Minutes of the meeting of the Suffolk Concert Band

held on Thursday 5th May 2005 at Goring Road, Ipswich

 

Those present were: Angela Bates, Mark Cheadle, Mandy Chinery, Deidre Gordon, Simon Pulham, Gordon Scopes, Sarah Scott, Trevor Daldry, Roger Jones, Toby Pratt.

 

31.    Apologies for absence

There were no apologies.

 

32.    Adoption of minutes of meeting held on Thursday 7th April 2005

Simon circulated an addendum to the minutes, detailing a number of issues that were discussed at the last meeting.

 

The minutes were agreed with the following corrections:

16) Deidre did send her apologies for being absent from the last two meetings.

18) This should read “Ian McKechnie”.

22) The coach has been booked for Sheringham.

 

33.    Matters arising from the meeting held on Thursday 7th April 2005

18) With regards to the Treasurer’s position, Gordon proposed that we approach Ray Wilson, providing that he becomes a member of the band. Trevor seconded. The committee agreed. Deidre was thanked for all her hard work as Treasurer.

 

34.    Chairman

34.1. Proposed Amendments to Constitution

Gordon questioned why we needed to change the constitution so much and felt that it was a waste of time and effort. All changes that we make will need to be reviewed and approved by the Charity Commission. Simon responded by saying that the main reason to review the constitution was to clear up the issue about Musical Director’s being Trustees. Over time the band has evolved and it is important that this is reflected in the constitution as a formal document. The general consensus of the committee was that this would be a good opportunity to update the current constitution.

 

A document with the proposed amendments to the constitution will be circulated and a meeting will be called to specifically discuss the amendments. The committee agreed.

 

35.    Musical Director

Roger felt that the last concert at Holy Trinity went very well. It was probably the best one we had done and there was good feedback from the audience.

 

36.    Secretary

Correspondence this month:

·          Letter from Woodbridge Salvation Army (see Forthcoming Events)

·          Monthly letter from Ipswich Arts Association – the annual music forum is to be held on Friday 24th June. Angela is going to enter a team.

 

37.    Treasurer

Expenses last month amounted to £1500, which included; two new jackets, insurance renewal and the new trailer.

 

The new trailer has added £38 to the band insurance. The policy covers the trailer for accidental damage, loss or theft. When on the road, damage caused by the trailer to third parties is covered by the towing vehicle’s insurance. Damage caused to the trailer by third parties would be paid by the Norwich Union and then recovered from third party insurers. Instruments/equipment in the trailer are only covered when in transit. The trailer is NOT intended as a storage facility. The trailer is effectively a vehicle, and you should refer to policy wording regarding unattended vehicles.

 

Gordon has donated three year’s subs for the sign painting of the trailer, which cost £130. The committee thanked Gordon for his generosity.

 

We have received £125 from Holy Trinity for the last two concerts and £100 from Ardleigh Church.

 

Nearly all of the subs are now in but Deidre reported that there is still a problem with the GAYE scheme. Deidre thanked Gordon for collecting the subs.

 

The band is still owed money by FADOS and SODS.

 

We have received £200 from members of the OCA towards the recording project. This money has been paid in however, Deidre felt that we would need to reimburse the sponsors if the project takes a long time to transpire.

 

Deidre suggested that we pursue another Awards for All grant to pay for any new percussion equipment that we need to purchase.

 

38.    Membership Secretary

Gordon reported that members of the trumpet/cornet section would like to see more rotation within the section. Roger will discuss this with Mark.

 

Gordon reported that everything is ok with Vince and Bev Steensma. Vince was at the rehearsal last Wednesday.

 

Mike Vorndran will be unavailable for a few weeks as he is sorting out a house for his Mother.

 

Tony Radford has suggested a young euphonium player for the band. Roger has checked with Julie Troupe and Ian Blofield and they don’t mind if he comes along to a rehearsal.

 

39.    Librarian

Mandy has reported that the size of the pad has been reduced and they will be collected again after Stradbroke. More care needs to be taken with the music, as much of it needs repairing.

 

Mandy requested that when deps are booked to play they should be asked to wear a black jacket.

 

40.    Concert Manager

40.1. Guest Players

It was agreed by the committee that Roger should decide if we need deps, 2-3 weeks before a concert. It will then be Sarah’s job to book the deps. It is also important that we are careful about the financial commitment of having deps.

 

Sarah has booked a horn player for Stradbroke who will require expenses.

 

41.    Publicity

Toby is currently producing posters for the Spa Pavilion. Other forthcoming events that require posters are; Sheringham Church and Suffolk College.

 

42.    Rehearsal Venue

This is ongoing. Simon to talk to Val Sheppard at Holy Trinity regarding curtains.

 

43.    Recording

This is ongoing. After the Stradbroke concert, which is also being recorded, Roger will review the material we have so far. If it is not of a good standard then it will not be used.

 

44.    Forthcoming Events

·          Saturday 14th May 2005 – Stradbroke Church

Sarah is going to look at the Church. The trailer will be loaded on the Saturday afternoon. The concert starts at 7.30pm and Roger will require a short rehearsal beforehand. Angela to do directions.

 

·          Wednesday 1st/Thursday 2nd June – The Suffolk Show

Angela has requested 30 tickets for both days but has not yet received arrangements for the day. Mark will check if we can use the Barclays stand for storage.

 

44.1. Other Events

Mike Thomas has asked if the band will play at his Ruby Wedding Anniversary on Sunday 6th November, at the Elizabeth Orwell Hotel in Felixstowe. The committee agreed.

 

A date has been set for the Christmas concert for the Woodbridge Salvation Army on Saturday 3rd December and this will be in aid of St. Elizabeth’s Hospice. They would like this to follow the same format as the Christmas concert at Holy Trinity; first half – normal programme, second half – Christmas music and carols. The committee to this and will ask for a donation of £100.

 

45.    Any Other Business

Trevor informed the committee that due to personal reasons, Don Young will be leaving the band after the Stradbroke Concert. The committee wish him all the best for the future.

 

Meeting closed at 10.00pm

Date of Next Meeting

Thursday 9th June

Venue – 75 Chatsworth Drive, Ipswich