2023 AGM Documents
The Annual General Meeting of the Stirling Community Theatre will be at 7.30pm on Sunday 5 March 2022.
This page contains the following documents:
1. Agenda
2. 2022 SCT AGM Minutes
3. Minutes from Special General Meeting - October 2022
4. Annual Report - President
5. Finacial Report - Treasurer
6. Nominations for election to the SCT committee
Please email secretary@sct.org.au if you wish to receive a printable copy of these documents.
1. Agenda
ANNUAL GENERAL MEETINGSunday 5 March 2023 – 7.30pmStirling Community Theatre, Avenue Rd. StirlingAgenda
1. Welcome 2. Present/Apologies3. To confirm the minutes from last AGM 4. To confirm the minutes from the Special General Meetings (SGM) October 20225. To receive the Annual Report on activities from the President6. To receive the Financial Report from the Treasurer7. To elect Office Bearers and Committee Members for 2022/2023 year (Malcolm Horton - Returning Officer) a. President b. Vice President c. Treasurer d. Secretary e. Arts Members (maximum 6 positions)8. Close
1. Welcome 2. Present/Apologies3. To confirm the minutes from last AGM 4. To confirm the minutes from the Special General Meetings (SGM) October 20225. To receive the Annual Report on activities from the President6. To receive the Financial Report from the Treasurer7. To elect Office Bearers and Committee Members for 2022/2023 year (Malcolm Horton - Returning Officer) a. President b. Vice President c. Treasurer d. Secretary e. Arts Members (maximum 6 positions)8. Close
2. 2022 SCT AGM Minutes
ANNUAL GENERAL MEETINGSunday 6 March 2022 – 7pmStirling Community Theatre, Avenue Rd. StirlingMinutes
1. Welcome 2. PresentSharon Tansell, Anna Grosser, Erik Strauts, Malcolm Horton, Andrew Van Der Wolff, Di Mason, Ken Mason, Vanessa Redmond, Mo Johnson, Mark Anolak, Simon Barnett, Scott Whellum, Jon Eckert, Peter Dandy, John Graham, Bronwyn Chapple, Carolyn Dunstan, Bob Peet, Wisha Smith, Tielah-Jade Cannon, Susanne Marie (Returning Officer)ApologiesJohn McGregor, Viktoria Burrett, Lori Neilsen 3. To confirm the minutes from last AGMMoved: ST 2nd: JE Against: Abstain: Approved: Y 4. To receive the President’s ReportThe President’s Report was distributed prior to the meeting. Malcolm Horton spoke to the report, noting that the SCT has finished the year well, despite various hurdles associated with COVID-19. He thanked the outgoing SCT Executive and committee for their contribution and efforts. Regrets that he won’t be standing for President this year after completing his three-year term and wishes the committee all the best in future and a return to full capacity at the theatre.Moved: MH 2nd: BC Against: Abstain: Approved: Y 5. To receive the Treasurer’s ReportThe Treasurer’s Report and Auditor’s Report was distributed prior to the meeting. Erik Strauts spoke to these reports, highlighting the financial position of the SCT, noting that the SCT continues to be in a sound position heading into 2022. Daina Berzins was appointed auditor for 2021 and examined the books and records of the SCT.Resident group production accounts:HMC: $9,000.99SP: $9,980.92HYT: $24,198.86Moved: ES 2nd: ST Against: Abstain: Approved: Y 6. To consider and vote on proposed motionsNo motions put forward. 7. SCT AwardsNo award nominations received 8. To elect Office Bearers and Committee Members for 2022/2023 year.Malcolm Horton vacacted the chair and Susanne Marie presided as Returning Officer and declared all positions vacanta. PresidentNomination – Mark AnolakMark Anolak respectively declined the nomination of Presidentb. Vice PresidentNo nominations receivedc. TreasurerNomination – Erik StrautsElected unopposedd. SecretaryNo nominations receivede. Arts Members (maximum 4 positions)Nominations – Andew van der Wolff, Carole Dunstan, Mark AnolakAll three accept their nominations 9. Close – 7:41pm
