Minutes of meeting of Annual General Meeting held on Saturday, 7 September 2002 in Westerton Hall
Convened by Alan Cooper
Prior to commencing the formal business, Alan Cooper (AC) clarified that at the EGM on 29 June 2002, it had been agreed that he would convene and chair this particular AGM. The agenda issued for today’s AGM had been drawn up on this basis.
Sharon Singer, Arthur Main
AC advised that a paper copy of Minutes had been left for viewing on 1 September; additionally had been available on DCB website, and circulated immediately after 2001 AGM. Agreed as an accurate record; proposed: Jackie Davis; seconded: Kirsty McCafferty.
AC reported that DCB had experienced an exciting year, and had musically achieved much, whilst having fun at the same time. Notable events:
3rd place in the Mid Argyll Festival at Lochgilphead (another notable first had been the late-night opening of the café – i.e. until 7.30 pm!).
Inverness in May, attending the NFMS annual conference; superbly organised by Andrew and Kirsty McCafferty.
June 2002 – West End Festival concert at Cottiers Theatre.
July 2002 – Gozo ‘happening’. Small group performances had been a novel item, and should be built on and encouraged.
AC accorded personal thanks to previous DCB committee; to the Gozo committee (Jackie Davis, Alf Maynard, Harriet Fishley, Robert Baxter), and advised that the Gozo committee will report formally later in the year. Gozo ran to budget; details being finalised (invoices, etc) via Malta and taking account of currency changes.
Robert Baxter (RB) thanked DCB for offering another year and officially accepted this.
Two years ago – 25 players. Now almost 50 players, loyal and committed, many introduced by friends. Particular sections highlighted – horn, trombones, percussion. Need to constantly address increasing numbers long-term in all sections. Attendance good, particularly first concert and rehearsal this session. Need to strive to keep this up, and improve it. Timekeeping appalling: need to address this to progress – i.e. start at 10.00 am promptly, as 10.15 am start = losing 1 hr per month = losing a full rehearsal over one year. All in DCB need to commit to a good musical standard (i.e. mimic professionals); late start snookers Robert's rehearsal plan. Thus – seated and tuned up by 9.55 am, ready to begin at 10.00 am.
Three years ago, 3 ambitions – 1. a world premiere; 2. record a CD; 3. travel abroad. All of these ambitions achieved during June/July 2002. Robert would now like DCB to work towards another tour in 2004.
Thus by Christmas, DCB committee/an ad-hoc committee need to have an idea and contacts in place, thus leaving 18 months to piece this together (Gozo pieced together in 12 months – too neat). RB would also like to work towards the following future commitments:
Audience base and mailing list – e.g. Mugdock – already at least a ‘12 people following’ to work on
Good venue – keep Cottiers contact going; work on Adelaide’s; possible Milngavie at Christmas
Important pieces – i.e. featuring good woodwind music
ACTION POINTS:
above commitments, together with establishing annual late spring/early summer and Christmas concert.
Long term build up of DCB
Working towards celebrating 30th anniversary in 2003 (e.g. spring/summer event)
Perform in concerts
Organise social events
Musically, keen not to pigeonhole DCB. Thus important to vary concerts/venues, and ensure that everyone is challenged, i.e.
RB would propose to have 3 sectional rehearsals, finance permitting, during Sep-Dec, Jan-Apr, May-June; would also like to continue chamber music.
RB asked all to consider having a course of at least 10 music lessons (aware that some DCB members already do).
Over the course of the year, there had been a change of treasurer; this had resulted in one or two administrative and co-ordination problems. With the help of Nelson Liddle (present treasurer), AC had prepared a financial statement within which overall sums are correct to within £5.
Andrew McCafferty (AMcC) clarified that the NFMS subscription appeared to have been paid.
ACTION POINT: CD to check.
AC advised that gift aid to be reclaimed (approx £200), that building society book still to be updated, and that there had been no financial irregularities. Auditing had not been able to be done (Kirsty and Sally), thus proposal to take time to check accounts prior to auditing.
