ST AUSTELL AMATEUR OPERATIC SOCIETY
Minutes of the Annual General Meeting held on 19 July 2023 at AFC St Austell Football Club at 7.30 p.m.
Present: 22 Society members and 2 non-members
The Chair welcomed everyone to the 2023 AGM and the end of his first year as Chair thanking everyone for their support. He outlined the plan for the evening.
1. Apologies
Christine Allen, Mary Crowle, Ann Gilder, Monica Lake, Ann Neal, Raff and Melanie Troiano, Bethany Michael, Camilla Mills, Georgina Walkey and Geraldine Way.
2. Minutes of the Annual General meeting held on 3 August 2022
The minutes were agreed as a true record, proposed Kim Prophet, seconded by Margaret Stone and unanimously carried.
3. Matters arising
There were no matters arising.
4. Chair’s Report
Craig read out his report a copy of which is attached to these minutes. He thanked everyone for their hard work and support. Sadly the loss of several members was reported Gill Jago, Lyn Gray, Rose Lagor, Mark Buckley and, although not a member, Roger Jane. The Chair’s report was proposed by Jess Madeley, seconded Polly Every and unanimously carried.
5. Treasurer’s Report
The Treasurer, Stephanie Housman, presented the production account. A copy of her report and the accounts are attached to these minutes. Although the society did put on an amazing show we did not quite manage to break even. The Monday night reduced ticket price proved to be a success in spreading the word by personal recommendation. She thanked everyone for their contribution to the financial stability of the society. With the planned alterations to the Keay we will need to be flexible next year in many areas. The Treasurer’s report was proposed by Trevor Ternouth, seconded Kay Harcourt and unanimously carried.
6. Secretary’s Report
Margaret J read out her report a copy of which is attached to these minutes. The Secretary’s report was proposed by Julie McAuley-White, seconded by Margaret Stone and unanimously carried.
7. Constitutional changes
Karen, in her new governance role which ensures we are kept up-to-date on regulations, presented the changes to the constitution. These related to honorary life members, committee membership, selection of production team and accounting records. The changes as circulated were ratified. Proposed Kim Prophet, seconded Beth Werry and unanimously carried. The Chair commented that the society is very grateful to Karen for looking at the detail. These changes will now be uploaded to
the Charity Commission.
8. Other Business
- 8.1. Life Members. – Life members are those who have given 30 years service to the society and have paid full membership however the society also wanted to recognise people who have given over 30 years service but have not paid full membership. John Vickery fits into this category a member of our stellar stage crew, makes props and mends everything!
Geraldine Way has also given 30 years service and although not involved with the society for 52 weeks of the year has always paid her full membership She has had a couple of cameo roles and is raffle ticket seller extraordinaire.
It was agreed to make John Vickery and Geraldine Way honorary life members proposed Laura Le Masurier, seconded Nigel Allen and unanimously carried.
- 8.2. Fundraising – Kim thanked everyone for supporting the events, already outlined by the Secretary, which have raised £1,600. Very well done to Kim and her team. Kim’s next planned event will be a Cakey Tea during August. Kim’s report was proposed by Polly Every, seconded Stephanie Housman and unanimously carried.
7. Election of Officers
- No nominations have been received. All current officers agreed to stand again and have been proposed and seconded. Leanne Pritchard had been shadowing Margaret Jane for the past year following Margaret’s resignation as Secretary. Due to a change in her circumstances Margaret will continue as Secretary it was therefore suggested that Leanne become Assistant Secretary a role which will encompass the Minute Secretary position. These changes and the election en bloc of the remaining roles and Ex Officio positions were agreed, proposed Jess Madeley, seconded Laura Le Masurier and unanimously carried. The list of elected Society Officers is appended as Appendix A.
