Singing since 1914
Committee Minutes
Croydon Philharmonic Choir
Minutes of Committee meeting, Friday 6 October 2017 at
66, Addiscombe Court Rd. Croydon. CR0 6TQ
Present:
Jill Aebi (Chair) (JA) Jane Castle (Secretary) (JC)
Jen Hassall (Librarian) (JH) Rosemary Stone (Ticket Secretary) (RS)
Ann Smith (Concert Manager) (AS) Katharina Kreissig (Membership Sec) (KKr)
Alan Partridge (Treasurer) (AP) Katrina Keel (Publicity Co-ordinator) (KKe)
Gaynor Jones (Elected Member)(GJ) Pauline Donnolly (Elected Member) (PD)
David Gibson (Music Director) (DG) (by telephone)
Guest
Katherine Ahmad (minutes)
1. Apologies for absence:
Peter Gillman (Media Lead) (PG)
Welcome: New Committee member Pauline Donnolly was welcomed to the meeting by JA.
2. Minutes of meeting held 29 July 2017
Agreed as accurate.
3. Action log from previous meeting:
Actions outstanding from meeting on 29/07/2017
|
Action number |
Action |
Who to action |
Comments/updates from 6/10/2017 meeting |
|
1. |
DG to be asked about the need for percussion player(s) for the Christmas 2017 concert. |
JA |
Yes a percussion player is needed. JA suggested either Jane Aebi’s partner or a student at Whitgift.
|
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2. |
Move of £40K from CAF Gold a/c to M & G Equities Charity Fund. AP to check Constitution & Charity Commission. |
AP |
JC noted this was to be covered in AOB but noting was minuted on this specific point |
|
3. |
Bank mandate to be updated with signatures of the 4 current officers. |
AP/JA/JC/KKr |
Will be done at the rehearsal following the 6/10 Committee meeting. |
|
4. |
Concert etiquette (re G & S concert) to be discussed with DG |
JA |
Discussed with DG. It was suggested that the issue was the choir need to be more mindful of when they should remain seated at
the end of a concert so that is easier for DG to ask the choir to stand & receive applause. The choir need to be reminded about this in notices at rehearsals to ensure they read the concert
brief. It was also agreed that information on this would be included in the New Members pack. Further Action: AS/JC/KKr |
|
5. |
Fees rise (2017/18) for DG & Ian le Grice. |
AP |
JC wrote to both and advised them of the rise. Both are happy. |
|
6. |
Committee posts (shadows for JH & AP to be sought plus replacement for LVK) |
All |
Replacement for Lyndsey is Pauline – done! Notices for the Shadows to be done for notice board plus people need to be approached. |
|
7. |
SWOT analysis – collation and write up. |
JA |
JA had not yet had time to make progress on this due to more pressing commitments |
|
8. |
Revision of Membership Fees Proposals (4). AGM paper to be written. |
KKr |
Done. |
|
9. |
Boxpark event (10/12/17) – booking to be confirmed/DG to be asked about conducting/Ian to be asked about accompanying/notice to be given out |
GJ/JCJA |
Done |
|
10. |
Whitgift Centre Carol Singing invitation - decline |
JC |
Done |
|
11. |
West Croydon Food Hub - charity to connect with |
GJ |
GJ to continue to chase her contact at the Charity. The Charity are likely to send a rep to a rehearsal so information can be given to the choir |
4. Matters
arising
None
5. Promotional
Video
5.1 – It was agreed that the information notice KKe gave to the Choir at the last rehearsal would be sent out by
email
Action
KKr
5.2 – KKr advised that Anna Keel (Film producer) had found very large variances in sound in the church when she attended her preparation session at the previous rehearsal. Anna suggested we would
need a sound engineer. To try & keep costs down, it was agreed that KKe would approach Croydon College (or the Brit School) and see if a student would be willing to do the job as work experience.
We would pay a small expenses fee. Action KKe
6. St John’s concert –
4/11/2017
Event planner updated following discussions in the meeting:
November Concert 4/11/2017 – (updated 13/10/2017)Concert title: The Armed Man (Karl Jenkins) & Dona Nobis Pacem (R Vaughan Williams)
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Task No. |
Task name |
Responsibility & lead |
Timing (prior to event) |
Completed? (YES/NO) |
Update with o/s items in red
|
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|
1. |
Agree date, budget and content
|
Music Director/ committee (Lead: Chair/Secretary/ Treasurer) |
To be agreed prior to the beginning of previous season. |
YES |
Date: 4/11/2017. Time: 7.30pm Rehearsal time: 1.45 – 4.45pm
R Vaughan Williams – Dona Nobis Pacem (1st half) Karl Jenkins The Armed Man (2nd half) No other works to be performed.
