OXTED & LIMPSFIELD BARN THEATRE COMPANY LTD

BOARD OF TRUSTEES MEETING

09 May 2023 6.30pm

1. Apologies for Absence

Bruce Reed (BR) CHAIR Present
Carolyn Rowley (CR) Present
Muriel Lister (MLI) Present
Mike Sutton (MS) Apologies
Malcolm le Croisette (MLC) Present
Phil Littleford (PL) Present
James Vinall (JV) Present
Martin Lloyd (MLL) Present
Paul Robinson (PR) Present
John Kempton (JK) Present
Jackie Clark (JC) MINUTES Present
Helen Clarke (HEC) Present
John Clarke (JOC) Present
Ernie McGirr (EM) Present

2. Minutes of the Previous Meeting (27.02.23) and Action Log Update

ML noted that the Action Point in Item 8 should read MLC, and the Action Point in Item 14
should read MLL.
Otherwise the minutes were otherwise accepted and signed as a true record of the meeting.

3. Matters Arising and Action Log Update

The Action Log was updated.

BR welcomed the three new trustees to the meeting: Helen Clarke, John Clarke and Ernie
McGirr, and issued them with the dates of the remaining 2023 meetings.

4. Management and Finance Report

BR circulated the report to all trustees:

BR advised that £10k of the St William pledge is due to arrive in the next few days – an interim
payment of the £25k pledge.

The meeting agreed that the financial position was positive, and BR proposed that we should
therefore pay off some of the Nat West loan. Following discussion it was agreed to pay off
£15k.

No further questions were raised.

5. Current, Past and Advance Bookings

BR advised that bookings continue to arrive for 2024 and the situation remains positive.
Jesse Malin (booked for 1/6/23 has cancelled due to the performer having an accident.
Numbers are currently very low for the Nicholas Owen show (2/6/23)
PL has had no response from Kat Henry re weapons and fire arms despite several email
reminders for her Freedom Theatre performance in March.
CR noted that FOH announcements are not going into the backstage areas – the meeting
agreed that back stage announcements are the responsibility of the Hirers Stage Manager.

6. Housekeeping, Maintenance and Equipment

PL advised that the grass verge behind the new kerbstones was full of rubble – this has now
been removed by the gardener.
BR advised that Matt Harding has quoted £1194 to flatten and returf the verge. This was agreed
and he is available to start this work on 29th May.
PL noted that the fence batons need maintenance. This fence is Oxted School’s responsibility . ACTION:
JV agreed to carry out this work. JV to carry out
maintenance
work and
repairs to the
fence panels
between the
theatre and
Oxted School.

PL noted the inside of the side door needs maintenance. MLC agreed to action this. ACTION:
MLC to refurbish
the inside of the
side door.

PL advised that Paul Bowles has visited to inspect the theatre signs. Various signs around the ACTION:
theatre are in need of refurbishment, replacement or updating. The meeting discussed the PL agreed to
signage options. PL agreed to request a refreshed list of works and total price from Paul Bowles request a
for the agreed works on signs (currently standing at approx. £600), and to instruct Paul Bowles refreshed total
to proceed once the quote has been accepted. price from Paul
Bowles for the
Installation of the signs will be dealt with separately. agreed works on
signs, and to
instruct Paul
Bowles to
proceed once
the quote has
been accepted.

PR requested an update on the timeframe for the new website launch. CR advised that this is
underway and should be able to go live during the summer.
ACTION: JK
JK advised that several of the Defibrillator pads need replacing. This was agreed and JK agreed to source and
to source and install. replace new
defibrillator
pads.

PR identified a need for a storage until for the Car park barriers. PR and JV agreed to investigate ACTION: PR and
suitable units and report back to the next meeting. JV to investigate
suitable storage
units for the car
park barriers.

BR confirmed that the emergency light in the rear dressing room is now fixed.
CR advised that there is evidence of mice in the theatre and traps have been positioned.
In his absence MS had circulated in advance an update on the new sound system progress:
As I won’t be at the next meeting here is a progress report on the upgrade to Digital
playback and mixing desk.
I have purchased the Mac Mini pc and accessories and loaded a free version of the Qlab
software, as well as Audacity. I am familiar with Audacity as I already use it to create
sound files. I have been learning Qlab, and although similar to the ShowCue system I
use on the windows PC it does things slightly differently. I have worked through the
basics so could load sound files into it and create a show stack with fades etc. I hope to
install it in the theatre early June, shows permitting, and hopefully use it for the House
of Standup show on 3rd June. Sadly John Chinnock has indicated to me that he does not
intend to engage with this upgrade which is why it’s not been installed sooner.
Looking Forward, I would like to progress as soon as possible with installing the Digital
Desk to complete the upgrade, I am operating sound for the players autumn play,
Humble Boy which will test the system and my ability to deliver the directors’ vision for
the “soundscape”, and possibly for the OMTC as well (TBC). I will be around for the
next meeting in June and hopefully we can discuss the progress further then.

