The President's Report
Presented at the AGM on 1st March 2009
It is my privilege to present this report on the achievements of our Theatre through 2008. My sincere thanks to All who have supported our
goal, to be one of the leading Amateur Theatres in New Zealand.
We produced six outstanding Productions, which is no mean task when we rely on volunteers. And we acted as producer for 4 very special
performances of “Talking Heads” generously donated to us by Maxine Burgham-Page and Sue and Max Golding. It was a pleasure to work with them,
and the shows were well attended and enjoyed by our audiences. The bonus was a profit of almost $4,000 toward our building fund.
The 2008 year began with the Kevin Murray directed play “Straight and Narrow” written by Jimmy Chinn. A witty play portraying the pathos
and humour which make up everyday family life, it challenged the “social norms” for some of our audience.
“The Boys Next Door” took us right into their home. This award winning play was written by Tom Griffins and was the 20th play directed for
the Dolphin, by Barry Spring. Again this was a play which had some feeling very uncomfortable, while others loved it.
New Director and well known sound designer and committee member, Ricard Kelly, drew us into the lives of a group of elderly Opera singers,
who find themselves ending up in a Retirement Home together. “Quartet” written by Ronald Harwood touched our hearts.
Mid-Winter and we had the opportunity to warm up with the steamy production, “Whose Wives
Are They Anyway?” - loved by our audiences, and a huge
financial success, this play written by Michael Parker was directed by John Kelleher.
Then we found ourselves trapped inside a London office with that female cop, award winning actress Louise Wallace in the Tudor Gates play
“The Kidnap Game” directed by Sheila Summers.
We enjoyed the Grand Finale of the year “A Chorus of Disapproval” with music and a large cast. Cynthia Cahill-Smith took it in her stride to direct
this Alan Ayckbourn show, for the second time!
We thank each of the Directors and the talented actors/crews involved. You contributed thousands of hours for the pleasure of others. The
many newcomers to Dolphin appreciated the warmth and support given to them through the management process of productions. And we must never
lose sight of our customers, the audience. Believe me from years of experience in FOH I know, they are discerning, they know what they are
looking for in entertainment and who and what they enjoy seeing. Without them we have no Theatre.
Three shows had a surplus of less than $9,000 resulting in Income from shows being down, show costs were significantly up despite my best
efforts in controlling production costs.
In these times, running an organisation the size of the Dolphin Theatre requires significant
management and organisational skills. During
one month last year, I as President was working with 4 different productions all at the same time, plus holding down a full time Senior
Management position in a large organisation.
The Management committee with 13 members meet monthly. I noted a change of emphasis within some committee members, away from supporting
productions at auditions, read through, cast tea/double dress and attendance at opening/closing nights. During the year we had one resignation,
Avis Raynor, who was replaced by Ricard Kelly returning to the committee fold. With sadness and very heavy hearts we had to cope with the
sudden death of our dearly loved Shailer Cottier. We pay tribute and give thanks for the wonderful commitment Shailer gave over his life,
to his love of live Theatre.
Reports from the Subcommittees
PLAYREADING/PRODUCTIONS Sub-Committee started the year with 5, led jointly by Helen Stilwell and John Kelleher. Plus
Shailer, Sue, and Avis Raynor. Following the resignation of Avis, and aware that progress was being made it was agreed that they would continue
with 4. They were responsible for choosing the directors and plays that would be staged in 2009, and selecting the slot that best suited each
play and director. Ricard, Sheila and Jeni were also involved in reading and submitted their views on plays read. After much debate the final
choice was presented to the full committee for approval.
The audition process is also a key responsibility, with support given to Director and Actors. Along with other theatres in the Auckland
region we find that auditions are not being as well attended as they used to be in the past. Potential actors, especially the male variety
often wait to be approached. Directors are finding they regularly need to make personal contact to fill roles. This does not mean that we
are pre-casting.
The Production Manual was updated many times last year as a result of suggestions coming out of debriefs held at the end of each show,
this Manual continues to be The Policy Document to be followed through the production process. I have met with, and given copies of the
manual to Director and Production Assistant before Audition and Production Meetings have taken place. We find where the manual is respected
and followed few problems arise.
MARKETING and PUBLICITY Sub-Committee was led by Sue Moncrieff-Driscoll until she stepped down from leadership mid-year
and Annie Whittaker took on the mantle. Maintaining Membership and Audience is a critical task. Sue continued to maintain the Web-Site,
produce the programme and distribute the e-newsletter. Annie took on editing the “The Stage Magazine”, Janet Hannah our new committee member
has proved to be a real treasure and through her expertise and contacts has gained us amazing publicity in the print media.
