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NOTTINGHAM AND NOTTINGHAMSHIRE DRAMA ASSOCIATION
Minutes of the Meeting of the Executive Council held on Tuesday 13th May 2008 at Aspley

Present: Joan Wildgust (Chairman), Christine Davison (Secretary), Neil Mackintosh (Treasurer), Mike Stewart, Madeline Lord, Sonia Oates, Hayley Masom, Sarah Kerry, Jon Jones, Jack Barrett, Roy Ainscough, Linda Whitehurst, Christine Chapman

1 Apologies for absence were received from Tony Vokes.

2 Minutes and matters arising The minutes of the previous Council Meeting held on Tuesday 15th April 2008 had been circulated and these were signed as a correct record.
Re invoices for printing of Newsletter - KRCS will refund the VAT. They will find out how this is done and get back (Hayley)
Re Open Forum - Joan has booked the downstairs room at the Arts Theatre from 6.30 - 10.30 on Wednesday June 16th at a cost of £60. Nanda will provide refreshments - wine, juice, nibbles. Arts Theatre will provide glasses.
Four people to speak at Forum: Hayley, Roy (history of Nanda), Sarah (check links with Nanda and Youth festival) Tony Vokes (West Bridgford Studio Group) and possibly other speakers to be decided.
Correction re One Act Festival: A group can enter as many plays as they want either youth or adult, not limited to one per category. (Neil)
It was suggested that the minutes be emailed to groups and put on the website.

3 Hon Treasurer's report
As at 13/05/2008
Balance = £4982.99
(NS &I = £2115.87; Current = £2335.87; On hand = £531.25)
Increase = £708.75
Since last meeting
Income
Play of the Year
Entries - 2 @ £50 each = £100
Youth Festival
Entries - 4 x Member @ £20 each
1 x non-member @ ££25
Total = £105
Door Receipts = £311.50
Refreshment receipts = £122.25
One Act Festival
Entries - 2 x non member @ £25 each
1 x member @ £20 each
Total = £70

Expenditure None
Theatre Book - Ongoing balance (including Grant)
Profit = £228.98 (no change)

4 Discussion Item - Workshops
There was a wide ranging discussion on possible topics for a workshop from all members. Suggested topics included: marketing, set design and construction, costume, makeup, help for struggling groups, competitions. It was agreed that the workshops should be inter-active so participants could learn from each other. Proposals from Zac Hulton and Bob Wildgust were circulated for consideration.
Joan will send a letter to the chairman and secretary of each group inviting their members to the open forum meeting. In addition, this letter will be put on the website (Mike) and emailed to as many people as possible to get a wider audience, (replies to be received by 7th July).
Joan will chair the Forum.
Before the next meeting all council members are to consider the options discussed and formulate a plan, for presentation to members at the open forum.

5 Festivals
a) Play of the Year Competition 07/08 and Dinner
Ten entries have been received.
There was a question as to whether we send out questionnaires after the festival, asking for members' feedback on the adjudication. It was suggested that we should even though only two replies were received last year.
Dinner
An invitation has been sent to Ian Carr (adjudicator) and his wife.. Two replies have been received so far (from Gresley).
Re background music during the dinner - Linda and Christine will choose a selection. Jon will send them a CD of piano music.
Linda and Christine have confirmed the menu choice with Jenny at Cotgrave, who confirmed a microphone was available. They agreed to be responsible for tickets, place cards, menu and colour scheme for the tables. A list of trophies and plays is needed for inclusion in the printed menu. It was decided that there would be no floral table decorations.
The running order was discussed:- 1) Welcome (by Roy); 2) Grace (ask Burton Joyce; 3)Dinner; 4) Toast to NANDA (ask West Bridgford); 5) Adjudicator's Report; 6) Presentation of Awards. After discussion it was decided that the Adjudicator's wife should be asked to present the awards. It was decided that Roy should propose a toast to 'absent friends' before the toast to NANDA.
Christine C to draft the plans.
Joan will contact representatives of Burton Joyce and West Bridgford about the grace and toast to NANDA
Cups and awards to Joan by Monday 9th June
This item discussed earlier in the proceedings - Linda and Christine left early.

b) One Act Play Festival 2008
Five entries have been received.
The festival will run over two days:-
Friday 6th June at 7.30 pm- Dronfield Players (2entries)
Saturday 7th June at 7.30pm Avesbury Crickets (2); Play by Neil
No refreshments needed - the theatre will provide these.
Letters and posters will be sent out to members and groups next week.
Neil has access to the theatre all the preceding week. Mike Stewart to help.
Malcolm Wilson is the adjudicator.

c) Youth Festival 2008
Sarah was congratulated on a successful festival. The entries were of a high standard and The Lacemarket was congratulated on its winning entry.
The venue (Dukeries Theatre, Ollerton) however, proved to be a disappointment. Several concerns were raised, including poor lighting, a missing curtain, general lack of cleanliness. Mark Ledbetter will be writing a letter of complaint. This will be discussed further at the next meeting.
The issue of bad language in plays presented at the festival was discussed. It was felt that there should be a warning about this in the programme at future festivals.
The issue of funding for future youth festivals was discussed.
Hayley will draft a letter to be sent to local businesses asking for sponsorship
Joan (Arts Theatre); Neil (Chatsworth Theatre Long Eaton);Jack (Lacemarket and Lakeside Theatre) will find out the cost of hiring these venues.
Joan will approach Holgate School and the Manning School about the possibility of schools being included in next year's festival.
Sarah agreed to continue with organising the festival next year and Sonya offered to help her.
.
6 Theatre Luncheon
A letter has been sent to Kenneth Alan Taylor and we are awaiting his reply. Douglas's list of contacts has been passed on to Joan. Jack offered his help.

7 Newsletter/Website
The latest newsletter has just gone out. The deadline for the next one is 4th August..
Sarah is to give an update on the Youth Festival and details of the winners.
Neil to write an article for the One Act Festival
Madeline suggested that parents should be asked to give their permission for children's photos to be published.

8 Correspondence/Amendments to membership
No correspondence. Amendments to the NANDA members list were noted and a new list will be circulated.


9 AOB
Stanford Hall may be developed and Rushcliffe Borough Council's website invites comments from interested parties. Members were urged to look at the plans especially with regard to the theatre.



10 Date of next meeting

Tuesday June 17th at 7.00pm at East Leake


The meeting ended at 9.55pm.