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2. |
Finance Budget to incl. publicity and programmes, artistes, MD, venue, extras (e.g. reception, gifts, piano tuning, hiring) |
Treasurer |
12/24 mths |
Work in progress |
Total budget: £ David’s fee: £1,087 Soloists’ fees: £700 (TBC) Ian’s fee: £314 (contract sent 7/10) Ensemble fees: £1,720 so far Publicity: Flyers/posters - £168 + £33 Programmes: £140
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3. |
Decide venue
|
Committee (Lead:Chair/Sec) |
12/24 mths |
YES |
St John’s Upper Norwood JA/JC/AS/Geoff Lawrence visited on 28/9/17. Further visit planned (JA/KKr/Phil
B) |
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4. |
Book venue
|
Sec./Treasurer |
- 12/24 mths - 6 mths - 3 mths
|
YES |
Booked and deposit £50 paid. £420 balance to be paid by 20/10/17. Action AP
Full access to venue now confirmed from 12.30pm. Important to note evensong held between 17.00 – 17.30pm we must clear the church for
that. Rachel to ask Fr John if this could be moved to the vicarage – she will confirm. JC/AS to
follow up. Answer is “no”. |
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5. |
Other performers
|
Music Director/Secretary |
3- 6 mths |
Work in progress |
Orchestra: New
London Sinfonia with accompany us. 13 players (including Ian): - 3 trumpets - 1 harp Action Jane Aebi (who will also send the players AS’s concert/venue
briefing) Soloists: Soprano: (needed for
both works) – Robyn Allegra Parton now booked by DG (£400). Confirm & send contract. Action JC. Done. Ask for bank transfer info – Action JC Baritone: Edmund Saddington now confirmed. Fee? (No agent – direct booking) Action DG. Contract & get bank transfer info - Action JC
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6. |
Hire of instruments & music stands |
Committee |
2 mths |
Work in progress |
Tuning issues with the St John’s organ mean that a chamber organ needs to be hired. DG bringing the organ in his car on the day. Need a 50w combi amp to boost its sound. Action All
Piano also required. Grand piano at the church (concert pitch - OK)
Rachel to ask LMP if we can borrow 12 music stands. AS/JC to follow up. LMP say yes (remind Julia/LMP by 2/11) but we need to source music stand lights. Action AS |
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7. |
Obtain vocal scores/music copies
|
Librarian |
3 mths |
YES |
Music now distributed. |
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8. |
Call to Prayer recording (Mvt 2 of The Armed Man)
|
Music Director/Secretary |
2 mths |
Work in progress |
St John’s has a CD player that this could be played on. DG confirmed we use the track on the CD of the work – several of us have this but we need to work through the logistics of operation of the church’s CD played (behind the choir). Jane Aebi to operate? TBC |
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9. |
Performing Rights Society (PRS) – we need to pay PRS for this concert. Karl Jenkins – living composer (in copyright) RV Williams – died in 1958 (in copyright)
|
Secretary/Treasurer |
3 mths |
Work in progress |
We will have to pay PRS for both pieces as both still in copyright. Usually paid via the venue. Need to check whether St John’s has a PRS license. Action JC/AP. Enquire at venue visit. Rachel to come back to us. Action JC to follow up |
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10. |
Tickets |
Ticket Secretary |
1 mth |
Work in progress |
Prices: £12(<16s - £6) To be sold via:
Action RS |
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11. |
Publicity/Advertising:
|
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|
RS agreed to contact Harris School Upper Norwood A level music teacher to publicise our concert – aim to get more walk-ins. |
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Publicity lead |
1 mth |
YES |
Done. |
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- design - printing and dist |
Media Lead |
2 mths
2 mths |
YES |
Done. Now being distributed. |
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Media Lead |
3 mths |
YES |
Done. Now being distributed. |
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Chair |
3 mths |
Work in progress |
Action JA/Barbara Walmsley – Twitter being updated. |
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12. |
Programme: |
Publicity lead/Media Lead/Sec |
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Price agreed is £3 each (16 pages/glossy) |
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Media lead |
2 weeks before |
Work in progress |
Action PG (printing 250 copies) |
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Media Lead/Publicity lead |
Reh. before concert |
NO |
Action KKe/PG in due course
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13. |
Refreshments |
Refreshments team/Concert Mgr
|
1month before |
Work in progress |
Wine & soft drinks. Work in progress. Action AS & Refreshments
team. |
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14. |
Staging |
Concert Manager/Secretary |
3- 6 mths |
N/A |
No staging needed.
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15. |
Choir seating |
Membership sec/MD |
1 week before |
Work in progress |
Position of choir & seating to be checked during visit on 28/9/17. JA/KKr to visit
again to confirm positioning – Rachel has provided diagram of dias dimensions. |
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16. |
Soloists’ gifts |
Concert Manager |
1-2 weeks before |
YES |
No gifts |
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17. |
Vocal scores - return |
Librarian |
1 week after |
NO |
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18. |
Messages of thanks |
Chair/Secretary. |
After event |
NO |
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19. |
Post-event memo |
Secretary/others |
After event |
NO |
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20. |
Finances – post concert assessment |
Treasurer |
After event |
NO |
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7. Boxpark Promotional Event – 10/12/2017
Event planner updated following discussions in the meeting:
Boxpark promotional event – 10/12/17 (updated @ 13/10/17)
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Task No. |
Task name |
Responsibility & lead |
Timing (prior to event) |
Completed? (YES/NO) |
Updates with o/s items in red
|
|
1. |
Agree date, budget and content
|
Music Director/ committee (Lead: Chair/Secretary/ Treasurer) |
2 mths |
YES
|
Date: Sunday 10/12/17 Start time: 4pm Finish time: 5pm Duration: 1 hour
|
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2. |
Finance Accompanist fee |
Treasurer |
3 mths |
YES
|
Venue hire cost: N/A Accompanist fee: £50 |
|
3. |
Decide venue Decide: programme |
Committee (Lead:Chair/Sec) |
4 mths |
NO
|
Venue: Boxpark, East Croydon Programme: TBC (Christmas music) |
|
4. |
Book venue & liaison with Boxpark Events Manager
|
Sec./Treasurer |
4 mths |
Work in progress |
Action GJ/JA/JC |
|
5. |
|
Sec/MD |
2 mths |
YES
|
Siobhain O’Higgins booked – fee £50 agreed. |
|
6. |
Find out who will be taking part from Choir membership |
Membership Sec |
1 mth |
NO |
Action KKr |
|
7. |
Obtain vocal scores |
Librarian |
1 mth |
NO
|
JH needs to know exactly what we are performing |
|
8. |
Advertising:
|
Lead: Publicity Officer |
1 mth
|
Work in progress |
Action PG/KKe/ Boxpark |
|
9. |
Thank you to Boxpark |
Secretary |
Straight after Event |
NO |
|
8. Christmas Cheer concert – 18/12/2017
Event planner updated following discussions in the meeting:
Christmas Cheer Concert 18/12/17 (updated 13/10/17) |
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Task No. |
Task name |
Responsibility & lead |
Timing (prior to event) |
Completed? (YES/NO) |
Updates with outstanding items in red
|
|
1. |
Agree date, budget and content
|
Music Director/ committee (Lead: Chair/Secretary/ Treasurer) |
To be agreed prior to the beginning of previous season. |
NO |
Date: Mon 18/12/17 Time: 7.30pm Bob Chilcott - 12 Days of Xmas Geoffrey Lawrence – There is no Rose of such Vertu. + other music TBC
|
|
2. |
Finance Budget to include Workshop lead, venue, accompanist) |
Treasurer |
12/24 mths |
NO |
Total budget agreed: £? David’s fee: £1,087 Ian’s fee: £372 Soloist fee: £ Refreshments cost: £? Judith Mitchell’s fee: £30
|
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3. |
Venue
|
Secretary |
12/24 mths |
YES |
Venue: St Matthew’s Church. Date 18/12/17 confirmed. Church & hall booked 1pm to 10pm. |
|
4. |
Seating numbers (careful consideration after large numbers in 2016) |
Committee |
2 mths |
NO |
|
|
5. |
Other performers |
Music Director/Sec |
2/3mths |
NO |
Soloist soprano: Plan A is Erica Eloff – DG agreed to text her because she had not replied to JA’s
invitation Percussion player(s). Action DG
|
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6. |
Readings |
Committee |
1 mth |
NO |
Readings only to be done by choir members – no solos. Action JC |
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6. |
Programme production & printing |
Media lead
|
1 mth |
NO |
Action PG in due course |
|
7. |
Tickets pricing, production & printing |
Media lead
|
1 mth |
YES |
Agreed £15 (<16s £10) all inclusive.
