Newsletter  August 2010

Minutes of Committee meeting - 3 June 2010
● MEMBERS PRESENT: Barrie James, Stephanie Welch, Mike Crowe, Roy Coleman, Roger Coleman, Ron
Bird, Alana Bird, Sally Sibley
● APOLOGIES: There were no apologies for absence. There was no formal agenda for the meeting, which
was called primarily to discuss the volunteer situation. However, discussion ranged across other topics, so I
have grouped the minutes under headings to make for ease of reference.
● VOLUNTEERS: Viv Bennet, who was elected to the post of volunteer coordinator at the recent AGM has
decided that she can no longer take this up. There is an urgent need for this post to be filled: Steph has
someone in mind, whom she will approach after the Gala concert when she has as much detailed information
as possible. In the meantime she has a few potential usherettes she can phone if we are short. At the moment
Roger is organising the Box office rota and Roy is doing the same for the cleaning. Roy and Roger have also
prepared lists of volunteers ready for the coordinator who does not now exist!
Some people who have volunteered are getting restless because they have not been contacted and 'brought
into the fold’. Roy and Roger felt that an "open Morning " type event would be a good way in for volunteers,
who could then meet existing members face to face and be signed up for the roles they wish to take. Sally felt
that if possible this should not be left until after the Gala. Barrie offered to run one of the mornings on Sat 19
June at 10am. Mike to let new volunteers know about it. Dates for further training in different roles need to be
in place by this date. The general feeling was that there should be more open mornings when possible.
There was a more detailed discussion about aspects of volunteering, as follows:
There have been some complaints that cleaning has not covered everything, It was agreed this is impossible
at present due to lack of people" Toilets, basins etc are done thoroughly, but building is too large to dust and
polish everything. Getting auditorium floor sorted out is a priority.
Barrie reported that a Stage School mother will keep dressing room areas clean when used by children.
Mike spoke about forms and asked Ron to include a new more detailed volunteering form in the first
newsletter. Steph passed round a copy of this new form.
Roy said some new volunteers are not keen when they realise usherettes have to stay until after the end of
the performance, or that some cleaning tasks are better done early in the morning. Apparently at present,
Tuesday evening is the most difficult one to cover with enough volunteers.
It was felt that Dom & Co need to be better at communicating what they need the Friends to do, eg about
setting out chairs and tables or about times of shows and staffing needs. They also need to sharpen up on
publicity.Sally mentioned an approach by young people who were until recently members of South Wight

Youth Theatre. They have often performed in the theatre and have an attachment to it. Once their A Levels
are finished some may be able to volunteer. It was felt it would be a good thing to get young people more
involved.
Steph thought the Townswomen's Guild or the Lions Club might be a potential source of volunteers,
● GALA CONCERT 26 JUNE:
Steph felt this was the most urgent thing to sort out as there is still so much to do.
Ron is to get newsletter out asap to let members know about it. Tickets will be £10, but members can buy as
many as they want for £8 each. Money raised will go towards a digital effects unit (reverb) approx £750, plus
other things like radio mikes and a new lamp
Alana asked if we have a collector's licence yet to ask for donations as people leave. We don't, but Ron
pointed out it is possible to apply online and download one. Steph said a collection could be for the
Restoration Fund.
Raffle prizes were discussed. Steph has plenty of smaller prizes but some larger ones, such as hotel or
restaurant meals are needed. Barrie offered to0 follow this up. Ron offered to donate a piano tuning up to the
value of £100. Barrie will donate a car valeting. Vouchers to be provided.
Programme is still to be sorted out. It will contain a volunteer form. Steph or Barrie will do this and also make
the tickets. If a printer is required, Ron suggested Sandown Graphics.
Ron will tune piano for Gala performance – time to be arranged.
A poster has been prepared by John, as has press release. The quantity and distribution of posters was
discussed – also banners, although these would take too long to acquire.
Stella is supposed to be inviting Town Councillors from Shanklin, Sandown and Lake to the Gala.
Barrie will approach Tony Compton about possible leaflet drops.
● PUBLICITY:
John Sewell was not present at the meeting and it was agreed that another meeting needs to be held soon, at
a time when he can attend, specifically to discuss publicity. However the following points were briefly
discussed:
At the moment, those who put on shows pay for their own advertising and organise it. County Press is still the
best way to reach a local audience, but to attract holidaymakers the hotels are probably best.
Chris Quirk is trying to get Red Funnel and Wightlink to sponsor advertising.
Alana said that it was important for the Theatre to raise its profile and suggested entering something for the
carnival if time permits.
Ron mentioned that the Post Office is offering free mail shots, but Mike says he has investigated and this offer
is extremely limited.
● ROYAL BRITISH LEGION:
Finally, Mike said he had been contacted for details of hiring charges by the Legion for 23 and 24 May 2015,
when they are thinking of bringing a large event to the Island. Caterers would probably be needed. A package
of prices needs to be in place by next week. Shanklin Theatre Limited to be consulted. Other venues,
including some on mainland, to be contacted to compare prices. Members were very positive about this
approach.
The meeting ended at 5.40 Pm
● DATE OF NEXT (PUBLICITY) MEETING:
This will take place on Monday 7 June at 7 pm, unless John cannot make this, in which case it will be on 14
June.
Minutes prepared by Sally Sibley (Secretary).
Other News
The Gala Concert raised in excess of £3000. A good result, and let’s hope further events will continue this.
A DVD should be available soon – only £5 a copy.
Future Specials are planned for -
Saturday, 18 September – TRIBUTE TO THE SIXTIES:
● Featuring Five O’Clock Shadows (clever name!) – music of the Shads.
● The Paperback Beatles (love the name!) – music of the – er – Beatles, I believe!
Tickets – an absolute bargain – at only £5 – yes, really!


Thursday, 11 December is Shanklin FUN DAY.
It is hoped the Theatre can host a Table-Top Sale or Indoor Market.
Plus – Shanklin’s answer to the X-Factor – The WHY? FACTOR! If you want to show off your talent,
this is YOUR chance! Contact any of the phone numbers or email addresses at the top of this page.
Saturday, 4th December – Possible Late Night Sound “Farewell” Concert and Dance:
Some of you might already know that Alana and I (Ron) are handing over the band to Grant O’Brien, from 1
January 2011. This could be the last time the band play under Ron as Musical Director.
Watch this space for further updates and confirmation re Theatre availability etc.
Sunday, 28 November – CHRISTMAS SPECTACULAR:
● Featuring Brass Bands and other music.
Mince Pies, Mulled Wine and a great Christmassy atmosphere with Carols!
More details to follow in the next Stage-Write!
Exclusive for FOST Members:
● Special reduced rates are available for TWO’S COMPANY Productions:

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