CENTENARY THEATRE COMPANY AGM 21[st] June 2022
Venue: First Act Arts Ltd Studio
Meeting Commenced : 19:42
Meeting Completed: 21:38
Chairperson: Ria Hall
Attending: Tom McLoughlin, Sarah Cragg, Pete Brennan, Simon Pickup, Mike Pirks, Laura Roberts, Anita Warburton, Ria Hall, Paula Jackson, Marilyn Baxter, Jayne Dittrich, Sarah Smith, Jan Orrillard, Richard Broadbent, Marj Clare, Mark Murphy, Audrey Flint, Sheila Cummins, Ken McConaghey, Angela Walton, Jim Gibbons, Gary Williams, Rebecca Morton, Dean Callow, Mikey Jones, Lisa Connor, Jessie Scotson, Cadie Dutton, Abi Narraway, Alex Roberts, Marcus Cameron, Hayley Fulcher, Danielle Segar, Andy Dunn, Kirstin Dunn, Clare Grimes, Chris Blake, Eleanor Ross
Total 38
Apologies: Sara Worton, Mike Hall, John Postlethwaite, Dan Grimes, Alex Clare, Aimee Clare, Clare Littlemore, Maria Dumencic-Ames, Tommy Ames, Eddie Hemmings, Lesley Hall, Pat Jackson, Josh Hopson
Total 13
Absent: Garry Banner, Walter Brown, Geoff Cawley, Shaun Clarkson, Gemma Conreen, Teresa Dumencic, Vikki Jackson-Bates, Christine MacLean, Edna Massey, Moira Nuttall, Elizabeth Osbourne, Margaret Repton, David Rimmer, Michelle Taylor, Pat Taylor, John Tilling, Janet Tilling, Blair Smith, Total 18
| Agenda Item | Minutes |
|---|---|
| Lost members | Marj Clare has proposed a minute’s silence. This was held in memoriam of our members that we have lost since our last “in- person” AGM followingthe Covid Pandemic and after 3years apart. |
| Welcome | Ria Hall has welcomed all to the studios and to the AGM. Good evening everyone. It is lovely to see you all here and to finally be able to hold our AGM in person for the first time in 3 years (the first time since I became Chair!). For those who are new to the society or those who have not been to this venue yet, welcome to our new home The First Act Studios. We’re sure you’ll agree, the space is fantastic, it’s lovely to have space for our trophies, certificates, posters etc and the Committee would like to record our thanks to Kit, Ceris and the team for welcoming us here. We’d also like to record our thanks to CODYS for allowing us to use the Hub. We had only just moved into their premises when the wheels fell off the world and it was only on returning in September that we realised that there were limitations we were finding difficult to work with. We communicated this fully to CODYS, who were very understanding, and we will now be using First Act Studios for all rehearsals and meetings unless you are informed otherwise. We’re very lucky to be here, it’s amazing to think about all that has happened over the last two years. The pandemic is still having an impact on the arts, both professional and amateur. Some societies still haven’t returned to the stage yet, some aren’t going to at all. We have managed three productions since restrictions eased, and while they haven’t been financially successful for us, they have succeeded in helping us to bring our community back together and have all received unanimously positive feedback from audience members. The Committee would like to thank everyone who has helped to make those productions happen – Kit, Marcus and Niamh for working on Secret Lives, Dan, Simon and the choreography team for their fantastic work on Strictly More Musicals and Mark, Matt and Ceris for ensuring we were finally able to stage our long awaited production of Anything Goes. We have got challenges ahead, we will not be the only ones, these are trying times for amateur dramatics and that will be discussed further following the Treasurer’s report, but we also have a lot to celebrate. We have members who have brought new lives into the world,who aregettingmarried,and we received a NODA award for the brilliant StrictlyMusicals. |
| Apologies | Apologies have beenprovided byEleanor Ross asper list above. |
| 2021 Minutes | The 2021 minutes have beenproposed byHayleyFulcher and seconded byAnita Warburton and Marilyn Baxter |
| Treasurer’s Report | Paula Jackson has provided the treasurer’s report, and these are attached to the minutes as_Appendix 1_. Treasurer’s accounts have also been sent by email and attached as_Appendix 2._ Please note that the accounts are usually audited by 2 individuals. This year due to unforeseen circumstances this has not been possible and therefore the accounts have been audited by one person. This was raised at AGM, and it was voted that we accept this with notification to the Charities Commission |
