Minutes of the meeting of the Suffolk Concert Band

held on Thursday 1st February 2007 at 75 Chatsworth Drive, Ipswich

 

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

 

142.   Apologies for absence

These were received from Roger Jones and Sarah Scott.

 

143.   Adoption of minutes of meeting held on Thursday 4th January 2007

The minutes were adopted with the following correction:

132)iv) Ray recommended that since we have not yet finalised plans for the trip in 2008 that we do not set subs for 2008 at the AGM. Ray will explain this in his report at the AGM. The committee agreed.

 

144.   Matters arising from meeting held on Thursday 4th January 2007

There were no matters arising.

 

145.   Chairman

i)       Toby circulated a flyer for the trip in 2008 for the committee to give feedback. This flyer will be circulated to members.

 

ii)     Toby had produced a form and a list of job descriptions of committee posts for potential new committee members. These were distributed at the last rehearsal. Actual job descriptions should be published on the website and in the members handbook.

 

iii)    Toby would like to start a concert book to record when certain tasks need to be completed by and have a record of each concert. Angela has already produced a checklist and will compile the book for forthcoming events.

 

iv)   Roger and Toby feel that we need to know the actual band that will be available for a concert 6 weeks before the concert. The committee agreed that we must reiterate to members that the last rehearsal before a concert should be only the band that is playing in the concert.

 

v)     New constitution – a member has submitted some suggestions for the new constitution, which the committee discussed and agreed to. Simon proposed that Ray updates the master copy of the constitution with these changes and these will be submitted to the AGM as an erratum. The committee agreed.

 

The changes are as follows:

 

Constitution

 

Section 3 The Objects

 

                At the end of the paragraph add ‘having first consulted the members and honorary members.’

 

Section 14 Votes

 

At the end of the paragraph (2) add ‘Any such resolution shall be given in due form to the secretary of the Charity at least 14 days before a general meeting.’

 

Section 29 Rules

 

                In paragraph (1) delete ‘or bye-laws’

In paragraph (2) delete ‘bye-laws’ and insert ‘rules’

In paragraph (3) delete ‘or bye-laws’

In paragraph (4) delete ‘and bye-laws’

In paragraph (5) delete ‘or bye-laws’ in line 1 and delete ‘or bye-law’ in line 2

 

By-Laws

 

Title: delete ‘By-Laws’ and insert ‘Rules’

 

Section 1 Membership

 

                 Para (b) delete ‘shall be those persons and organisations who’ and insert ‘are required to’

 

146.   Musical Director

Nothing to report.

 

147.   Secretary

The IAA are launching a new website in March to replace Images magazine. Each organisation will have its own page and the IAA have asked for a profile and a picture of the band, which Angela has already submitted.

 

148.   Treasurer

Submitted in writing, committee comments in italic.

 

i)       Thanks to the efforts of Mr Ian Bickers, the independent examiner, Trevor Daldry and Jill Blofield, the accounts for 2006 have now been signed off. A copy of the certified accounts will be tabled this evening for the committee

a)        to approve, and

b)       to recommend their adoption by the Annual Meeting of the Band on February 7th

 

The committee agreed to the accounts as Ray has presented them at the meeting.

 

ii)     The present form of the accounts is known to accountants as an ‘accruals’ system. I have found it very difficult to understand in relation to preparing year-end accounts and would like to propose to the committee that we abandon this system in favour of a simpler but equally acceptable form of accounting. I have spoken to Jill Blofield and Ian Bickers who both agree that at our level of financial operation the system of ‘income and expenditure’ accounting is more appropriate. I have consulted the Charity Commission who say they have no objection to us changing the system of accounting.

 

The accounts will continue to be presented to the Annual Meeting but in a simplified form which will be easier for me to do, easier for the independent examiner to certify and easier for the majority of Band members to understand.

 

I recommend that the committee approve this change to the form and presentation of our annual accounts.”

 

The committee agreed to this change.

