Minutes of the meeting of the Suffolk Concert Band held on
Thursday 2nd
March 2006 at 82 Goring Road, Ipswich
Those present were: Angela Bates, Toby Pratt, Simon Pulham, Gordon
Scopes, Trevor Daldry, Mark Cheadle.
1. Apologies for
absence
These were received from Ray Wilson, Roger
Jones and Sarah Scott.
2. Adoption of
minutes of meeting held on Thursday 2nd February 2006
The minutes were agreed with the following
correction:
151) This should say “Ray apologised that the
accounts for 2005 were not available for this meeting but will be ready for the
AGM next week.
3. Matters arising
from meeting held on Thursday 2nd February 2006
121)6) A new conductor’s stand has not yet
been purchased. Sarah to investigate and order new stand.
148) Simon has written an apology to Colonel
Dean but has not yet received a reply.
151) Toby reported that it cost £15 to reinstate the band website. He does not have a receipt for this so the committee suggested that he submit an expenses form, as the amount had been pre-approved at a previous meeting.
155) The committee previously agreed that
proposals for committee members could be taken from the floor at the AGM.
However, the chairman at the AGM ignored this resolution. The committee agreed
that this was an oversight and misunderstanding on behalf of the chairman.
157) Museum St. Church will not be available
on Sunday afternoons for the CD recording. Northgate High School is also
unavailable. Simon will pursue using Rushmere Church and has a list of
suggested dates in May. Sarah has prepared some music.
156) Toby is in the process of editing the
handbook after a review with the committee. He will get a costing for the
printing of the booklet. It was agreed that the handbook should also contain
the revised constitution and a pre-adopted copy of the AGM minutes. The
handbook should be reviewed and updated every year.
157) Toby will be doing combined posters for
the Holy Trinity concerts. The committee agreed a budget of £20 for these.
4. Chairman
Simon will revise the constitution as agreed at the AGM. This will be signed by Barry Salmon, as the chair of the AGM, Simon, as the outgoing chairman, Toby, as the incoming chairman, and submitted to the Charity Commission.
Andrew Farthing is still the contact for
BASBWE and the website. It was agreed that these should be updated to the
secretary’s contact details.
We have now received the contract for the Spa
concert. It was agreed that Ray should peruse this before we sign.
The BASBWE conference 2006 is being held in
Glasgow on April 8th and 9th. It was agreed that we
should offer members the opportunity to go and therefore set a subsidy of £200
towards this. Members should be informed of this by email, the newsletter and
website.
5. Musical Director
Nothing to report.
6. Secretary
Nothing to report.
7. Treasurer
Submitted by Ray Wilson via email
(committee’s comment are in italics).
1)
The significant items of expenditure in February were:
a) Sea Songs (music) £65
b) Stationery £160.76
c) Music stands £240
d) BASBWE sub £31.50
2)
Charity jobs
I can't answer all
the questions about charity jobs but I am clear about the guiding principle. I
have spoken to the Charity Commission and they agree with my understanding. My
strong recommendation to the committee is that any charity job (ie a job where we are helping someone
to raise money for their charity or good cause whatever it may be) is that,
first and foremost, the charity or good cause organizers must be the
ones who promote the concert/gig. What we may require of them by way of payment
is a matter for the committee to determine - we might decide to cover our costs
(usually the MD's expenses), or to have a contribution which is more than our
costs, or we might even decide to offer our services free of charge. That would
mean a loss to us but I believe we can do gigs on that basis provided we are
sensible. Practically speaking and looking at our engagements for 2006, (Holy
Trinity concerts apart), 4 jobs fall into this category very quickly - Monk
Soham, Stratford St Mary and the British Legion job at Shotley. We need to
clarify the financial arrangements for these concerts. It would also be helpful
to clarify the arrangement with Holy Trinity. (Could the secretary write to
them ?)
The fourth job is
the Corn Exchange concert with the Notts police band. I have to reserve
judgement on this one until I get details of the Trust we are supporting but I
can foresee possible difficulties which we shall certainly need to discuss in
committee. However, I would prefer the committee not to make any new decision
about this proposed concert unless I am present to offer an opinion. It is a
serious matter hingeing primarily, but not exclusively, on the nature of the
Trust we have been asked to support.
It was agreed that Ray
should be present to discuss this and discussion was postponed until the next
meeting. However, with regards to the Corn Exchange concert it was agreed that
Ray should meet Gary Glover.
3)
Subscriptions
Following the AGM I was approached by one
member who was unhappy at the decision about subs. The point was that the
unemployed are penalized because they do not pay tax and are therefore
ineligible for the reduced rate of £48. Having to pay £60 was consequently a
burden. I said that I would raise the matter with the committee.
Consequently, another member regarding reduced rate subs has also approached Ray. It was agreed that members must submit their case in writing so that the committee can review the situation accordingly. This would then be reviewed annually, no member should receive special treatment unless absolutely necessary. It was agreed that the Treasurer should write to the aforementioned members explaining this situation. This policy should be added to the handbook. Angela suggested that we remove the option of reduced subs if you gift aid, to avoid this problem in the future.
4)
Eastbourne concert
The contract for the
Eastbourne job requires us to have Public Liability insurance cover for £5m.
Our present cover is for £2m. The cost of increasing the cover to £5m for a
year is an extra £21. The insurance is due for renewal in May this year. The
committee is asked to approve the extra expenditure of £21 on our insurance to
cater for the Eastbourne requirement.
