Annual General Meeting

Minutes of The Annual General Meeting of The Swan Theatre Company held at The Swan Theatre,138 Park Street, Yeovil on Tuesday 29^th April 2025, starting at 7.30pm

Present: Robert Graydon, Sally Matthews, Adrian Harding, Andrew Middleton, Dick Bennett, Sarah Ambrose, Joe Wainwright, Peter Riley, Mike Stanley, Terry Skedgell, Ali Maynard-Griffin, David Hallett, Liz Stallard, Beryl Snadden, Liz Holloway, Ann Cook, Lynne Bennett, Annetta Broughton, Steve Poolman, Dann Warr, Mark Extance, Graham House,  Sandra Snelling, Dianne Law, Claire Walford, Rachel Butcher, Ed Butcher, Mikey Foulerton, Joash Tucker, Anna Carter-Brown, Judith Payne, Vicky Hallett

1.The President, Beryl Snadden, opened the meeting by welcoming all present and commenting on the upcoming alterations and refurbishment and how this will enhance the theatre and become a very new and important part of The Swan.  She spoke about the fundraising aspects and how much work goes into this reflecting on fundraising for the Swan in the past and how this was obtained by everyone working together.  She thanked Mark Payne for all his hard work on the project.

2. Apologies for Absence were received from: Mark Payne, James Kneller, Jean Kneller, Ann Rigby, Richard Rigby, Andy Taylor, Elaine Taylor, Mike Robbins, Denny Robbins, Tyrone Trower, Tanya Ogden, Vivienne Evans, Mary Buckle, Peter Down, Roger Chadbourne, Joanna Simpson, Trisha Perry, Jim LeFeuvre, Angela Legg, Sarah Legg, Peter Carter-Brown, Brian Williams

3.Minutes of last years meeting had been circulated to all members and were approved unanimously.

4.Functional Reports

1. a) Artistic Manager – Robert Graydon presented his report, full text attached.
2. b) Marketing Manager – Adrian Harding presented his report, full text attached
3. c) Facilities Manager – Dick Bennett presented his report, full text attached
4. Annual Accounts – Andrew Middleton presented the annual accounts
5. a) The adoption of the Accounts was proposed by Lynne Bennett and seconded by Annetta Broughton.
6. b) The appointment of Teresa Rodber of Read Accountants as examiner for the next financial year was proposed by Rachel Butcher and seconded by Vicky Hallett
7. Chairmans review of the year In the absence of Mark Payne, Sally Matthews presented his report of the year. He thanked the Committee for their support and extended thanks to all members who have worked onstage, backstage, Front of House and in any capacity around the theatre. Particular thanks were extended to Adrian Harding who is standing down as Marketing Manager for his years of sterling service and to Annetta Broughton for her service to the committee and who will continue to be working on the refurbishment project. He wished Sarah his successor well. Mark highlighted the importance of other events we have at the theatre, Civic Players, Motiv8, NT Live and Cinematheque and the different audiences and vital income they bring into the theatre. Together with the current six Swan productions he stressed the continuing support still required for volunteers particularly in Front of House. To conclude the refurbishment project will be underway in a few weeks, with the money for the building works and toilets in place.  The fundraising campaign to raise the further funds required has been launched and we are dependent on the support and generosity of our members to get behind this campaign to help us complete the project.

7.Election of Officers and Committee Members Steve Poolman, Returning Officer, confirmed the election of Sarah Ambrose as Chair, Sally Matthews as Secretary, Andrew Middleton as Treasurer, Mike Stanley as committee member and Mikey Foulerton as committee member. The late nomination received after the deadline from Angela Legg for Marketing Manager was discussed with the Chairman and was accepted.  All unopposed.

The meeting closed at 8.15pm

Sally Matthews, Secretary Swan Theatre

May 2025

SWAN THEATRE AGM 29 APRIL 2025

ARTISTIC MANAGER’S REPORT

Since the last AGM I am happy to report that we have continued to be able to present our own 6-production in house programme, along with 5 productions from our now regular friends the Civic Players and Motiv8. Looking at the schedule of shows since our last AGM, the list is impressive – ‘Airswimming’, ‘The Real Inspector Hound’ and ‘A Handbag’, ‘Duet For One, ‘The Haunting of Hill House’, ‘Kindertransport’ and ‘Colder Than Here’.  I am really pleased that 4 of these productions were led by either new directors or by those returning to directing after a break. The Civic Players presented ‘Blithe Spirit’ and ‘The Murder Room’; Motivate8 – ‘Moana Jr’, ‘Beauty and the Beast’ and ‘Everybody’s Talking About Jamie’. We have also presented numerous NT Live showings and regularly host Yeovil Cinematheque. Sarah Ambrose’s production of ‘Sleuth’ is now 3 weeks away and we also look forward to first time director Georgia Holder’s ‘Jumpers For Goalposts’ in July and Brian William’s ‘Terra Nova’ in November. Offerings for 2026 have been slow to materialise, but with the current Artistic Team made up of a number of enthusiastic directors, I am confident we will have a full programme next year for our 50^th Anniversary.

