Observers: Jo Elsworth (Director), Bex Carrington (Keeper: Live Art Archives), Jill Sullivan (Archives Assistant).
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1 Minutes of the Annual General Meeting of the Friends of the University of Bristol Theatre Collection Held on Thursday 12th May pm in the Brandt Cinema Department of Drama, University of Bristol. Members Present: Sir John Kingman (Vice President), Paul Madine, Erica Madine, Peter Leppard, Alison Allden, Vanessa Stevenson, Judith Coleman, Maureen Brown, Rosemary Silvester, Sylvia Dodd, Gillian Joseph, John Bedford, Chris Abbott, Rosemary Stevens, John Thorne, Rachel Fisher. Observers: Jo Elsworth (Director), Bex Carrington (Keeper: Live Art Archives), Jill Sullivan (Archives Assistant). 1. Introduction by the Chairman: The meeting was chaired by Peter Leppard (Vice Chairman) who welcomed everyone to the meeting and sent Andrew Stocker s apologies due to other commitments. The chair was pleased to announce that Andrew how now made a full and complete recovery from his illness. 2. Apologies for Absence: Lady Kingman, Lady Morse (Vice President), Stephanie Cole (President), Barry Smith, Cara Davies, Jane Pritchard, Maureen Fraser, Roy Avery, Marjorie Avery, Frank Iannela, Derek Ford, Martine Shackerley-Bennett, Rebecca Thompson, Charlotte Monk, Rosalind Morgan Jones. The chair reminded attendees of the sad news that Sir Jeremy Morse passed away this year and condolences had been sent to his wife, Lady Belinda Morse, on behalf of the Friends. Lady Morse had sent the Friends a letter of thanks. 1
2 3. Minutes of the AGM of 11 th May 2015 were APPROVED. Matters Arising: none. 4. Reports and Accounts Report by the Chairman of the Trustees on current activities: The report had been forwarded to all Friends in advance of the AGM. Peter Leppard outlined the key areas: - The Council met five times during 2015 either in full Council or as a subgroup to discuss requests for funding, organisation of activities and the AGM, the recruitment of new members and raising funds for new projects. - The Council worked with the Theatre Collection staff to identify suitable projects that the Friends could support financially and events that members could attend. - During the year the Friends gave grants for the purchase of two ballet costumes designed by Oliver Messell for the Royal Opera House and a grant of 2000 towards the major appeal to enable the purchase of Oliver Messel's personal archive by the Theatre Collection. - The Friends also supported the work of the Theatre Collection by helping with the Bristol Doors Open Day and the on-going repackaging of the Mander and Mitchenson Collection reference boxes. - Special thank you to Rosemary Silvester for her recent fundraising efforts. - Thank you to the Friends for their generous donations through annual membership and attendance at events that allows us to improve the Theatre Collection s holdings to make them more accessible to a wider audience. - Annual subscription rates had been reviewed and current levels were determined to be appropriate to allow more people to support the Friends and the Theatre Collection, whilst those members who wish to donate larger amounts could continue to do so. 2
3 - Thank you to fellow Trustees and Council Members for their work during the year. Thank you and gratitude to our President and Vice-Presidents for the work they do in supporting the association and Theatre Collection as a whole. Thank you from Trustees and members to the Theatre Collection staff, Jo, Bex, Heather, Laura and Gill for the work they do in helping to make the Friends Association run smoothly. Treasurer s Report: Paul Madine, the Treasurer presented the Income and Expenditure Accounts for the year to 31 st December 2015 and the Balance Sheet as at 31 December The association continues to fulfil its prime objective of supporting the Theatre Collection by giving grants totalling 3,150 during 2015, whilst keeping its administrative expenses of or just 9.8% of its income for the year as low as possible. The largest single expense is postage. This is the second successive year that the Friends have made grants in excess of its annual income, which have depleted available funds by 4,400 since The year ended with unrestricted funds of 1,187 and reserves of 1,000. Membership subscriptions rose slightly but additional donations from members were down by almost 24% (87 members made subscriptions of at least 10 during the year). Fundraising events generated 194 net compared to 751 in 2014; a fall in income of 850. The Trustees considered recommending that Friends subscriptions should be increased (they have been set at a suggested 10 since 2003) but decided that since many members give well above that amount, the current level should remain. Consequently, the Trustees will be looking at ways to increase income in future years to restore funds in order to continue to make worthwhile financial contributions to the Theatre Collection s work. The association has been able to grant almost to the Theatre Collection over the past three years and some 75,000 over the past 40 years, which is a great achievement for such a relatively small organisation that averages only about 100 members. 3
