Chicago (1996)

A Little Night Music (1997)

Into the Woods (2000)

Little Shop of Horrors (2002)

Company (2003)

AGM Minutes 2003

TORBAY OPERATIC AND DRAMATIC SOCIETY - TOADS OPERATIC

MINUTES OF THE ANNUAL GENERAL MEETING - THURSDAY 13^th MARCH 2003 - ST LUKES HALL

PRESENTwere 52 persons (4 officials, 1 life member, 3 vice-presidents, 43 members, and 1 non member) as follows :

PRESIDENT Hamish Turner 

CHAIRMAN Jean Macer  HON.SECRETARY Iain Douglas  HON. TREASURER Elaine Gard

LIFE MEMBERS ; Marguerite Green

VICE PRESIDENTS ; Nick Bye ; Mary Qiriaqi and Pat Reeves

MEMBERS ; Karen Adderley, Tolu Akindele, Heather Appleby, Jane Appleby, Margaret Aulton, Carolyn Bavister, Rebecca Bennett, Maria Bennett, Rob Blenkinsopp, Dean Breyley, Nic Burge, Tony Charlton, Julia Cole, Nick Cosslett, Lynsey Dart, Jason Davey, Amanda Dore, Kirsty French, Colin Gilderthorp, Rae Gilderthorp, Simon Green, Derek Hexter, Michelle Hiles,  Fiona Humphreys, Jonathan Hunt, Amanda Jenkins, Elaine Johnson, June Keen, Hazel Laugee, Richard Mayo, Julian Nietzrebka, Viv Nietrzebka, Miles Opie, Andrew Pryce, John Purse, Amanda Read, Mike Ryman, Doreen Smiles, John Smiles, Tony Smith,  Amelia Southard, Jane Stewart, Grace Vigurs.

NON MEMBERS Marilyn Duggan

WELCOME The President, who was chairing the meeting, welcomed everyone, and commented on how nice it was to see so many people present. Before the meeting started he wanted to congratulate the Society on the two excellent productions staged during 2002, “South Pacific” and “Little Shop of Horrors”. It had been a fascinating year. He was also pleased to see the Chairman back after her extended trip away.

APOLOGIES  From 31 persons ( 9 vice-presidents, 2 life members and 20 members) as follows :

 VICE-PRESIDENTS; Tony Boyce, Marjorie Douglas, Ben Evans, Brenda Goatham, Christine Jones, Sally Mogford, Fred Moore, Barry Page-Dove, Ron Sewell.

LIFE MEMBERS ; Margaret and Peter Randall.

MEMBERS;  John Amery, Gemma Braund, Sarah Caplan, Sean Caunter, David Denton, Jill Farrant, John Franklin, Gordon Green, Julie Hale, Genna Harper, Chris Hawes, Alice Hayes, Daniella Hopkins, Yvonne Legg, Cheryl Merrikin, Lucy-Ann Peel, Helen Randall, Martin Southard, Martin Williams, Nikki Young.

MINUTES OF THE 2002 AGM These having been circulated by post to every member, were agreed as correct. Proposed by Jane Appleby and seconded by June Keen.  They were duly signed by the Chairman.

MATTERS ARISING None

TREASURERS REPORT Elaine Gard presented the 2002 accounts for the period 1.1.02 to 31.12.02.

GENERAL ACCOUNT - General subs were up (1303).  VP’s subs were down (670). The Link to Amazon.com on the website had brought in commission of £10 ! Total interest on investments was £411 as interest rates are so low at present. Total Income was £2404. Expenditure was as expected. Printing/stationery was up (314) because of more newsletters having been sent out. The Internet domain name cost £41 this year. Hire of halls (13) is for the AGM. Nothing appeared for storage charges this year as the bill had not been received from the church. The good news for the general account, which usually lost money, was that the loss was now much reduced to just £129.

FIGHTING FUND -  There were not as many events during 2002, but there was still a profit of £1617. Total income was £3267 with expenditure of £1604. Write offs from earlier years decreased these figures by £71 and £25 respectively. The profits were from Sponsored walk (650) Super Draw (32) Summer fete (781) Newton Cake stall (84) and Blce of Calendars (116). Thus the overall calendar profit was £283.

SOCIAL ACCOUNT -  There was a good profit here of £428. There was an unexpected profit on the “South Pacific” after show party of £241. Other events profits were Get Together Party at Nightingales (136) Sunday Lunch (14) BarBQ (24) Exeter Walk (7) . The Xmas Party broke even and there was interest of £24 and a write off from earlier year of 18. Thanks due to the social committee who worked so hard.