The meeting discussed the new system. All agreed that the new system will provide
much needed updated capabilities, and will be a system which some hirers are already
using and will be confident with. BR noted that he was concerned that moving
completely to the new system may make it impossible for some current regular Barn
sound people to volunteer their services to the theatre. Following discussion it was
agreed that both systems (the old system and the new system) must be able to run in
parallel for the time being. The existing system should not be dismantled to make way
for the new system, instead both systems must be able to run in tandem.

7. Barn 100
BR is awaiting Paul Bowles to complete the logo on the front window, and also for the quote
for the new logo door mat. The lamps for the entrance are cleaned but not completely
refurbished yet.
ACTION: MS to
It was agreed that the red bucket collections announcement need to be updated to reflect the create updated
current status of the Bar 100 works Red Bucket
announcement
to reflect
current status of
Barn 100 works.
8. Wheelchairs
No issues currently.
9. Net Zero
PL advised that Paul Bowles has designed a Barn Theatre Net Zero logo. PL suggested some ACTION:
amendments and this was agreed and will be added into the work in progress. PL will start to PL to write an
publicise this project further. Net Zero update
for the BTN
PL has had 2 more sessions – Compare Your Footprint and their partners Green Elements. All August edition
scoping of required data is now complete and PL has a template to start analysing our data to
measure our current footprint. This work will commence summer 2023. Base year will be 2022.

10. FOBs debriefing by PR as Chairman

PR reported back. Last FOBs meeting was 24th April and the minutes from that meeting are
appended at the end of these minutes. Current balance is £12,632. There are some upcoming
expenses, but it may be possible for FOBs to make an interim payment in the next couple of
months to help pay off the bank loan.
Further discussion has been held regarding the whole issue of membership fees and incentives,
in the current attempt to streamline the FOBs process. PR suggested that FOBs should become
the active volunteering arm of the theatre, with people who wish to just receive information
simply remaining on the mailing list. The meeting agreed that removing the payment entry to
FOBs may actually increase membership, and that this may recruit more active volunteers. This
will be implemented from next year.
ACTION:
PR advised that it is becoming difficult to staff the bar midweek, because many people who PL to implement
work are unwilling to take on shifts that can become very late due to after show opening. After a 10.30pm
discussing several options, it was agreed that FOBs will trial closing the bar at 10.30pm Monday closing time
to Thursday. Monday to
Thursday from
Extensions on a Saturday must be specifically requested and authorised in advance. June onwards,
and to
communicate
this to resident
societies.

11. Safety Policy, Risk Assessment and Fire Safety Update

PL advised that London Fire have visited to carry out a service – the system is in good working
order.
The reset button for the automatic doors is in the FOH office – if the alarm is triggered for any
reason, test or fire, this must be reset, otherwise the doors will remain open.

Key for break glass points is kept in the safe.

Fire blanket is on the wall in kitchen again and fire extinguisher by stage door is up on the wall
again.
All break glass points have been renumbered, and updated plan sent to Surrey Fire Brigade.
FOH evacuation procedure sign is back up on the wall.

12. Terms and Conditions

No changes made since last update.

13. Safeguarding
PL and JV attended Angie Muscio’s Safeguarding and Boundaries for Vulnerable Adults course
on 5th April, which was a useful refresher.

MLL suggested that the new trustees investigate Chaperone Training with Surrey County
Council in due course.

14. Consideration of New Trustees

BR has approached those potential directors identified at the last meeting. As a result Helen
Clarke, John Clarke and Ernie McGirr have joined the board.
The watch list for further appointments will continue as usual.

15. Barn Theatre News and Stuffing Dates

BTN and next stuffing is 6th August.

16. Sunday Club

Next dates are 4th June, 2nd July and 6th August.

17. Directors for Shows

BR requested that directors check Googly Sheets Rota for duties regularly.
New trustees to shadow an experienced Duty Manager in the first instance.
 18. AOB
BR proposed a new future project: replacement of the auditorium seating, which is beginning
to fail in places. BR has obtained some initial quotes for discussion. Two options – strip
components and retain metal frames for £39k (this would mean we would need to strip the
components ourselves and dispose of the materials) or replace the entire seating system for
£48k. BR agreed to get further quotes for removable seats up to Row F. The meeting agreed to
move forward with investigating this potential project. ACTION: CR to
source some
CR suggested replacing 3 lanterns in front of the stage. This was agreed. second hand
replacement
lanterns for
front of stage.

CR noted that the current star cloth should be replaced as it is failing and is the wrong size. ACTION: CR to
investigate a
replacement
star cloth and
feedback to next
meeting
JV advised that the new committee running the Cecil Hepworth playhouse may potentially
approach the Barn for some advice.