The Meeting closed at 20.00
ELECTED OFFICERS 2023-2024
| SOCIETY OFFICIALS | NAME | COMMITTEE ATTENDANCE |
PROPOSED | SECONDED |
|---|---|---|---|---|
| President | Trevor Ternouth | Ex -Officio | Stephanie Housman | Jim Chapman |
| Chair | Craig Munday | Yes | Julie McAuley-White | Karen Clarke |
| Vice-Chair | Rachel Capelin | Yes | Margaret Jane | Kay Harcourt |
| Treasurer | Stephanie Housman | Yes | Beth Werry | Polly Every |
| Secretary | Margaret Jane | Yes | Craig Munday | Stephanie Housman |
| Assistant Secretary | Leanne Pritchard | Yes | Stephanie Housman | Kim, Prophet |
| Membership Secretary | Kay Harcourt | Yes | Margaret Stone | Margaret Jane |
| Publicity Manager | Beth Werry | Yes | Kim Prophet | Julie McAuley-White |
| Stage Manager | Jim Chapman | Yes | Karen Clarke | Beth Werry |
| Production Assistant | Rachel Capelin | Yes | Craig Munday | Leanne Pritchard |
| Governance Lead | Karen Clarke | Yes | Rachel Capelin | Kay Harcourt |
| Theatre Liaison | Julie McAuley-White | Yes | Karen Clarke | Kim Prophet |
| 2Committee Members | Margaret Stone Polly Every |
Yes Yes |
Beth Werry Margaret Jane |
Karen Clarke Craig Munday |
| Social Manager | Kim Prophet | Yes | Polly Every | Stephanie Housman |
| House Manager | Mark Housman | Ex-Officio | Margaret Jane | Julie McAuley-White |
| Programme Manager | Bex Rogers | Ex-Officio | Julie McAuley-White | Rachel Capelin |
| Child Protection Officer | Rachel Capelin | Ex-Officio | Jim Chapman | Kim Prophet |
| Props Supervisor | David Jago | Ex-Officio | Rachel Capelin | Margaret Stone |
| Rehearsal & Occasions Secretary |
Margaret Stone | Ex-Officio | Rachel Capelin | Julie McAuley-White |
| Wardrobe Supervisor | Zoe Hilditch | Ex-Officio | Margaret Stone | Beth Werry |
| Wigs & Hair Designer | Nigel Allen | Ex-Officio | Polly Every | Leanne Pritchard |
| Make-up Supervisor | Elaine Rowe tbc | Ex-Officio | Margaret Stone | Rachel Capelin |
| Auditors | Will Dexter | No | Craig Munday | Julie McAuley-White |
| Archivist | Ann Gilder | No | Kim Prophet | Beth Werry |
Ex-Officio members may be requested, on occasions, to attend Committee Meetings.
| 2023 | 2022 | 2022 | 2027 | 2020 | 2020 | |||
|---|---|---|---|---|---|---|---|---|
| YoungFrankenstein | Shrek | No Show(Covid) | NoShow | {Covid) | ||||
| ff | t | f | f. | f. | ff | |||
| SalesofTickets(netofcommission) | 17,717 | 23,428 | 0 | (0) | ||||
| Less:expenses | ||||||||
| OrchestraandMusical Director | 3,7s0 | 3,960 | 0 | 0 | ||||
| KeayTheatre-HireofHalletc. | 4,518 | 3,863 | 0 | 0 | ||||
| Hireofrehearsal rooms | t,774 | 1,855 | 0 | 0 | ||||
| Royalties | 4,628 | 6,204 | 0 | 0 | ||||
| Producers' fees and expenses | 1,800 | 2,720 | 0 | 0 | ||||
| Stage expenses(incl. | ||||||||
| sceneryandmaintenance) | 4,05i | 4,937 | 0 | 0 | ||||
| Lighting,sound and technicians | 5,366 | 5,847 | 0 | 0 | ||||
| Costumesandhair | 1,680 | 1,598 | 0 | (0) | ||||
| Insurances | 651 | 482 | 572 | 509 | ||||
| Publicity expenses, advertisingetc. | 581 | 440 | 2tl | 635 | ||||
| Scores andorchestralmaterial | 0 | 0 | 0 | 0 | ||||
| Refreshments | 0 | 0 | 0 | 0 | ||||
| Sundry expenses: | ||||||||
| Bouquets,giftsand donations | 85 | 59 | 0 | 56 | ||||
| Postages and stationery | 12 | 0 | 0 | 0 | ||||
| NODAawards | (30) | (12) | 0 | (2) | ||||
| C.C.CLicence, membership& lotteryreg | 0 | 0 | 0 | 73 | ||||
| Accountancy | 0 | 28,865 | o | 32,953 | 0 | 849 | 0 | t,271 |
| Profit/(Loss) onproduction | (11,1ss) | (9,s2s) | (84e) | (t,271) | ||||
| Add:Otherincome(note1) | 8,693 | 4,530 | 3 | 7,125 | ||||
| (2,462) | (4,996) | (846) | 5,854 | |||||
| Less:NODAsubscription | (268) | (281) | 0 | (163) | ||||
| Surplus/(Deficit) for theyearcarried to AccumulationAccount |
f | (2,72s) | L | (s,277) | € |
(846) | € | 5,691 |
ST. AUSTELL AMATEUR OPERATIC SOCIETY
UNAUDITED ACCOUNTS
For the year ended 31st May 2023
(Registered Charity No. 256573)
ST. AUSTELL AMATEUR OPERATIC SOCIETY
2023 ANNUAL REPORT
Basis of Accounts
The accounts have been prepared on an accrual basis.