PRODUCTION ACCOUNT - SOUTH PACIFIC This show was presented in June 2002 at the Princess Theatre and was a real success story. Ticket sales broke box office records for an amateur show at the theatre, reaching a fantastic £42,137. As a result of the excellent attendance’s all the peripheral sources of income were increased.  Programmes sales (1566) Programme adverts (668) Theatre draw (1742) App fees/lib fees (605) and rehearsals teas (net) (292) all ensured a total income for the show of a huge £46,958. As a result of the good sales, royalties were very high (7373). Orchestra was up (3350) but that included an extra musician and the hire of keyboards. Costumes were well down (2083) as the show did not have a heavy costume plot. Publicity was increased (4501) mainly because new banners were made. A new item was Credit Card charges (797). The society decided to foot this charge this year after discussions with the theatre to avoid the £1 surcharge being levied on customers booking at the theatre by credit card. Total costs of staging the show was £35,563 and the profit on production was an impressive £11,395.

PRODUCTION ACCOUNT - LITTLE SHOP OF HORRORS  Sadly this show was not so popular suffering form terrible advance sales. Sales during the week picked up tremendously and the final loss was not as bad as at first feared. Ticket sales were adequate (8769) but all peripheral items were down as a result with programme sales (480) Programme adverts (502) Theatre draw (507) App and lib fees (140) and rehearsal teas net (146) Total income was £10,544 which wasn’t actually all that bad but needed to be better ! The show was very technical, and there were certain requirements which made it expensive to present. Scenery and props were well up (1580) because the set had to be amended and the plant was made by society members for better effect. Equipment hire, lighting and sound budget was too high (3072) and was out of control. The committee had been very unhappy with certain aspects of the technical administration as it appeared that some of what was hired at great expense was surplus and never used or returned ! The costs of presenting this show was £13,382 which was far too high and the loss was £2835.

BALANCE SHEET Fixed assets (261) related to some equipment held by the society. Current assets (27798) related to bank accounts, prepayments, debtors, stock, etc. The prepayments (1889) related to deposits paid in respect of future shows.  The social cash in hand (595) related to the Xmas party at the Toorak Hotel in December which was banked early in 2003 after the financial year end. The year had been very good financially and a trading profit of £10,476 had been achieved, which had increased the accumulated assets to £28,059 which was very gratifying.

CONCLUSION Elaine said that it gave her great pleasure to make this report but escalating production costs means the society cannot be complacent. In particular, control of costs for the second production was a source of great concern for the committee as this year it had caused a substantial loss due to those involved with the lighting/sound committing the society to far greater expenditure than was necessary or even agreed to. “Copacabana” is going to be a very expensive show to stage, and being realistic, not necessarily box office. The Fighting Fund must stay alive, and new ideas were needed, together with people to put those ideas into practice. Elaine thanked all the army of people who have helped to raise funds during the last year. The society could not survive without that help. Elaine pointed out that annually she had to pay out over £65,000, which equated to £1250 per week. That is an incredible drain, and the accumulated reserves of the society really needed to increase to £40,000. The real intention of the fighting fund is to increase reserves rather than to cover production losses. Elaine thanked all the committee for their invaluable assistance through the year. She announced that subs were due, but this year it was possible for the society to claim tax back if the sub was paid by way of gift aid and a form needed to be completed. I.e. £10 can be turned into £12.80. This would bring in much needed extra funds. Scheme only available to members over the age of 16 and not to vice presidents. She concluded by stating that the books were available for members to examine if they wished. There were no questions. Hamish Turner commented on how well the books were kept and he thanked Elaine for all her hard work and preparation. Acceptance of the Treasurers report was proposed by Derek Hexter and seconded by Heather Appleby and all were in favour.

CHAIRMANS REPORT PERIOD FEB 2002 TO  FEB 2003  Presented by Jean Macer.

She had just returned from a wonderful trip half way round the world and at every port of call there were always singers and dancers. This brought home what a common factor throughout the world live entertainment is. In our case we promote live musical theatre and always aim to put on as professional a show as possible. There had been a good year with 2 very different productions both maintaining the society’s reputation as one of the best in the South West, a reputation that it is intended to hold on to !! “South Pacific” at the Princess Theatre was under the always excellent direction of Richard Clark. It was a favourite with audiences and cast alike and was very succesful. The much loved music was beautifully rendered by the MD and orchestra, who for the first time were using the proper orchestra pit under the stage. This format will be retained as it was easier to balance the sound. Amanda Read created some good routines to complement the show. When the committee chose “Little Shop of Horrors” for the autumn production they knew it might not be box office but it is good to stretch the society with the autumn show. It is always a delight to play at the Little Theatre. The show did make a loss but artistically it was superb under the excellent direction of Ruth Bettesworth. MD Jonathan Watts and his band did their usual muppet act playing fromm the minstrels gallery and the new choreographer Michiel Verkoren was a perfectionist. Special mention had to be made of the plant, made by Colin and Rae Gilderthorp and of Sean Caunter who operated it. Both productions had successful Civic and Chairman’s nights and social events organised by Miles Opie and the Social Committee.

