Forest
Players
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Forest Players Inaugural AGM Forest Players AGM 2007 2030 14 August 2007 Church Hall, Forest Row
Present: Vaughan Sadgrove, Emilie Hall, Tony Pritchitt, Gwen Pritchitt, Trevor Pavitt, Tim Walden, Barbara Dolan, Steve Hall, Terry Billings, Mike Hall, Anne Watson, Renee, Peggy Hyde, Alison MacDonald, Mike Truman, Sandy Truman, John Freeman, Nick Watson, Mike Williams, Rita Williams, Martin Stuart
Apologies: Judy Buchanan, Neil Buchanan, Leslie Boase, Rose Smith, Caroline Wilkinson, Louise van Manen
Nick Watson opened the meeting and suggested Martin Stuart be Secretary for the day to take minutes and he would chair the meeting to start with.
Nick welcomed everyone to the meeting. He recapped the decision of both Sackville Players and FRDS to merge. The new group needs a name and Forest Players has been suggested but still needs some discussion. We also need to elect officers.
Nick said we needed a chairman for the meeting. Tony proposed Nick, seconded by Rita.
Barbara Dolan arrived. She hadn’t missed much.
1. The constitution. Nick checked we had all had copies. Some printed copies had been circulated for those who had omitted to bring one of their own. Nick ran through the draft constitution as circulated. · The name is Forest Players, from the first word of Forest Row Dramatic Society and the last word of Sackville Players. · The purpose is to put on drama in both East Grinstead and Forest Row. · Any income is to be used as decided by the membership. · Membership is available as full or student (up to 18) and fees are due at the AGM. · Officers require re-election each year and have a maximum 3 year limit (except for secretary and treasurer who are hard to find volunteers for). · Honorary officers are to be two life presidents and two life vice-presidents. · Friends will be charged £10 for a single and £18 for a couple. They get some free tickets and programs and can purchase discount tickets. · The AGM will be held in June and 28 days written notice will be given. · Business items must be notified in writing and other business will be limited to 10 minutes and be entirely at the discretion of the chairman. · The rules for EGMs were covered. · Productions are to be in both East Grinstead and Forest Row and can be in any venue. · The rules for directors were covered. · Casting rules were covered; members first with a committee to decide. · Budget meeting rules were covered. · Roles of officers, committee and members were covered. · Rules for alteration of the rules were covered. · Rules for winding up the society were covered. In the ensuing discussion, some points were raised and clarified: · Sackville had ‘patrons’ and these shall now be known as ‘friends’. · Open auditions cannot be initially held, even for large casts. Auditions for members must be held first and open auditions only held if all parts cannot be cast. Anyone getting a part at the open auditions will be required to join the society as fully paid up members, and this also applies to all crew (this is required for insurance purposes). · The budget rules specify three people who can allow a production budget to be exceeded, but sometimes these may be the same person. It was proposed and agreed that any extension to the budget could only be decided by a quorum of the executive committee. · The cheques drawn on the society bank account will require any two signatures out of the three officers of the society (Chairman, Treasurer, Secretary). Nick proposed that the name of the society be decided. Rita proposed Forest Players and Tony seconded. This was voted on almost unanimously (all bar one, Peggy, who preferred Phoenix Theatre Company). Nick proposed the amended constitution, seconded by Martin, and carried by vote.
2. Election of officers. Only three people were prepared to stand as officers: Nick Watson – Chairman John Freeman – Treasurer Martin Stuart – Secretary Nominations were called for: Nick was proposed by Mike Williams and seconded by Trevor. Martin was proposed by Nick and seconded by Vaughan. John was proposed by Terry and seconded by Nick. These were voted for en bloc and carried.
We need 4 to 6 others for the executive committee and the following were willing to serve: Mike Williams, Terry Billings, Alison MacDonald, Caroline Wilkinson, Tim Walden and Emilie Hall. Nick proposed them all and this was seconded by Tony. They were voted in en bloc.
Life Presidents were proposed as Sid Sadgrove and Peggy Hyde, Life Vice Presidents as Hugh Hardy and Patricia (who had kept Sackville afloat). These were proposed by Nick, seconded by all! and carried.
3. 2007 productions at Forest Row Village Hall. This will be The Happiest Days Of Your Life in Forest Row Village Hall directed by Steve Hall.
4. 2008 productions at Forest Row Village Hall. Dates for 2008 are April 22-26 and November 18-22. Only Nick was willing to direct in April 2008 and he wants to do The Gingerbread Lady by Neil Simon. Only Tony was willing to direct in November 2008.
We would like to get a director for a play in East Grinstead in June/July 2008, eg Vincent In Brixton or talking Heads. Anyone interested should let Nick know in the next few months.
5. Social committee Anne agreed to head the social committee for one year only and received a round of applause. The social committee is to organise play readings, a parlour party, an after show meal on the Saturday night and possibly a Christmas party. Mike said the parlour party is good, and also suggested a quiz night if someone can be found to organise the questions. Nick suggested a float of £200 to purchase tickets for theatre trips. Rita mention Leslie Bowes would like to see Carmen Jones on Wednesday 29th August, matinee only.
Barbara made a plea for improved communications, asking who would let people know about meetings, play readings and so on.
We need a quarterly newsletter, eg like the FRDS Prompt Copy or the Sackville Players Stage Whispers. Steve volunteered to do this and suggested the name Phoenix Rising. The first one is to be done in September. A members list will be circulated with this first edition.
6. Publicity for November 2007 It will be in the Parish News tomorrow. Nick Watson will contact Sheila Gow about the arts page in the East Grinstead Courier (althogh this is now run from Tunbridge Wells) and tell her about the new organisation. We will get Steve Hall and Mike Williams to write our own press releases, complete with pictures in the correct JPEG format. Websites were mentioned. Martin has started a Forest Players site (forestplayers.org.uk). Tony pointed out we need to inform all external agencies of the merger. Mike T wanted to put Prompt Copy on the website, Martin agreed to do this. Mike W has been writing a history of FRDS and this should also go on the website. Peggy has information for a Sackville Players history. Mike W is happy to do posters, tickets and programs. Tony mentioned lady from Lloyds bank want to join FRDS (yippee!). We need to get posters into East Grinstead. The library display is booked for the fortnight before the show.
7. Village hall representative Gwen pointed out we need a representative to the Village Hall Committee. She said it would be better if it was a committee member but has agreed to try it for the rest of this year.
For the changing room refurbishment, the Village Hall are proposing that FRVH supply the materials and Forest Players and the pantomimers provide the labour. FRDS and the pantomimers had already agreed to make a donation. Labour is now being asked for from Forest Players. The pantomimers and the Village Hall are to meet, Gwen will find out what’s happening.
New chairs are coming for the Village Hall. They cost £25 each and the Village hall are looking for sponsors.
8. Other business Terry suggested we agree a date for the first committee meeting. This will be on Monday 10th September at 8pm at Nick Watson’s house.
John asked that we review the November dates as he can never make the week of the 17th.
Nick asked everyone to give their full commitment to the new society – we need to encourage a new generation of members.
Sandy asked what kind of show we are to do. Nick said it would be plays of ‘quality’; we want to do different things like Dreamjobs and Inspector Calls (on the road in the round). We need all members to say what they want to do. Mike would like to do Ibsen’s The Doll’s House, perhaps alternating productions between ‘serious’ p[lays and ‘bums on seats’ plays to boost funds. We could do musicals but would need to find a musical director and almost certainly have to pay. Perhaps a musical play rather than a straight musical.
Post production meetings are now to be called General Group Meetings.
Meeting closed 21:15
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