## **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|
|**2**Committee 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)**|
|---|---|---|---|---|
2
## **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: ................................................
3
## **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**|
|---|---|---|---|---|
4
## **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|
|---|---|---|---|
5
## **ST. AUSTELL AMATEUR OPERATIC SOCIETY**
## **SUMMARY OF RECENT YEARS**
**----- Start of picture text -----**
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
**----- End of picture text -----**
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