|
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8. |
Concert refreshments |
Concert Manager + Refreshments team
|
1 month |
Work in progress |
Mulled wine & warmed mince pies. Action AS & team Judith Mitchell booked to help from 6.30pm.
|
|
9. |
Obtain vocal scores/music copies |
Librarian |
1 month |
Work in progress |
Geoffrey Lawrence has produced photocopies for the choir & suggests we ask for a 50p donation to go into go into choir funds (nothing for him). Ready for distribution by 31/10/17. Action JH |
|
10. |
Advertising:
- design - printing and distribution |
Lead: Publicity Officer |
1 month
|
NO |
Action PG for November |
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11. |
Collect and return vocal scores |
Librarian |
Straight after Concert |
NO |
|
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12. |
Thank you emails |
Secretary |
Straight after Concert |
NO |
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13. |
Financial analysis |
Treasurer |
In due course |
NO |
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9. Concerts (& Workshop)
thereafter
9.1 – Workshop (3/2/2017) – DG agreed to come as accompanist to Stephen Brown. Ian to be advised that we will not need him
as accompanist.
Action JC
10. A.O.B.
10.1 – Bank mandates – AP will present these
for signature by Officers of the Committee at the next
rehearsal.
Action AP
10.2 – 16/17 Accounts – AP advised the Committee that Geoffrey Lawrence (Bass section) had raised a query with him just before the AGM about how our investments (cost and market valuation) are
presented in the Reserve and Investments section of the accounts. After further consideration and discussion with Geoffrey, AP reported that the accounts were in order and no amendments were
necessary. However, he advised the Committee that he did want to review this aspect in more detail and would report back to the Committee by email. Action AP
10.3 – Counter Terrorism meeting for community groups – KKe reported that she had attended a recent meeting hosted by the Met Police in Croydon. She circulated information leaflets. The
Committee did not feel it was necessary to mention this to the rest of the Choir.
12. Date of next meeting
Date: Friday 1 December
Venue: GJ’s house (66 Addiscombe Court Rd. Croydon. CR0 6TQ).
Committee members to bring cakes and biscuits
Gaynor was thanked for her hospitality.
Croydon Philharmonic Choir
Minutes of Committee meeting, Saturday 29th July 2017 at
79a Bromley Road, Beckenham, BR3 5PA
Present:
Jill Aebi (Chair) (JA) Jane Castle (Secretary) (JC)
Jen Hassall (Librarian) (JH) Rosemary Stone (Ticket Secretary) (RS)
Peter Gillman (Media Lead) (PG) Katharina Kreissig (Membership Sec) (KKr)
Alan Partridge (Treasurer) (AP) Katrina Keel (Publicity Co-ordinator) (KKe)
Gaynor Jones (Elected member)(GJ)
Guest
Katherine Ahmad (minutes)
1. Apologies for absence:
Ann Smith (Concert Manager) (AS)
David Gibson (Music Director) (DG)
2. Minutes of meeting held 12th May 2017
Agreed as accurate.
3. Action log from previous
meeting
All actions were either on the agenda (below) or completed.
Actions outstanding from meeting on 12/05/2017
plus incomplete/carried forward actions from previous meetings
|
Action number |
Action |
Who to action |
Comments |
|
1. |
Insurance cover for Committee members who look after choir money or goods. |
Alan |
AP to double check our position on the insurance. AP advised (email 20/6/17) insurance cover now increased to holding monies of up to £2,500 for an extra premium of £28 p.a. Done. |
|
2. |
Workshop for 2017/18 season – carry forward to next agenda |
Jane |
Decision made to hold this in late Jan/early Feb 2018. Venue suggested – Shirley Methodist Church. Stephen Brown suggested as leader. Book. Action JC. Emailed Stephen 26/5 & chased 19/6 |
|
3. |
Letter to St Mildred’s + £50 goodwill cheque in response to complaint |
Jill/Alan |
Jill has written to St Mildred’s. Cheque for £50 to be sent by Alan. Action AP AP advised he sent cheque (email 30/5/17). Done |
|
4. |
Hooking up with a new charity (ask the choir via Suggestions book) |
Committee |
Choir has suggested:
Carry item forward to the July Committee meeting. Most likely to choose one of the Croydon Food Hubs. |
|
5. |
Fees level for concert instrumentalists (Jill to research & report back) |
Jill |
Jill has researched this and thinks a meeting should be called with David to discuss the level of fees we have been paying. This is to be discussed at the 16/5/2017 Planning meeting. Action JA. Discussed at Planning meeting & now resolved. No further action. |
|
6. |
Promotional video. Next steps? |
KKe |
KKe will write a proposal for submission at the July Committee meeting. Action KKe Waiting to hear from Katrina |
4. Matters arising
4.1 – Report on the Social & Bring & Buy sale (held on 20th June 2017) – it was reported that the
evening went very well and £128 was raised in the Bring and Buy sale.
4.2 – Planning meeting (held on 16th May 2017) – the notes of the meeting were included in this meetings paperwork (they had previously been sent to the Committee on 19th May 2017). It was noted that percussion players may be needed for the Chilcott piece – 12 Days of Christmas. DG to be asked. Action JA/JC
5. Treasurer’s report
5.1 The Draft report and accounts for the year ending 30/06/17 were presented to the committee by AP. The committee formally approved the accounts on July 29th 2017.
5.2 - AP proposed that £40,000 is moved from the CAF Gold account to
the M & G Equities Charity Fund (CPC has a large sum currently invested in this fund already). His rationale was the very good performance of this investment to date and a desire to increase the
return on the £40,000 capital from CAF Gold Account (currently attracting a very low rate of interest).
This proposal was agreed by the committee. AP agreed to check with the Choir’s constitution
and the Charity Commission, and will go ahead or report back to the Committee as appropriate.
