Minutes of the meeting of the Suffolk Concert Band held on

Thursday 6th April 2006, at 87 Oulton Road, Ipswich

 

Those present were: Angela Bates, Trevor Daldry, Toby Pratt, Simon Pulham, Ray Wilson, Gordon Scopes.

 

15.    Apologies for absence

These were received from Sarah Scott, Mark Cheadle and Roger Jones.

 

16.    Adoption of minutes of meeting held on Thursday 2nd March 2006

The minutes were adopted with the following corrections:

 

3)156) “It was agreed that the handbook should also contain the revised constitution and an un-adopted copy of the AGM minutes.”

 

7)6) “Angela reported that Stratford Church did not want a concert…”

 

13) “Saturday 13th May 2006 – Monk Soham Church”

 

17.    Matters arising from meeting held on Thursday 2nd March 2006

4) The Charity Commission have requested an un-adopted copy of the AGM minutes, confirming the revision of the constitution.

 

3)121)6) It was agreed that Roger should be responsible for purchasing a new conductor’s stand, up to a value of £250. If this is going to cost more then it should not be ordered without first getting consent from the committee.

 

7)3) Toby circulated a form for concessionary subs for those members that wish to claim. The committee agreed that this system should be in place for next year’s subs. Ray and Toby will liase about a paragraph for the newsletter regarding ways for members to pay subs.

 

13) Angela has received written confirmation from Monk Soham Church regarding the concert on 13th May.

 

3)155)There was a contradiction between the AGM agenda and the constitution regarding taking proposals from the floor if no written proposals are received by the Secretary prior to the AGM. The AGM agenda for 2007 should state the following:

 

“The Secretary must receive proposals for new committee members in writing by 12pm on the day of the AGM, signed by both the proposer and the proposed. Proposals from the floor will only be received in the event that insufficient valid proposals to fill any vacancies have been received in advance. Such proposals will only be accepted when the person is present and signifies willingness to serve.”

 

7)7) Ray reported that he has not yet received a reply to his letter regarding the non-payment of our account with the Spa Pavilion. The committee agreed to wait until we receive further notice.

 

7)8) Ray recommended that we do not move the audit and the AGM to a different time of year, as this would require a revision to the constitution. The committee agreed that we should appoint a new independent examiner and have asked Trevor to approach his boss at Alstons. This will be an agenda item at the next meeting.

 

146) 136) Angela has received a reply from Holy Trinity regarding the radiator stating that they do not have sufficient funds to fix this in the near future.

 

18.    Chairman

Toby reported that he had attended the last IAA meeting. Firstly, we were invited to play at the Mayor’s concert. It was agreed that this was not worth our while for a 10 minute slot. Secondly, we were asked for ideas for speakers at other IAA meetings. The committee had no contributions at this time.

 

19.    Musical Director

Submitted by Roger Jones via email (edited).

 

“Had a meeting yesterday evening and today with the Musical Director of the Nottinghamshire Police Band, Gary Glover, re our joint concert in the Corn Exchange on Saturday 30th September. As a result Gary and I have agreed to meet up again in early June to decide the programme and how the gig will run. Also provisionally on Wednesday 20th September Gary will come to Ipswich and take SCB through the music he is conducting and I will go to Nottingham on the same day and take his band through the music I am conducting. That still leaves one more rehearsal before the concert, Wednesday 27th. We met today along with Trevor, Toby and Simon to have a look at the Corn Exchange and how to set up. Steve the CE technician was there to show us how the stage can be altered. Also the Trianon concert this year, which precedes our concert, is at Snape so there should be no conflict from their programme.

 

We agreed a provisional programme for the concert day.

12.00 - NPB and SCB equipment arrive.

Set up14.00 - Rehearse, with break, Tea and biscuits??

Notionally end at 4pm

19.30 – Concert

 

Are we going to entertain/socialise with the ladies and gentlemen of the visiting band after the concert? I think its something that could be discussed at a committee meeting because I am quite sure they would put on something if we were visiting them.”

 

20.    Secretary

Nothing to report.

 

21.    Treasurer

Submitted by Ray Wilson via email (committee’s comments are in italics).

 

1)       Subs

I am happy to engage in a discussion re subs but would remind the committee that decisions about subscription rates are determined by the AGM. We recently set the subs for 2007 in line with a committee decision to set the rates a year in advance. Apart from calling an EGM (which I don’t recommend), our discussion and decision must relate to the subs for 2008. I am content with the decision re reduced subs and, with the committee’s approval, will write something about this for the newsletter. How about this ?