We have continued our association with organisations such as the Little Theatre Guild, the Rose Bowl Competition and the Somerset Fellowship of Drama Phoebe Rees Competition. All of these provide us with useful advice, resources and feedback. The SFD is keen to promote their bursaries scheme, and we plan to tap into this in the near future. Next year we will be hosting the LTG Southern Regional AGM as part of our 50^th anniversary celebrations and delegates from all over the area will be invited here to the Swan for a day of events, tours and discussions, topped off with attendance at the last night of one of our shows – probably in November.

Our programme for 2026 is yet to be decided, with the exception of November. We welcome Anna and Peter Carter-Brown to the director’s chair for their production of ‘Much Ado About Nothing’ and look forward to that. I would like to reserve one slot (probably July) for a range of events to commemorate our 50 years at the Swan. This is still very much a the ‘thinking’ stage, but will be high on the agenda for the Artistic Team and the new Committee.

As always, our aim on the Artistic Team is to offer as diverse a range of plays as our resources allow. We need plays that challenge us and entertain our audiences. We need plays that will sell well and keep the money flowing in and we need plays that will make people think and ensure our artistic programme reflects what is happening in contemporary theatre. Our reputation allows us the luxury of doing this. There are some who might say that our own Swan productions can perhaps be too narrow in theme and offer limited variety and opportunity. I would argue that we make the best choices for the Swan with the material we are offered and the volunteers who come forward to direct. Considering the overall artistic programme (Swan, Civics, Motiv8, NT Live etc.) there is no doubt in my mind that over the last 12 months the shows presented on this stage represent as wide a variety of entertainment as it is possible to offer.

We are a growing and changing group of like-minded theatre lovers. One that now includes, and I hope embraces, a Swan family that is much wider and richer than the loyal members and patrons that we have relied on for perhaps too long. To maintain our long-term viability as a centre of artistic excellence – particularly in view of the considerable investment we are about to make in improving our facilities – it is essential that we continue to encourage new members from the local and wider artistic and theatrical communities. And that we make their active contribution and journey to membership as easy as possible.

To conclude, I would like to thank my team of Graham House, Sarah Ambrose, Rachel Butcher, Tanya Ogden, Sarah Nias, Mark Payne, Ethan Taylor and Will O’Neill for their enthusiasm, their time, and the experience they bring to the Artistic Team.

Robert Graydon – April 2025

Swan Theatre AGM – Marketing Report, 29^th April 2025

Another year of high-quality productions, many of which addressed challenging subjects that, in turn, have raised some marketing challenges. But all were of exceptional merit, receiving admiration from the audiences and acclaim from the critics.

We should be justifiably proud that The Swan does not shy away from being courageous in its choices.

Instead, the programme of productions this year has satisfied the active members who are passionate about performing something that is meaningful and fulfilling to them, as well as being entertaining and often thought-provoking for the audience.

Some drama groups are overshadowed by single dominant personalities, but The Swan is not like that. Every production exists as the output of a team who work together collaboratively and harmoniously, with no behind-the-scenes spats. If we have a vision, we try not to compromise, but we are willing to bend a little if it benefits the final result.

I am lucky to have led a team of creative people who never fail to astound me with their ingenuity and artistry. I am dependent and eternally grateful to our talented Graphic Designers; Sheila Driver, Mikey Foulerton and Richard Jones, who always create eye-catching designs for the posters and banners.

Also to Jim LeFeuvre, Pauline Dagnall, Ann Lee and Mark Payne for the exceptional professional quality of their photography that feeds our marketing campaigns and publicity material. I am also indebted to Claire Walford who has helped with programme design and compilation, and to Annetta Broughton for organising the distribution of posters. I always smile when I see them in front windows or on noticeboards as we travel around the county, spreading the news, and helping to get that last pair of tickets sold……

My special thanks, as ever, go to Ann Rigby who manages the Box Office so tirelessly and efficiently. But even more so this year. It was not our choice to change the ticketing software in February, but an upgrade was inflicted upon us which was not as straightforward as we had originally been led to believe. In fact, it became a monumental task of massive turmoil and manifold refining tweaks.

Ann has put in hundreds of hours of her free time to manage the transition and, where there were bumps in the road, she quickly and expertly smoothed them down. All of this was largely invisible to our patrons, as it should have been, but I want to ensure that it is not invisible to our members, and that Ann receives the credit that she has earned and so richly deserves. Please take the opportunity to thank her personally yourselves.

I am standing down as Marketing Manager tonight after four and a half years in post, but with a happy heart and a smile on my face, and proud of what has been achieved so far.

I have enjoyed keeping the membership regularly informed and to bringing a more pictorial approach to the Posters, Website, Banners, Facebook Pages, Programmes, Cue Lines Newsletter, Mailshots and Annual Season Catalogue.

Theatre is a visual art, after all, and needs to make a big visual impact.

I hope that you all like the style and innovation that I have brought over that period, but the time has come to evolve, to welcome fresh ideas and marketing concepts that haven’t even occurred to me.

It is said that only half of marketing ever works, but nobody knows which half!

I therefore look forward to welcoming Angela Legg as the new and significantly younger Swan Marketing Manager, to work closely with her when she wants my help, and to promise not to interfere when she doesn’t.