Action: AP
5.3 - AP informed the Committee that the Bank mandate needs to be updated with the signatures of the current 4 officers (Chair, Secretary, Treasurer, Membership Secretary)
Action: AP/JA/JC/KKr
The Committee thanked AP for preparing the 2016/17 accounts and his report.
6. Other items arising
6.1 - Concert Etiquette: the issue of applause for the choir and
the choir soloists at the end of concerts was discussed (in particular, the last concert on 17th June 2017 where it was felt that the choir did not have the chance to be applauded). JA
agreed to discuss this separately with
DG.
Action:
JA
6.2 - Fees for DG and Ian le Grice for the 2017/18 season. It
was agreed that these should be increased by
2.5%.
Action: AP
7. AGM (3rd October 2017)
7.1 - Committee posts. All post holders present at the meeting (this did not include AS) were happy to stand again in the forthcoming year. Jen Hassall (JH) and Alan Partridge (AP) stated that they would only stand for one more year. Hence shadows are being sought for their 2 posts for this coming season (2017/18) with a view to taking over in 2018/19.
Action: All
7.2 – Chair’s Report was in production at the time of the meeting. Action: JA
8. Strategy meeting
8.1 - SWOT Analysis:
8.2 – Vision for Choir
8.3 – Objectives
8.4 – Actions
JA had organised the content of the SWOT
(Strengths/Weaknesses/Opportunities/Threats) analysis and the Committee worked on this for an hour during the meeting. It was agreed that this was an interesting and productive exercise making
members of the Committee think more strategically, hopefully for the future benefit of the choir.
JA agreed to collate and write up the
results.
Action: JA
9. Further business
9.1 - Revision of Membership fees proposal
This was discussed at length. It was agreed by the Committee that 4 proposals should be put before the AGM to try to address the shortage of members generally and tenors and young people in
particular:
Proposals on Membership Fees
Discussed at CPC Committee Meeting - 29 July 2017
The Committee agreed that the following proposals should be put to the choir membership at the forthcoming AGM:
Proposals:
-
Free membership for all full-time students (with student ID)
-
The first term of membership should be free to all new members
-
Free membership for the first year for all new tenors
-
Free membership for all under-25s, and a 50% reduction in fees for those aged 25-30. (subject to some form of proof of age).
The proposals are to be subject to review in one year’s time.
Reduction in fees for the whole membership
The idea of a £5.00 reduction in fees to all choir members in 2017/18 was discussed and rejected by the Committee. Fees are to remain at the 2016/17 rate (£175). There will be no increase in
2017/18.
Financial hardship
In addition, the Committee agreed that the 6 Section Reps will be re-introduced to the choir and asked to take a more proactive role in terms of being aware/available to talk with any member who may be suffering financial hardship. In this case there may be some possible reduction in fees or alternative method of payment, subject to the discretion of the Membership Secretary.
K. Ahmad/J Castle/J Aebi.
It was agreed that these would be written into a full AGM paper that would explain the rationale to the Choir so an informed decision by the Membership could be made. Action KKr
9.2 - Boxpark.
GJ had approached Boxpark in Croydon discuss CPC holding a promotional event at the venue. A follow up visit to the venue (26th May 2017) was arranged by GJ and also attended by JA and KKe. This was their report:
Report on Boxpark
Present: David Byrne ( Events Manager at Boxpark), Gaynor Jones, Jill Aebi, Katrina Keel.
Situated just east of East Croydon station, Boxpark uses shipping containers to form a mall for 35 independent global food and drinks businesses over two floors. It also hosts events, and unlike the original Shoreditch site, the Croydon Boxpark does not include retail fashion shops but is entirely dedicated to street food and entertainment. There is a lot of excitement surrounding it as a new venture that will help improve Croydon’s image. You can find more information on-line just by using Google.
This report is the product of a meeting between three representatives from Croydon Philharmonic Choir and David Byrne on Friday 26th May at one of the many tables within the central Boxpark area. Our aim was to find out how The CPC could use the facilities on offer for our own publicity and promotion. Notes taken from that meeting have been used to make the report and the initial contact was Gaynor, who arranged the meeting.
General: Boxpark capacity - up to 2000
Staging
Wide screens around the area.
Tables – to accommodate up to 1200.
95% of events held there are free to attend. (The LMP is an example of an organisation with a ticketed listed event.)
There is no hire charge and no ticket cut taken.
Bookings are generally taken about 2 months in advance.
Facilities: An in house media team as well as a videographer should filming be requested.
Sound system free to use.
A microphone could be provided.
No instruments (meaning we would have to bring our own keyboard.)
There were a number of staff visible around the building, presumably in the role of security and general public service.
Seating and tables for up to 1200.
A wide variety of cafes, restaurants and bars offering food from all over the world.
Some workshops are held in the main area eg. a community craft group meets regularly.
A Christmas Market is held.
Recommendation: All three of us gained a feel for the atmosphere of Boxpark and agreed that the choir should grasp the opportunity to show off our skills and underline our presence in the community by some form of performance there. It was felt that a Sunday afternoon would be the best time to choose for our choir, and a pre-Christmas date of 10th December was suggested as this would also ensure publicity for our Christmas concert on 18th December at St. Matthew’s. We would not expect as many as 1200 to attend so no restrictions on entry to our event would apply.
Our initial idea is to invite David Gibson, Ian LeGrice or Siobhain O’Higgins, and possibly Steven Brown, together with any choir members who show an interest, timed for the beginning of our Season in September. We would hope to attract enough members from each choir section to make a good sound and would take advantage of the in-house media team to create digital advertising for use on their website and on the large screens around the venue. We need to source a good keyboard to take along, possibly from Mark Fresko. Opportunities for more discussion will arise at the committee meeting planned for Sunday 29th July, when we can finalise things like choice of music, informing the choir and make a firm application to David Byrne at Boxpark. For those hoping to form their own impressions before then, and judge the acoustics, we urge you to look on Google and attend on Sunday 25th June, when Trinity Boys Choir will be singing.
Katrina Keel
Today the committee agreed that a good date for a promotional performance by CPC would be Sunday 10th December
(1-2pm). GJ agreed to contact the David Byrne (Events Manager at Boxpark) to try and confirm the booking.
Action: GJ
JC to put the event on the concert schedule and give out a notice to the choir at an early rehearsal in September. Action: JC
JA to ask David about conducting this event (& Marc Fresko if not available) and whether Ian le Grice could be available to accompany the choir on a keyboard.
Action: JA/JC
9.3 - Whitgift Centre Carol Singing.