| Chairperson’s Report |
Chairperson’s report has been given by RH. This has been attached to the minutes as_Appendix 3_ |
|---|---|
| Membership and Subscriptions |
Numbers of members and friends provided: 66 members and 20 friends. 25% increase on fees This increase will get us (approximately) an additional £3000. This will be: - £15/month for full performing members (£180/year) - £11.25/month for performing concession (135/year) - £7.50/month for non performing full member (£90/year) - Non performing concession (£56.25/year) Friends are £20 single and £35 couple. There will be the option for people to pay the increased amount in instalments in January, February and March if required. Members are also still encouraged to set up a standing order if they aren’t paying that way already. Those already paying monthly will need to increase their monthly standing orders from £12 = £15 or from £6 = £9 This will bring approximately £10,800 in to the society’s account per year. We know that raising the membership fee without having a confirmed schedule for 2023 is not ideal and is likely to raise questions. But we cannot confirm next year’s plans without knowing that we are going to be able to cover the costs of three productions. We have the licenses for two shows, Allo, Allo and Nativity. Currently, the Committee have every intention these shows but when still needs discussing and possible alternative venues, or show schedules. As I’ve already mentioned with all that needs considering for Elf, there is a lot that needs looking into so please, bear with us while we work to look into everything and ensure the plans we make aregoingto ensure sustainabilityfor the society. |
| Long Service and Awards |
Noda long service: Simon and Marilyn 20 years, Alex and Maria, 15 years. Honorary Life Membership is presented to Marilyn Baxter who has just received her 20 year award, Honorary life membership to Margaret Repton who has been with the society over 50 years. Committee have also presented life membership to Paula Jackson. Malcolm Fallows award is presented. This member is dedicated and hard-working and has been attending the socials etc. More recently they have put in some cracking performances and perhaps has been a bit shy. Well done Josh Hopson. |
| Alan Thomas award is presented. This member has been contributing to the society since before they were a member. Since joining they have saved the society thousands of pounds. This person has spent time on committee so hasn’t been able to be honored until now. Well Done to Simon Pickup RoyWestern Award: Kirstin Dunn |
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| Nomination of Presidents and Vice Presidents |
We are thrilled that Anita Warburton has agreed to continue as our President, with Richard Broadbent and Eddie Hemmings agreeing to continue as our Vice-Presidents. |
| Nomination of Officers and General Committee |
Thanks to Eleanor Ross, Hayley Fulcher and Mike Pirks for their time on committee. Thanks to Marj Clare for taking on the role of Vice-chair at short notice. The 2022/23 executive committee will be: Chair – Ria Hall Treasurer – Paula Jackson Secretary - Clare Grimes Vice – Simon Pickup The 2022/23 general committee is confirmed as: Kirstin Dunn Lisa Connor Rebecca Morton Dean Callow Anita Warburton Marj Clare Jayne Dittrich Ria has confirmed that this will be the lastyear as Chair for the society |
| Open Forum | 1st Open forum took place after membership and subscriptions. Mikey Jones: Fundraising at the Brindley – If we sell merchandise do we pay commission on that too.RH has responded that it is not written into our hire agreement. Could we do a meet and greet to make extra funds?This is a great idea and whoever gets cast as Buddy needs to be prepared to step into these events. |
Gary Williams: Have other Venues been explored? RH has replied, alternative venues have been discussed. Theatre Royal and Parr Hall have been explored but often end up with the same costs or other challenges such as scenery logistics.
Dean Callow: Removing Signage at London Bridge – are we looking at other signage? RH has advised that there are some opportunities have popped up, but we are not sure which ones are the most profitable for us. It is difficult to quantify the sales from this. Mikey Jones has added that WBC doesn’t want to advertise another council’s events.