I still enjoy what I do and will be happy to remain a member of the Marketing Team if Angela allows me to. But I shall be even happier to obey orders rather than give them anymore. Please make Angela very welcome as she rises to the challenge and undoubtedly excels in what she does.

So, let us move ever onwards to an exciting year of change in personnel, change in the building, entertaining productions on stage and anniversary celebration plans in the year to come.

I am totally confident that all of these elements will be promoted to the Members and to our audiences to the best of the Marketing Team’s abilities.

Adrian Harding, Marketing Manager

Facilities Report for Swan AGM – 29^th April 2025

Maintenance

We have redone the front roof elevation.  This involved stripping off the old tiles and repairing some areas of rot in the underlying timbers before re-battoning and felting and replacing the original tiles.  It looks as if this hadn’t been touched since the place was built in the late 18 hundreds!  The work was done by the company which redid the flat roof a couple of years ago, which gives us essentially a 25-year guarantee on the whole roof area via just the one company.

We have also had the outside of the building repainted.  Thanks to Ben Woof for this work.

In addition, there have been the inevitable bits of ongoing maintenance involved with any old building plus keeping all the technical equipment working and safe.  Thanks to everyone involved in doing this work, but especially Jim leFeuvre for his tireless work on things like the tab track, which proved to be somewhat of a pain this year.

New Equipment

The main piece of equipment added this year has been the single swipe curtain track currently fitted behind the proscenium plus a new gauze which we saw used to such good effect in the Haunting of Hill House, and Kindertransport.

We have also upgraded the sound system by installing a new control desk which gives us enhanced capability, something that our audiences might have noticed.

New contracts

We have a new supplier of servicing for the Genie Lift as the previous company was proving very unreliable.  This is now being done by Altegra, a company in South Petherton.

Refurbishment Project

The big new aspect of the Swan Facilities is, of course, the refurbishment work we are starting shortly.  I expect many of you are aware of what is intended, but just to paint the picture for you, if you were to go out of here once the work has been done, you will see a much changed foyer area.  The coffee bar will have gone, and as you look towards the alleyway to the bar, you will instead see clear through to the end wall of the building, with a new bar on your right.  The open area will extend round the corner into the current bar area where you will find the new toilets.  If you were then to go into the car park, you would see an external staircase leading to a new entrance for cast and members separate from the public access.  Work on this will start in July with a finish date in October ready for the November play.  There will be a lot of work which we will be doing ourselves so please keep an eye out for the information regarding dates for this work.

Minutes of an Extraordinary General Meeting of The Swan Theatre Company held on 29^th April 2025 at 138 Park Street, Yeovil at 8.15pm

Present: Robert Graydon, Sally Matthews, Adrian Harding, Andrew Middleton, Dick Bennett, Sarah Ambrose, Joe Wainwright, Peter Riley, Mike Stanley, Terry Skedgell, Ali Maynard-Griffin, David Hallett, Liz Stallard, Beryl Snadden, Liz Holloway, Ann Cook, Lynne Bennett, Annetta Broughton, Steve Poolman, Dann Warr, Mark Extance, Graham House,  Sandra Snelling, Dianne Law, Claire Walford, Rachel Butcher, Ed Butcher, Mikey Foulerton, Joash Tucker, Anna Carter-Brown, Judith Payne, Vicky Hallett

2. Apologies for Absence were received from: Mark Payne, James Kneller, Jean Kneller, Ann Rigby, Richard Rigby, Andy Taylor, Elaine Taylor, Mike Robbins, Denny Robbins, Tyrone Trower, Tanya Ogden, Vivienne Evans, Mary Buckle, Peter Down, Roger Chadbourne, Joanna Simpson, Trisha Perry, Jim LeFeuvre, Angela Legg, Sarah Legg, Peter Carter-Brown, Brian Williams

Dick Bennett  in the absence of Mark Payne  summarised the EGM Notice and points therein.  The full text had been circulated to all members.

1.The Swan Theatre has launched a major fundraising initiative for building works to improve the toilets and foyer of the theatre.  Any loans require formalisation through a legally binding promissory note. The committee wish to seek the members approval for the resolution.  Under the rules of The Swan Theatre any form of borrowing is to be approved by Members at a General Meeting.

2. Resolution:- The Members of the Swan Theatre Company authorise the Swan Theatre Committee to issue promissory notes to individuals for the loan of money required to undertake the building works associated with the refurbishment of the toilets and FOH areas, within the following parameters:

1. The maximum amount to be loaned in total is £40,000
2. The maximum loan amount may well be made up of smaller loan amounts from more than one donor.
3. The interest rate on any loan will be a maximum of 3%, with a term of no more than 5 years.
4. The interest rate shall be fixed.
5. Any such loan shall only be used for the purpose of funding the building works.
6. The Committee undertakes to only agree to such a loan where all other options for funding have been fully considered and exhausted.
7. This approval shall last for a period of 12 months from the date of this meeting.

The meeting unanimously approved the resolution and the meeting closed at 9.00pm

Sally Matthews

Secretary Swan Theatre

May 2025