BOATHOUSE THEATRE ARTS
Minutes for AGM meeting dated 16[th] October 2022
Present: Millie Rachel Sally Felicity Nicola Nigel
No apologies.
CHAIR:
John Hassel has now stepped down from being temporary Chair. However, as no one has presently put their name forward to assume the role of Chair, and as it is necessary for BTA to have a Chair to operate, Rachel has kindly stepped in to act as temporary Chair until a permanent candidate can be agreed. During the meeting it was agreed to give a period of two weeks, until the end of October 2022, to those present at this meeting to each consider whether or not the position of Chair is something to be taken on. After that period, Millie is ready and willing to reach out to the wider community to find someone to fill the post.
TRUSTEE ROLES:
It was generally agreed that each trustee is happy with their role as a trustee. It was also declared by Sally and Rachel that they are trustees in other charities and organisations.
BANKING:
BHA is now processing our banking needs through The Co-operative Bank. To this end, all those present signed the various bank documents required and that Millie presented. Currently, John and Nigel remain as signatories on the present Barclays account (soon, hopefully, to be shut down).
CEO JOB ROLE, RESPONSIBILIES, RENUMERATION AND CONTRACT: Millie has received kind help and support from Andrea at LGF in drafting up a contract and setting out the role and responsibilities of Millie’s position as CEO. Millie continues to work on this and we await further progress on this issue in due course.
It was agreed that Millie should continue to be paid at the rate £21 per hour on the basis of 5 hours per week.
It was also mentioned that BHA should have a redundancy reserve within its financial structure.
Millie to look into this point.
FUNDRAISING:
This subject was discussed broadly. Agreed to implement the following: National Lottery Sussex Community Foundation Children in Need Having a PATRON to support BHA was considered a good idea. Further thought and discussion required to analyse just how we go about finding a suitable, and willing, candidate to come on board.
Sally has kindly agreed to arrange a door collection at the door of her church during Community Matinees over a two to three day period. No date confirmed.
MARKETING:
Emphasis was placed on BHA having a much wider range of active social media identities such as:
Instagram Twitter
Reinstate and enhance the BHA website. At the moment the BHA website states that BHA is ‘closed’. To any clicker or interested party this would potentially shutdown any intention to participate.
The website will provide a valuable for disseminating photos, information etc. Update the BHA Facebook profile and content. Also incorporate donation links so that clickers can give money.
GROUPS:
It was agreed that the Children’s Group sessions would be increased from £5 ps to £6 ps, starting January 2023. Also agreed that should parents wish to pay for six sessions in advance then the earlier price of £5 ps would apply ie, £30 payable upfront. Otherwise, all going well.
Millie also explained that she had approached the parents of the seven students in group to ask ten questions to gain information and an understanding of how the parents feelings towards the activities of the group. The reactions were overwhelmingly positive and encouraging and gave a good insight into the benefits that results from the group.
Adult Group – all good and well attended and well staffed.
Rachel mentioned that she was ready to organise a route or system whereby NHS doctors, nurses and clinicians in local surgeries would be made aware of BHA and its specialist art and performing projects.
Appropriate users of these surgeries (those who could be most advantaged by BHA) could then be offered information and contact details. A potential avenue for new clients.
CHRISTMAS SHOW:
To be held at the Hastings Centre on 10[th] December 2022 at 4pm. Rachel kindly offered to invite Polly, from the Bright Foundation, who we are hoping to collaborate with in the future. Polly though is unable to help with the Christmas show this year. Tickets charged at £8 each. Raffle and Tombola to be organised.
It was also briefly discussed that the Stables Theatre could perhaps be used as a future venue for BHA artist production.
Next trustee meeting to be held sometime during the spring of 2023 (Feb, March, April) - TBC.
8oathouseTheatre Arts Treasurer's Report Year EnthKa1IY Zl)22 Yr ended 2021 Grant5 Recelved ISu55ex Community Foundation) Individual Oonations (Direct Crediil 3250 Frfend5 of Boathouse 475.1>) Income from Sessions and Show5 1322.20 TOTAL FUND INCOME 2129.70 580.LKI EXPENDITURE Freelance Teathers 2235.IX) sio. Venve Hire Ilncl Nastin Centre Xmas Show) p/rAdmlnlstrator and ASSLKlated Costs 2,351.( PfInt1 and Publldty 110.27 Insurances In.08 172.08 Statlonery and Sundry Expendrture 191.30 117.42 69.65 889.50 EDUCATION ANDADMINISTAAT1014 FUM>TOTAL FOR THEYEAII 132Tr3.951 1309.$01 BALANCE AT BANK BIFWD 9.130.L 9.439.58 SURPLUSIIDEFICITI FOR THE YEAR 13.21P3.951 1309.SOI &ANCE AT BANK CIFWD 5.920.13 9.130.08 pthsohj MN 2A knyJJL pr4 Atrn 25