CHESTER MYSTERY PLAYS LIMITED
MINUTES OF THE ANNUAL GENERAL MEETING OF THE BOARD OF DIRECTORS
HELD AT THE MANSION HOUSE, CHESTER
ON THURSDAY 17th SEPTEMBER 2009
PRESENT:
Jo Sykes – Chairman
Ian Sanderson, Brian Wright, Jane Dawson, William Smith, Wendy
Tudor-Morgan, Andrew Clarkson, Judy Cheesman, Ruth Davidson, Hilarie
McNae, Max Drury, John Ebo and Inger Trevor-Barnston.
The Chairman thanked the Lord Mayor of Chester, Councillor John Ebo, for his
hospitality in inviting the Board to a reception at the Mansion House.
1. APOLOGIES FOR ABSENCE
Apologies for absence were received from Susan Campbell, Nicholas Fry, and Dolores
Whitton.
2. APPOINTMENT TO THE BOARD
The Chairman reported that Councillor Max Drury had been appointed to the Board as
the representative of the Cheshire West and Chester Council.
The Chairman extended a warm welcome to Councillor Drury.
3. MINUTES OF MEETING
The Minutes of the meeting held 18th September 2008 were confirmed as a correct
record and signed by the Chairman.
4. MATTERS ARISING FROM THE MINUTES
There were no matters arising from the Minutes.
5. ELECTION OF DIRECTORS AND OFFICERS
The Chairman explained that if the changes suggested in the discussion paper
‘Reorganisation of the Board of Directors’, to be discussed at the Board meeting
following the AGM, were agreed there would have to be an Extra-ordinary General
Meeting early in December 2009 to confirm these. The Reorganisation would then be
implemented in January 2010. In the meantime, it was necessary to proceed with the
election of Directors and Officers.
(a) DIRECTORS
The Chairman referred to the resignation of Peter Overmeer, who had been the
Director of Finance for the 2008 Cycle, and said that Edward Austin, who was Director
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of Finance at the University of Chester and a very able accountant had agreed to
replace him.
Jane Dawson said that he had also been a Director of the Gateway Theatre so he had
had experience in the Theatre.
The Chairman proposed that Edward Austin should be appointed as a Director and this
was seconded by Ian Sanderson. The proposition was passed unanimously.
RESOLVED that Edward Austin be appointed a Director of the Board of the Chester
Mystery Plays Ltd.
It was proposed by Ruth Davidson and seconded by Judy Cheesman that the current
directors be re-elected. The proposition was passed unanimously.
RESOLVED that the current Directors be re-elected.
(b) OFFICERS
(i) Chairman
It was proposed by Ian Sanderson and seconded by Brian Wright that Jo Sykes should
be re-elected Chairman. The proposition was passed unanimously.
RESOLVED that Jo Sykes be elected Chairman for the ensuing year or until the
reorganisation of the Board should this be earlier than the next regular Annual General
Meeting.
(ii) Deputy Chairman
It was proposed by the Chairman and seconded by Jane Dawson that Ian Sanderson
should be re-elected Deputy Chairman. The proposition was passed unanimously.
RESOLVED that Ian Sanderson be elected Deputy Chairman for the ensuing year or
until the reorganisation of the Board should this be earlier than the next regular Annual
General Meeting.
(iii) Director of Finance It was proposed by Ian Sanderson and seconded by Max Drury
that Edward Austin should be appointed Director of Finance. The proposition was passed
unanimously.
RESOLVED that Edward Austin be appointed Director of Finance for the ensuing year
or until the reorganisation of the Board should this be earlier than the next regular
Annual General Meeting.
(iv) Secretary to the Board.
The Chairman said that, although the holder of this post was not an officer, this was an
important post. She said that Brian Wright had informed her that he wished to retire
when the Board was reorganised. She then paid tribute to Brian’s work for the Chester
Mystery Plays over many years and, in particular, to his work as Secretary to the Board.
Brian thanked the Chairman for her tribute.
6. APPROVAL OF ANNUAL ACCOUNTS
In the absence of Peter Overmeer, the former Director of Finance, the Deputy
Chairman presented the Annual Accounts. He said that, as the accounts showed, the loss
made on the 2008 Cycle of the Mystery Plays was just under £21,000 which he
considered to be a good achievement.
In response to a question from Inger Trevor-Barnston about the reason for the loss,
the Chairman said that the main reason was the poor weather which resulted in fewer
people attending than had been anticipated. She emphasised that all the expenditure
was covered by the agreed budget.
It was proposed by Ian Sanderson and seconded by Ruth Davidson that the Annual
Accounts for the year ending 31st December 2008 be approved. The proposition was
passed unanimously.
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It was also proposed by Max Drury and seconded by Ruth Davidson that Peter
Overmeer, the former Director of Finance, should be thanked for his work. This
proposition was also carried unanimously.
RESOLVED that:
(a) the Annual Accounts for the year ending 31 st December 2008 be approved;
(b) Peter Overmeer be thanked for all his work as Director of Finance.
7. APPOINTMENT OF AUDITORS
It was proposed by Ian Sanderson and seconded by Judy Cheesman that the Priory
Practice be appointed auditors for the next financial year – remuneration to be agreed
by the Director of Finance.
RESOLVED that the Priory Practice be appointed auditors for the next financial year.
8. ANY OTHER BUSINESS
There was no other business.
9. DATE OF NEXT ANNUAL GENERAL MEETING
RESOLVED that the next Annual General Meeting be held at the Guildhall on
Wednesday 22nd September 2010.
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