Minutes of Stowmarket Operatic and Dramatic Society - Annual General Meeting Monday 3[rd] October 2022 7.30m at red gables Stowmarket.
Present:
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Jo Chadwick Toni Haslam Sharon Preece Jo Jones
Kenny Sayer Sue Ogden David Dodson Martin Tyrell
Peter Hawkes Tora Moat John Wray Will Woolsgrove
Katie LeMay Mark Bolger Helen Jackson Michelle Holden
Hawkes
John Chapman Tory Bolger Andrew Love Sarah Roberts
Cathy Dixey Glynis Hunt Lesley Scott Gemma new
member
Derek Dixey Ian Jones Sam Finn Jamie new
member
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Apologies for absence:
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Calllum Limer Anne Hayward Michael Jewell Anne Lilley
Shirley Painter Paul Hayward Robyn Painter David Lilley
Meryl Bunce Matthew Karen Long Frank Leo
Abercrombie
Craig Fisher Matt Bendall Steve Whittaker Jo
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Welcome
Current Chairperson Jo Chadwick welcomed everyone to the meeting and thanked them for attendance.
She announced that following committee discussion it had been agreed that David Dodson would become the official President and hold office for two years.
President Award:
David presented the President’s Award to Glynis Hunt who was sadly leaving the area. On behalf of the Society, he thanked her for her 14yrs of service, assistance and friendship and wished her well with the move.
Minutes of the 2021 meeting:
Minutes were agreed to be a true record of the meeting. Proposed by Seconded by All in favour
Matters Arising:
There were no matters arising
Chairman’s Report:
Electronic copy attached to these minuets
Treasurer’s Report
Electronic copy attached to these minuets, including bank balances as at end of financial year and audited by the official auditor. There were no questions but Derek Dixey congratulated the group for coming through such hard economic times, including the pandemic and being able to show a profit at the same time.
Membership Subscriptions:
It was proposed by the committee that subscriptions should remain the same for another year.
This was carried unanimously by the floor.
Membership secretary, Katie, reported on a new system that is being introduced to enable memberships to be collated more easily and simpler to see who has or has not paid. New membership forms had been put out and Katie asked for everyone to complete these before they left. She reminded people to look out for more Patrons as our numbers for these had dwindled.
A Patron is entitled to a free ticket for one show during the year along with a newsletter. All we ask for is a minimum donation of £30.
Sue explained more about the new system – moving to cashless as bank close etc. All payments in and out will now be done via BACS and those present were reminded of the societies bank details for paying membership. Sue asked for either the name of the member as a reference, especially for the younger members or the letter AF if paying acting fees. The new system can create invoices if we need to remind people. All the online protection has been checked and the company complies with the current GDPR regs.
Rule Change:
This was to adopt the change regarding President length of tenure that had been discussed at the previous AGM. All in favour to adopt.
Future Programme:
Autumn 2022 Cinderella Spring 2023 Wyrd Sister Summer 2023 Half a Sixpence Autumn 2023 Panto currently options are being discussed Spring 2024 Sunshine on Leith
The committee are always looking for more suggestions to move the group forward
Election of Officers :
There were no additional nomination forms from the floor
There had only been one nomination for each post received, so the nominees were formally elected.
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POST Nominee Nominated by Seconded by
Chairperson Jo Chadwick Meryl Bunce Lauren Bunce
Secretary Meryl Bunce Sue Ogden Mark Bolger
Treasurer Sue Ogden Mark Bolger Meryl Bunce
Business Manager Craig Fisher Meryl Bunce Lauren Bunce
Membership/Patron Katie Hawkes Jo Chadwick Mark Bolger
Sec
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There are 4 general committee posts – 3 x 2yrs and 1 x 1yr: Mark Bolger will remain in his second year
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Post Nominee Nominated by Seconded by
2yr post Helen Jackson Jo Chadwick Tempany
Clements
2yr post Sam Finn Meryl Bunce Lauren Bunce
1yr post Ian Jones Jo Chadwick Mark Bolger
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Other non-committee positions:
Publicity Officer : Tempany Clements will remain as online publicity whilst Ian Jones volunteered to look after all other areas including magazines, radio, posters and in due course website.