RP queried absence of income figures for Mugdock, Erskine and St Enoch’s Centre.
ACTION POINT: AC to look into.
N Thompson queried Inverness. AMcC explained that £1,000 from NFMS was to cover buffet, MD’s fee, hall hire, photocopying; any surplus to cover accommodation expenses. £4.60 approx per attendee only finalised one week prior to Gozo, thus not appropriate to have dealt with it at this stage. AMcC has costs breakdown.
Overall, DCB financially solvent. Peter Mackinnon suggested that as information incomplete, leave for a few months and present at an EGM. All present agreed that this was appropriate.
AC clarified that fee paid for commissioned work (Cottiers’ piece). Some discussion re CD – i.e. payment for CD not yet included in DCB accounts – will be in next year’s accounts (initial payment had been made – recorded on video!) and was a private arrangement between Robert and Alan; aim was to sell CDs at a profit; more fundraising needed to provide funds to produce CD (Catriona’s barbeque had already started this). Robert keen to produce a good quality CD.
Election of Officers and Committee Members
AC clarified that sensible to have job descriptions before posts agreed to be undertaken; went through titles/roles respectively, as follows:
The role of the committee (and its delegates) is to manage the band affairs, uphold band discipline, and to support the musical director in accord with the band constitution. Individual committee members (and/or other delegated/co-opted members of the band) must be willing and able to take on specific duties.
|
Title |
Job description |
Nominated |
|
Chair |
Primary spokesperson for the band, responsible for disciplinary matters. Convenes, coordinates and chairs regular (monthly?) committee meetings, AGM/EGM. |
Andrew McCafferty |
|
Vice-chair |
Deputises for Chair when appropriate |
Adrienne Girvan* |
|
Treasurer |
Responsible for handling band accounts, maintaining accurate financial records, reporting regularly to the committee. Required signatory on all band accounts. |
Catriona Donald |
|
Secretary |
Handles band correspondence, takes minutes of AGM, EGM and committee meetings, and provides timely copies available to all band members. |
Adrienne Girvan* |
|
Librarian |
Responsible for maintaining (not necessarily storing#) the band music. Ensures that copies of parts are available at rehearsals. When new music is issued, arrange for photocopying of originals to provide rehearsal copies. Originals must be retained as backup. |
Sharon Singer |
|
Engagements manager |
To coordinate, in consultation with the Musical Director, all concerts and other engagements. |
Richard Phelps |
|
Fundraising coordinator |
Coordinates fundraising activities, grant applications, etc. |
Derek Galloway |
|
Disability rep |
Ordinary committee member with specific responsibility for disability issues |
Moyra Hawthorn |
|
Ordinary members |
Tasks to be shared/delegated:- Arrange hall lets, both regular and occasional. Publicity/recruitment/attendance. Transportation/stage management. |
Collette Waller Robert Baxter II Alf Maynard |
# Catriona has offered storage for library archive *Combined Secretary/Vice-Chair
Job descriptions agreed as satisfactory, as were nominations.
Proposed: Julian Fosh; Seconded: Hugh McLafferty.
AC handed over the remainder of the meeting to AMcC, newly appointed Chairperson. AMcC thanked AC for chairing the meeting and the changeover of the previous committee.
Trustees: it was noted that Bob French accidentally missing from list. Alan has been in touch with all Trustees (including Bob French); all contacted are willing to stand again. Chris Ellen not confirmed (this to be followed up by AC). Proposed: Lesley Fellowes; seconded Jackie Davies.
It was noted that Sally wanting to stand down as Auditor after present set of accounts finalised: J Davies agreed to take over. Proposed: Lesley Fellowes; seconded: Kirsty McCafferty.
AMcC suggested that committee should consider and put to the band when current finances clarified. This was agreed by members present.
N Thompson requested more regular help with tea duties; Treasurer (Catriona) agreed to take away tea money on a regular basis.
BASBWE/NFMS literature – RB requested NFMS and BASBWE literature is circulated to him in future.
It was formally minuted that Dougie Craig had donated ‘Steel Street’ to DCB.