1. Welcome 2. PresentSharon Tansell, Anna Grosser, Erik Strauts, Malcolm Horton, Andrew Van Der Wolff, Di Mason, Ken Mason, Vanessa Redmond, Mo Johnson, Mark Anolak, Simon Barnett, Scott Whellum, Jon Eckert, Peter Dandy, John Graham, Bronwyn Chapple, Carolyn Dunstan, Bob Peet, Wisha Smith, Tielah-Jade Cannon, Susanne Marie (Returning Officer)ApologiesJohn McGregor, Viktoria Burrett, Lori Neilsen 3. To confirm the minutes from last AGMMoved: ST 2nd: JE Against: Abstain: Approved: Y 4. To receive the President’s ReportThe President’s Report was distributed prior to the meeting. Malcolm Horton spoke to the report, noting that the SCT has finished the year well, despite various hurdles associated with COVID-19. He thanked the outgoing SCT Executive and committee for their contribution and efforts. Regrets that he won’t be standing for President this year after completing his three-year term and wishes the committee all the best in future and a return to full capacity at the theatre.Moved: MH 2nd: BC Against: Abstain: Approved: Y 5. To receive the Treasurer’s ReportThe Treasurer’s Report and Auditor’s Report was distributed prior to the meeting. Erik Strauts spoke to these reports, highlighting the financial position of the SCT, noting that the SCT continues to be in a sound position heading into 2022. Daina Berzins was appointed auditor for 2021 and examined the books and records of the SCT.Resident group production accounts:HMC: $9,000.99SP: $9,980.92HYT: $24,198.86Moved: ES 2nd: ST Against: Abstain: Approved: Y 6. To consider and vote on proposed motionsNo motions put forward. 7. SCT AwardsNo award nominations received 8. To elect Office Bearers and Committee Members for 2022/2023 year.Malcolm Horton vacacted the chair and Susanne Marie presided as Returning Officer and declared all positions vacanta. PresidentNomination – Mark AnolakMark Anolak respectively declined the nomination of Presidentb. Vice PresidentNo nominations receivedc. TreasurerNomination – Erik StrautsElected unopposedd. SecretaryNo nominations receivede. Arts Members (maximum 4 positions)Nominations – Andew van der Wolff, Carole Dunstan, Mark AnolakAll three accept their nominations 9. Close – 7:41pm
3. Minutes SCT Special General Meeting - October 2022
Special General MeetingMonday 24 October 2022 – 7pmStirling Community TheatreMinutes
Chairperson: Mark Anolak (President – SCT)Scribe: Ben Stefanoff (Secretary – SCT) Meeting opened: 7.00pm• Chair welcomed and thanked members for taking time to attend this meeting Members Present: Erik Strauts, Tielah Cannon, John Graham, Ken Mason, Di Mason, Bronwyn Chapple, Tania Thorne, Andrew van der Wolff, Bob Peet.Apologies: Malcolm Horton (absentee vote), Carole Dunstan (absentee vote), Scott Whellum (absentee vote) Voting on the proposal:• Chair provided and opportunity for members to provide personal comments on the proposal• Chair asked the membership to vote on the proposal....that the revised constitution named SCT Constitution (Oct 2022) replaces the current version titled SCT Constitution (18 March 2018 – Present) in its entirety
PASSED: Yes: 13 (including 3 absentee votes), No: 0, Abstain: 0
• Chair thanked the members present. Meeting closed: 7.06pm
Chairperson: Mark Anolak (President – SCT)Scribe: Ben Stefanoff (Secretary – SCT) Meeting opened: 7.00pm• Chair welcomed and thanked members for taking time to attend this meeting Members Present: Erik Strauts, Tielah Cannon, John Graham, Ken Mason, Di Mason, Bronwyn Chapple, Tania Thorne, Andrew van der Wolff, Bob Peet.Apologies: Malcolm Horton (absentee vote), Carole Dunstan (absentee vote), Scott Whellum (absentee vote) Voting on the proposal:• Chair provided and opportunity for members to provide personal comments on the proposal• Chair asked the membership to vote on the proposal....that the revised constitution named SCT Constitution (Oct 2022) replaces the current version titled SCT Constitution (18 March 2018 – Present) in its entirety
PASSED: Yes: 13 (including 3 absentee votes), No: 0, Abstain: 0
• Chair thanked the members present. Meeting closed: 7.06pm
4. Annual Report - SCT President
SCT Annual Report – AGM 2023
It is my pleasure to present a report to the members on the activities of the Stirling Community Theatre.