The Fighting Fund and social funds are both vitally important to the society and Jean thanked all those who had organised various events including Elaine Gard, Cheryl Merrikin, iain Douglas, Miles Opie, marguerite Green. The Picture Draw was also ongoing with a painting kindly donated by artist Peter Cosslett whose grandson Nick is a society member.

NODA held it’s National Conference in Torquay at the Palace Hotel in Sept 2002 and many members attended the evening events, and assisted on reception duties. Peter Randall was toastmaster at the ball. The society held a surprise party for Peter in September, presenting him with his 50 year NODA medal. It was a very moving evening and everyone wishes him well in his fight against cancer. The Golden Toad Award was presented to Rae Gilderthorp and Viv Nietrzebka for all their hard work with props and costumes.

Sadly, Karen Adderley’s father passed away, and in January Lavinia Palmer, a very active member of the society suddenly passed away. The society was well represented at both funerals. Olive Bennett has made a full recovery from her illness and Sally Watson is making some progress and it is hoped she can be brought along to see the next show. On a happier note Julie Scarbrough had twins, and Daniella Butto (now Hopkins) made a fairy tale bride in January.

Jean felt that to be in the society one needed the 4 D’s !!!! Desire, dedication, determination and delight. All the members seemed to have them in abundance and Jean thanked everyone for being in the society. Without the members there would not be a society. Without the committee that society would not function and Jean thanked the whole committee for their hard work and also the President for his unfailing support and charm.

The report was proposed by Jane Appleby, seconded by Elaine Johnson and accepted. There were no comments.

ELECTION OF THE PRESIDENT Hamish Turner was willing to re-stand and there had been no other nominations, therefore he was duly re-elected for a further year. This was proposed by Margaret Aulton, seconded by Mike Ryman and all were in favour.

ELECTION OF THE OFFICERS FOR ONE YEAR EACH

CHAIRMAN  There had been no nominations and Jean Macer was willing to re-stand. She was therefore duly re-elected. This was proposed by Mary Qiriaqi and seconded by Tolu Akindele and all were in favour. Hamish asked for a vote of thanks for all her hard work through the year.

HON.SECRETARY There had been no nominations, and Iain Douglas was willing to re-stand. He was duly re-elected for a further year. Proposed by Colin Gilderthorp, Seconded by Julian Nietrzebka and all were in favour. The President commented that the Society undoubtedly benefited from Iain’s hard work.

HON. TREASURER  There had been no nominations and Elaine Gard was willing to re-stand. She was therefore duly re-elected for a further year. Proposed by Kirsty French and seconded by Tolu Akindele. Thanks had already been given earlier in the meeting.

ELECTION OF 6 COMMITTEE MEMBERS FOR ONE YEAR EACH All 6 committee members, namely Marguerite Green, Chris Hawes, Fiona Humphreys, Amanda Jenkins, Miles Opie and Jane Stewart were willing to re-stand. There had been one nomination from someone else which had been withdrawn just prior to the meeting for personal reasons, therefore all 6 were re-elected without a vote being necessary.

ELECTION OF THE AUDITOR Elaine Gard recommended Christine Pearson as usual and this was proposed by Marilyn Duggan and seconded by Derek Hexter and all agreed. Elaine said she felt the accounts were in safe hands with Christine, who was always so thorough.

ELECTION OF THE VICE PRESIDENTS It was agreed to re-elect all vice-presidents en bloc subject to the payment of the 2003 subscriptions. 

SUBSCRIPTION FOR 2003   The committee recommended that the subscriptions remain at £17.50 full sub, £12 junior sub and a minimum donation of £17.50 for VP’s. This was proposed by Dean Breyley and seconded by Robert Blenkinsopp.

CORRESPONDENCE Iain read out the NODA reports for both productions, which were very favourable. Iain also informed members that the NODA SW Weekend for 2003 would be held at Bicton College on 5-6-7 September and he would issue details in due course. It was hoped that the society would make up a large group.