Lisa Connor: Has Merseyflow been contacted to ask if we could have free toll charges for the bridge on show nights for registered cars? This has not been done as yet but is certainly an option worth exploring
Angela Walton: has advised that people are more likely to go to Parr Hall. RH has advised that Parr Hall has it’s own issues such as no set storage and we know the Brindley has it’s issues with bridge charges, general travel to Runcorn. Audrey Flint has added that when we performed at the Parr Hall people didn’t come as it wasn’t good for Theatre Productions.
Dean: If we have to make a decision not to do Elf, would this be after it has been cast? RH has advised it probably would be a postponement rather than a cancellation. We can’t assume that shows will sell but this is one of our best opportunities. But it won’t just make money on it’s own, we have to really sell it.
Andrew Dunn: Requested clarification on the shortened production. RH has advised that it would have been Thursday evening to Saturday (4 shows). PJ has advised that if the show was to do 5 nights it would break even and may still sell . Andy asked when will this decision be made. Hayley has advised that the profit margin is tight and that we need to have a look at this. HF has mentioned the size of the band. The orchestra has been reduced from 16 to 12 so far. We must consider quality as part of the show.
Pete: What percentage we would need for a break even? It is estimated that a 75% sell on an average ticket price would potentially break even.
Simon: Has advised that the Sunday is a big money drain for no ticket sales.
Andy: Has asked about the budget for marketing – this has also been raised by Maria Dumencic-Ames. Yes we do have some spends for marketing but what it is, is unconfirmed. But we can certainly pay for some marketing expenses. Paula has advised that programme adverts have been lacking in recent years. We have tried to reach out to some businesses but this has not been successful in recent years.
Dean: Has asked about the Brindley staff requirements as we have to pay for them. We have two included in the hire but follow spots and flies have to be the Brindley staff. We will discuss exactly what we need from our side to ensure the budget is as prepared as possible. ER has advised that we also speak to LIPA students as volunteers. Paula has advised that we were charged over £1000 for technical staff hours for Strictly More Musicals . Pete has asked what this means in ticket sales context – this is TBC
2[nd] open forum :
Pete pre submitted: Change to the audition requirements to stop barriers to members joining. Mark has advised that there must be an AGM to amend the constitution.
Pete: Do the brindley offer special rates for Halton societies i.e. would it benefit us to change our “home” address? PJ has advised that we already get a “community rate” for being a charity.
Simon: Given the financial situation is not great, is Arley necessary? SP has acknowledged that we are potentially looking at sharing it with FA. We are already paid for this year so it has been introduced now but it will be discussed further. The implications of FA sharing, it might change how Arley view CTC, it would be a joint legal contract, we don’t know if they would put the rent up. We are liable for the Rates on the property which are now discretionary, this is currently nil. IF another party comes along will this increase the rates for any reason.
Lisa: Is there anything in Arley that we could look to hire out. There may not be enough people to go up and photograph and catalogue. We need manpower. FA could also provide a bit of man power but obviously pros and cons need looking at. As Lisa has mentioned it we will start using the Wardrobe as a revenue stream and will look to hire out costumes. PJ has pointed out it would be a “donation” due to our charity status.
Mike Pirks: Wants to ask about plays and performing them going forward. Would we be open to filming/streaming performances in future? Not something to be ruled out and may be a good idea. Gary has queried whether this would take away from us being a live performance group.
Gary: has asked what the costs of the Brindley Studio are. The hire is cheaper, tickets would also be a bit cheaper but would be more likely to sell out.
Mikey: Could we do a 2-3 night show (a bit like Encore) rather than a full performance? Short answer is yes, but this will be art of the schedule discussion for next year. Marj has pointed out that we missed the opportunity to do DAD so we need the commitment.
Chris: If there is the theatre and the Studio being used on one night, do we still pay the same rate. SP has advised that we get t2 included in the agreement. We only pay for technical staff not FOH staff that are normally there. We should be charged for the bar staff but if they make a certain amount, they don’t charge.
