Minutes of the Meeting of the Suffolk Concert Band

held on Thursday 1st June 2006 at Acton Lodge, Needham Market

 

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

 

41.    Apologies for absence

These were received from Roger Jones, Mark Cheadle and Trevor Daldry.

 

42.    Adoption of minutes of meeting held on Thursday 4th May 2006

The minutes were adopted.

 

43.    Matters arising from meeting held on Thursday 4th May 2006

i)         32(iii) John Whelton will be unavailable for the rehearsal on 21st June.

 

ii)       36) Subject to an inspection from Sarah, Gordon and Trevor, a formal agreement between the trustees and Sarah, and a letter of notice to FADOS, the committee agreed that we should go ahead and move the library to Sarah’s garage. (Proposed – Ray Wilson. Seconded – Simon Pulham)

 

44.    Chairman

i)         Roger has suggested that we produce a CD of the Holbrook Concert to sell in addition to the ongoing CD project. The committee considered the following points:

·         Members were not giving permission to a recording with a view to the recording being sold.

·         The PRS licensing must be in place.

·         Is this recording a fair representation of the band in the public domain?

ACTION: Announcement to be made to members at the rehearsal on 21st June of our intentions and to gauge the reaction from members before a final decision is made.

 

44.1.      Charity Status

i)         The committee agreed that are too many practicalities involved with ceasing the band as a charity and we should carry on as we are.

ACTION: Add the Charity Commission model constitution to the agenda for discussion at the next meeting.

 

ii)       Simon has updated the current constitution with the changes as agreed at the AGM.

ACTION: Toby, Simon and Barry Salmon will sign the document and it will be sent to the Charity Commission.

 

45.    Musical Director

Nothing to report.

 

46.    Secretary

Nothing to report.

 

47.    Treasurer

i)         34 (ii) Ray has received clarification from the insurance company regarding the trailer policy as follows:

 

“The distinction to remember is we cover the trailer, and only the trailer. Any damage to it whilst on the road will be covered, but any damage caused by it (and any associated car) will be the responsibility of the car and it’s insurance. As an example, if it gets reversed through a wall, we will cover the repairs to the trailer, but the car’s insurance will cover the repairs to the wall.”

 

ii)       Significant items of income and expenditure during May were:

·   Holy Trinity concerts (March and April)  £90.85 (50% of retiring collections)

·   Monk Soham concert £100

·   Subs. income £140

·   Reclaimed tax  £357

·   Rehearsal hall rent  £100

 

iii)      Both MD’s have requested new music, Roger x3 and John x1. The committee agreed a £300 budget for this music.

ACTION: Sarah to go ahead and order the new music.

 

iv)     Two members verbally agreed to Deidre to gift aid their subs, which is legally acceptable however, Ray would prefer signed forms for the records.

 

47.1.        Independent Examiner

Trevor’s boss has agreed to become an independent examiner for the band accounts. The Charity Commission require no formal qualifications only the confidence of the trustees. Ray suggested that we informally offer an honorarium.

ACTION: Toby will talk to Trevor regarding the details of this appointment.

 

48.    Membership Secretary

i)         Gordon reported that attendance has been down since Christmas.

ACTION: Rehearsal policy to be added to June’s newsletter once again and reiterated as a regular announcement by MD at rehearsals.

 

ii)       Matt Gardiner (percussion) would like to join the band. Matthew (Alto Sax/Trumpet) will be going to University in September and therefore will probably not be joining the band.

ACTION: Gordon to give Matt Gardiner a membership form.

 

49.    Librarian

ACTION: Sarah to get quote for new storage boxes for music when the library is moved.

 

50.    Concert Manager

Trevor is not available for Barham Hall. Therefore, Sarah and Gordon will take the stands. Pearl will take her own kit.

 

51.    Publicity

i)         Spa Pavilion – posters and flyers have been distributed to the Spa Pavilion. An advert has been added to the Appeal Theatre’s current programme. Radio Suffolk has been contacted.

ACTION: Angela to produce a programme for the Spa Pavilion.

 

ii)       Corn Exchange – Sarah reported that Roger and Gary have a theme/name for this concert. It was suggested that we produce a sponsored programme and offer a family ticket. The following people should be invited as guests of honour:

·   Martin Bell

·   The Mayor

·   The Chief Constable of Ipswich and Nottingham

·   Chris Mole MP

·   Neil Watts – Head of Northgate High School

·   Vice Presidents

ACTION: Angela to invite guests of honour.

 

iii)    ACTION: Angela to produce a flyer about the band and some business cards, ready for Barham Hall.

 

iv)     Ray proposed a publicity budget of £500 until the end of the year. The committee agreed.

 

52.    Recording

i)         So far there has been a good response to Toby’s forms regarding member’s availability for the two recording sessions in October.

 

ii)      ACTION: Simon to write to the OCA thanking members for their donations and updating them on the progress of the CD.

 

iii)    ACTION: Toby and Simon to produce a flyer advertising the CD for Minden Day.

 

53.    Forthcoming Events

·         Sunday 25th June 2006 – Barham Hall

ACTION: Angela to produce a display of Spa posters and forthcoming events for the sandwich board.

 

53.1.     Other Events

Sarah asked, on behalf of Northgate PTA, if the band would like to do a joint concert with the school band on 25th November. The committee agreed not to take up this offer. However, it was suggested that we do a joint concert during Easter next year at St. John’s Church on Cauldwell Hall Road.

 

53.2.        Trip 2008

Nothing to report.

 

54.    Any Other Business

i)         The Member’s handbook is still in progress.

 

ii)       Toby has paid for our entry in to the IAA Music Forum quiz.

 

iii)      At a recent IAA meeting, Toby requested a forum about the Charity Commission, which is likely to go ahead, and suggested that we forward any questions we have.

 

 

Meeting closed at 10.10pm

 

Date of Next Meeting

Thursday 6th July 2006

87 Oulton Road, Ipswich