The committee agreed the
extra expenditure.
5)
Budget 2006
a)
The income from subs alone (assuming a stable membership and ignoring
Gift Aid) will be about £2,500.00.
The estimated income from concerts (£900 approx.) is made up as follows:
March 22 Holy Trinity
donation
April 26 Holy Trinity
donation
May 13 Monk Soham church
£100 ?
June 25 Barham Hall £250
July 22 Spa F'stowe variable
July 30 OCA donation £75 ?
August 27 Eastbourne £200
Sept 30 Corn Exchange £250
or less
October 21 Shotley British
Legion donation
October 28 St Mary Stratford church donation ?
November 12 Shotley donation
£50 ?
December 10 Simon's birthday
variable
December 11 Needham Market
donation
December 13 Holy Trinity
donation
Total estimated
income £3400
b) Using the tariff
of expenses for MDs agreed at the December meeting, I project the costs under
this head for 2006 to be about £1500.
c)
The cost of renting the HolyTrinity premises, if charges remain as they
are at present, will be about £600.
d) The cost of
renting the FADOS garage for music storage will be £150.
e) Insurance £580.00
f)
Trailer servicing £100 (minute
117 Dec 2005)
g) Corn Exchange
concert Sept 2006 £750 (minute 108(f) Nov 2005)
h) New music
-
Pirates of the Caribbean £100 (minute 123 Dec 2005)
-
Sarie Marais cost ? (minute 123 Dec 2005)
-
Sea Songs £65 (minute 135 Jan 2006)
i)
Conductor’s stand £250 (minute 121 (6) Dec 2005)
j)
New music stands (20) £240 (minute 108 Nov 2005 and minute 146 Feb
2006)
k) Basbwe
subscription £35
l)
Coach hire Eastbourne £450
(minute 158 Feb 2006)
Total estimated expenditure
£4820
6)
Agenda item 13 Forthcoming events
The proposed concert at Stratford St Mary church on October 28 has disappeared from the list. Is this an oversight?
Angela reported that Sratford Church did not want a concert during half term and it has therefore been suggested that we postpone this concert until Spring 2007.
7)
Spa concert 2005 PRS payment
The secretary has received a reminder about the non-payment of the account for PRS (£51.28). I have replied saying that I wrote on 23 November 2005 querying this account but had received no answer to date. Does the committee wish me or the secretary to take any further action?
The
committee agreed to await a reply to Ray’s second letter..
8)
Annual Accounts 2005
I have received the forms from the Charity Commission requesting details of our accounts for 2005. Since our annual turnover is less than £10,000 we are not obliged to do so but we have done this in the past and the summary accounts are posted on a public website. It would seem odd if we did not continue this healthy practice of transparency. I propose, therefore, to make this return for 2005 unless the committee determines otherwise. I will supply a copy of the return to any member of the committee who requests one.
In addition to Ray’s report,
the committee discussed the issue with the independent auditor of the band
accounts. It was suggested that we move the audit and the AGM to a different
time of year, and keep Jill as the independent auditor. Trevor reported that
the Alstons Financial Director might also be a possibility. These possibilities
need to be discussed with Ray.
8. Membership
Secretary
Gordon reported that he is still awaiting a
number of replies from members regarding engagements. When he has received all
of these he will post the lists on the notice board. There have been many new
members and he has been passing them application forms as appropriate.
Due to a member’s reply about engagements,
this questioned the necessity for members to attend the rehearsal before a
concert if they are not doing the concert. The committee agreed that this
should be left to the Musical Director’s discretion.
It was felt that we need to find an
additional percussionist for the band. It was agreed that we should advertise
this on the website, but after Angela has discussed this with Pearl.
9. Librarian
Nothing to report.
10. Concert Manager
We will now be able to keep the trailer at
Alstons and it will be serviced at Easter. It has been suggested that we paint
SCB on the roof of the trailer for extra security.
Trevor reported that he would not be at the
concert at Holy Trinity. Angela volunteered to get there early to set up. He
also needs someone to take the pads and stands after the studio recording at
Suffolk College. Angela also volunteered to do this.
It was agreed that instruments and kit would
be transported on the coach to Eastbourne.
Trevor asked if it would be possible for
himself and Gary Glover to have a look round the Corn Exchange, Simon agreed to
arrange an appointment as he has good contacts there.
11. Publicity
Nothing to report.
12. Recording
Simon reported that some dates in May have been suggested. As soon as these are definite they should be announced on the website and via email.
13. Forthcoming
Events
·
Thursday 9th March 2006 – Studio recording, Suffolk College
The attendance for this will not be very good and it was felt that the reason for this is probably because it is on a Thursday and people have other commitments. It was agreed that the band did not really gain anything from doing is.
·
Saturday 13th February 2006 – Monk Soham Church
Angela to write a letter to the Church confirming the engagement. The band currently stands at about 22 but it was agreed there is not enough room for a full band.
13.1.
Other Events
It has been suggested that we should door an
outdoor concert with fireworks for the band’s 40th anniversary next
year. Suggested venues were Landguard Fort or another joint concert with the
Nottinghamshire Police band, possibly in Nottingham.
13.2.
Trip 2008
Nothing to report.
14.
Any Other Business
There was no other business.
Thursday
6th April
Venue
– 87 Oulton Road, Ipswich