Jessie: Brindley Shows booking dates – are we able to move the dates in the future? It depends on the timeframe as we’re unable to cancel within a certain timeframe. We may need to plan several years in advance in order to change our weeks. We may be able to look at 2024. We have dates provisionally booked for next year and beyond.
Kirstin: Is it ‘Allo ‘Allo May and Nativity November? We have not confirmed this and this will be a discussion for the new committee. We still have May September November dates booked at the Brindley for next year.
Dean: Have we ever done a smaller show to support the bigger ones? Recently, the plays have not been selling enough. The move to the studio has not been able to go ahead due to covid for the play to support the musicals. Have we considered smaller musicals? These may have been done in the past. Show choices are difficult and all of the previous “best-sellers” are not selling as reliably anymore.
Marilyn: Huge thank you in keeping the society going for the last few years, planning, producing and carrying out the shows. Marilyn loves being part of the society and the hard work is appreciated.
Clare: Doing smaller shows affects the ticket sales as the cast are the ones that sell the show.
Mikey: Is it ‘Allo ‘Allo in May where a musical would have been? RH has advised it’s currently in September, but this may be changed with new committee.
Simon: Lots of questions and comments about next year, Simon advises there won’t be a next year if there isn’t a good this year. Encouraged everyone to get involved and sell. Focus everything here and now. We can’t plan anything extravagant for next year yet. Paula has added that Nativity will also cost next year. We need to look at the costs for that show along with Elf to ensure that we put the right production on in November.
Marj: Fundraising suggestion – can we collect for the buffet with profits to the society. General agreement to this from the floor.
Meeting Closed 21:40
– ’ Appendix 1 Treasurer s report
Hi everyone,
Before I start, I just need to let you know:
According to the constitution the accounts have to be audited by 2 auditors.
On this occasion the accounts have only been audited by one of the auditors Brian Repton. This is due to the circumstances around Geoff Taylor ending up in hospital and other unforeseen time constraints.
Does anyone object to one auditor auditing the books on this occasion only?
If anyone objects, we do have the option of getting Geoff Taylor or someone else to audit them at a later date.
I hope you have all had a look at the accounts for 2021/2022
Due to covid we have had a rough couple of years, therefore, since 2019 we haven’t had any opportunity to make any money to add to the society funds, and as you are all aware we still have to pay the bills.
The only income we have had is the membership fees which were on a reduced basis for one year.
As a committee, we thought we would have had a chance to increase our funds with Strictly More Musicals but this didn’t happen and we ended up making a loss of £3417.98.
I must admit none of us thought we would make a loss, and this was the reason why we chose it as our come back performance. I think we were up against it when we did this production as the audiences were only just starting to come back to theatres after covid
ANYTHING GOES
We went into anything goes with £22,285.98 in savings but unfortunately we made a loss on this production of £9713.08 approx. and we still have to pay the royalties bill. Due to this loss we have had to use our savings to fund this production.
This has left us with a balance of £12,285.98 in the Nationwide savings account.
As of 31st May 2022, we had £1,694.32 in our current account and £164.99 petty cash
In total, we have £14,145.29 in funds. This is not a good position for us to be in and it doesn’t even cover the cost of putting on a show.
ELF
We have an estimated budget for Elf of £25,407.20 and as I have previously said we only have £14,145.29 in society funds.
Unfortunately, I don’t have a crystal ball so I cannot say how many tickets we will sell for Elf. It would be great to sell out every night. But looking at the society figures and the estimate for Elf it looks really tight and the Elf figures are only estimates and don’t include royalties.
We would only need another covid outbreak or as everyone knows the cost of living is on the rise and how will it affect the sale of tickets as people prioritise their expenses it is always entertainment that goes first.
We do have to think about what if we don’t make a profit; we will still have to pay the bills and who is going to pay them.
As treasurer, I can only say what the situation is and voice my opinion and concerns but the overall decision is made by the full committee and if a quorum of 5 agree then it is passed whether you agree with it or not.