In Sue’s words Gwen Dillon is “our secret weapon”! Through her we have excellent advertising on the streets and radio, and her knowledge
and encouragement of our membership is invaluable. Helen, John, Bryan Nicholson also had support roles on this sub-committee.
The active membership application form was revamped for 2009 as a result of some filling in the form with a commitment in
only 2 areas, Directing or Acting. This is not realistic when the Directors have already been selected for 2009, plus there is no guarantee
that any person will be cast in a play in this year. So a committee member came up with the idea that those 2 criteria be removed from the
form. This has not stopped some from creating their own tick box.
As a result of research, a different focus has gone on “paid advertising” as we have looked for results from the dollars spent. And we
have been very fortunate in the amount of free exposure we have received.
Show advertising is covered by Posters, Programmes, “The Stage”, Local Papers, Community News, Business Association newsletter, Street
signs, Boards in 6 different libraries with photo and programme displays. Annual programmes and fridge calendars, our own e-newsletter,
plus one produced by Stuart Bradbury with a wide distribution. Word of mouth is great advertising and we get good coverage from the Senior
Citizens and Gala groups, how they feel about their experience is so important.
Gala bookings have slowed down and this has meant that we have had to work harder and smarter to fill seat not taken up by groups. Bryan
Nicholson has been the driving force but has retired as Gala Organiser at the end of 2008. This very important task has been taken on by
Peter Goodier.
At the end of 2008 membership stood at 700, 578 Non-active and 122 active. Gala pricing was reviewed, as was the casual Senior Citizen rate.
A very highly successful “Open Day” was held. Approx 150 persons attended, several new members signed up and a number of our excess Furs
were disposed of. This was a great initiative led by Janet and supported by many enthusiastic members.
VIP nights were introduced for the 6th show, one on a Friday and one a Saturday.
These give members and public the Gala experience and the
Red carpet is rolled out to create a “Special” night, with Bar open after the show and cast available to mix and mingle. These nights are
continuing.
FRONT of HOUSE Sub-Committee had 5 members led by myself. To convey the feeling of warmth and spirit that is “The
Dolphin” is our Key task. Late in the year we trained 2 new persons to assist with covering Box Office, 6 trained Bar Managers continue to
work the Bar, and numerous active members assist with FOH duties. Managing rosters is a challenge, people who volunteer these days are usually
very busy people.
For myself and John, getting all the food and bar stocks is no mean feat and requires significant organisation, time and strength. As does
catering for FOH, galas, VIP nights, cast teas and other special functions.
We again hosted a Mid-Winter Dinner, and a very successful cocktail evening which gave us an opportunity to say “Thank You” to All our
wonderful volunteers. And the year ended in style with a spectacular Awards Night.
THEATRE MANAGEMENT Team led by John Kelleher has worked tirelessly over the year.
Lighting:- Phillip Dexter made a significant contribution to the Theatre, concluding the implementation of the plan he presented in 2006,
to maintain, replace and upgrade equipment and wiring. He has provided a full plan of the lighting layout, and a data record of ALL lighting
stock. There should be little need to hire or purchase further equipment for some time. His recommendation that we move to the use of energy
saver bulbs has been implemented.
Sound:- Ricard Kelly has continued to oversee and advise on repairs and maintenance of sound and technical equipment. There were concerns
around the efficiency of the Hearing Loop and that was monitored by Annie over several shows. In September it was thoroughly tested and deemed
to be working satisfactorily.
Annie led a committed team to work the Technical areas for most shows. The TV monitor in the Stage Manager Corner was replace with a new
one. Attempts to involve Stage Managers in an upgrade of their area has been on hold for some time now.
Talking of commitment, you don’t get better than Roy Dillon, Alan Stokes and Norman Fairley who have provided most of the set building
expertise.
Normal regular maintenance has been carried out, along with windowsill/door frame repairs and painting to tidy up the appearance at the
Front of the Building. A high water rates bill highlighted a problem, and a significant leak was located under the theatre and repaired.
The photo boards in the Green Room which had been upgraded the previous year, developed some problems. John and Jeni have worked to right
that as time has allowed. A new heavy duty drill was purchased for the Set Builders.
Our Wardrobe Supervisor Diana White tendered her resignation for health reasons, we put this on hold and are delighted to have her back
with us in blooming health. She has been ably supported by Robyn Fleming.
