take their places. In the last few days Brenda has made contact (thanks to Martin) with a man of the right age to play the other main part, Joe Durrant, and will be going to see him in Jack the Ripper at the Playhouse next week. This will mean that all necessary personnel are in place, and that the production will definitely go ahead. Rehearsals with the two main characters have already started, but have been interrupted by Paula’s holiday, essential if she is to fulfil all the requirements of the part. Brenda will ensure that the entry to the GDA One-Act Play Festival goes in, and that she talks to Karen Lawton about a possible presentation as part of Tewkesbury festival.

Actions:

Hannah to send Brenda contact details for Karen Lawton.

Brenda to send One Act Festival entry.

Richard to arrange meeting for all concerned with AREP.

10. Future productions

Hannah is still keen to direct Ghost Train, in a manner appropriate to TADS. However, other suggestions for future productions may be forthcoming, and so detailed discussion was held over until the next meeting.

We need to consider whether to ask for a slot in the Tuckwell Open-air Festival, which is held in July. Planning for this starts each August, and we should consider any proposals by the May meeting. A full-length entertainment would be required.

Geoff has made enquiries about TADS’ possible participation in the Abbey fete, but the timing of this does not fit well with our other activities, and it was agreed that we do not want to over-stretch our resources.

11. Any other (normal) business

Oonagh will provide Pride and Prejudice memorabilia, ideally in an electronic form, to Martin for inclusion on the website.

12. Next meeting

The next meeting was arranged for 23rd April, 8 p.m., in the Morecambe Room at the Roses.

13. Next AGM

The date for the next AGM is to be arranged later.

The meeting closed at 9.20 p.m.

…………………………………

Oonagh Hughes (Chairman)

Treasurer’s report

Chairperson’s Report

“It was the best of times. It was the worst of times.”

2007-2008 was a challenging year: staging one of the most successful productions on the Tewkesbury amateur scene for some time, but also witnessing a struggle for the committee behind the society.

Financially: A tremendous year. The showcase evening was extremely enjoyable and entertaining, and was successful in raising extra cash for the society. Thanks once again to the Grimshaws, and thank you to Hannah Moore for co-ordinating the event.

We also received a £100 donation from the Dairy and a £500 grant in kind from the council for the use of the town halls as rehearsal spaces. Things seemed to be looking good for a society that feared it would not be able to fund any further productions in the Roses Theatre.

Despite an interesting newspaper spin on this fact earlier in the year, TADS staged Pride and Prejudice at the Roses in January. The production received phenomenal feedback, and proved extremely successful artistically and financially. Richard Hughes excelled himself, and the cast should also share in the credit. It was a pleasure to work with such a talented group of people. A special thanks goes to Liza Otter for giving TADS such support for this production. She has always supported and aided the society wherever possible, but her time and help with this production was truly exceptional.

Thank you Liza.

The loss of Pat Davis as the backbone of the society was greatly felt, as secretaries came and went. The role of secretary naturally reduced to attending each monthly meeting and recording the minutes. I would like to thank Brenda Read-Brown for stepping into this role and always being very accurate and reliable. But this meant that the role of chairperson took on the responsibilities of the society.

I feel that I could not fulfil this role as well as I’d hoped because I lacked experience and knowledge of the workings of the TADS committee, and found myself relying on the other members of the society. Thank you for allowing me to take this role for the year, and I hope that I haven’t caused too much trouble or altered things too much. Sadly I feel the need to step down today due to other commitments and the inability to guarantee that I will be living in the area for the next 12 months. If the position cannot be filled this evening, [which is my fear] then I will offer to continue as chairperson with the understanding that the Vice Chairperson will take the role when the time comes for me to leave Tewkesbury. Please consider this option if necessary.

Many thanks.

Oonagh Hughes

Chairperson