Minutes of the meeting of the Suffolk Concert Band held on

Thursday 6th January 2005 at Spring Farm, Stratford St. Mary

 

Those present were: Angela Bates, Deidre Gordon, Gordon Scopes, Mandy Chinery, Simon Pulham, Toby Pratt, Jane Walker.

 

125. Apologies for absence

These were received from Sarah Scott, Mark Cheadle and Fiona Gordon-Clarke. This was a meeting of trustees only therefore Roger Jones and Barry Salmon were not present.

 

126. Adoption of minutes of meeting held on Thursday 2nd December 2004

The minutes were agreed with the following corrections:

112) The committee agreed a budget of £50 to spend on publicity for the band.

116.3) The committee agreed to spend up to £3000 on the trailer.

                     

127. Matters arising from meeting held on Thursday 2nd December 2004

113.2) Simon and Barry have reviewed the constitution and circulated the proposed amendments to the committee. (Agenda item for next meeting)

 

115) Simon has spoken to the organist at Sherringham Church who would like to do a concert with the band but would prefer a Saturday night. The committee agreed that September would be a good time of year to do this concert.

 

116.1) Toby had some quotes for a new tuba case, which range from £150 to £200. The committee agreed to spend up to £150 on the case and Toby can go ahead with the order.

 

116.2) Deidre has received a sample jacket from Alexander James. Five more jackets will be ordered as previously agreed by the committee.

 

116.3) A trailer for the band has been purchased. This has cost £3000+VAT and will be delivered in February. Gordon has agreed to make a donation to pay for the trailer to be sign-painted. It was agreed that this should include the name of the band, the website address and the badge if possible. The trailer is white and the writing will be black. The committee thanked Gordon for his donation. Russell Banyard will be offered the old trailer at a cost of £1 to close the books. We need to consider where the trailer will be parked and ensure that it is insured fully.

 

128. Chairman

128.1.  Communication

The committee agreed that the Secretary should deal with all correspondence regarding the band.           At the discretion of each committee member, all other correspondence should be copied to the Secretary. All correspondence should be archived.

 

128.2.  Vice Presidents

It was agreed that John Whelton and Colin Pettingale should be invited to become Vice Presidents at this years AGM. Simon to write to both of them.

 

128.3.  Assistant Directors of Music

In the revision of the constitution, there is no longer the requirement for the position of Assistant Director of Music.         

                  

If Roger is unavailable for an engagement then this should be offered to a guest conductor along with an adequate number of rehearsals for the type of engagement.

 

129. End of Year Financial Report

There is approximately £6000 in the bank at the end of the year. Deidre no longer wants to be responsible for collecting subs this year. Gordon has offered to take on this responsibility.

 

Deidre proposed that when we set subs at the AGM this should be from the 1st January the following year. The committee agreed. This means that at this year’s AGM we will need to set the subs for the remainder of 2005 and also 2006.

 

Member donations will remain at £60 this year however, Deidre proposed that if donations are paid in full or with post-dated cheques (up until the end of June) then members will be offered a reduced rate of £48, providing that they sign a gift aid form. This does not include members who are in fulltime education. The committee agreed.

 

Members entitled to vote are those that are fully paid up on the 31st December of the previous financial year before the AGM. Members that join during the year should pay the full £60 donation, which also covers the following year.

 

The Treasurer has produced a new expenses claim form, which the committee agreed.

 

The Treasurer expressed a concern about the amount of external use the photocopier is getting. (Agenda item for next meeting)

 

130. AGM 2005

The committee agreed to ask Brian Annis to chair the AGM.

 

All current officers and committee members have agreed to stand for re-election at the AGM with the exception of Deidre Gordon, Jane Walker and Fiona Gordon-Clarke.

 

131. Any Other Business

Gordon reported that several members passed comment that there is no new music in the pad. (Agenda item for the next meeting)

 

Angela asked if we would like to take part in the Mayor’s Charity Concert on Friday 11th March. The committee agreed that we would not.

 

Angela has received a letter from Deal Bandstand saying that are unable to allocate us a slot this year.

 

£75 was received from Needham Market Community Council and £50 was received from the British Cardiac Patients Association for the Christmas engagements.

 

Jane expressed her concern about continuing to do weekday concerts this year, however, the committee agreed that the concert series and Christmas concerts at Holy Trinity have been steadily building a good audience so we will continue them for another year.

 

Meeting closed at 10.05pm

 

 

Date of Next Meeting

Thursday 3rd February

Venue – Acton Lodge, Needham Market