 

iii)    Following the discussion about subs for 2008 at the January committee meeting, I recommend that the committee approves a resolution to the AGM next Wednesday ‘that the requirement for the 2008 subscription tariff to be agreed and approved at the 2007 AGM’ be suspended. The committee will bring a proposal about 2008 subs to the Band once the details of an overseas visit have been sorted.

 

iv)   Income and Expenditure for January 2007

Membership of BASBWE has been renewed for 2007 at a cost of £31.50.

Interest on the Bonus Saver account for the last quarter of 2006 in the sum of £44.90 has been added to the account. Interest on the Reserve Account for December 2006 in the sum of £7.51 has been added to the account.

 

v)     Following consultation with Mark, I am proposing to invest £5000 in the Treasury Tracker Account operated by the Scottish Widows Bank plc for 2 years at an interest rate of 0.5% below base rate. Should we need money urgently, access to this account at 2 days’ notice incurs no penalty. The money for this investment will be taken from the Bonus Saver account, which currently holds £7820, leaving £2820 in this account. Our current account stands at £990 at present. Accordingly, after placing this investment, we have £3810 immediately available for use as required.

 

vi)   I have received one application for reduction/remission of subs for 2007. I seek the advice of the committee.

 

The committee proposed and agreed that this player should pay a fixed amount per rehearsal attended.

 

vii)  Don Cheesewright has requested a new mouthpiece for the band Tuba. The committee agreed a budget of £60 for a new one.

 

149.   Membership Secretary

i)       Gordon reported that Tony Warren has now been transferred to a local hospital.

 

ii)     Gordon will explain the new member policy to Marion Singleton regarding her daughter Bronwyn (Baritone Sax) joining the band.

 

iii)    Tom Rumbold will not be at the next four rehearsals but will be available for the Needham Market concert.

 

150.   Librarian

i)       Sarah has received an email from a Musical Director in New Mexico requesting to borrow Albert Ketelby’s

Bells Across the Meadow, which is now out of print. The committee agreed that this is too far to send music but if they would like to get copywrite permission from the publisher and cover our postage costs we would be happy to send them a copy.

 

ii)     Due to Sarah’s extended absence from meetings and rehearsals, the committee would like it noted that if she ever requires help with any of the Librarian duties, there are plenty of people who have offered to help.

 

iii)    Simon has reported to FADOS that the doors of the garage are not currently secure.

 

151.   Concert Manager

Nothing to report.

 

152.   AGM 2007

i)       Barry Salmon will be chairing the meeting.

 

ii)     Toby will present the new constitution to the AGM and answer any questions from the floor with the help of Ray. If approved by the AGM, the constitution will be sent to the Charity Commission.

 

153.   Publicity

Angela is currently in the process of doing publicity for the Holy Trinity concerts.

 

154.   Recording

Simon reported that Michael Simmonds is still unwell. The committee would like the CDs to be ready for the OCA. Simon will find out how the situation is with Michael.

 

155.   Forthcoming Events

155.1.     Other Events

i)         The laying up of a standard service at Shotley church has been rescheduled for Sunday 29th April. Roger is unavailable so Simon will conduct. Angela will get list of hymns when she confirms this date with Norma Bembridge.

 

ii)        Lucy Lennard would like to book the band for Saturday 1st September for “Music on the Hill” in Woodbridge. This would be a number of slots between 12pm and 4pm. Parking would be limited but available at the King’s Head pub and there will be refreshments. Lucy would also like some input into the music. Lucy has been advised that it would cost £250 too book the band. The committee agreed to this engagement.

 

iii)      Simon reminded the committee that we have agreed to put a concert on at St. Johns Church, Felixstowe as payment for using the church free of charge for the recording.

 

155.2.     Trip 2008

Nothing to report.

 

156.   Any Other Business

There was no other business.

 

Meeting closed at 10.15pm

 

Date of Next Meeting

Thursday 1st March 2007

Venue – Acton Lodge, Needham Market