Trustees President Trevor Ternouth Chairperson Mr. C. Munday Musical Director Mrs V. Pascoe Secretary Mrs M. Jane Treasurer Mrs. S.G. Housman
Review of the year
Young Frankenstein proved a hard show to sell and much effort went into promotion. Ticket sales just reached our target but coupled with the current financial climate, budgets were strict. Whilst the show was not a monetary success – it added value to our reputation, new members and engaging with a new audience.
On behalf of the St. Austell A.O.S.
................................................................ Mr. C. Munday (Chairperson) Date: ................................................
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ST. AUSTELL AMATEUR OPERATIC SOCIETY
PRODUCTION ACCOUNT 2023 SEASON
| Sales of Tickets(net of commission) Less: expenses Orchestra and Musical Director Keay Theatre - Hire of Hall etc. Hire of rehearsal rooms Royalties Producers' fees and expenses Stage expenses (incl. scenery and maintenance) Lighting, sound and technicians Costumes and hair Insurances Publicity expenses, advertising etc. Scores and orchestral material Refreshments Sundry expenses: Bouquets, gifts and donations Postages and stationery NODA awards C.C.C Licence, membership & lottery reg. Accountancy Profit/(Loss) on production Add: Other income (note 1) Less: NODA subscription Surplus / (Deficit) for the year carried to Accumulation Account |
£ £ 17,711 3,750 4,518 1,774 4,628 1,800 4,051 5,366 1,680 651 581 0 0 85 12 (30) 0 0 28,865 (11,155) 8,693 (2,462) (268) £ (2,729) 2023 Young Frankenstein |
£ £ 23,428 3,960 3,863 1,855 6,204 2,720 4,937 6,847 1,598 482 440 0 0 59 0 (12) 0 0 32,953 (9,525) 4,530 (4,996) (281) £ (5,277) 2022 Shrek |
£ £ 0 0 0 0 0 0 0 0 0 572 277 0 0 0 0 0 0 0 849 (849) 3 (846) 0 £ (846) 2021 No Show (Covid) |
£ £ (0) 0 0 0 0 0 0 0 (0) 509 635 0 0 56 0 (2) 73 0 1,271 (1,271) 7,125 5,854 (163) £ 5,691 2020 No Show (Covid) |
|---|---|---|---|---|
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ST. AUSTELL AMATEUR OPERATIC SOCIETY
BALANCE SHEET - AS AT 31ST MAY 2023
| Fixed assets Current assets Cash at bank: Lloyds Bank PLC Current Account Savings Account Fundraising Account Cash in hand Debtors and prepayments Current liabilties Creditors arising from the production account for the year Income for following year received in advance Loan - Social Fund Net current assets Total net assets Represented by: Accumulation account Balance b/fwd (Deficit) /Surplus for the year |
£ £ 1,430 7,787 1,560 180 10,957 500 500 10,457 £ 10,457 13,187 (2,729) £ 10,457 2023 |
£ £ 1,376 5,010 7,900 13,263 27,549 13,863 500 14,363 13,187 £ 13,187 18,463 (5,277) £ 13,187 2022 |
£ £ 2,818 6,009 7,733 7,403 23,963 5,000 500 5,500 18,463 £ 18,463 19,309 (846) £ 18,463 2021 |
£ £ 3,667 6,008 7,732 7,403 24,809 5,000 500 5,500 19,309 £ 19,309 13,618 5,691 £ 19,309 2020 |
|---|---|---|---|---|
Approved by:
................................................................ Honorary Treasurer
Date: ................................................