4 Accounts formally adopted. Proposed by Paul Madine and seconded by Vanessa Stevenson. APPROVED Appointment of an Auditor: Rachel Fleetwood, Assistant Director of Finance at UWE (and current auditor) proposed by Paul Madine, seconded by Rosemary Silvester. APPROVED 5. Report by the Director of the Theatre Collection: Jo Elsworth thanked the members for their support and for attending the AGM. Thanks also to the Theatre Collection team; it has been a hard year and the team has made everything possible. Jo reminded members of the recent donation by Geraldine Menez of four silver tickets from 1766 and documentary material. The collection is from Henry Augustine Forse and one of the tickets is believed to be a gold (i.e. a Bearer ) ticket, which is a wonderful gift. These tickets, with their associated provenance, form one of the most significant groups of objects relating to the history of theatre in Bristol. Teaching There has been an increasing amount of teaching this year, which has helped improve the student experience. There were 1000 in-depth archive visits this year and it is great to see such engagement with the archive. The student experience will be a focus for next year. In the spirit of the silver tickets, two students were awarded free entry to every press night for their outstanding engagement with the Theatre Collection and involvement in the outreach programme with Bristol Old Vic. Collections Development Kevil Elyot s writers archive had been donated by his family in 2015 to the Theatre Collection. Elyot was known for his adaptation of Agatha Christie s works. His family have also donated money to protect the collection, alongside a 100,000 endowment to set up a writer s residency enabling a budding writer to receive financial support. 4
5 The Theatre Collection also received Jules Wright s archive comprising over 100 boxes. This is a difficult archive to manage but it starts to bridge the gap between theatre and live art. To Come There will be an expansion at the Langford site in order to house Theatre Collection archival material. There has been a significant increase in archives being offered to the Theatre Collection and some have been turned down due to lack of space. News The Theatre Collection was able to purchase the personal archive of Oliver Messel. It is an internationally important archive to obtain and the archive is working towards a Heritage Lottery Fund application in order to protect and archive the material. Other funding sources were also being explored. Thank you to the Friends for their generous 3,000 donation. There has been a lot of interest in Messel s collection already and the Theatre Collection is working with the National Trust at Nymans to display some material. Public Engagement Last year we ran 21 public events 244 volunteer sessions in the Theatre Collection 3,123 visitors Co-curated an exhibition at RWA which welcomed c visitors. Loaned 58 items to other museums Featured in the television programme, Who Do You Think You Are. Next University of Bristol Autumn Art Lecture Series Visualising Theatre where Thomas Messel is confirmed as speaker. Centre Stage Exhibition has been discussed as a positive event promoting collaboration. Other Programmes Franko B challenging archives REACT funded Naked Objects display cases. HLF funded project with Bristol Old Vic archives and Bristol Records Office. 5
6 Bristol Old Vic anniversary used material from the Theatre Collection archive. Cultural Partnerships Cultural partnerships include, Bristol Old Vic, Royal Opera House, Victoria and Albert Museum, RWA and National Trust (Nymans). Hopefully a partnership will soon be made with Cologne University. Strategic Developments In 2016 the Theatre Collection plans to expand storage area at Langford. The Park Row site will be closed temporarily for to allow for expansion works which will include a new reading room. Bex Carrington is now the Volunteer Coordinator. Longer term the Theatre Collection will continue to increase partnerships. The University is expected to release its strategic plan to the public in Unfortunately, the Theatre Collection will no longer be moving into Beacon House. 6. Election of Council Members: Three trustees were due to step down, having served for three years; Paul Madine (Treasurer), Rosemary Silvester (Ordinary Member), Vanessa Stevenson (Ordinary Member). All three were eligible for re-election and had been nominated. As no other nominations had been received the above named were ELECTED. 7. Election of Trustees to the posts of Chairman and Treasurer: Andrew Stocker and Paul Madine were ELECTED to the posts of Chair and Treasurer respectively. Rachel Fisher was co-opted to the Council as Secretary. 8. Any Other Business: There was none. 6
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