Minutes of the meeting of the Suffolk Concert Band held on

Thursday 5th April 2007 at 47 Offord Close, Ipswich

 

Those present were: Angela Bates, Roger Jones, Marion Singleton, Simon Pulham, Toby Pratt, Trevor Daldry

 

15.    Apologies for absence

These were received from Ray Wilson, Mark Cheadle, Gordon Scopes and Sarah Scott.

 

16.    Adoption of minutes of meeting held on Thursday 1st February 2007

The minutes were adopted.

 

17.    Adoption of report from meeting held on Thursday 1st March 2007

The report was adopted.

 

18.    Matters arising from meeting held on Thursday 1st February 2007 and Thursday 1st March 2007

There were no matters arising.

 

19.    Chairman

i)         Toby welcomed Marion to the committee.

 

ii)        Simon reported that the family of Tony Warren were very grateful for the band’s part in Tony’s funeral. Toby suggested that we should consider a new piece of music in memory of Tony.

 

iii)      Toby would like to review the band uniform. He suggested that a sub-committee should be formed to present ideas to the band to vote on. Toby reported that Rebecca Darlow has expressed an interest in the sub-committee and Simon and Marion also offered to help.

 

iv)      Toby reported that due to work commitments in the immediate future he is likely to miss a number of concerts and rehearsals.

 

20.    Musical Director

Roger was not present for this discussion

 

Roger is unavailable for the Spa concert so the committee agreed that they should offer the concert and 6 rehearsals prior to the concert to a guest conductor.

 

21.    Secretary

Nothing to report.

 

22.    Treasurer

Submitted by email, committee comments in italic.

 

i)         (Repeated from March 2007 report)

I have deposited £5000 with Scottish Widows Bank plc in a Treasury Tracker Call account, as approved by the February 2007 committee meeting. Withdrawals from this account can only be made by means of written instructions and are made only to our NatWest current account by electronic transfer. Any two signatures are required (Toby, Angela and myself are authorized). Transfers from this account to our current account can be made without charge and with no loss of interest provided we give 2 days’ notice. Minimum withdrawal is £100.

 

We can add to the Treasury Tracker account only by sending a cheque drawn on our current account. After making this deposit we have over £3600 in our current accounts for immediate use. Since we are already collecting this year’s subs and will soon be adding the tax refund as a result of Gift Aid, it would be possible to deposit a further £1000 in the TT account without causing us any cash flow problem. I recommend this course of action to the committee.

 

The committee agreed to this transfer of funds.

 

ii)        Income and expenditure 2007 to date:

Concert income £100 (Needham Market concert 3 March)

Subs   £1150

Dep’s expenses (Needham Market concert 3 March)  £30

Tuba mouthpiece (Don Cheesewright)                         £40

Hall rent                                                                    £250

MDs expenses  (to date)                                            £315

 

Simon and Angela agreed the sum of £100 for the Needham Market concert with Brian Annis on behalf of the committee.

    

iii)      Andrew Toomey

Andrew’s resignation was reported to the last committee meeting. He paid his subs (£60) very readily in November 2006. I have a twinge of conscience about taking such a large sum for such a short time with the band. I would like the committee to consider the desirability of refunding this money to Andrew, given that we are not in such dire financial need that we need to keep it.

 

The committee agreed to reimburse Andrew Toomey with his subs.

 

iv)      Spa Concert October 2007: Costs

Hire fee  £260 per performance + £24 per hour rehearsal time

Staff recharge rate  - £7.75 per hour

PRS: 3% of gross ticket revenue after deduction of VAT

Interval of at least 20 minutes, otherwise there is an ‘additional charge’

 

NB Hire fee same as for 2006; 3 hours rehearsal in 2006 cost £72

Gross income from 2006 concert was £1372.00, of which £297 came to us.

 

v)       Revision to Constitution

It is necessary that the committee place on record that a Trustee is authorized to submit the revised constitution to the Charity Commission, a matter that has been, until now, a verbal agreement between myself and the secretary.            

