Minutes of the meeting of the Suffolk Concert Band held on
Thursday 10th April 2008 at Acton Lodge, Needham Market
Those present were: Angela Hope, Trevor Daldry, Toby Hope, Simon Pulham, Roger Jones, and Gordon Scopes.
1. Apologies for absence
These were received from Mark Cheadle, Ray Wilson, Sarah Scott and Marion Singleton.
2. Adoption of minutes of meeting held on Thursday 10th January 2008
The minutes were adopted.
3. Matters arising from meeting held on Thursday 10th January 2008
There were no matters arising.
4. Adoption of minutes of adhoc meeting held on Wednesday 23rd January 2008
The minutes were adopted.
5. Chairman
i) Toby thanked Paul Arthur for taking a rehearsal in Roger’s absence.
ii) John Whelton will be conducting the band from Wednesday 21st May until the Sunday 20th July except for Wednesday 25th June when Roger will be rehearsing for Barham Hall.
iii) Generally attendance at meetings has been poor and Toby asked if we could all be more responsible at attending meetings. The committee agreed that we should go back to meeting on the first Thursday of every month. The next meeting will be on 1st May.
iv) Toby reported that this will be his last year as Chairman.
6. Musical Director
i) Roger requested that if any member of the band has any problems, requests, and issues with anything he is doing then they should speak to him directly; he is very approachable and always willing to listen.
ii) Toby asked if we could consider doing sectionals.
7. Secretary
We have been invited to play at the following events:
· Saturday 10th May – Otley College Family Day (Paul Blofield)
This was declined.
· Saturday 7th June – School Fete/Open Day in Walton on the Naze (Ken Blake)
This was declined.
· Saturday 12th July – Last Night of the Proms at Barham Hall
This is confirmed.
· Saturday 13th December – Landguard Fort Carol Service
This is confirmed.
8. Treasurer
(Reported submitted via email. Committee’s comments in italics.)
i) Income and expenditure Jan-March 2008:
|
INCOME |
£ |
|
Sale of CDs |
275.00 |
|
Subs. |
1070.00 |
|
|
|
|
TOTAL INCOME |
£1345.00 |
|
EXPENDITURE |
£ |
|
Rent of hall |
250.00 |
|
MDs expenses |
25.00 |
|
Website |
7.78 |
|
Sub to IAA |
31.50 |
|
Postage for OCA CDs |
20.48 |
|
|
|
|
TOTAL EXPENSES |
£334.76 |
ii) In an attempt to avoid the need to have adjustments in next year’s accounts, I am checking each month’s income and expenditure rigorously to make sure that my figures agree with bank statements. I can report that the January and February figures are in perfect harmony (phew !)
iii) We have £3500 in our cash accounts at present. I recommend that we deposit £1000 in the Treasury Tracker account to earn a higher rate of interest. The money in this account is available to us at two day’s notice without penalty.
iv) Purchase of music
a) Sarah has asked to buy a set of New York 1927 because the set we are using at present is photocopied. Cost £77
b) Roger has asked to buy ‘Night on a bald mountain’ at a cost of £100
The committee is asked to approve these purchases.
The committee approved the purchases.
v) Bronwyn Singleton has asked to be exempted from paying subs this year as she is unemployed. I support a sympathetic response to the application.
The committee agreed that Bronwyn can be exempt from paying subs until which time she becomes a student and then she will pay the reduced rate pro rata.
vi) In terms of membership subscriptions it is worth noting that of the 52 paying members, 19 pay by Standing Order, 33 by cheque or cash. There are 7 ‘dormant’ members (university or ‘A’ levels). Currently there are only 9 members who have yet to pay their subs. Overall, there is a high level of financial commitment to the Band. I have to chase very few members for their subs.
vii) I shall shortly be claiming the tax refund on the subs which are Gift Aided.
viii) In view of the fact that the Spa is fully booked this year, ought we not consider now the desirability of making a booking for 2009?
The committee agreed that we should book the Spa for a Sunday afternoon in October 2009.The committee also agreed that we should pursue the RAFA to put on another concert at The Regal Theatre, Stowmarket during summer 2009.
Action: Angela to contact the Spa Pavilion and RAFA regarding these bookings.
ix) Jill Blofield kindly agreed to look over the 2007 accounts to see whether her professionally trained, eagle eye could spot the mysterious £420 which I couldn’t account for. I’m pleased to say that Jill has solved a major part of the problem by identifying an anonymous deposit in our current account. A visit to the bank to seek an explanation has, serependipitously, thrown light on the mystery.
The committee will recall that in April last year I reported a letter from a local firm of solicitors saying that Colonel Peter Dean had bequeathed £500 to the band in his will. I heard no more about this matter but it is now apparent that the solicitors paid in the bequest to our account in June – without any note to me at the time to say what they had done.
However, pleasing though it is to record the receipt of the bequest and that it also helps solve the problem in the 2007 accounts, a small discrepancy in the accounts does still exist and I am hoping to talk to Jill to see whether we can identify and resolve the problem. In view of her invaluable help I shall happily present Jill with a bag of jelly babies as promised!
The committee agreed that we should combine the donations from Colonel Dean and Mr and Mrs Warren and purchase the banners and stands that we require.
x) I need to report formally to the Trustees that I have submitted our gross income and expenditure for 2007 to the Charity Commission.