Youth Group : Tory and Michael are willing to continue helped by Katie Social Secretary: Tory is no longer able to continue in this role. After discussion it was agreed that the vacancy would be posted in the newsletter. Suggestions for social events as they come up could be put on facebook and in the newsletter to gauge support before someone took the lead
Newsletter Editor: Meryl is not able to continue in the role. Sarah Roberts volunteered to take over. She will speak to Meryl about when and how etc. Child Protection officer: Jo is happy to remain in post. Independent Financial Examiner : Mark Orin
All nominees were formally voted on and agreed unanimously by the floor.
Youth Group:
Juniors:
Tory recorded her thanks to Jo Jones who will no longer be helping. Callum and Katie have now joined the team. She reported that whilst they only had 15 members, they produced a very successful play Hokum Pokum.
So far this year they have 20members with a few more anticipated. They will be producing Robin Hood and the Sherwood Hoodies. The group consists of lots of singers and dancers so this will work to their strengths. Tory thanked all helpers both front and back stag and pointed out that Stowupland High School ha been completely fenced off. This will hinder aces and more bodies will be needed to get set and props in.
Seniors:
Michael had sent a report – In April they had produced legally Blonde which was a lot of fun. They had also taken part with the adults in the Centenary concert which they really enjoyed.
This year they will be attempting Much Ado About Nothing. He also recorded thanks for all helpers this year but he could do with more adult support during rehearsals. Katie volunteered.
General Discussion
Cathy Dixey mentioned that Frozen for Juniors had been released and maybe something to think about for the future
Sarah Roberts wished to record how proud she was to have been part of the centenary concert and thanks to everyone involved in arranging both the concert and the ball
Meeting Closed at 8.25pm
Stowmarket Operatie & Dramatic Society Page 2 IndepeThdent Examiner'$ Report Ye¥r ended 31 May 2022 We report on the accounts of the Society for the year ended 31 May 2022, which are sei out on pages 3 to 5. Respective Re5poDsibilities of Members of tbe Mallagement Cornmittee 8nd EJaminer As the charity's genernl committee you are responsible for the preparation of the accounts. you consider that the audit requirement of section 43 (2) of the Charities Act 1993 (the Act) does not apply. It is our responsibility to state, on the basis of procedur¢s SPlfIed in th¢ G¢n¢ral Directions given by the Charity Commissioners under section 43{7) {b) of th¢ ACL wh¢¢h¢r particular matters hav¢ ¢orn¢ to our attention. Basis of Independent Examiner's Report Our examtnation wa5 carried out in accordance with the General Dir¢¢tion5 given by the Charity Commissioners. An ¢xaminati(Trn includes a review of the aecounting records kept by the charity and a ¢omparison of the accounts pre5¢llt¢d with those records. li also includes consideration of any unusual items or di%10sures in the a¢¢ounts, and seeking explanations from you &s trusttts concerning any such matters. The pro¢¢dur¢5 undertaken do not provide all the evidence that would be required in all audii, and consequently we do not exPrS an audit opinion on the view given by the accounts. IDdep¢ndeDt Examiner's Statemettt In connection with our examination, no matter ha5 Come to our attention- (l) which gives us reasonable cause to believe that in any material respect the requirements to keep accounting records in a¢cordan¢e wilh section 41 of the Act. and to prepare accounts which accord with the aOUnting records and to comply with the accounting requirements of the Act have not b¢en met. or (2) to which. in our opinion, attention should be Ilrawn in order to enable a Proper understanding of the accounts to be reached. Mark Orrin Independent examiner Green & Seager Chartered Accountsnts 12 Tavern Street Stowmarket tP14 IPH Dated 20 September 2022