At our last meeting, we had decided to re look at Elf at the next meeting with the new committee.
But for me , I have thought long and hard about this, and we have discussed it at length at committee meetings but for me looking at the figures and taking everything into account. I am very concerned about going forward and committing to Elf. And at this moment in time, I am not sure if I can support it.
I am sorry for the doom and gloom speech but that is the situation and I have been voicing my concerns for some time now.
We have to think very hard about this otherwise we will end up in a position none of us want to be in.
The only thing I have to say now is to say a big thank you to Brian Repton for auditing the accounts, it’s been a bit hairy getting there as Geoff had an accident just as they were going to audit them and ended up in hospital.
CENTENARY THEATRE COMPANY endix 2- Accounts
– ’ Appendix 3 Chairperson s Report
Thank you Paula, it’s always so hard for us as a Committee to deliver news that we know isn’t easy to hear. It is extremely important that we all understand the position we are in and the work that is required to ensure we can continue to stage productions, without compromising the standard to which we perform or the long-term sustainability of the society. This is an incredibly difficult balancing act. There are three key areas that need to be taken into consideration at all times – members, quality of productions and finance. This has been coined the “three-legged stool” model by Dan Grimes in the past. If any of the legs wobble, the whole thing is at risk of toppling over. While we need to keep production costs as low as possible to help the finances, we need to do this in a way that doesn’t jeopardise the quality of the production. Tickets for Elf are £22, we have to ensure that the show we offer is worth the ticket price to our audience, especially since people are going to choose what to spend their money on very wisely in the coming year. We are removing costs where the outcome cannot be easily quantified, such as the banners on London Road and large numbers of leaflets for random distribution. We are also in discussion with First Act about sharing our space up at Arley, including sharing the cost.
Marketing will be targeted to schools, children and family groups, focusing on local areas immediately surrounding The Brindley. At our last Committee meeting on 8[th] June, Committee agreed to reduce the number of performances from 6 to 4, opening on the Thursday and keeping the Saturday matinee, with get in on the Tuesday. When we make these decisions, we have to inform our contracted partners. After discussion with the theatre and a review of our set hire agreement, it has become apparent that this decision will not be financially viable for the society as we first thought. We will need to sell-out a minimum of 5 performances of Elf in order to prevent suffering a loss. We also have to consider the fact that The Brindley will not be able to give us any cancelled dates back as these will be booked by other groups. If we make changes to the set hire agreement, it will incur a cost. We need to ensure, if get in does take place on a weekday, that we are going to get enough people willing to take annual leave from their jobs in order to build the set. These finer details are at the top of the Committee’s agenda for the next meeting, we will be holding an extended production meeting with everyone who has a production related role – including set, props, costumes and all four Committee officers, in order to ensure that we are all aware of every cost to the nearest penny as much as possible. We will then be able to target our fundraising efforts in a very specific way, knowing exactly how much we need to raise from each event.
We need to fundraise, in a big way, and Committee cannot do this without the full support of all members. We need everyone to attend events and opportunities, bringing friends and family members along as well.
Sponsorship is a big priority. Unfortunately, we received resounding nos from everyone we approached about Anything Goes. On reflection, it has occurred to us that non-theatre goers are not familiar with a show like that so they won’t see the value in placing an advert or sponsoring a show without fully knowing what they will get out of it. We have to sell – sell the society, the show, tickets, events – everything. To encourage people to buy, we need the KNOW, LIKE and TRUST factor. People need to know who we are and the show we are asking them to support, they need to like us and what we do plus the
show itself and they need to be able to trust that we are using any money they give us in way that promotes them as our sponsors and supporters. Elf is a show that has the know, like and trust factor. Even non-theatre fans will know of the film, most people who know it, like it. Even if they don’t like it, any children they have or are related to probably do. Therefore, they can trust that this a show people will come to see. Which means their advert or logo will be seen. We will be putting a sponsorship package together and aiming for each Committee member to secure a nominal amount from multiple sponsors in order to give us the best chance of increased revenue. If you have links to someone or a Company that you think you can approach with this information, please let us know. The more we do, the more chance we have of bringing additional funds in. Merchandise is another revenue stream available to us. Anita has already started on our stock with her amazing handmade elves! We are confident these will be really popular with everyone!
