AGM Minutes 2016

EXETER CHAMBER CHOIR

 

MINUTES OF THE 17th ANNUAL GENERAL MEETING, HELD ON TUESDAY,

8 NOVEMBER, 2016, AT ALPHINGTON SCHOOL, EXETER,

COMMENCING AT 7.34pm.

 

Item 1:          INTRODUCTION

Bruce Hebbard welcomed members to the Annual General Meeting, and especially those who had recently joined the Choir.

He also reflected on those who had left during the year, and those we had lost – especially the tragic loss of Penelope Gordon during the previous summer. He hoped that many of the members would be able to sing at her memorial concert on 14 January 2017.

He proposed changing the order of the AGM in taking Items 2 and 3 before resuming his review of the year

 

Item 2:          MINUTES OF THE 16th ANNUAL GENERAL MEETING:

These were approved as a true record of the meeting held on 20 October 2015  – proposed by Susie Howells, seconded by Jane Bond, and approved nem con.

 

Item 3:          APOLOGIES FOR ABSENCE:

Nigel Guthrie            Susan Gunn-Johnson

Nick Viner                 Helen Scull

 

Item 1 cont.  CHAIRMAN’S REVIEW OF THE YEAR

Bruce Hebbard began by thanking

  1. Andrew Daldorph and Sally for their musical inspiration and administrative efficiency
  2. Norman Waldron for his calm management and dependability – and for preparing the programmes for all concerts.
  3. Ian Campbell for his steady management of our finances
  4. Abby Smith for organising the Sharpham weekend
  5. Henrietta Vercoe for the way she has energetically tackled our publicity.
  6. Margaret Thomson for managing the library so well and scrutinising the accounts.
  7. Jill Green for continuing to store the library
  8. Keith Wainwright for managing the box office – he has indicated his intention to stand down this year and a successor will be needed, even though much of the ticket sales now occur on-line.
  9. Patrick Taylor for his past help with the website and Henrietta Vercoe and Alastair Martin who are currently managing it for us.
  10. Helen Scull for the Facebook and Twitter accounts.
  11. All who have helped with refreshment provision and Phyllida Brown for organizing the rota so unobtrusively.
  12. All who have featured as soloists in our concerts.

 

Details of the year’s concert schedule had been printed in the agenda as a reminder of a successful year:

10 October              Schutz; Monteverdi; Vivaldi             Buckfast Abbey

13 October              Repeat programme                     Bradninch

01 December           Advent Service                                      Buckfast Abbey

09 December           Carols and Readings                      Great Barn

19 December           Carols and Readings                      St Stephens

05 March                 Howells; Victoria; Anerio; Scarlatti    Buckfast Abbey

08 March                 Repeat programme                      Alphington

14 May                   Martin; Stanford; Parry                  Exeter Cathedral

01 July                    Songs of Love with Jazz Band          Newton St Cyres

05 July                    Repeat programme                      Bradninch

16–18 September     Workshop                                  Sharpham

15 October              Various                                      Sidmouth

18 October              Repeat programme                      Torquay.

 

Some concerns had been voiced that we are performing too many concerts and that we are sometimes not fully prepared – this would be addressed in the Open Forum that would follow the AGM.

A concert performance protocol was agreed this year and posted on the website.

The new website, despite some teething problems is up and running – many thanks to the committee responsible for this.

The Sharpham Workshop was a great success – up to the standard we have come to expect. We have some concern whether the cost of the event precludes some members attending and this will be addressed in Committee.

We have agreed a new Constitution and a set of Rules and Regulations will follow in due course.

We are grateful to Henrietta Vercoe for trying to organize a tour to the south of France – this will be pursued for another date in the not too distant future.

The Reviews with the members of the soprano section have proved very useful – feedback about the choir has been illuminating.

It is proposed to continue the process to review the whole choir this academic year.

 

Item 4            PRESENTATION OF THE ANNUAL ACCOUNTS

The accounts had been distributed before the meeting – it was explained that these were still in draft form but changes were not expected.

Thanks were recorded to Margaret Thomson who compiles the accounts in the proper manner. These were now being scrutinised by Adrian Hemmings.

The promotion of the Matthew Passion in the Cathedral last year resulted in an income in excess of £25k, necessitating the presentation of the accounts in a manner compliant with the requirements of the Charity Commission.

Gift Aid results in a refund of £1k so remaining a charity is essential to our finances.

Concert income seems lower this year, but there has been no major Cathedral promotion.

The current balance of £11k is inflated by the receipt of deposits for Sharpham which event falls outside the financial year, so the true balance is in the order of £8.5k which is a normal situation.

A deficit of £600 appears in our concert balance sheet – the accounts for administration are presented separately to the concert balance.

A generous and anonymous donation covered the cost of the website design and the band costs for certain expensive concerts.

Patrick Taylor sought guidance as to where the donation was shown in the accounts and was informed that it appeared in the balance sheet for the previous year.

Nigel Richards noted that the fees paid to the Director were lower this year – he was assured that there were agreed rates for practices and concerts, and that he had not received a pay cut.

Approval of the Financial Statement was sought on the basis that there would be no subsequent changes to the Accounts and that Adrian Hemmings, as scrutineer, would sign them off in the form presented to the meeting

The resolution was proposed by Rowena Brown, seconded by Diana Nightingale, and approved nem con., with thanks to Ian Campbell, Margaret Thomson and Adrian Hemmings.

 

Item 5            ELECTION OF OFFICERS AND COMMITTEE

Notice that our new Constitution now requires just two of the Committee to resign and be eligible for re-election had been circulated with the agenda.

Nominations have been received for

Norman Waldron (Secretary)

Abby Smith (Committee Member)

proposed by Jane Bond and seconded by Keith Wainwright.

There being no other nominations in writing these members were elected nem con.

 

Item 6:          ANY OTHER BUSINESS

Stephen Smith asked what action needed to be taken in arranging for a Stage Manager for concerts. His offer to undertake this task was gratefully accepted

There being no further business the Annual General Meeting was closed at 7.55pm with thanks to the Chair.

 

Norman Waldron

9 November 2016

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