Minutes of the Annual General Meeting of Friends of Bedlam

24/08/2003 2.00pm Bedlam Theatre

Present

Al Broom (AB), Angela Hughes (AH), Michael Conway (MC), Matt Ling (ML), Dave Harrison (DH), Chris Fleming (CF), Steve Fryatt (SF), Jo Deponio (JD), Rachel Chapman (RC), Richard Lace (RL), Nigel Dobinson (ND), Paul Margrave (PM), Christabel Anderson (CA)

Welcome

AB welcomed the Friends of Bedlam (FoB) patrons to the Annual General Meeting and congratulated everyone for helping to bring FoB so far.

Quorate

It was noted that the provisions of clause 4.8 of the Constitution had been fulfilled, and that the meeting was quorate.

Chairman's Report

AB reported that from the launch parties on the 3rd May and 23rd May, and the Dramsoc Reunion there were now 44 paid-up patrons on the website, following up contacts made at these events was now a priority. Despite a low sign up rate, FoB had received a substantial donation for use by EUTC's technicians, this had been used for the purchase of a new CD player. The website was progressing well, with around 623 shows added.

MC, who sits on the Edinburgh University Business Committee, suggested that he might have useful contacts for linking our show database with EU's Alumni database, it was agreed that current relationships with the university were sufficient at the moment but we would follow up MC's contacts in the future. MC also suggested that marketing FoB sign up as £5 per quarter might be more effective than stressing £20 a year.

Treasurers Report

Income committed for the first year to FoB was £2,629.28, expenditure so far was £1,250: £250 tech donation, £1000 start up expenses incurred during launch. Costs for Newsletter printing and postage were not included and were likely to incurred during the autumn.

Grants

There was a detailed conversation regarding the formation of a grants procedure. It was agreed that applications in the first instance should be made to the EUTC committee, made in writing including a breakdown of costs for the project. Grants will be allocated twice a year, applications must be received by the secretary of the FoB committee from EUTC before the grants meetings to be held on the 30th September and 31st March each year, for 2003 only the grants meeting will be on the 31st October. The grant will be given on the condition that the successful application team all sign up to the FoB website, and a written report and photograph is presented to the FoB committee no later that 1 month after the completion of the project. The AGM agreed that for this coming year £x will be made available for grants approximately £x per term, any unallocated funds will roll over and be included in the next terms allocation, it was agreed not advertise the sum of money available and allow EUTC to apply for the amount which they feel is reasonable. The AGM did not want FoB funds to be used to support 'ordinary' activities of EUTC and wrote the following statement as a guideline for applications:

'Funds will be given primarily to capital projects, although in exceptional circumstances consideration will be given to proposals of sufficient merit.'

Building Update

AB gave the AGM a summary of the building proposals to date. Esk Developers have submitted plans to the Councils planning applications authority for the land behind the Bedlam. However, EU are still keen to move the EUTC some time within the next 5 years, it is suggested that Esk might be prepared fit a new theatre venue for the EUTC, and the Old Kirk of Holyrood Road has been proposed as suitable new location. FoB is keen that EUTC receive the best deal, and hope to get a survey of the new building and a spec written by a Theatre Designer. CA will approach Christopher Richardson of design company Theatre Futures to see if he is willing look at the proposed building.

AOCB

There was no other business

Election of Committee Members

The meeting unanimously agreed to suspend clause 5.2 of the Constitution (relating to using STV to vote in committee members), and use a show of hands instead.

Paul Margrave resigned from the committee, and the Chairman thanked him for his hard work.
The follow were re-elected to the FoB committee: Jo Deponio, Rachel Chapman.
Graeme Timms, was elected to the committee.

Meeting closed 15:30.