An invitation had been received by members of the Committee. It was
agreed that JC should decline this invitation to the CPC to sing due to our commitments for our Christmas concert and the Boxpark
event.
Action: JC
9.4. - Workshop. 3rd February 2018. Shirley Methodist Church.
Stephen Brown had agreed to lead the workshop. The committee agreed the content of the workshop should focus on performance. This would be in the context of choral music from different eras. JC to liaise with Stephen Brown.
Action: JC
9.5. – Charity to connect with: The Committee agreed on West
Croydon Food Hub. GJ to liaise with
them.
Action: GJ
9.6. - Promotional video: KKe presented her proposal. She stressed that the main requirement is to firm up dates for filming sessions. These are particularly affected by the timing of voice consultations in the vestry. A subcommittee was formed to work on this task specifically, consisting of JA, JC, PG and KKe.
Action: KKe/JA/JC/PG
9.7. - Other ideas:
- Festival of Peace: GJ spoke about this event planned for 16-23 June 2018, organised by the London Mozart Players, who are now based at St John’s Upper Norwood. A new work, ‘The Anthem of Peace’ is being written, and CPC may be invited to join the singing.
- JC and DG have discussed collaborating with the LMP in November 2018
for our concert. GJ suggested we approach Judith Dunworth (soprano).
Action GJ/JC/DG
- Gaynor Jones put forward the idea of having a pub quiz/fish and chip supper as part of the Summer Social in 2018. Many committee members were keen. To be noted. Action JC
10. November concert
The concert was not discussed due to lack of time. It was agreed that actions for this concert were ongoing and that this
would be an agenda item at the next meeting. Action All
11. A.O.B.
All A.O.B. was covered in item 9 above.
12. Date of next meeting
Date: To be confirmed.
Venue: GJ’s house (66 Addiscombe Court Rd. Croydon. CR0 6TQ).
Committee members offered to bring cakes and biscuits (RS and JH)
Jill was thanked for her hospitality.
Croydon Philharmonic Choir
Minutes of Committee meeting, Friday 12th May 2017
at 66, Addiscombe Court Rd. Croydon. CR0 6TQ
Present:
Jill Aebi (Chair) (JA) Jane Castle (Secretary) (JC)
Ann Smith (Concert Manager) (AS) Jen Hassall (Librarian) (JH)
Katharina Kreissig (Membership Sec) (KKr) Alan Partridge (Treasurer) (AP)
Gaynor Jones (elected member) (GJ) Katrina Keel (Publicity Co-ordinator) (KKe)
Lindsey De Valmency-King (elected member)(via Skype)(LVK) .
David Gibson (Music Director) (DG) by telephone
Guest
Katherine Ahmad (minutes)
1. Apologies for absence:
Rosemary Stone (Ticket Secretary) (RS)
Peter Gillman (Media Lead) (PG)
2. Minutes of meeting held 10 March
2017
Agreed as accurate.
3. Action log from previous
meeting
Refer to Action Log below which was updated during the meeting:
Actions outstanding from meeting on 12/05/2017
plus incomplete/carried forward actions from previous meetings
(completed actions removed)
|
Action number |
Action |
Who to action |
Comments |
|
1. |
Insurance cover for Committee members who look after choir money or goods. |
Alan |
AP to double check our position on the insurance. |
|
2. |
Workshop for 2017/18 season – carry forward to next agenda |
Jane |
Decision made to hold this in late Jan/early Feb 2018. Venue suggested – Shirley Methodist Church. Stephen Brown suggested as leader. Book. Action JC. |
|
3. |
Letter to St Mildred’s + £50 goodwill cheque in response to complaint |
Jill/Alan |
Jill has written to St Mildred’s. Cheque for £50 to be sent by Alan. Action AP |
|
4. |
Hooking up with a new charity (ask the choir via Suggestions book) |
Committee |
Choir has suggested:
Carry item forward to the July Committee meeting. Most likely to choose one of the Croydon Food Hubs. |
|
5. |
Fees level for concert instrumentalists (Jill to research & report back) |
Jill |
Jill has researched this and thinks a meeting should be called with David to discuss the level of fees we have been paying. This is to be discussed at the 16/5/2017 Planning meeting. Action JA. |
|
6. |
Promotional video. Next steps? |
KKe |
KKe will write a proposal for submission at the July Committee meeting. Action KKe
|
4. Matters arising
4.1Recruitment proposal by LVK. See below:
Proposal:
A trial of:
- Free membership for full-time students
- Half-price membership for under 30s (£87.50pa)
(+hire/purchase of scores)
Aims:
- To encourage young voices into the choir who may currently be excluded due to finances
And, therefore:
- To increase choir revenue by increasing the number of members
- To increase choir revenue by boosting our potential audience (ticket sales)
Rationale:
- The addition of more young voices will improve the quality/colour of the sound we make
- Every extra person that joins means more friends and family at concerts = increased ticket sales
- Young people are more active on social media and so will be good for promoting concerts via this platform
- New young people are likely to sign up to the choir with friends
- The lower rate may encourage longevity of membership for younger members (i.e. rather than drawing them in with a discount in year 1 and losing them in year 2 because they can’t afford to pay full price)
- Young persons’ rates/memberships are common in many other organisations (National Trust/Royal Opera House/Barbican/National Theatre etc.)
- If it attracts people into the choir who otherwise would not have joined, there is nothing to lose by giving it a try
Worth noting:
- Croydon Bach Choir is currently free for full-time students
- Their annual fees are significantly lower than ours (£135 to our £175)
The proposal was discussed by the committee. This comprised of two parts. Firstly, it was agreed that there would be free membership for full-time students (with proof of study).
The second part of the proposal (half price membership for under 30s) was contentious, and will be revisited at a short meeting during the next Tuesday rehearsal 23rd May. KKr also to ask PG his opinion when he returns. Action JA/JC/AS/KKr/DG
5. Treasurer’s report
AP shared the concert results with the committee members. See below:
JC to ensure that there is a generous slot for the treasurer to speak at our next meeting.