In my first term as President of the Stirling Community Theatre Management Committee, we revisited the purpose and objectives of our organisation. Historically, the SCT Management Committee was established to make use of the venue to prevent it being sold off and demolished. That objective has been achieved. The venue is heritage listed* and is safe from demolition. Now we enter a new era in which the venue has been set up as the only dedicated performing arts space in the Adelaide Hills Council (AHC) area. The AHC recognises this and has been actively involved in improvements to the venue to ensure the venue remains a viable space for the presentation of the performing arts.
The SCT management committee identified that our primary focus is managing the venue, specifically the facilities and its use, prioritising the “must do” tasks that are deemed required to operate and protect the reputation of the organisation. A Strategic Plan (2022-2027) was introduced which highlighted four areas of focus - Community Engagement, Safety and Security, Modernisation, Organisational Resilience, all of which complement the key goals of AHC Strategic Plan. (Key member documents are available via the Members' Section of the SCT website)
Community Engagement: As with many volunteer-run organisations across the country, SCT has seen challenges in the volunteer area this last year. It started off with a skeleton committee being elected at the last AGM. We had to refocus where our time would be spent. I am incredibly thankful and proud of what our skeleton-sized volunteer SCT Committee has achieved since the last SCT AGM. Our focus in this area has been around getting more people aware of the venue and more people frequenting the venue. To the most part, this has been pushed onto our Principal Members to work on. Recent AHC supported upgrades have resulted in a noticeable surge in hire enquiries and strong audience numbers attending our Principal Member productions. In line with the SCT Strategic goal to recognise the traditional owners of the land, the SCT have requested that all hirers recognise the Kaurna and Peramangk peoples prior to all performances.
The theatre community is still seeing impacts of COVID, and SCT is no different. The second half of the year clearly showed more activity in the venue. SCT Principal and Associate Members spent approximately 2200 hours in the venue to prepare for their productions. Those seven productions welcomed approximately 4300-4500 people. In addition to this, we hosted three days of Stirling Fringe shows. We also welcomed a couple of new hirers who have been able to utilise the facilities for a couple of hours per week during the mornings when the complex was otherwise unoccupied.
There have been some compromises. The lack of volunteers in some areas has meant that some former services have had to be put on-hold for the time being as we prioritise the day-to-day running of the venue. Initially, the Costume Room was closed to all hires. The appointment of a Costume Room Manager has allowed us to make our large selection of stored costumes again available to other theatre groups and schools. While the SCT has managed to offer some hire of sets/props, the drain on our volunteers is noticeable and without a dedicated Green Shed Manager this service to the community will cease until a willing volunteer can be sourced. In the meantime, the Green Shed remains a space for items that members will maintain.
Safety and Security:A strong focus for this committee has been the safety of the users and visitors to the venue. The SCT management committee has put an emphasis on safety being everyone’s responsibility. To that end, a more streamlined reporting procedure for incidents, near misses, and potential safety concerns has been implemented, resulting in a quicker response rate by both the SCT Committee, and the Adelaide Hills Council as owners of the venue. We are also seeing a positive uptake of the online reporting system by not only the Group Representatives, but also by the individual users of the venue thanks to prominently displayed QR code posters around the venue.
While we are seeing an increased number of reports being made to SCT, only one incident (reported to SCT) in 2022 was serious enough to require an ambulance being called to transport a patron to hospital as a matter of routine. In that case, the trip hazard area was immediately sectioned off and the incident was reported to SCT management and in turn to the AHC. Within 3 business days, the AHC addressed the issue by installing brighter lighting and placing an edge marker strip to minimise the risk of another incident.
In terms of security, the SCT is still challenged by the venue being left unintentionally unlocked when vacant, and parts of the facility containing expensive equipment being left unlocked. It is my recommendation that future committees investigate ways in which the number of these incidents can be eliminated or significantly reduced.
Modernisation:The Adelaide Hills Council and SCT Committee recognise that this is a very old building. And while there is great emphasis in the AHC Policy documents around maintaining the heritage look and feel of the venue, there are parts of the venue that do need to be kept up-to-date.
There has been a lot of work in the venue over the last nine months, with thanks in most part to the great work of previous committees and the AHC. With funding support from the AHC, new auditorium seating (203 seats) has been installed. Successful financial management of previous SCT committees provided the funds required to lay new carpeting throughout the original part of the building. The new seating and fresh carpet has received many positive comments from patrons.