Gross income was £6131 and expenditure was £5757 as per the accounts presented to the February AGM. The Trustees need to acknowledge and agree these figures formally.
The committee agreed to the accounts as presented at the AGM.
xi) I have submitted to HMRC our claim for a tax refund on Gift Aided donations/subscriptions. The claim amounts to £539.84
xii) The Army Benevolent Fund for whom we played at St Joseph’s College has given us £150 for our services.
Notes on Constitution
I have gone through the new constitution to see what are the important points we need to bear in mind for future practice. I have used the paragraph numbers in the constitution for ease of reference.Apart from any other consideration, we have to decide in what form the new constitution should be circulated to the membership at large – a revised members’ handbook ?
The committee agreed to update the members handbook.
ACTION: Angela to update the member’s handbook.
9. General meetings
1. The Charity must hold a general meeting within 12 months of the date of the adoption of this constitution.
Comment: The date of the adoption of this constitution was 21 October 2007. A general meeting was held on 13 February 2008 which satisfies the requirement of 9.1
2. An annual general meeting must be held in each successive year and not more than 15 months may elapse between successive annual meetings.
Comment: I love this one ! It gives us much greater flexibility in setting the date of the AGM. In effect, it means that the annual general meeting for 2009 must be held before 13 May 2009. I recommend that we set the AGM for 2009 in March or April to allow more time for preparing the accounts and for their independent examination. The present practice of setting the AGM 6 weeks after the end of the financial year does not allow sufficient time for the job to be done without undue pressure on both the treasurer and the independent examiner. A longer gap would bring much needed relief. We just need to bear in mind the proximity of any concerts and the need for appropriate rehearsal time.
10. Notice
1. The minimum period of notice required to hold any general meeting of the Charity is 14 clear days from the date on which the notice is deemed to have been given.
Comment: If notice is given by hand on a Wednesday evening, as has been the custom, this requirement means that it must be given 3 Wednesdays before the meeting. However, it is now acceptable to send the notice of such meetings by email. According to my calculations, about 40 or so members have an email facility.
3. The notice must specify the date, time and place of the meeting and the general nature of the business to be transacted. If the meeting is to be an annual general meeting, the notice must say so.
4. The notice must be given to all members and to the Trustees.
11. Quorum
2. A quorum is 20 members entitled to vote upon the business to be conducted at the meeting…
17. The Appointment of Trustees
3. No one may be elected a Trustee or an Officer at any general meeting unless prior to the meeting the Charity is given a notice that:
a) is signed by a member entitled to vote at the meeting,
b) states the member’s intention to propose the appointment of a person as a Trustee or as an Officer,
c) is signed by the person who is to be proposed to show his or her willingness to be appointed.
Comment: Suggest the following forms might be used:
I propose that ______________________ be appointed as
_________________ of the Suffolk Concert Band
Signed_______________________(member)
Date________________________
I am willing to be appointed as ____________________
of the Suffolk Concert Band
Signed_______________________
Date________________________
20. Proceedings of Trustees
2. Any Trustee may call a meeting of the Trustees.
3. The secretary must call a meeting of the Trustees if requested to do so by a Trustee.
6. No decision may be made by a meeting of the Trustees unless a quorum is present at the time the decision is purported to be made.
7. The quorum shall be 2 or the number nearest to one third of the total number of Trustees, whichever is the greater, or such number as may be decided from time to time by the Trustees.
Comment: The Trustees need to decide whether 3 is an acceptable number to constitute a quorum for meetings of the Trustees. If not, what number less than 9 should constitute a quorum. I suggest 5 is an appropriate quorum.
The committee agreed that a quorum should be five trustees which must include one officer.
8. If the number of Trustees is less than the number fixed as the quorum, the continuing Trustees or Trustee may act only for the purpose of filling vacancies or of calling a general meeting.
9. Membership Secretary
Clare Rodgers (Bassoon), Trevor Brown (Clarinet) and Sarah (Clarinet) have been given or will be given membership forms.
10. Librarian
The general feeling is that there is still too much music in the pad. Roger explained that this is because of the two Holy Trinity concerts which require two sets of music.
11. Concert Manager
Trevor reported that he will not be available for the concert in Elmhurst Park but he will deliver the trailer to Holy Trinity on the Wednesday before.
12. AGM
Nothing to report.
13. Publicity
Roger reported that there is a new magazine about to be launched called ‘Simply Suffolk’ that is looking for items, and asked the committee of they wish him to pursue this. The committee agreed.
The committee agreed that more marketing of the CDs is required. The main idea was to offer a number to various museums and shops on sale or return such as; OCA museum, HMS Ganges shop, Duxford museum, Landguard Fort shop.
14. Forthcoming Events
· Saturday 18th October 2008 – All Hallows Church, London
This engagement is confirmed, members need to be notified of this once again. Gordon to provisionally book a coach.
15. Any Other Business
St. Peter’s Church 3 month trial– the committee agreed that we need to put this to the band before formally agreeing to do this. The main issue seems to be parking, particularly disabled parking for one or two members.
Meeting closed at 10.00pm
Date of Next Meeting
Thursday 1st May 2008
4 Ogden Grove, Kesgrave