Action: JC
6. June concert 17/06/17 G&S
See event planner below:
Summer Concert Sat 17/6/2017 – (updated 25/5/17)Title: An Evening with Gilbert & Sullivan (Music from Trial by Jury & HMS Pinafore) |
|||||||
|
Task No. |
Task name |
Responsibility & lead |
Timing (prior to event) |
Completed? (YES/NO) |
Update (o/s items in red)
|
|
|
|
1. |
Agree date, budget and content
|
Music Director/ committee (Lead: Chair/Secretary/ Treasurer) |
To be agreed prior to the beginning of previous season. |
Work in progress (cuts o/s) |
Date: 17/6/2017 Time: 7.30pm Pre-concert reh: 2.30 – 5.30pm HMS Pinafore & Trial by Jury (Cuts to dialogue only – all music is in. DG to work on the cuts once he’s found the libretto!)
|
|
|
|
2. |
Finance
|
Treasurer |
12/24 mths |
YES |
Venue: £315 Soloists X 5 fees: £1,500 DG fee: £1,060 Pianist’s fee: £360 Refreshments cost: £150 Publicity cost: £500 Gifts cost: £50 (7 X £7) |
|
|
|
3. |
Tickets & seating
|
Committee |
2 mths |
YES |
Price: £12 (£6 <16s) Now printed & being sold. Action RS
Reserve via 07903 011477 (message needs to be changed on the mobile). Now changed.
Chairs number to be considered (200 in the church only) may need to use others? Phil Blewett to set up team. AS to ask him. Work in progress.
|
|
|
|
4. |
Venue
|
Committee (Lead:MD/Chair/Sec) |
12/24 mths |
YES |
St Matthews (Note hall not available until after 5pm due another event. Church booked from 1pm right through). |
|
|
|
5. |
Book venue
|
Sec./Treasurer |
- 12/24 mths - 6 mths - 3 mths |
YES |
Booked. Venue cost (£250) included in invoice for rehearsals to AP. |
|
|
|
6. |
Soloists |
MD/Sec |
3 mths |
Work in progress |
Soprano: Ellie Jane Moran Mezzo: Louise Crane Tenor: Stephen Brown Comic Baritone: Simon Butteriss Bass baritone: Ian Belsey
Still need clarity on all soloist roles. Especially for the choir members who need to be told urgently: Action DG.
Changing arrangements: Siobhain +Louise Crane + soprano, in the clergy vestry: Action JC to check Vestry availability. Advised by Terry that Choir Vestry only is available. However we will use the other Vestry! |
|
|
|
7. |
Instrumentalists |
MD |
3 mths |
YES |
Pianist only needed. Ian is unavailable. Siobhain O’Higgins now booked.
|
|
|
|
8. |
Obtain vocal scores/music copies |
Librarian |
3 mths |
YES |
Action JH. Done. |
|
|
|
9 |
Publicity/Advertising: |
|
|
|
|
|
|
|
Publicity lead |
|
Work in progress |
Work in progress. Action KKe |
|
||
|
Media Lead |
|
YES |
Action KKe. Done & will be released from 16/5/17 |
|
||
|
Publicity lead |
3 mths |
YES |
Done. To be distributed to choir from 16/5 Send to local magazines. Action KKe |
|
||
|
Media Lead |
3 mths |
YES |
Done |
|
||
|
|
|
Lyndsey De Valmency |
3 mths |
YES |
Done |
|
|
|
10. |
Programme |
Publicity lead/Media Lead/Sec |
1 mth |
Work in progress |
Price £2. 12 pages black & white inside with colour cover & back.
Work in progress. Action PG/KKe
Need to recruit programme sellers or the concert. Action RS
|
|
|
|
11. |
Refreshments |
Refreshments team/Concert Mgr
|
1month before |
Work in progress |
Drinks only (wine and soft drinks). Action AS & refreshments team.
Donations by audience for the wine & 50p for soft drinks |
|
|
|
12. |
Choir seating |
Membership sec/MD |
1 week before |
NO |
Action DG/KKr |
|
|
|
13. |
Choir dress code |
Committee |
1month before |
YES |
Ladies: Long black skirt or trousers. Plain top, either blue or white, any length sleeve (but NOT sleeveless) A contrasting blue or white accessory if desired, (e.g. neck scarf/sash) Black socks/tights with black shoes (which can include black sandals) Gentlemen: Black trousers. Open- necked blue or white shirt with a contrasting blue or white neckerchief or blue or white bow tie if desired. Black socks and shoes (which can include black sandals) |
|
|
|
14. |
Gifts |
Concert Manager/Committee |
1-2 weeks before |
Work in progress |
7 Gifts (5 soloists, DG & Siobhain) - £7 each (wine).
GJ to organise people to present the gifts. Action GJ
JH to buy the gifts. Action JH
|
|
|
|
|
|||||||
|
15. |
Vocal scores - return |
Librarian |
1 week after |
NO |
After concert. Action JH |
|
|
|
16. |
Messages of thanks |
Chair/Secretary. |
After event |
NO |
After concert. Action JC |
|
|
|
17. |
Post-event memo |
Secretary/others |
After event |
NO |
After concert. Action AS |
|
|
|
18. |
Finances – post concert assessment |
Treasurer |
After event |
NO |
After concert. Action AP |
|
|
7.Choir Social 20/06/17
It was agreed that this would include a Bring and Buy sale. Choir members also would be asked to bring a dish of food and/or some drinks. There might be a singalong also.
KKr was asked to prepare sheets for people to sign, indicating what
they are bringing, and put these out on tables at rehearsals at the beginning of
June. Action: KKr
JC to give out a notice to this effect at the beginning of June and to invite David, Ian and Siobhain O’Higgins (pianist for the G & S concert) as guests. Action: JC
8. Workshop 2017/18
(See Actions Log (point 2) above).
9. Concerts thereafter
(to be discussed at the future officer’s Planning
Meeting)
Thanks were given to AS for going to the Guildford Cathedral concerteers’ meeting at which there seemed some reassurance that we will be able to hold our joint concert there in April 2019.
10. AOB.
None.
11. Next Meeting
The next meeting will be held on Saturday 29th July at Jill’s house at 3pm.
Gaynor was again thanked for her hospitality!
ox >>
Croydon Philharmonic Choir
Minutes of Committee meeting, Friday 10 March 2017
at 66, Addiscombe Court Rd. Croydon. CR0 6TQ
Present:
Jill Aebi (Chair) (JA) Jane Castle (Secretary) (JC)
Ann Smith (Concert Manager) (AS) Jen Hassall (Librarian) (JH)
Rosemary Stone (Ticket Secretary) (RS) Katharina Kreissig (Membership Sec) (KKr)
Alan Partridge (Treasurer) (AP) Gaynor Jones (elected member)(GJ)
Katrina Keel (co-opted for publicity) (KKe) Lindsey De Valmency-King (elected member)(via Skype)(LVK)
Peter Gillman (Media Lead) (PG) .