More energy efficient LED lights were installed throughout the venue as part of a Government funded project to improve the energy efficiency of the venue. The funding also covered the installation of a modern, more energy efficient patch panel, which was relocated to address safety concerns for performers side stage. These systems have been installed to firstly modernise the electrical systems, and also to reduce environmental impacts.
There is still work to be done to modernise the aging lighting and sound systems in the venue. The heating and air conditioning within the venue is not very effective or efficient. It is my recommendation to the incoming committee to place a priority on identifying and replacing obsolete technical equipment, creating a detailed inventory of SCT technical equipment and a system for maintaining the inventory, and look into options for installing a more energy efficient and effective heating/cooling system.
Organisational Resilience:The focus of this component of the Strategic Plan was to ensure as much information about the organisation and its operations is documented to make it easier for future committees and volunteers. While this is a continuous project, with still much to work on, over the past year the SCT Management Committee started with completing a review of the essential documents of the organisation. After an 18-month review of the old SCT Constitution, members voted in a new SCT Constitution, accompanied by a renewed Membership Policy. More recently, extensive work has been done on the theatre hire documentation as this is a significant aspect of the SCT venue and fundamental to the future use of the venue by existing and potential hirers.
The SCT’s Lease Agreement with the AHC expired in 2014, with the SCT continuing our use of the venue on a month-to-month lease basis. Negotiating a new Agreement with the AHC has been an ongoing conversation and could not be formalised until the AHC had introduced a Community and Recreation Facilities Framework. The Framework documentation was delivered to us late December 2022, with the requirements of leaseholders outlined. The new SCT Committee will be able to re-negotiate a Management Agreement with the AHC during 2023.
It is essential that SCT realistically examines the structural and financial resilience of the organisation on an ongoing basis, particularly when it comes to developing an easier and more efficient way in which SCT funds are used for SCT authorised productions, in order to make it easier for the volunteer treasurers of our Principal Members. We have been fortunate to have been able to budget for the new upgrades and see them executed so well over the past nine months. It is essential the SCT continues to maintain a robust financial position to be ready for future unknown challenges, and also to look at financially supporting future upgrades of the venue.
Finally, I sincerely thank the dedicated volunteers on the SCT Committee for every minute they have been able to contribute to this organisation, and the positive, friendly and engaging way in which we have worked together over the last year to provide a safe and welcoming space in which our members and hirer/users can present performing arts to the visitors of Stirling Community Theatre.
Mark AnolakSCT President (2022-2023) * Stirling Institute: Registered as a Local Heritage Place recognised for (1) it has played an importance part in the lives of local residents, and (2) it displays historical, economic or social themes that are of importance to the local area. For more information, see https://maps.sa.gov.au/heritagesearch/HeritageItem.aspx?p_heritageno=15222
Mark AnolakSCT President (2022-2023) * Stirling Institute: Registered as a Local Heritage Place recognised for (1) it has played an importance part in the lives of local residents, and (2) it displays historical, economic or social themes that are of importance to the local area. For more information, see https://maps.sa.gov.au/heritagesearch/HeritageItem.aspx?p_heritageno=15222
5. Finacial Report - SCT Treasurer
* Each Principal Member has a dedicated Production Account containing SCT funds to support SCT Authorised Productions.
6. Nominations for election to SCT committee
PRESIDENT
Nominated: Mark Anolak
Seconder: Kate Anolak
VICE PRESIDENT
No nomination recieved
TREASURER
Nominated: Erik Strauts Seconder: Mark Anolak
SECRETARY Nominated: Ben Stefanoff Seconder: Mark Anolak
ARTS MEMBERS (6 positions available) 1. Nominated: Dianne Mason Seconder: Mark Anolak
2. No nomination recieved 3. No nomination recieved 4. No nomination recieved 5. No nomination recieved 6. No nomination recieved * Nominations will be taken from the floor at the AGM for those positions where no nominations were received by 5pm 18/Feb/2023.
SECRETARY Nominated: Ben Stefanoff Seconder: Mark Anolak
ARTS MEMBERS (6 positions available) 1. Nominated: Dianne Mason Seconder: Mark Anolak
2. No nomination recieved 3. No nomination recieved 4. No nomination recieved 5. No nomination recieved 6. No nomination recieved * Nominations will be taken from the floor at the AGM for those positions where no nominations were received by 5pm 18/Feb/2023.