 

End of submitted report.

 

vi)      Simon reported that we have yet to donate any money to St. Clements for use of their car park on rehearsal nights. He believes that we previously agreed £75, which would mean that we now owe them £150, and we should pay this as soon as possible as a gesture of goodwill.

 

vii)    Pearl has requested some new percussion items. It was suggested that she should submit a list to the committee for review.

 

viii)   We have received a response from the Charities commission regarding the revised constitution. This can be discussed at the next meeting when Ray will be present.

 

ix)       Angela reported that there was £162.74 for the collection for the first Holy Trinity concert.

 

23.    Membership Secretary

Gordon reported that attendance has been low at rehearsals.

 

24.    Librarian

i)         Simon would like to reiterate his request for a copy of the 2nd Trombone pad.

 

ii)        Simon reported that the garage at FADOS house is still not very secure.

 

iii)      Trevor reported that he would be able to donate a 45ft trailer from Alstons, which would be suitable for storing music, if the committee could find somewhere to situate it.

 

iv)      Roger has passed a list of new music to Sarah to purchase.

 

25.    Concert Manager

i)         Trevor has provisionally booked the hotel for the Nottingham trip and produced a flyer for members outlining the details and costs. He has asked that the band pays by 16th May so he can confirm numbers. Trevor will cover the deposit of £372.00 but has asked if the band will cover this if there is a problem with member’s paying up. The committee agreed.

 

ii)        Trevor reported that Gary Glover is planning an afternoon rehearsal at Nottingham Castle. Gary would like the concert to start at dusk so that fireworks can be incorporated into the concert.

 

iii)      The committee agreed that we should arrange presents for key members of the Nottingham band that should have a Suffolk theme. Roger volunteered to arrange this.

ACTION: Roger to arrange Suffolk themed gifts for the Nottingham band.

26.    Publicity

Nothing to report.

 

27.    Recording

Adrian Budgen is now helping with the editing of the recording and Roger has set a deadline of the end of May to complete this by. The committee can then review the CD and decide on final track order. The aim is to have the CD completed by the OCA on 29th July.

 

28.    Forthcoming Events

·         Wednesday 25th April 2007 – Concert Series, Holy Trinity

We have a full band.

 

·         Sunday 29th April 2007 – Shotley Church

Along with the required hymns, we have been asked to play while people are coming into the church and end the service with the British Legion March. The service will also include the Last Post and Reveille.

 

·         Friday 4th May 2007 – Mistley Church

Roger would like the band to arrive at 6.45pm for a rehearsal before the concert. Roger will do the programme for this concert.

 

·         Sunday 29th July 2007 – OCA

It has not yet been confirmed if we are doing a lunchtime concert for this.

ACTION: Angela to contact Colonel Taylor regarding this.

 

·         Sunday 21st October 2007 – Spa Pavilion

Angela has submitted the brochure details to the Spa Pavilion. The concert is called “Music on a Sunday Afternoon”, tickets are priced at £7 and the concert starts at 2.45pm.

 

28.1.      Other Events

i)         We have been invited to do a Christmas concert at Shotley Village Hall in December on a date of choice. The committee agreed that this should be Saturday 1st December.

 

ii)        A work colleague of Toby’s has asked if the band could play the arrival march at her wedding. The committee agreed that we could not expect the band to go all the way to Bury to play one piece of music.

 

iii)      We have been asked to play at the Little Bentley Hall Waterways and Garden Show on 2nd/3rd June. We could do one or both days and would be two 1 hour slots during the day. The committee agreed that if we do this we should do the Sunday only.

ACTION: Angela to send an email to the band to determine availability.

 

28.2.      Trip 2008

Nothing to report.

 

29.    Any Other Business

There was no other business.

 

Meeting closed at 10.35pm

 

Date of Next Meeting:

Thursday 3rd May 2007

Venue – The Rectory, Capel St. Mary