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NOTTINGHAM AND NOTTINGHAMSHIRE DRAMA ASSOCIATION
Minutes of the meeting held on the 16th June2015 at Arnold

Present Joan Wildgust (Chairman), Roy Ainscough, Barbara Fisher, Madeline Lord, Neil Mackintosh, Mel Reynolds, Mike Stewart, Linda and Howard Whitehurst, Robert Wildgust, Tony Vokes

1 APOLOGIES FOR ABSENCE were received from Christine Davison

2 MINUTES the minutes of the previous Council meeting held on the 5th May had been circulated and these were signed as a correct record.
Matters arising
JW responded to the query raised by ELAPS as to the order of performance selected for the Youth Festival. She explained that she had been advised by the organiser that this depended on a number of factors which included programme balance, age, suitability, splitting group entries etc. It was really the result of these factors which meant that on two recent occasions ELAPS had opened the proceedings

3 HON TREASURER'S REPORT as at 16th June 2015
Balance £9194.67.
NS&1 £2324.42.
Current £4534.93
On hand £2335.32.
Increase £1078.09
Since last meeting
INCOME
Youth Festival
Entries 3@£25. 5@£30= £225
Door receipts £677
Refreshments £207.15
Annual Dinner 90 @£26 = £2338
Quarter Final
Programmes £39
Door receipts £450
Operations
Membership 2@£25 = £50
EXPENDITURE
Youth Festival
Adjudicator £110
Trophy Shields £12.98
Postage and printing £11.26
Refreshments stock £135.16
Annual Dinner
Venue 90@£25 = £2425
AETF Quarter Final
Coordinators' expenses £74.14
Venue Balance £90
Operations
Treasurer Expenses £12.96
Miscellaneous
Name Badges and card £36.56

4 FESTIVALS
Play of the Year Competition
JW reported that the 2014/15 Competition had attracted 13 entries from 6 groups. The final results had been now determined by the Adjudicator and would be announced at the Annual Dinner to be held at the Crowne Plaza Hotel Nottingham on the 19th June
LW reported that there would be in attendance at the Dinner 97 representatives drawn from the competing Groups. This was the first time the Annual Dinner was to be held at the Crown Plaza and she had inspected the room and was impressed by the organisers at the Hotel. She stated that this augured well for an excellent evening
One Act Play Festival 2016
It was confirmed that a booking had been made at the Bonington Theatre for the above Festival to be held on 5th and 6th Feb 2016
Youth Festival
JW reported that the Youth Festival held on the 9th May had proved a huge success both artistically and financially. The Elaps Group were announced winners with their production of 'The Brothers Grimm Spectaculation'. Six groups competed with an additional two entries withdrawing at the last minute.

5 ALL ENGLAND THEATRE FESTIVAL
RW reported the receipt of an email from West Bridgford Dramatic Society relating to the use of an alleged professional actor who performed in the winning AETF production held at the Semi Final at Evesham on the 6th June 2015. The rules of the competition stated that 'actors must be amateur whose main employment was not acting'. RW advised that when initially approached by WBDS on this issue he had made inquiries of the AETF who had stated that the actor concerned was an adventure playground leader.
However given information freely obtainable on the internet WBDS still believed there a was a need for a rule change and RW circulated to the Council copies of a subsequent email he had received from WBDS. This email also asked for two additional points to be incorporated in the AETF rules concerning AETF responses within a given time frame and the participation of national AETF officials in the competition.
JW advised the Council that whilst she was very happy for the matter to be discussed at this meeting she reminded members that such matters remained solely under the jurisdiction of the AETF
There then followed a detailed and lengthy discussion within the Council together with a full analysis of the case and the implications of suggested future rule changes. . In the discussion the Council recognised that in the exercise of any such ruling that a significant element of trust must be exercised particularly as the prohibition of any alleged professional payments would potentially eliminate many local Society players who receive such casual payments
There then emerged a clear consensus and it was
RESOLVED that a letter be sent to the AETF asking them to consider the introduction of a more precise and unambiguous use of the term amateur in their rule book and that they also seriously consider the points raised regarding letter response times and the participation of national AETF officials

6 PLAY OF THE YEAR DOCUMENTATION SENT TO GROUPS
JW advised that she had been asked by the Council to review the documentation sent to Groups with a view to its revision given the changes that have taken place over the last few years
The Council then gave consideration to the following documentation, copies of had been circulated
List of trophies to be awarded
Adjudicators Profile
POY Criteria
Front of House Achievement Criteria
Certificate Presentation
After due consideration it was
RESOLVED that the above documentation as now amended be approved and used in all future Play of the Year Competitions

7 THEATRE LUNCHEON
LW stated that there were no current developments but she was hopeful that a Luncheon might be arranged for September

8 MEDIA REPORTS
None were submitted The Lace Market remained the only main Group not utilising the facility
HW was asked to write a letter for BF to take to the Lace Market

9 CORRESPONDENCE/AMENDMENTS TO MEMBERSHIP
It was noted that there was a change of Chairman of the Orchard Theatre Company - John Griffiths

10 AOB None

11 DATES OF MEETINGS
The following schedule was approved
15th September 2015
13th October 2015
17th November 2015
15th December 2015
31st January 2016 AGM

The meeting concluded at 9.10pm