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ST. AUSTELL AMATEUR OPERATIC SOCIETY
NOTES TO THE ACCOUNTS - Y/E 31 MAY 2023
| Note 1. Other income Subscriptions and dinner receipts Less: Cost of dinners Costume receipts Sponsorship and grants Programme sales Advertisements Audition fees Backstage helpers Less:Cost of programmes Shop sales Bar Sweets , pasties etc. Ice cream Less: Cost of stock,glasses & licence fee Raffle proceeds Less: prizes etc. Add:other receipts Fundraising Sale of sweatshirts,mugs,DVD's & bags Bank interest received Donations Tea money Wig & costume hire Damaged scripts Johnny Cowling evening Ticket sales Raffle |
£ £ 2,981 2,981 (now in subs) 529 1,235 (now in subs) 1,764 390 1,374 (0) 357 1,035 1,392 862 530 795 795 1,258 73 (376) 1,300 2,255 758 758 £ 8,693 2023 |
£ £ 2,595 640 1,955 (now in subs) 758 1,135 (now in subs) 1,893 600 1,293 (0) 422 1,129 1,550 1,145 405 645 65 579 296 1 298 £ 4,530 2022 |
£ £ 3 3 £ 3 2021 |
£ £ 2,859 929 1,929 750 25 160 935 935 3,730 5 525 4,260 £ 7,125 2020 |
|---|---|---|---|---|
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ST. AUSTELL AMATEUR OPERATIC SOCIETY
NOTES TO THE ACCOUNTS - Y/E 31 MAY 2023
| 2023 £ Note 2. Debtors and Prepayments Advertising (Karrek) 180 Deposit on Royalties - Shrek Cornwall College Deposit - Shrek Other Costs paid in advance of Shrek Advertising (Burrows) Ticket income Advertising (Hawkins) £ 180 Note 3. Creditors and Deferred Income Ticket Commission Royalties Keay Theatre Hire of Rehearsal Rooms Scenery Shop stock £ 0 |
2022 £ 13,263 13,263 5,704 3,763 890 2,500 1,006 13,863 |
2021 £ 500 100 6,803 7,403 0 |
2020 £ 500 100 6,803 7,403 0 |
|---|---|---|---|
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ST. AUSTELL AMATEUR OPERATIC SOCIETY
SUMMARY OF RECENT YEARS
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2023 2022 2021 2020 2019 2018 2017 2016 2015 2014
Young No Show No Show Addams Dirty Nine Me & Sister Half a
Frank'stn Shrek (Covid) (Covid) Family Rot. Scdrl. 'til Five My Girl Act Sixpence
£ £ £ £ £ £ £ £ £ £
Sales of Tickets 17,711 23,428 18,986 14,738 19,163 17,217 20,616 13,958
Production Expenses 28,865 32,953 849 1,271 23,772 26,028 26,398 24,404 26,747 23,326
Loss on Production (11,155) (9,525) (849) (1,271) (4,786) (11,290) (7,235) (7,187) (6,131) (9,368)
Subs/ Dinners (net) 2,981 1,955 1,929 2,306 2,818 1,721 2,756 2,727 2,110
Shop Sales (net) 530 405 1,084 810 1,069 864 1,164 789
Programmes & Other 1,374 1,293 935 2,990 2,600 2,035 3,199 3,158 1,122
Production Income (net)
Raffle (net) 795 579 473 612 573 712 904 430
Fundraising/ Other 2,255 298 3 4,260 1,420 3,435 3,433 678 762 853
Johnny Cowling (net) 758 908 1,359 875 699 995
Adj. regarding prev. year (1,665)
NODA (268) (281) (163) (163) (164) (236) (185) (160) (155)
8,425 4,249 3 6,962 9,018 11,470 9,470 7,057 9,550 5,149
Surplus/(Deficit) £ (2,729) (5,277) (846) 5,691 4,232 180 2,235 (130) 3,419 (4,219)
31st May 31st May 31st May 31st May 31st May 31st May 31st May 31st May 31st May 31st May
2023 2022 2021 2020 2019 2018 2017 2016 2015 2014
Current Assets 10,957 27,549 23,963 24,809 15,342 11,345 12,922 9,671 18,688 15,912
Current Liabilities (500) (14,363) (5,500) (5,500) (1,724) (1,959) (3,716) (2,700) (11,587) (12,230)
Net Current Assets £ 10,457 13,187 18,463 19,309 13,618 9,386 9,206 6,971 7,101 3,682
Accum. b/fwd 13,187 18,463 19,309 13,618 9,386 9,206 6,971 7,101 3,682 7,901
Surp./(Def.) fm abv (2,729) (5,277) (846) 5,691 4,232 180 2,235 (130) 3,419 (4,219)
Accum. c/fwd £ 10,457 13,187 18,463 19,309 13,618 9,386 9,206 6,971 7,101 3,682
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