David Gibson (Music Director) (DG) by telephone
Guest
Katherine Ahmad (minutes)
1. Apologies for absence:
None.
2. Minutes of meeting held 25 November
2016
Agreed as accurate.
3. Action log from previous
meeting
Refer to Action Log here:
Actions from meeting on 10/03/2017
|
Action number |
Action |
Who to action |
Comments |
|
1 |
First aider for concerts |
Alan |
AP to look at position on our insurance in respect of first aid |
|
2. |
First aider for concerts |
?? |
First Aider to be found from choir members for concerts held at St Matthews |
|
3. |
Insurance cover for Committee members who look after choir money or goods. |
Alan |
AP to look at position on our insurance. |
|
4. |
Workshop for 2017/18 season – carry forward to next agenda |
Jane |
To be carried forward to the next meeting agenda (May 2017) |
|
5. |
Section reps – needed to find a rep for 1st sops as Becky Jamieson -Craig is not able to commit |
Ann |
Done. Judith Dunworth is now the rep. |
|
6. |
Choir database – Treasurer’s & Membership Secretary’s databases to brought together as one |
Alan/Clare/Katharina |
To be carried forward to the next meeting agenda (May 2017) |
|
7. |
Letter to St Mildred’s + £50 goodwill cheque in response to complaint |
Jill/Alan |
Jill has written to St Mildred’s. Cheque for £50 to be sent by Alan |
|
8. |
Ask DG about clarity of instructions on sitting/standing/intro of soloists etc (refer to minutes) |
Jill/Jane |
Katharina to write down sits and stands as directed by David in rehearsals and then email them to the choir. |
|
9. |
Hooking up with a new charity (ask the choir via Suggestions book) |
Jane |
Choir has suggested:
Carry item forward to next meeting (May 2017) |
|
10. |
Recruitment & Fundraising – KKr to handover to GJ & LVK |
Katharina/Lyndsey/Gaynor |
Done |
|
11. |
Rework section reps duty document |
Katharina |
To be carried forward to the next meeting agenda (May 2017) |
|
12. |
New members standards issue. Work up a proposal for “apprenticeship” model & seek approval from David |
Katharina |
David and the Committee agreed to the proposal. Katharina to tidy up document and produce a final version. |
|
13. |
Fees level for concert instrumentalists (Jill to research & report back) |
Jill |
Jill has researched this and thinks a meeting should be called with David to discuss the high level of fees we are paying. |
|
14. |
Membership form to be updated with a Q about height |
Katharina |
Done. Waiting for David’s feedback |
|
15. |
Microsoft Office 365 – Alan advised may be free for charities. |
Alan/Jane |
No further action. |
4. Matters arising
None.
5. Joint concert with BCS – 8/4/2017
5.1 Debrief following visit to The Anvil on 2/3/2017 was included with this meeting’s papers:
Debrief following visit to The Anvil on 2/3/2017
Present:
Ann Dickson (Anvil)
Anne Hurst (BCS)
Tony de Jong (BCS)
Ann Smith (CPC)
Jane Castle (CPC)
I have incorporated the content of Ann Dickson’s email with further details we need to consider. We need to report back to Ann D by mid-March with the outstanding information as she is going on holiday:
1) Dressing room allocation:
DR1 – David & orchestra leader
DR2 – male soloists (3)
DR3 – female soloists (2)
DR4,5,6 and 7 – female choir (130 – made up of 60 CPC and 70 BCS)
Green Room – xxx orchestra*
DR9 and 11 – xxx orchestra*
Linden Room – male choir (55 – made up of 20 CPC and 35 BCS)#
Visiting Manager’s office available for us to use for storing the gifts etc etc.
We need to find out urgently the orchestra’s male and female numbers (29 players in total) so Ann D can confirm dressing rooms. Action Jane
# as discussed not all will be able to use the Linden Room at the same time, so some will have to wait outside in the Circle Foyer.
We need to include this in the concert brief. Action Ann S
Ann D has checked about masking the opaque glass wall – she suggests we bring paper and bluetac to cover as
needed.
Need to consider this & report back to Ann D. Action Ann S and Jane
Ann D asks: One additional question has come up from staff about the use of the Linden Room – can you confirm when the male choir will need to gain access to this room? Are they going to arrive and go straight to the auditorium, and then not need access to the room until after the rehearsal? If so this is ideal and our preference. However if they need access to the room before or during the rehearsal we need to know now as we will need to book a front of house duty manager to be in the building daytime. Please can you advise me so that we can arrange staff accordingly?
Need to consider this & report back to Ann D. Action Ann S and Jane
NB no instruments are allowed in the upstairs dressing rooms
2) Signing in & out sheets (for choir, soloists & orchestra
members)
Signing in an out when we come in & leave the venue is a requirement as advised by Ann D. Tables with the sign in sheets to be positioned in the corridor as
people enter the stage entrance. Action Ann S, Katharina & Tony DJ
2)Timetable for the day confirmed by Ann D:
10.30 am: organisers access time
11.30 am: health & safety briefing
12.00 pm: harpsichord and chamber organ arrive
1.15-1.30 pm: performers arrive
2.00 pm – 5.00 pm: rehearsal (break from 3.30 pm to 3.45 pm)
7.30 pm – 10.00 pm: performance (interval from 8.30 pm to 8.50 pm)
3) Positioning of performers and orchestra:
Orchestra on front of stage. Some of the choir to be on chairs on orchestral risers on the stage and remainder of choir to be in choir seats.
We need to risk assess who will occupy the seats on the stage risers and upstairs taking into account the steepness of the steps & risers etc
Action Katharina (to advise Tony of CPC’s special needs people’s names so seats can be reserved)& Tony DJ
IMPORTANT – the absolute maximum number permitted on stage is 100. Therefore, if the orchestra is 29 persons, and there is also a conductor and 4 soloists on stage, then the maximum choir size on stage is 66. Numbers are currently (Action Katharina & Tony DJ
Harpsichord and chamber organ on stage. No piano, harps or double basses involved in concert.
Need to double check whether or not there is to be a double bass. Action Jane.
Parking – 7 car spaces available at stage door. Names and car reg numbers to be supplied in advance. Coaches to drop off and park elsewhere. Everyone else to use pay/display parking.
We agreed car park spaces are needed for: David, Tony DJ, programme bringer + ?
