MINUTES
OF AGM HELD ON SATURDAY, 13 SEPTEMBER 2003 IN WESTERTON HALL
1.
Apologies
Julian Fosh, John Gourlay, Moyra Hawthorn, Brian Lees, Nelson Liddle, Lynne McGhee, Richard Phelps
2.
Acceptance of
previous Minutes
Previous Minutes
had been available to view at the beginning of the session. One correction – Harriet’s name should read
as Fishley.
Adopted – Hugh
McLafferty; seconded – Noreen Thompson.
3.
Chairperson’s
Report
AMcC reported
that last year’s new committee had put together a comprehensive list of
priorities to be tackled in session 2002-3: a variety of concerts; raising of
musical standards; improvement in social life; improvement management; increase
musicianship; identify alternative funding sources. These priorities had been met as follows: concerts had ranged
from Mugdock Country Park to Cottiers Theatre; 2 workshops at Boclair Academy;
Christmas lunch (Sharon Singer) and jazz night (Collette Waller & John
Gourlay). The committee had held
regular meetings which had been harmonious with good input, and well attended
(something to do with the excellent standard of catering at Douglas Park Golf
Club?!). DCB almost up to full
contingent due to the website, workshops and word of mouth.
Funding –
MMS. DCB had unfortunately lost the
financial support of East Dunbartonshire Council due to policy changes. A grant of £5,000 had been awarded from
“Awards for All” (Sharon Singer), with which 2 instruments would be purchased. AMcC concluded that the committee had
therefore successfully addressed the main priorities.
AMcC extended
thanks to committee members for their efforts (for which many had not claimed
expenses); to the Musical Director for achieving a very effective use of
rehearsal time, and continuing to make rehearsals enjoyable and productive; to
AMAG as Vice-Chairman/Secretary for ‘press officer’ efforts during 30th
anniversary year, and standing in at end of year as Chairman; to Sharon Singer
for work on grant applications, as register keeper, librarian, Christmas lunch
and Webb Ivory!; to Peter Mackinnon for organising a very successful closing
concert in June at Cottiers Theatre.
AMcC concluded by looking ahead. DCB in a very strong position- there is very
much a ‘feel-good’ atmosphere; DCB is now without doubt one of the best bands
within the area and has gained credibility within the local community. This session need to improve on commitment
and time keeping in order to achieve that “something extra”.
4.
Secretary’s
report
AMAG drew
attention to new profile form (for publicity and grants purposes) and the
important of utilising events lists to inform appropriate committee members as soon as possible vis-à-vis
unavailability for concerts.
5. Treasurer’s report
Halifax account –
used for fundraising – CDs & tours.
£537.37 profit (taking out grant).
Income from concerts and subscriptions had risen (more concerts and
increased membership). £3,526.06 from
concerts, thus moving in the right direction.
£1,145.35 – special projects account (e.g. tour). As the financial year had only closed on 31
August 2003 (and up to date bank statements received by CD this morning), ACTION POINT: the accounts will be
audited in the next few weeks, following which an EGM will be called to approve
them.
6. Musical Director’s report
RB informed the
meeting that he had formally accepted the post of Musical Director for the
session 2003-4. As well as undertaking
rehearsals, RB spent much time choosing music not only from the point of view
of expense, ensemble and ability, but also to ensure a varied enough programme
at concerts. Much had improved over the
last year, culminating in the very successful concert at Cottiers Theatre. At the last committee meeting, there had
been discussion re whether or not to continue the present level of expansion,
as eventually this would change the musical emphasis of DCB. Presently there is a membership of
approximately 55. Thus the committee
has agreed that there needs to be a limit on expansion; the website thus
indicates that there are vacancies in
certain sections, in order to keep a musical balance. This also limited the difficulties involved
with venue sizes.
There had been a
marked improvement in DCB’s ability to read quickly and play more challenging
music, and DCB is doing more music as a result.
RB encouraged the
pursuit of small ensembles, whilst stressing that this had to take place
outwith normal Saturday morning rehearsal time. RB has systematically been looking at the library of older music,
much of which has parts missing and is thus unplayable (either too expensive or
out of print).
7. Management Team Structure
AMcC explained
that this was a move away from the traditional ‘pyramid’ structure (and
associated ‘log jam’ at the top end).
Team structure involved a central committee who co-ordinate the various
roles/tasks, some of which had not been able to be filled by the AGM, but which
the next committee would pursue.
8. Election of Office Bearers and Committee
Chair – A
McCafferty; Vice-Chair/Secretary – A Girvan; Treasurer – C Donald; Librarian –
R Phelps; Committee members – R Baxter (brass), V Evans, D Galloway, Moyra
Hawthorn, C Waller
Proposed: A Cooper; Seconded: Phil Hair
9. Appointment of Auditors and Trustees
AMAG advised the
meeting that she had spoken with all of the Trustees, who were happy to
continue this year, as follows: A Cooper, C Ellen, J Fosh, B French, A Main
Proposed: L
Fellows; Seconded: P Mackinnon
Auditors – J
Davies and P MacKinnon.
10. Subscriptions and Musical Director’s Honorarium
AMcC advised that
as the financial year had only just closed, and thus the books still to be
audited, that these matters should be sorted out at an EGM in approximately 4
weeks. It was decided that whilst
subscription levels still to be agreed, they were unlikely to fall and were
technically due now, so CD now happy to start taking subscriptions.
11. Band Trip
RB (brass)
advised that best responses for help had been from Austrian Tourist Board
(venues, accommodation, practice halls).
July 2004 or 2005; costing to be advised at earliest opportunity. Festival of Symphonic Wind Ensembles 13-18
July 2004, so hoping to dovetail with this.
Questionnaire feedback had indicated the following: ideal length of trip
7-10 days; hotel accommodation; staying in one place; some free time. Action
point: RB to issue a further
questionnaire in a few weeks time based on firmer information.
12. Any other competent business
P MacKinnon
expressed concern re new members payment of fees – i.e. nothing specific in the
constitution. There was an unwritten
rule of 3 weeks ‘taste and try’ before either signing up, or moving out (this
was quite separate from hardship cases).
AMAG advised that one task that last year’s committee had run out of
time with was the idea of a ‘welcome pack’ – i.e. membership list, constitution,
and spelling out obligations re subscriptions.
Action point: it was agreed
that the committee would look at this over the coming 12 months. AMcC reminded the meeting of the ‘value for
money’ side of subscriptions – tuition, music, stands, hall lets
N Thompson
addressed the question of the tea rota which she had drawn up specifically to
address the question of shared responsibility in this area. ACTION
POINT: AMAG to copy and issue to
all.
Holiday weekend
rehearsal (27 September) – Killermont
Parish Church.
The meeting
closed at 12.32 pm