ML informed the meeting about the Master Park Charity Fundraising initiative, which aims to ACTION: BR and
build a new community hub building. The presentation evening is on 24 th May. The Barn is one ML to attend
of the Master Park network of ambassadors. ML and BR will attend the presentation evening to Master Park
represent the Barn. presentation
evening 24.5.23

PL – tree next to the flag pole needs trimming. BR to action. ACTION: BR to

organise tree
cut back by flag
pole
PL – needs new key for Studio. ACTION: CR to
organise new
studio key for PL
and new sets of
keys for HEC and
PL – is representing the Barn at the Orpheus performance tomorrow. JOC
ACTION: BR to
HEC – requested that BR produce a letter and information to help procure a dignitary for next produce a letter
year’s opening, by the deadline of end of June and info pack
for visiting
JOC – volunteered to take responsibility for the upkeep of the theatre signage. Gratefully dignitary by end
accepted. of June
ACTION: JK to
Following discussion, JK offered to run a defib training session for the trustees run a defib
training session
for trustees at
6pm before the
August meeting
19. Date of Next Meeting
Wednesday 7th June, immediately followed by the AGM.
 MINUTES
Meeting of the Friends of the Barn Theatre Committee
held at The Barn Theatre at 7.30pm Monday 24th April 2023

1. Apologies for absence

AM, NB, EW, DS

2. Minutes from the previous meeting on 15th February 2022

Agreed

3. Matters arising
New sign in foyer regarding respect for volunteers has been put up.
Price increases for soft drinks, Guinness, Perrier and Becks have now taken effect.

4. Treasurer’s report
Bank account balance currently stands at £13,555

a) Past Events - takings since our last meeting

16 February OMTC AGM. £174.00

17 February YOPs Half-Term Workshop £143.50
18-25 February Southern Counties Drama Festival £3,900.75
27 February Clarke family £239.00
28 February FOBs AGM £118.00
3 March The Karma Effect £1,627.00
4 March Matilda Jnr £672.50
5 March Sunday Club £324.50
6 March The Dream Syndicate £1,089.00
11 March Randy & The Rockets £2,809.50
18 March Croydon Male Voice Choir £568.00
23-25 March YOPs Romeo & Juliet £1,992.00
26 March On Broadway £564.00
27 March Alan Fletcher with Lachlan Bryan £915.00
1 April Goodnight Mr Tom £583.25
2 April Sunday Club £271.50
11 April Monica Allen’s Wake £151.50
18-22 April OMTC Is There Life After High School £3,069.25

b) Future Events
7 May Coronation Weekend Sunday Club
17 May TOPS – Blithe Spirit
26 May One Night In Dublin
27 May Stardance Academy
28 May AETF Area Final
1 June Oxted Sessions – Jesse Malin
2 June An Evening with Nicholas Owen
3 June Oxted Comedy – Rita Lina
4 June Sunday Club
10 June Highjacked Hollies
23-24 June Glow – Olivia!
 30 June – 1 July Glow – Godspell
2 July Sunday Club
6-8 July Glow – Grease
19-21 July OMTC – A Night at the Musicals

5. Membership Secretary’s Report

As of 24/4/23 there are 112 paid-up members and 16 Honorary Members.

After discussion, it was agreed that from 2024 onwards FOBS members will no longer be asked to pay an
annual membership fee. Current members will remain on the list and will be invited each year to make a
donation if they so wish, but this will be entirely optional.

The recently proposed membership incentive scheme (offering discounted bar prices) will not be taken
forward. Instead, it was proposed that in future the FOBS membership should predominantly comprise those
who wish to support the theatre by acting as volunteers. Those who do not wish (or are unable) to volunteer
can continue to be kept informed about the theatre’s news and events by being included on the Barn’s
mailing list. PR to seek the Trustees’ approval at the next board meeting.

HC to look into possibility of gift aid for any donations (via The Barn).

6. Housekeeping, maintenance and equipment

a) FOH staffing remains difficult, particularly when there are different events on several consecutive
evenings. Recruiting bar staff is harder when the bar opens after a show (especially mid-week). It was
suggested that the bar opens only post-show on Fridays and Saturdays, remaining closed after performances
on all other days. PR said he did not think this would be welcomed by the theatre’s resident societies, many
of whom like to wind down and socialise with their friends after a performance. As a compromise, it was
suggested that the resident societies are told that from June onwards the bar will only remain open until
10.30pm on Monday to Thursday and until 11.00pm on Thursday and Friday only. Resident society cast
members and crew will be offered the opportunity to pre-order their post-show drinks for midweek
performances if they so wish.

b) Following discussion at the last meeting it was agreed that the bar seating needs to be reviewed. The bar
should be a welcoming, versatile space in keeping with the rest of the theatre. The banquette that was
suggested for the west wall of the bar was welcomed by some of the Trustees, but not all, and was put on
hold for the time being. It was, however, agreed that FOBS could purchase one new table and 2 new chairs
so that the style could be approved, and more accurate calculations made as to how many tables and chairs
would be required for the space. HC to purchase a table and chairs to see if they would have the versatility
to work within the bar area.

c) Sweet counter to be trialled from the Box Office for the majority of all performances, the exception being
during panto and when the audience will comprise large numbers of children.

d) PR suggested that an Afternoon Tea should be held as a ‘Thank You’ for all those who have volunteered
for FOH duties this year and that, if successful, this should be an annual event. Arrangements to be discussed
at a later date, but the suggested date for this year would be Sunday 17th September.

7. Any Other Business

None.

8. Date of next meeting

Wednesday 21st June at 7.30pm.

The meeting closed at 9.30pm