Page 3 STOWMARKET OPERATIC & DRAMATIC SOCIETY ACCOUNTS FOR THE YEAR ENDED 31 MAY 2022 RECEIPTS 2022 2021 Production In¢ome Ticket sales Programme sales Other sales Programme advertising Little SODS youth group Script sales Acting fees 36.972. 662.50 511.00 0.00 3,202.00 103.00 1,340.00 0.00 0.00 0.00 203.00 0.00 340.00 42,790.50 543.00 Subscrlptions and Donations Subscriptions General donatN)ns 2,220.00 718.50 615.00 2,695.00 2,938.50 3,310.00 Fund Ralslng Raffle T shirt sales Other fund raising and social events 713.00 0.00 0.00 0.00 649.50 1.362.50 0.00 Trading Income Costumes Equipment hire 645.00 150.00 0.00 0.00 795.00 0.00 Recelpts from Assets HSBC business account interest POSB investment account interest 1.53 42.74 8.18 0.00 44.27 8.18 TOTAL RECEIPTS 47,930.77 3,861.18
Page 4 STOWMARKET OPERATIC & DRAMATIC SOCIETY ACCOUNTS FOR THE YEAR ENDED 31 MAY 2022 PAYMENTS 2022 2021 Production Expendlture Programme prints'ng Publicity Costumes and make up Set and décor Lighting and equipment Hall and theatre hire Royalties Books and scripts Orchestra & rehearsal pianists MislIaneOUS expenses 371.00 1,922.60 628.34 2,190.39 4,176.45 12,039.45 3,673.88 274.57 1,050.00 489.45 0.00 178.96 0.00 0.00 0.00 603.90 0.00 0.00 80.00 0.00 26,816.13 862.86 Trading Costs Premises rent Propety maintenance Purchase of equipment and materials Heat. light and water NODA subscription MiscellaneoLkS expenses 5.580.00 77.37 2,220.46 508.60 185.00 153.55 5.580.00 279.00 406.57 752.58 72.00 0.00 8,724.98 7.090.15 Pjlanagement and Admlnlstratlon Printing and photocopying Bank charges Insurance Committee members expenses Little SODS Postage and stationery 0.00 36.79 934.25 42.35 2,315.62 0.00 0.00 934.25 422.17 225.00 23.40 3,329.01 1,604.82 Fund Raising Costs Social event expenses other expenses 282.62 0.00 0.00 282.62 0.00 TOTAL PAYMENTS 39.152.74 9,557.83
Page 5 STOWMARKET OPERATIC & DRAMATIC SOCIETY ACCOUNTS FOR THE YEAR ENDED 31 MAY 2022 BALANCE SHEET 2022 2021 Current Assgts Scenery store deposit HSBC current account HSBC business account POS8 inve51rnent account Show expenses in advance Tickets sold in advance 440.00 44,782.57 15,066.64. 5.897.30 1,452.00 -2.135.00 440.00 32,883.93 15,065.11 5,854.56 2,481.88 65,503.51 56,725.48 Represented By: Balance of funds brought forward Net paymentslreceipts for the year 56,725.48 8,778.03 62,422.13 -5.696.65 Balance of funds carried forward 65,503.51 56,725.48
Stowmarket Operatie & Dramatic Society Page 2 IndepeThdent Examiner'$ Report Ye¥r ended 31 May 2022 We report on the accounts of the Society for the year ended 31 May 2022, which are sei out on pages 3 to 5. Respective Re5poDsibilities of Members of tbe Mallagement Cornmittee 8nd EJaminer As the charity's genernl committee you are responsible for the preparation of the accounts. you consider that the audit requirement of section 43 (2) of the Charities Act 1993 (the Act) does not apply. It is our responsibility to state, on the basis of procedur¢s SPlfIed in th¢ G¢n¢ral Directions given by the Charity Commissioners under section 43{7) {b) of th¢ ACL wh¢¢h¢r particular matters hav¢ ¢orn¢ to our attention. Basis of Independent Examiner's Report Our examtnation wa5 carried out in accordance