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NOTTINGHAM AND NOTTINGHAMSHIRE DRAMA ASSSOCIATION

Minutes of the Meeting of the Executive Council held on the 20th September 2011 at Aspley
Present: Joan Wildgust (Chairman), Roy Ainscough, Jack Barrett, Madeline Lord, Neil Mackintosh (Treasurer), Mel Reynolds, Mike Stewart, Bob Wildgust

1 Apologies for absence were received from Christine Davison, Sonya Oates,Tony Vokes, Linda and Howard Whitehurst.

2 Minutes.
The minutes of the previous Council meeting held on the 14th June 2011 had been circulated and these were signed as a correct record

3 Hon Treasurers Report
i Accounts to 20.9.11
Balance £5476.14
NS&I £2273.13
Current £3048.01
On hand £165.00
Increase £710.86

SINCE LAST MEETING
INCOME
Youth Play Festival
Sale of remaining refreshment stock = £28.24
Annual Dinner and Award Ceremony
Ticket receipts 117@£23= £2691
Operations
Subscriptions
Group Membership 7 @£25
Individual 3@£15
Total £220

EXPENDITURE
Play of the Year Competition
Co-ordinators expenses £11.28
Adjudicator Fees £ 946.24
Youth Play Festival
Adjudicator Fee £100

Annual Dinner and Award Ceremony
Welbeck Hotel £2340
Operations
Insurance-Zurich £252.34

ii Annual Accounts
The Treasurer distributed to the meeting a copy of the Annual Accounts for the financial year September 2010 to 31st August 2011. He reported that despite outstanding bills for events held at Chilwell Olympia the Association would show a profit of approximately £1000 on the year's activities enabling potential investment in other activities such as a play writing competition drama workshops and productions
Resolved that the annual accounts be approved and forwarded to the Auditor and AGM and the thanks of this Executive be extended to Neil for all his hard and valued work.

4 FESTIVALS
i Play of the Year Competition
The Chairman reported that the material for the 2011/2012 Competition had now been sent to member Groups and already one entry had been received. Amanda Hall the adjudicator was in place and eager to commence proceedings.

ii One Act Play Festival 2012
Bob W reported that the material for the Festival was now ready for circulation and that Di Richards had agreed to act as the adjudicator. At present negotiations were taking place in an attempt to stage the Festival at the Bonington Theatre, Arnold, on the 16th /17th March 2012. The ability to stage the event at Bonington was dependent on an acceptable community rate letting being available and these negotiations were being conducted by Howard Whitehurst . A check was also being made on the availability and rates of hiring the usual Chilwell venue and it was noted that a final decision would be required by early October.
In the ensuing discussion reference was made for the need for any quote to include a technician, other room fees desposit and cancellation charges
Bob W also reported that he intended to invest considerable effort in marketing and organising the Festival but may not be available on the 16/17th March, but already had compiled a list of key people to stage the event. He stated that he was also to attend an AETF Regional Council meeting on the 25th September in Birmingham when plans for marketing the NANDA Festival would be high on the Agenda
Resolved (1) that the current negotiations be noted and that the ensuing quotes incorporate the total charge for theatre hire, additional rooms, personnel and cancellations and that the quotes are delivered in the timescale now set.
(2) that Bob W be asked to deal with the matter and advise/consult with this Executive if necessary
(3) that expenditure of £25 be approved to cover the AETF Licence Fee for the All England Festival Competition for 2012.

iii Youth Festival
The Chairman reported that Sonya O and Jean L had agreed to organise the 2012 Competition and were to meet up shortly to draw up a plan and timescale. No date had yet been agreed but it was expected that the event would be staged in early May 2012.
Madeline L reported that ELAPs would most likely be involved and were currently working on two projects
It was suggested that the 2012 event be staged at Chilwell in view of the facilities to cater for a large number of young people. Roy A agreed but suggested that for the future Southwold School Keyworth may prove another venue that NANDA could consider for events
Resolved that the above position be noted

iv Play Writing Competition
Resolved that a report be submitted to the next meeting

5 THEATRE LUNCHEON
Jack B reported on the arrangements being made for the Theatre Luncheon on the 4th October 2012 featuring Clive Francis and Beattie Edney. He stated that 36 people had confirmed attendance and he expected the figure to rise to about 40.
Resolved that the above position be noted

6 NANDA NEWSLETTER
The Chairman reported that a September newsletter had been circulated and had been well received
Mike S also issued to the meeting a 50 day calendar of events which had appeared on the Website adding to the publicity now being given by NANDA to promote member events
It was noted that two events appearing on the Website had not been included in the Newsletter. The Chairman stated that every effort was being made to improve commincations

7 AMENDMENTS TO MEMBERSHIP
The Chairman reported that since the last meeting the following amendments to membership had been made
Bonington Players Secretary Jo Thomas
Prospect Players Chairperson Liz Hagen
West Bridgford Secretary Malcolm Todd
Burton Joyce Chairperson Richard Hitchens

8 NOTTINGHAM ARTS THEATRE
The Chairman reported that the Nottingham Arts Theatre had now formerly separated its amdram activities from its other charitable functions. In future the amdram operation would be known as the Peoples Theatre Company and for two years they would be supported by the Charity. Thereafter the Peoples Theatre Company would have to be self supporting and take lettings that were made available by the Charity at a rent of their choosing.
She reported that the move had been made reluctantly by the acting membership and some members remained bitterly opposed to the separation. She stated that only time will tell about the wisdom of such a move.
Resolved that the above position be noted and this Executive be kept apprised of events

9 STANFORD HALL THEATRE
Roy A reported that no progress had been made with regard to the Stanford Hall Theatre as he believed the owner was actively trying to sell the whole premises and estate. He stated that a 20 page document relating to contract hire had been produced but no effort was or is being made to make the Theatre available for lettings.
Resolved that the position be noted

10 DATES OF MEETINGS
(i) Next meeting
Resolved that the next meeting be held on Tuesday 18th October at Nuthall at 7.00pm
(ii) Meetings to July 2012
Resolved that the meetings up to July 2012 be held on the following dates commencing at 7.00pm
15th November East Leake
13th December
2012
14th February
13th March
17th April
15th May
12th June
17th July
(iii) Annual General Meeting 2012
Resolved that the Annual General Meeting be held on Sunday 15th January 2012 commencing at 6.00pm and a request be made that it be held at the West Bridgford Studio Theatre

11 OVER 75 INSURANCE
Roy A referred to the issue he had raised earlier regarding over 75,s having adequate insurance when engaging in amdram activities. He had been assured that the matter was not now an issue.

The meeting concluded at 9.20pm.