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NOTTINGHAM AND NOTTINGHAMSHIRE DRAMA ASSOCIATION

Minutes of the Meeting of the Executive Council held on Tuesday 12th May 2009 at 67 Aspley Park Drive, Nottingham

Present: Joan Wildgust (Chairman), Christine Davison (Secretary), Madeline Lord, Mel Reynolds, Jon Jones, Mike Stewart, Neil Mackintosh, Christine Chapman, Linda Whitehurst, Jack Barrett.

1 Apologies for absence were received from Roy Ainscough, Sonya Oates, Hayley Masom, Sarah Kerry.

2 Minutes and matters arising The minutes of the previous Council Meeting held on Tuesday 7th April had been circulated and these were signed as a correct record.
The Council welcomed Jack back after his recent illness.
Jack had contacted the Lace Market Theatre about a refund due to the cancellation of the workshop but was told that this was not possible.
Re the invoice from the Dukeries Theatre for last year's Youth Festival - the invoice has been mislaid and it was decided to wait until a new one was issued before issuing a complaint about the venue.

Hon Treasurer's report - as at 12 May 2009
Balance = £5074.92
NS & I = 2262.57
Current = 1938.03
On hand = 874.32
Increase = £663.51

SINCE LAST MEETING
Income
Play of the Year
Entries 4 @ £60 each = £240
Youth Festival
Door Receipts = £279
Refreshment Receipts = £75.20
Voice Workshop
Course subscriptions - 2 @ £5 each = £10
Gurd Award
Bank Interest on £500 capital stock = £15.21 (3.0425%)
Theatre Luncheon - Simon Shepherd
Receipt (1) £15
Operations
Subscription
Individual Member 1 = £15
(New Member - Julia Gaunt)


Bank Interest
NS&I Investment account - Annual
(excluding Gurd £500) = £51.60 (3.0425%)
Expenditure

Youth Festival
Programme photocopying = £37.50
Theatre Book
Ongoing balance (including grant)
Profit = £239 98 (no change)

Results

Voice Workshop
Income = £80
Expenditure = £70
Profit = £10
Theatre Luncheon - Simon Shepherd
Income = £428
Expenditure = £377
Profit = £51
Regarding the Voice Workshop - it was decided to make a donation of £20 to West Bridgford Dramatic Society. Joan will send a cheque and a letter of thanks to the Society for the use of their premises and their help with the event.
4. Discussion Item - Open Forum/Website
Open Forum
It was agreed that the Open Forum be held on Wednesday 15th July at 7.30pm. The venue will again be the Studio at the Nottingham Arts Theatre. Refreshments - wine, juice and nibbles- will be supplied free of charge. Joan will book the room. Further details will be discussed at the next NANDA Council meeting in June.
There will be 4 topics for discussion:- proposed workshops; the new One Act Play Festival; The Youth Festival; Communication. One lead person will start the discussion on each of the 4 topics (also to be decided at the next meeting).
Chris will notify Secretaries and Chairs by e mail. The Forum will also be advertised at the Dinner - flyers will be placed on the tables. Linda and Christine will organise this.
Website
Mike has contacted Jarrod Makin from Heart Internet who may offer help in getting more photos on the website. This will initially be free but will eventually cost £30 - £40.

5. Festivals
a) Play of the Year 08/09 and Dinner
There are now 15 entries with two remaining to be adjudicated.
There was a discussion on choosing an adjudicator for next year's festival, but no final decision was made. Some members felt that some of the adjudications were short. It had been noted that the Dictaphone purchased last year has not been used yet. The adjudication form needs rewriting to indicate it is a recording on Dictaphone not tape.
Dinner
The programme for the Dinner was discussed. A member of ELAPS will do the toast to NANDA. A member from WBDS will say grace. Christine Chapman will contact Tony Vokes. Chris Davison will present the prizes. Bob Wildgust will give a short talk on the All England Theatre Festival.
After some discussion, it was decided not to hold a raffle.
b) One Act Festival
Bob Wildgust now has enough information to be able to move forward on publicity, marketing and budgets for the event. He suggested NANDA should be affiliated to the All England Theatre Festival at a cost of £25.
c) Youth Festival
The Festival, held over Friday and Saturday, was a great success, with a very high standard from all four entries.
Although everything came together on the 2 days it was noted that there was a lack of organisation and liaison between various people in the days before.
Sarah Kelly's comments by email were discussed. It was agreed that we draw up a checklist of jobs to be done beforehand and people who need to be contacted. This should be done soon. All drama groups should be contacted about entering whether or not they have a Youth section. We should not limit the Festival to 6 entries (3 plays in the afternoon, 3 in the evening, as proposed by Sarah).
It was agreed that the Chilwell theatre be booked provisionally for 6/7/8 May 2010. Joan will do this and also write a letter of thanks to the School.
It was agreed to ask Sarah Kelly to run the event again next year.

6 Theatre Luncheon
Jack thanked Joan for taking over the last minute organisation of the Luncheon. He will try for another Luncheon in October or November, at the same venue. It was hoped that we could attract more publicity next time, by involving local media. A photographer should also attend.

7 Newsletter/Website
Newsletter
The current Newsletter is out on PDF and is in the process of being printed. Madeline will find out the deadline for the next issue.
Website
See discussion item
8 Correspondence/Amendments to membership
Christine Smith (individual member) - delete
9 AOB
Mel asked for clarification of the terms of entry for the Gurd Award. The closing date for the award will also be clarified at the next meeting.

10 Date of next council meeting.

The next meeting will be at 7.00pm on Tuesday June 16th at East Leake

The meeting ended at 9.25pm.