with the General Dir¢¢tion5 given by the Charity Commissioners. An ¢xaminati(Trn includes a review of the aecounting records kept by the charity and a ¢omparison of the accounts pre5¢llt¢d with those records. li also includes consideration of any unusual items or di%10sures in the a¢¢ounts, and seeking explanations from you &s trusttts concerning any such matters. The pro¢¢dur¢5 undertaken do not provide all the evidence that would be required in all audii, and consequently we do not exPrS an audit opinion on the view given by the accounts. IDdep¢ndeDt Examiner's Statemettt In connection with our examination, no matter ha5 Come to our attention- (l) which gives us reasonable cause to believe that in any material respect the requirements to keep accounting records in a¢cordan¢e wilh section 41 of the Act. and to prepare accounts which accord with the aOUnting records and to comply with the accounting requirements of the Act have not b¢en met. or (2) to which. in our opinion, attention should be Ilrawn in order to enable a Proper understanding of the accounts to be reached. Mark Orrin Independent examiner Green & Seager Chartered Accountsnts 12 Tavern Street Stowmarket tP14 IPH Dated 20 September 2022
Page 3 STOWMARKET OPERATIC & DRAMATIC SOCIETY ACCOUNTS FOR THE YEAR ENDED 31 MAY 2022 RECEIPTS 2022 2021 Production In¢ome Ticket sales Programme sales Other sales Programme advertising Little SODS youth group Script sales Acting fees 36.972. 662.50 511.00 0.00 3,202.00 103.00 1,340.00 0.00 0.00 0.00 203.00 0.00 340.00 42,790.50 543.00 Subscrlptions and Donations Subscriptions General donatN)ns 2,220.00 718.50 615.00 2,695.00 2,938.50 3,310.00 Fund Ralslng Raffle T shirt sales Other fund raising and social events 713.00 0.00 0.00 0.00 649.50 1.362.50 0.00 Trading Income Costumes Equipment hire 645.00 150.00 0.00 0.00 795.00 0.00 Recelpts from Assets HSBC business account interest POSB investment account interest 1.53 42.74 8.18 0.00 44.27 8.18 TOTAL RECEIPTS 47,930.77 3,861.18
Page 4 STOWMARKET OPERATIC & DRAMATIC SOCIETY ACCOUNTS FOR THE YEAR ENDED 31 MAY 2022 PAYMENTS 2022 2021 Production Expendlture Programme prints'ng Publicity Costumes and make up Set and décor Lighting and equipment Hall and theatre hire Royalties Books and scripts Orchestra & rehearsal pianists MislIaneOUS expenses 371.00 1,922.60 628.34 2,190.39 4,176.45 12,039.45 3,673.88 274.57 1,050.00 489.45 0.00 178.96 0.00 0.00 0.00 603.90 0.00 0.00 80.00 0.00 26,816.13 862.86 Trading Costs Premises rent Propety maintenance Purchase of equipment and materials Heat. light and water NODA subscription MiscellaneoLkS expenses 5.580.00 77.37 2,220.46 508.60 185.00 153.55 5.580.00 279.00 406.57 752.58 72.00 0.00 8,724.98 7.090.15 Pjlanagement and Admlnlstratlon Printing and photocopying Bank charges Insurance Committee members expenses Little SODS Postage and stationery 0.00 36.79 934.25 42.35 2,315.62 0.00 0.00 934.25 422.17 225.00 23.40 3,329.01 1,604.82 Fund Raising Costs Social event expenses other expenses 282.62 0.00 0.00 282.62 0.00 TOTAL PAYMENTS 39.152.74 9,557.83
Page 5 STOWMARKET OPERATIC & DRAMATIC SOCIETY ACCOUNTS FOR THE YEAR ENDED 31 MAY 2022 BALANCE SHEET 2022 2021 Current Assgts Scenery store deposit HSBC current account HSBC business account POS8 inve51rnent account Show expenses in advance Tickets sold in advance 440.00 44,782.57 15,066.64. 5.897.30 1,452.00 -2.135.00 440.00 32,883.93 15,065.11 5,854.56 2,481.88 65,503.51 56,725.48 Represented By: Balance of funds brought forward Net paymentslreceipts for the year 56,725.48 8,778.03 62,422.13 -5.696.65 Balance of funds carried forward 65,503.51 56,725.48