COPACABANA The Chairman talked about this production. This production would run from Tuesday June 24^th  to Saturday June 28^th at the Princess Theatre Torquay. Rehearsals had started, auditions had been held, and a good cast assembled which at present comprised Dean Breyley as Tony, Rebecca Bennett as Lola, Helen Randall as Conchita, Dennis Wenman as Sam, Rae Gilderthorp as Gladys and Tony Smith as Rico. There were also 12 female and 8 male dancers, and at present a massive chorus which would have to be reduced in number somewhat. Advance sales were not as good as for “South Pacific” so members should persuade as many as possible to see the show which would be very expensive to present and at present was budgeted at £43,000.  Joe McNulty was director, Wendy Jackson Choreographer, Jonathan Watts was MD, and John Amery was Chorus Master.

AUTUMN 2003 - COMPANY Iain Douglas talked about this production. The society had a reputation for presenting Sondheim shows to a high standard so it was only a matter of time before this one got chosen. In recognition of the fact that audiences could be smaller the show would be run for just 5 days from Tues. Oct 28^th to Sat Nov 1^st. There would be a quick get in to reduce theatre hire charges. The show was modern dress and the set need only be simple. It was a character driven piece involving 6 men and 8 women, all of whom should be 30 something’s apart from 3 younger women and an older couple. It was a very clever, well written piece and would present a significant challenge both vocally and dramatically to the cast. There was no chorus. Joe McNulty would direct with Jonathan Watts as MD.

SOCIAL REPORT  Miles Opie thanked the social committee for all their hard work. The events seem to go hand in hand with the shows. Events held in the off season of November-end January never seem to get much support apart from the Christmas Party at Marguerites which featured the now infamous, and often very rude, box game which was eagerly awaited by the participants !!. Miles gave a brief resume of each event held through the year, all with varying degrees of success. In the year ahead, there would be the usual show linked events and the social committee were thinking of ideas for other gatherings.. There would, however, have to be stricter control of deadlines. If people booked for an event and then didn’t turn up, they would still have to pay, as food will have been ordered for them. Jane Appleby asked if the social committee could try and tell more people about events. It was pointed out that details available at the time of issue of a newsletter were put in the newsletter (Mid Jan / June / July / Oct)but there was nothing to stop members checking the website or contacting a committee member.

FIGHTING FUND REPORT    Iain made the point once again, for those members who might just have overlooked the fact, that without the fighting fund the society would not have survived past 2000. At the start of 2001 there was £9,800 in the bank, and the fighting fund had raised almost that amount in the preceding 3 years. It doesn’t take a rocket scientist to conclude that without the fighting fund the bank balance would have been nil and the society defunct. For those members who felt disinclined to support such events, the point was forcefully made that such events and the support thereof were essential to the future of the society. Events were great fun to be involved with and the aim was to get money from outside the society. Iain said that he was thinking about changing the format of the sponsored event from a walk to either a singathon or a dancethon over 24 hours. This met with support and Iain would make the arrangements. There was considerable discussion about the advisability of staging a fete on Babbacombe Downs in July 2003, as the previous years one had suffered from lesser support from members. Some members felt that if the Fete was held the stalls should be re-organised and arranged differently. Whatever events were held members were urged to support them fully.

WEBSITE REPORT  Miles Opie gave the report. This had now been up and running for 3 years and there had been in excess of 9,000 hits. It proved useful for members to see what was going on and for non members to see what shows were coming up. The site carries photos of shows and events and rehearsals, rehearsal schedules, information etc. The guestbook is also very entertaining. There is a link with Amazon so that any things ordered through Amazon via the toads link will earn the society commission of 5 - 15%, and so far £10 has been raised !!

TO CONSIDER A CHANGE OF THE PROMOTIONAL NAME OF THE SOCIETY Iain explained that the official charity name of the society was Torbay Operatic and Dramatic Society, which had to remain unchanged. However there was a promotional name for the public domain which was “Toads Operatic”. The suggestion was that the promotional name be changed as the word operatic was now deemed outdated and gave a wrong impression of what the society was doing. The intention was to keep the word Toads as that carried a lot of goodwill, but to change the suffix. This received considerable discussion, but no decision was made and it was agreed to leave this in the hands of the committee. Once a decision had been arrived at, then an EGM would have to be arranged. Suggestions were Toads Musical Comedy Society, Toads Stage Musical Society, Toads Musical Society, Toads Musical productions.

ANY OTHER BUSINESS 

ELAINE GARD Told the members that there was an idea to arrange a cruise holiday for members in 2005. Groups could get good rates and she would make further enquiries if the interest was there.

JEAN MACER  pointed out that it might be necessary to purchase a storage shed as the store in the hall was damp and unsuitable. Help ma be required to clear out the old store and build the new one.

THERE BEING NO OTHER BUSINESS, THE MEETING WAS CLOSED WITH THANKS FROM THE PRESIDENT AND CHAIRMAN FOR SUPPORT OF THE MEMBERS.