Minutes of the meeting of the Suffolk Concert Band held on
Thursday 6th September at 82 Goring Road, Ipswich
Those present were: Angela Bates, Simon Pulham, Marion Singleton, Roger Jones, Trevor Daldry and Gordon Scopes
72. Apologies for absence
Mark Cheadle, Sarah Scott, Toby Pratt, Ray Wilson.
73. Adoption of minutes of meeting held on Thursday 5th July 2007
The minutes were adopted.
74. Matters arising from meeting held on Thursday 5th July 2007
i) (60)56.1) St. John’s Church – This has not yet been confirmed but Simon foresees no problems with this.
ACTION: Simon to confirm the concert at St. John’s Church
ii) (64v) Tubular Bells – the committee agreed that Don can give the band his tubular bells on permanent loan and we should get them added to the band insurance.
ACTION: Ray to get tubular bells added to band insurance when Don has delivered them.
75. Chairman
Nothing to report.
76. Musical Director
i) Nottingham - Roger felt that Nottingham went well despite the bad weather. Gordon reported that some members felt that the rehearsal and the concert were too much. Roger acknowledged this and said that this was always going to be difficult with factors such as travel, weather, lighting and general disorganisation from the Police Band. The committee felt that we should wait at least 1 to 2 years before doing this again.
ii) Woodbridge – This was a good but very long afternoon. There may be the opportunity to do this again next year.
iii) Music – Roger has ordered Stephenson’s Rocket by Nigel Hess and some other music for the school band which we will be able to borrow.
77. Secretary
Nothing to report.
78. Treasurer
(Report submitted via email, committee comments in italic.)
i) Income and expenditure July-August 2007:
|
INCOME |
£ |
|
Concert income (OCA) |
100.00 |
|
Sale of Trafalgar CDs |
45.00 |
|
Donations towards coach trip |
60.00 |
|
Subs. |
212.00 |
|
|
|
|
TOTAL INCOME |
£417.00 |
|
EXPENDITURE |
£ |
|
Rent Of Halls (July) |
80.00 |
|
Photocopying of July Newsletter |
8.00 |
|
MD’s expenses (January- July) (27 rehearsals; 7 concerts) |
955.00 |
|
Coach hire for Nottingham trip 21-22 July |
795.00 |
|
MPCS licence for OCA CDs |
120.00 |
|
Rent of FADOS garage Oct 2006-Sept 2007 |
150.00 |
|
|
|
|
TOTAL EXPENSES |
£2108.00 |
Excess of expenditure over income in July-August £1691.00
ii) Trafalgar CDs - We are grateful to Lucy Lennard’s Mum and Dad who sold 9 Trafalgar CDs at the Nottingham concert, earning £45 for band funds. I have sold 3 copies myself.
iii) Constitution - The committee will be aware of the disappointing result of the EGM held on July 25 when the necessary majority to approve the new constitution (as required by the present constitution) was not achieved. However, there is no reason why we cannot try again to persuade the membership that the proposed constitution is in the best interests of the band – a view which has effectively already been adopted by the committee.
The question now for the committee is how best to proceed, if at all. If the committee agrees to pursue the matter, the timing of an EGM to deal with the issue is the first issue. Ideally, of course, the date would be set when there is a full attendance of paid-up members and as little pressure on rehearsal time as possible.
I would like to mention a possible solution to a very practical problem – the question of how we can provide every member with a copy of the proposed constitution before an EGM. Simon has suggested that we could send a copy of the proposed constitution by email to all those members who have that facility. I reckon that there are 38 email addresses covering 42 members (husbands and wives). That leaves only 18 who would need a hard copy. It is, in my opinion, an attractive idea. I'd be prepared to print these 18 copies if the secretary would post them in time to meet the notice requirement of our existing rules.
The committee agreed that an EGM should be held after the rehearsal at the Spa Pavilion, before the concert so there is good number of members present.
ACTION: Ray to arrange copies of the constitution in preparation for this EGM.
iv) I have given Steve Sheeran £20 for helping us at the Woodbridge concert.
v) Regarding the Charity Commission annual financial return for 2006, I have agreement from Mark, Gordon, Angela and Sarah. I am rather keen to get the approval of Toby, Marion, Trevor and Simon so that I can submit the return to the CC. A copy of the document requiring approval has been sent to the aforenamed. They need to agree that the gross income for 2006 was £5405 and that the total expenditure was £7354 - the figures can be checked against the annual accounts presented to the AGM in February.
ACTION: Toby, Marion, Trevor and Simon to agree the 2006 return with Ray.
vi) There are no longer caretakers at Holy Trinity so Angela now has keys for both doors. Holy Trinity have warned that their hire prices are likely to be increased in the near future.
79. Membership Secretary
i) Gordon reported that there is a Trianon rehearsal that clashes with Bernard’s first rehearsal.
ACTION: Gordon to inform Bernard in advance about this rehearsal.
ii) Due to work commitments, Kim Holmes, will not be able to play with the band during the current school year. However, if required she will be able to do concerts.
ACTION: Gordon to ask if Kim can play at Stowmarket.
iii) Note for minutes, submitted to committee in writing:
“As the members prefer to inform Roger or other members of their availability for rehearsals and engagements in future I will not be responsible for this activity. Therefore I will put the engagement notices on the notice board for the membership to complete. Trust the committee will support my action as the frustration cannot continue. Gordon Scopes.”
The committee acknowledges Gordon’s frustration and agreed that the first step to dealing with this problem would be to ensure that only members playing in a concert should be at the rehearsal before. Anyone else, unless previously agreed to be there with the MD, will be asked to leave.
ACTION: Gordon to make announcement to band about the rehearsal before a concert and future engagements.
iv) Joy Settle is doing an MA and will be away from the band until the New Year. Roger’s brother-in-law would like to come along to play tenor sax in her absence.
80. Librarian
Nothing to report.
81. Concert Manager
i) Trevor would like to see more of the able members of the band helping to set up and clear away rather than the same people at every concert.
82. The Year Ahead 2008
Due to low attendance at the meeting this discussion will be postponed until the October meeting.
i) Brian Annis would like to book the band for Saturday 8th March 2008 at St. Joseph’s College in a joint concert with the school orchestra. The committee agreed this in principle but it will be discussed at the next meeting.
ii) We have once again been invited to Minden Day by the OCA on 3rd August 2008.
83. Publicity
i) Simon will produce posters for the Spa Pavilion.
84. Recording
i) There has been no news from Toby regarding the progress of the recording. The committee agreed they should see a proof copy of the CD cover before going to print.
ACTION: Toby to email a copy of the CD cover to the committee.
85. Forthcoming Events
· Sunday 21st October 2007 – Spa Pavilion
There will probably be a rehearsal at about 1.30pm before the concert but this needs to be discussed with Bernard.
· Sunday 11th November 2007 – Remembrance Day
Simon would like a 20 minute rehearsal at the end of the previous rehearsal.
85.1. Other Events
Nothing to report.
85.2. Trip 2008
i) The committee agreed that a trip abroad in 2008 is no longer viable. Suggestions were made that we could consider weekend trips in the UK and Ireland.
86. Any Other Business
i) Trevor reported that an ex-band master of his who conducts a TA band in Ireland will have some music available for us to have.
Thursday 4th October 2007
Venue – 50 St. Georges Street, Ipswich