Minutes of the meeting of the Suffolk Concert Band held on
Thursday 10th January 2008 at the Royal Hospital School, Holbrook
Those present were: Angela Bates, Roger Jones, Simon Pulham, Ray Wilson, Gordon Scopes, Sarah Scott, Trevor Daldry, Toby Hope.
116. Apologies for absence
These were received from Mark Cheadle and Marion Singleton.
117. Adoption of minutes of meeting held on Thursday 6th December 2007
The minutes were adopted with the following corrections:
i) (114.2ii) The committee recommended that we should set the subscription for 2008 at £50pa…
ii) (114.2iii) The committee recommended that we should set the subscription for 2009 at £50pa…
118. Matters arising from meeting held on Thursday 6th December 2007
i) (105iii) We have received a cheque for £500 from Mr and Mrs Warren and the committee discussed that we should spend this money on new banners.
ii) (108vii) There will be another St. Peter’s site visit on 15th January. Trevor, Roger and Sarah expressed and their interest to go along.
119. Chairman
The chairman thanked the committee for their hard work last year.
ACTION: Add uniform as an agenda item on the AGM agenda.
120. Musical Director
Roger will not be available for the rehearsal on the 26th March. He has a guest conductor to invite, which the committee agreed would be a good idea.
121. Secretary
Angela has renewed the domain name for the website at a cost of $15.00 (£7.78). The committee agreed to this expense.
121.1. Holy Trinity Booking Forms
Due to some inaccuracies with the booking forms, they have not yet been returned to Jay Harvey, the administrator at Holy Trinity.
ACTION: Angela to write to Jay Harvey outlining these issues.
ACTION: Angela to contact Bernard Westren at St. Peter’s Church requesting their booking conditions.
122. Treasurer
i) Income and expenditure December 2007:
|
INCOME |
£ |
|
Concert income |
849.26 |
|
Sale of CDs |
185.00 |
|
Subs. |
113.00 |
|
|
|
|
TOTAL INCOME |
£1147.26 |
|
EXPENDITURE |
£ |
|
MDs expenses |
355.00 |
|
Production of CDs |
634.50 |
|
Publicity |
12.00 |
|
Dep’s expenses |
20.00 |
|
|
|
|
TOTAL EXPENSES |
£1021.50 |
ii) 38 Regimental CDs were sold at the 2 concerts before Christmas, at Needham Market and at Holy Trinity. Some CDs will be paid for in 2008. Mike Thomas has asked for two complimentary CDs for the Landguard Fort Museum. The committee agreed. Roger suggested that we sell the CDs at certain outlets such as Landguard, the OCA and HMS Ganges.
iii) I offered Marian Hellen expenses as a guest player for the Felixstowe concert. Marian was grateful for the offer but graciously declined, saying that she is happy to help the Band.
iv) I am pleased to report that Openwide International have settled the invoice for the Spa concert - £727.26, despite my misgivings about the accuracy of their calculations. Ray warned the committee that even though we have highlighted the inaccuracies in the statement to Openwide International, particularly with regards to VAT, that we may still need to repay them if they provide a revised settlement statement.
v) The Holy Trinity treasurer has sent a cheque for £47 as 50% of the retiring collection at the 12 December concert.
vi) I attach an unaudited statement of the Band’s finances for 2007 to give a preliminary and tentative view of the accounts. The books and papers are now with Mr Ian Bickers, the Independent Examiner. I hope the examined statement will be available by the end of the month so that it can be signed and copied in time for the annual meeting. (See end of minutes). Ray asked if the committee could agree that when the accounts are returned that the Chairman and Treasurer sign them in preparation for the AGM. The committee agreed.
vii) Ray recommended that we should set the subscription for 2008 and 2009 at £48 pa (regardless of gift aid) and £20 pa for those in full time education. The committee agreed.
viii) Prior to sending the revised constitution back to the Charity Commission, Ray requires two forms to be signed by various trustees. This was completed at this meeting.
123. Membership Secretary
Gordon reported that Mike Thomas is in hospital after suffering a small heart attack. He will be unable to play in the band until the end of February.
124. Librarian
Sarah, along with the rest of the committee expressed concerns about the welfare of the library at FADOS house. Trevor suggested that if we do move St. Peter’s Church that we should consider amalgamating the library with the Hospital band.
125. Concert Manager
Trevor asked that if we get new banners we should also get a new box. The committee agreed that we only need additional banners rather than replace them all. It was suggested that either Andrew Farthing or Barry Salmon have information about where the originals came from.
126. AGM
i) All officers and committee members present at the meeting are willing to stand for re-election.
ACTION: Angela to ask Mark and Marion if they are willing to stand for re-election.
ii) Ray confirmed that he will not be standing for Treasurer in 2009.
iii) Ray proposed that we make Pat Wood an honorary member at the AGM.
ACTION: Angela to ask Barry Salmon to chair the meeting.
127. Publicity
i) We only have the Holy Trinity concerts and the Woodbridge concert, which we will have to promote this year. Andrew Farthing has expressed an interest in becoming the publicity officer.
ii) Roger suggested that we have new photos done of the band this year for publicity.
128. Forthcoming Events
· Saturday 8th March 2008 – St. Joseph’s College
This is a joint concert with the St. Joseph’s College Orchestra and Choir. All we need to do is liaise with Dr Christopher Tinker at St. Joseph’s about the programme.
128.1. Other Events
Nothing to report.
128.2. Trip 2009
Nothing to report.
129. Any Other Business
Sarah reported that the Suffolk Magazine would like to do a historical article on the Suffolk Concert Band and a full-page spread about Roger.
Meeting closed at 9.50pm
Date of Next Meeting
Thursday 6th March 2008
Venue – Acton Lodge, Needham Market
SUFFOLK CONCERT BAND
Registered Charity no 1094345
Draft Accounts for 2007 (unaudited)
|
Brought Forward from 2006 |
|
|
£8786 |
|||
|
|
|
|
|
|||
|
Income |
£ |
|
|
|||
|
|
Concert income |
2149 |
|
|
||
|
|
Subscriptions and donations |
2770 |
|
|
||
|
|
Gift Aid refund |
662 |
|
|
||
|
|
Copying charges |
35 |
|
|
||
|
|
Bank interest |
108 |
|
|
||
|
|
Sale of cds |
350 |
|
|
||
|
|
|
|
|
|
||
|
Total income |
6074 |
£6074 |
|
|||
|
|
|
|
|
|
||
|
|
|
|
|
|
||
|
Expenditure |
£ |
|
|
|||
|
|
Subscriptions |
61 |
|
|
||
|
|
Music |
480 |
|
|
||
|
|
MDs expenses |
1525 |
|
|
||
|
|
Guest players |
70 |
|
|
||
|
|
Equipment |
66 |
|
|
||
|
|
Insurance |
626 |
|
|
||
|
|
Production of cds |
755 |
|
|
||
|
|
Rent of halls (rehearsals and storage) |
1060 |
|
|
||
|
|
Sundries |
260 |
|
|
||
|
|
Publicity |
59 |
|
|
||
|
|
Travel |
795 |
|
|
||
|
|
|
|
|
|||
|
Total expenses |
5757 |
£5757 |
|
|||
|
|
|
|
|
|||
|
|
Excess of income over expenditure |
|
£317 |
£ 317 |
||
|
|
|
|
|
£9103 |
||
|
|
|
|
|
|
||
|
|
|
|
|
|
||
|
Balance carried forward |
£9103 |
|
|
|||
|
Represented by |
Bank current account |
£3103 |
|
|
||
|
|
Bank deposit account |
£6000 |
|
|
||
RW
5 Jan 2008