We need to increase our visibility. Social media is a time-consuming job but it is a great way of keeping ourselves on everyone’s radar as long as we are using it in a way that beats the algorithm. All social media platforms are very busy nowadays, so we need to be posting every single day in order to ensure that we are seen but not just by using posts, we need to use reels and stories on a regular basis in order to reach past the followers we already have. We have been sent the information about packages available for us to use via The Brindley so that they can set up sponsored, targeted ads for us as well. Again, this is not an easy task these days, it takes the right investment amount, the right target words and phrases and the right time frame, all of which will be discussed in great detail and decided upon at the next few Committee meetings.
Yes, Elf is a show that will cost. But if we manage the cost carefully, ensuring we keep the quality leg of the stool steady at the same time, we could see a very large return. The real chink in our armour is The Brindley Theatre, their hire charges go up without fail every year. Not only do we pay to hire the venue, we pay £15 per hour per staff member, we pay an administration fee for every ticket sold and we also pay royalties on every ticket. This is why we need to sell a show out to make a profit, it is post-production that we get hit with the biggest bill. And it is hard to calculate what that bill will be in advance because, as we know, buying behaviour has changed and the majority of people book their theatre tickets very last minute.
We have every chance of selling this show well, not just in terms of tickets but to a high standard as well, which will have a knock on effect on any productions we do in the future, encouraging new society members to join and new audience members to book and come to watch us again and again. And we have got time to put the work in that ensures we get every ticket sold. It is up to us as members, all of us, whether we are performing in the show or not, to get this sleigh off the ground. We need to be singing loud enough for everyone to hear, we need to be raising everyone’s Christmas spirits and we need to ensure that our sleigh keeps flying and doesn’t crash.
CENTENARYTHEATRE COMPANY Reglstered Charity No 1080693 AccouKfs FOR YEAR ENDING 5 APRIL 2022 PREPARED BY PAULA JACKSON-TREASURER AUDITED AND FOUND TO BE CORRECT AND TRUE STATEMENT OF THE FINANCES OF THE SOCIETY BRIAN REPTON GEOFF TAYLOR DATE
COME 14291 2821. 40A2 75. 371.59 19&CQ 1.97 s. 24 114.cll EK 12WJ. 1085.44 1913&71 2W41SJ 14113 4943.72
10117 I5.QD 13&12 1*12 127QS3 tyj 5 APRIL 2021 5 APRIL 2022 CURRENT ACCOUNT 6920.82 CURRElff ACCOUNT 12887.06 BUILDING SOCIErY 22239.56 BUILDING SOCIErY 12285.98 PETfY CASH 115.57 PEfpi CASH 159.19 29275J5 26332.23 LO88 FOR YEAR
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CENTENARYTHEATRE COMPANY Reglstered Charity No 1080693 AccouKfs FOR YEAR ENDING 5 APRIL 2022 PREPARED BY PAULA JACKSON-TREASURER AUDITED AND FOUND TO BE CORRECT AND TRUE STATEMENT OF THE FINANCES OF THE SOCIETY BRIAN REPTON GEOFF TAYLOR DATE
COME 14291 2821. 40A2 75. 371.59 19&CQ 1.97 s. 24 114.cll EK 12WJ. 1085.44 1913&71 2W41SJ 14113 4943.72
10117 I5.QD 13&12 1*12 127QS3 tyj 5 APRIL 2021 5 APRIL 2022 CURRENT ACCOUNT 6920.82 CURRElff ACCOUNT 12887.06 BUILDING SOCIErY 22239.56 BUILDING SOCIErY 12285.98 PETfY CASH 115.57 PEfpi CASH 159.19 29275J5 26332.23 LO88 FOR YEAR
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