Committee minutes March 2008

Item

Action

Apologies for absence:

Jim Pringle (JP)              Stage Manager
Alison Bellerby (MC)      Membership Secretary
 

Minutes of previous meeting:

The minutes were signed as a true record.
 

Matters arising:

There were no matters arising.
 

Finances – Treasurer’s report:  

DS presented a summary of the management accounts 2008/9.

In relation to the New Year's Day concert, DS stated that there had been an audience of 711.  However, the Orchestra did not get the sponsorship or advertising that had been hoped.  In addition, the Abbey had put prices up after the event (from £2,600 to £3,400).  Accordingly, although there was a surplus of £2,000, the Concert did not quite make budget. 

DS said that he would write to the Abbey in relation to the price rise. 

If all other concerts during the course of the year were on budget then the Orchestra would make an overall loss of £2,253.  The Orchestra did still have a reserve that could be put back into general funds.  However, at the current rate, this reserve would last two, may be three years.  DS emphasised that it was imperative to increase income, particularly through ticket sales, to prevent this happening.

DS

Grants - status:

DS confirmed that the Orchestra had been paid the final £1,000 that was due from the Arts Council.

In relation to further potential sources of grants, JF had drafted a template letter to go to charitable trusts.  KM was to review this letter.

One potential trust source was the Dolly Knowles Charitable Trust.  KM agreed to find out more in relation to applications to this Trust.

DU referred to the St Albans Fund for the Future as a potential source for small grants.  JF agreed to explore this further.

KM 

 KM

JF

Arrangements for the 14th March concert:

Arrangements in respect of the 14 March 2009 concert were discussed.

In respect of refreshments, KM confirmed that Sheila and John Cox had volunteered to run the drinks stall, with profits going to the Orchestra. 

Sponsorship, publicity and press relations: 

JF stated that, despite the efforts that had been put into working with the Chamber of Commerce, the return did not justify the investment of time.  As a consequence, the Orchestra was no longer a member.  However, contacts with the Chamber (through JF) would be maintained. 

JF stated that further work needed to be done in relation to individuals approaching their employers for sponsorship or publicity.  He would, however, follow up on the possibility of funds from the John Lewis Partnership. 

DU reported that press exposure had continued to be good with Radio Verulam and John Manning providing publicity to the Orchestra.

CL stated that he continued to work on the possibility of a banner near King Harry's roundabout. 

JW suggested publicising the Mozart Clarinet Concerto, should it be played in March 2010, to local schools.  She stated that she, along with KM and KaM, would write to the heads of music at local schools in this regard. 

The Committee remained concerned that the Orchestra was not contributing sufficiently to publicity.  KM suggested publishing a list of individual members and the concerts at which they should distribute publicity materials.  KM stated that he would discuss this with the Orchestra. 

 JF

CL

JW/\KM/KaM

KM

Increasing our audiences:

There was discussion in respect of ways to promote the Orchestra's concerts to schools.  KaM was to explore this further. 

 KaM

Arrangements for later season concerts

KM discussed arrangements in respect of the 25 April 2009 concert in Harpenden.  He emphasised the need for publicity in respect of this concert.  KM would discuss with the Orchestra whether concert dress should be of a more modern style for this concert and whether there would be a post concert party.

In relation to the Children's Concert, JR would work further on the programme which revolved around "Heroes and Villains". 

KM

2009-10 Season

The Committee discussed further possibilities for the 2009-10 Season.

Various options in relation to the 2010 New Year's Day concert were considered.  The audience survey had strongly suggested that Strauss should be on the programme.  Further consideration would be given to the theme and pieces.

KM would confirm whether the Harpenden venue was available for a possible concert on 24 April 2010.  Various options for pieces were considered in this regard.

There would be a 20 March 2010 concert and St Saviours had been booked.  JR would ask Elllie Fagg about her availability to play in a violin concerto at that concert. 

The 12 June 2010 St Albans Abbey Concert would now also involve the St Albans Chamber Choir.

Suggestions were made as to the theme of the 2010 Children's Concert.  These would be considered further.

The possibility of a schools' workshop in January or February 2010 was discussed.  JW stated that she would speak to heads of music at local schools to see if there was any interest in this regard.  This would be part of the communication referred to in Item 7.

KM had been approached by Roundwood School in Harpenden with a proposal that the Orchestra play in a "Last Night of the Proms" concert in July or September 2010.  KM stated that he would find out further details and would consult the Orchestra.  It was, however, acknowledged that a further concert may overburden the Orchestra.  

JR raised the issue of the New Music day.  JR stated that unless funding was obtained in relation to this it would not happen.  DU made the point that it was one of the few activities conducted by the Orchestra that got it noticed outside of the local area.  Nevertheless, it did involve a significant amount of work. 

It may be that the amount of work required meant that the next one could only take place in 2010-11.  JR stated that he would put in an application to the Arts Council for a grant in this regard.  The application would be for a New Music day on an unspecified date and could include the costs of administering such an event. 

KM

JR

JW

KM

JR

Any other business:

The Friends' Evening would take place on 12 June 2009 at St Stephens Church between 8-10pm.  The Committee discussed arrangements in this regard.  CD agreed to source glasses for drinks and MC would co-ordinate catering. 

AB had requested assistance in respect of the Librarian role.  The Committee agreed that each section have a sub-librarian who was responsible for music for that section.  KM agreed to discuss potential sub-librarian nominations with each section.

KM stated that a repertoire evening would take place on 29 April 2009.  The guest conductor would be Bjorn Bantok and the piece would be Tchaikovsky's Manfred Symphony.  KM would source the music.

The Committee thanked KM for hosting the meeting. 

CD/MC

Date and venue of next meeting:

It was agreed that the next Committee meeting would be provisionally scheduled for 7 June 2009, time to be confirmed.  CD stated that she would be willing to host.