Sheila Summers and Audrey Stickland completed their goal of having the props stock on a computerised data base.
The air conditioning continued to give ongoing problems and John has worked tirelessly with Climatech in an attempt to resolve them. Quotes
have been sought for a replacement system but this is on hold because of the link to the building project.
A request was made to the City Council to do repairs on surface of the Car Park, we are still waiting for this to happen.
Oversight for Furniture storage and lending out of items to other Theatre groups has been handled by John.
Soft Furnishing has lacked a leader, this has been overseen by John. Designers access items for a show but are not so diligent in
returning stock to correct Storage at the end of productions.
Health and Safety is an area in which we should do better, it has lacked commitment and leadership. Attempts to get
committee members to take it up failed. I have made sure legislative requirements have been met. We have identified a need for those who wish,
to be given First Aid/ CPR training so they have confidence if emergencies arise. This needs to happen.
I led two Trial Fire Evacuations drills on the Senior Citizen show nights.
The key holders register has been maintained and held in the safe.
Monitored security services continue.
THE BUILDING EXTENSION PROJECT
The History: In 2003 Bryan Nicholson began talks with The Auckland City Council around the possible lease of the strip of
land along our boundary. These discussions became negotiations through John Kelleher’s Presidency. John and Bryan have continued to lead this
project through various phases of Planning, Design, and Resources consent processes. We had Architectural Plans drawn up, all sorts of
structural land and building reports, to date we have invested $38,000 toward this project.
In June 2008 year our lease expired without resolution. The Council agreed to roll the lease over until all consents have been gained. A
week ago we were notified that the Resource Consent has been granted. This means that we could proceed now, and seek Building Consent. There
is of course the question of Financing this Project. The task for the incoming committee will be to form a Building Extension Project
Sub-Committee and appoint a Project Manager. Thanks to Bryan and John for the considerable time and effort they have invested in this project
GENERAL COMMENTS
As a result of IRD policy changes we were required to register our Charitable Trust Status. This necessitated much form filling, and each
committee member supplying personal details. My thanks to Peter Harris, for his tremendous support in this application process.
In September we donated one show to be jointly shared by Onehunga Plunket and Primary School as a fundraiser for their benefit. And for
another show we donated 20 Tickets to the Seasons group which gives counselling support to children from broken homes.
ACTT: We have been represented by Annie Whittaker. We have continued our membership of Auckland Community Theatre
Trust which has 8 member groups. There is a big emphasis on awards. Last year we received 6 awards for our 2007 shows and we have 24
nominations in a number of different categories for the 2008 shows. ACTT Sponsor AMI have supported setting up a Web-Site and indicate that
they have funding to support projects undertaken by Theatre groups. They are the sponsor for The Showcase Productions, supporting theatre in
secondary schools.
EFTPOS facilities were investigated. A cost feasibility exercise was again undertaken, this followed a previous one 4
years ago. Three company’s submitted quotations and all were of the opinion that as our business is not run 365 days a year it would not be
cost effective. The cost of renting machines on a monthly basis, along with bank fees in operating the system would add approximately $5
to each transaction. Who would pay? Secondly our box office space does not allow room for this. If the facility was available paying guests
would probably use it, and we would have queues out the door and late starts for shows as a result. This subject will be taken into consideration
with new box office facilities in the extension.
AND NOW MY SINCERE THANKS GO TO ALL the committee who have given their time and talents in a variety of ways over the past year. Special
mention to Helen, Gwen, Sue, and John; you have given me wisdom and strength through some tough times.
Our adjudicators for Dolphin: Helen Stilwell, Maxine Burgham-Page, and John Goudge. And Bryan O’Connor, for ACTT on behalf of Dolphin.
Thank you for your commitment and professionalism.
To ALL the very talented persons who Directed, Acted, Designed, Stage Managed, Built and Painted Sets and assisted back stage on productions.
To those who gave their time to make the Dolphin a welcoming place in Front of House.
To John as Theatre Administrator, and overseeing the numerous repairs and maintenance details. And for taking care of many tasks for me
while I was out earning a living.
To those who willingly loaned precious furniture, Props, Clothing etc.
Bill and Helen Stillwell, who do a fantastic job with the Booking Service, no one could make it as personal and individualised as you do.
Bryan Nicholson for your service as Gala Night Convenor.
To all who helped organise the Awards night.
To the membership of the Dolphin thank you; we value your involvement, your comments, and support.
Lastly, Thank you to those who have supported me as President through 2008
Sherrill Allen
President