 

Subscriptions

The committee recently considered the question of reduced subscriptions for those members who find it difficult to pay £60 (£48 if Gift Aided). The committee would want to deal with such situations as helpfully as possible, bearing in mind that we don’t all have the same financial resources. We already apply this principle to those who are in full time education who pay at the reduced rate of £20 pa. In order to be fair and be seen to be fair to everyone in the band, the committee resolved that anyone who wishes to be considered for a reduced rate subscription should write a note to the chairman (Toby) or the secretary (Angela) in confidence, briefly explaining the reason for the request.

 

2)       Spa Contract

A new company is managing the Spa (Live Nation) and there are several points I wish to make about the contract with them before we sign it. I am not aware how much it differs from last year’s contract with Clear Channel Entertainment. In relation to finance, we are charged £259.22 + VAT + costs for a performance not exceeding 3½ hours with a 15 minute interval. Rehearsal time is charged at £20.66 + VAT + costs. We also pay 10% of gross ticket sales. There are other minor costs hidden in the detail, which I will refer to at the meeting.

 

The committee agreed to sign and return the contract for the Spa Pavilion.

 

3)       There were no significant items of income or expenditure to report for March

 

4)       BASBWE

Colin Pettingale has approached me with a request for support to attend the BASBWE conference in Glasgow on Saturday. I told him that the committee had approved a maximum expenditure for this event and Colin agreed that he would put in a claim after he comes back.

 

Colin has withdrawn his request for this year due to the distance to the conference. The Glasgow event was purely a Concert Band Festival but BASBWE are also holding a one-day conference in October, which the committee has agreed to investigate further.

 

22.    Membership Secretary

Natasha Free would like to play in the concerts at the Spa Pavilion and the Corn Exchange. However, she will not be able to commit to rehearsals but would like to remain a member of the band. She has asked how much subs are and the committee agreed that she should be told that these currently stand at £48 (with gift aid) or £60 (without gift aid).

 

Gordon is still awaiting seven concert reply slips from members.

 

Ray reported that the collection of subs between himself and Gordon works well and he is very pleased.

 

23.    Librarian

Nothing to report.

 

24.    Concert Manager

Trevor reported that the trailer would be transferred to Alstons next Wednesday evening.

 

Ray reported that he had met with Gary Glover, the MD of the Nottinghamshire Police Band. He asked about the charity, which has recently changed name, and a contact name, which he should receive shortly. Ray also asked if it would be possible for the police band to sponsor the concert, which removes the restriction of raising money for another charity, and Gary will report back to his committee.

 

25.    Recording

Simon reported that Rushmere Church would be available for recording on Sunday afternoons in May. Members need to be notified by email of suitable dates as soon as possible. Roger has the proposed music for the recording and Sarah is making up pads. Colin has passed on some archived photos of the band. Simon will be writing to Martin Bell, inviting him to write a piece for the insert. He has not yet received a reply from Colonel Dean. Simon also reported that a number of items from the Holbrook recording might well be useable if required. Toby suggested that we allow the band to hear this recording during a rehearsal.

 

26.    Forthcoming Events

·   Wednesday 26th April 2006 – Concert Series, Holy Trinity

There is a Trianon rehearsal on the Wednesday before this concert so a number of members will be absent. Considering this, the committee agreed that we might have to cut the programme but a decision can be made at the final rehearsal.

 

·   Saturday 13th May 2006 – Monks Soham Church

Simon circulated a poster that has been designed for this concert. The tickets are priced at £6 and include wine and nibbles. The band for this currently stands at 27, the sax and horn sections are short of players.

 

·   Sunday 25th June 2006 – Barham Hall

It was agreed that Ray should write to John, prior to his session as MD, explaining the review of MDs expenses, exactly what he will be getting and that this is a fully inclusive scale. The committee agreed that we would confirm the uniform policy before this event, to avoid the issues that arose last year.

 

·   Saturday 22nd July 2006 – Spa Pavilion

Ticket prices were set at £7 with no concessions. A ¼ page ad in the forthcoming events brochure will cost £125, the committee agreed to this. Simon will take on the responsibility of the posters.

 

·   Sunday 27th August 2006 – Eastbourne

It was agreed that we should ask members for a donation of £5 for the coach and guests should be charged £10.

 

26.1.        Other Events

Nothing to report.

 

26.2.        Trip 2008

Sarah is in the process of getting an approximate quote per head for a weekend trip to Holland/ Belgium/France/Germany, plus coach and accommodation. It was suggested that BASBWE could put us in contact with a foreign band. Ypres in Belgium was also suggested as a destination.

 

27.    Any Other Business

We have once again received a £5 donation from Mrs Farrow via Clare Shemming. Angela will write a thank you letter.

 

Agenda item for next meeting - review the charity status of the band.

 

Meeting closed at 10.10pm

 

Date of Next Meeting

Thursday 4th May 2006

Venue – 75 Chatsworth Drive, Ipswich (TBC)