Need to check whether any of the orchestra will need these spaces (big instruments etc). Also, who is bringing the programmes. Car reg numbers to be
provided. Action Jane
Produce stage plan in consultation with David & report back to Ann D. Action Tony D J & Ann S
Line up plan. Already done by Tony DJ
4)School choir:
Ann D confirmed that it is definitely not possible for us to bring the junior choir as doing so
will reduce the full visiting company to only 195 due to venue licence requirements.
Need to advise David urgently. Action Jane (texted him on 2/3/17)
5) Health & Safety:
Need a named representative which is Jane. Jane will attend an H & S briefing at the venue late morning on the day. Action Jane.
7) Bar:
Bar – to be kept open post-performance
8) Tickets:
Did not get to asking who the contact is or arrangements for complementary tickets. We do know that 78 have been sold so far.
We also know that 20 complementary tickets will be available. Ann and Jane thought it was best that these tickets are left at the Box Office for the relevant people to collect on the
night.
Soloists to be offered complementary tickets. Action Ann S (in her venue briefing) and Lady Portsmouth and party. Action Anne H (to confirm number in her group so tickets can be reserved)
Ticket sales to be monitored. Action
RS
9) VIP:
BSC’s patron, Lady Portsmouth (who always attends concerts) is coming and will be looked after by Anne H’s husband, Guy. Action Anne H & Guy
10) Car parking
Is available in The Anvil care park and Festival Place. Full details to be provided in concert
briefing. Anne H to send Ann S her car parking map. Action Anne H & Ann S
11) Soloists’ comfort:
Tony DJ advised BCS normally provide a bottle of water and a hand towel for each. A concert programme should also be provided.
Action Ann S & Jane.
Refreshments for soloists of tea, coffee, milk biscuits to be bought by CPC and left in the area by the urn (need to check the urn is working near to the day). Action Ann S and
Jane.
12) Door name notices for backstage:
Tony DJ has a supply already at the venue which will be used. Action Tony DJ
Names of the soloists to be advised to Tony DJ. Action Jane.
13) People to act as “stewards & show people the way to their dressing rooms etc:
Recruitment to be done. Action Ann S & Tony DJ
14) Publicity
Tony & Anne H advised that the mailshot has been done and ask if any large posters are to be
produced and if flyers have been sent to the Anvil. Action Peter & Katrina
15) Orchestral scores
BCS have a choir member who deals with getting these but COC normally leaves to David. However, there were issues at the November CPC concert in getting these on time. Old COC event planner suggest that this is also the Secretary’s job so Jane to talk to David & Chad about this. Action Jane.
5.2 Running order for the concert day was included with this meeting’s papers:
Running order for the day + Information
|
Time |
Activity |
Person(s) involved |
Comments (Jane) |
|
10am |
Buy tea/coffee/milk/biscuits/sugar locally |
AS |
|
|
10:30am |
Organisers have access to Anvil Tasks:
|
A.S. J.C. Tony de Jong plus other helpers from BCS Can we break these tasks up and allocate? Eg KK to label section seating – we must not take her job from her!
|
Yes. Katharina will be fully involved and working with Tony DJ on the day. Have now sent the visit debrief to her. |
|
11:30am |
Health and Safety briefing Where? |
JC |
Don’t know as yet but will find out when I get there. No worries. |
|
Time? |
Coach leaves Fairfield |
Who will be there to check people on? |
Gaynor or Jan Turner 11.30am from Fairfield |
|
11:45am |
Coach leaves Lion Green Road, Coulsdon |
LdeV GJ |
|
|
12pm |
Harpsichord and Chamber Organ arrive at the Anvil. |
JC to meet & greet etc |
I will greet Harold Lester etc |
|
1:15pm |
CPC performers begin to arrive |
|
|
|
Time? |
Stewards to show performers to their dressing rooms |
AS TdeJ |
From 1.15 when the choir arrives. |
|
1:45pm |
All performers to be seated on stage or in the choir stalls in their correct section in line with the seating plan, |
KK JM |
|
|
1:45pm |
Arrange gift presenters from A2 |
AS AH |
|
|
2:00pm |
Rehearsal commences |
|
|
|
3:30pm |
Rehearsal break Security and any other notices Leading on and off |
JC TdeJong or KK?? I would prefer KK – her job again though with two doors maybe they are both needed |
I don’t see this as my task. It would be Tony & Katharina |
|
3:45pm |
Rehearsal resumes |
|
|
|
5:00pm |
Rehearsal ends |
|
|
|
7:00pm |
All performers to be in building |
|
|
|
7:10pm |
Line up ready |
|
|
|
7:20pm |
Entry to choir seats or stage seats |
KK |
Tony as well Katharina |
|
7:30pm |
Concert begins |
|
|
|
8:30pm |
Interval |
|
|
|
8:40pm |
Lead in again to concert hall |
|
|
|
8:50pm |
Concert resumes |
|
|
|
10:00pm |
Concert ends |
|
|
|
10:15pm |
CPC to board coaches |
Is anyone checking them on? |
Gaynor, Jan, Ann, me - TBC |
|
10:30pm |
Coaches leave |
|
|
I am a bit concerned about the breaks – certainly no time for a drink but what about the toilet!! Only 10 minutes really each time
Other important information
Dressing room allocation:
DR1 – David
DR2 – male soloists (3)
DR3 – female soloists (2)
DR4,5,6 and 7 – female choir (130 – made up of 60 CPC and 70 BCS)
Green Room – xxx orchestra*
DR9 and 11 – xxx orchestra*
Linden Room – male choir (55 – made up of 20 CPC and 35 BCS)#
Visiting Manager’s office available for us to use for storing the gifts etc etc.
Positioning of performers and orchestra:
Orchestra on front of stage. Some of the choir to be on chairs on orchestral risers on the stage and remainder of choir to be in choir seats.
Bar:
Bar – to be kept open post-performance
Mobile Numbers
Jill 07939 270 079
Jane 07815 553 046
Ann S 07721 852 468
Alan 07973 614 992
Katharina 07943 523 896
Katrina 07751 679 551
Peter 07813 443 395
Jen
Rosemary 07943 415 026
Lyndsey 07553 944 946
Gaynor 07855 844 104
Ann H Will get numbers
Tony DJ Will get numbers
5.3 Concert information given by DG during the
meeting:
- DG to draw up stage plan for the orchestras and send to JA. Action DG
- DG informed the meeting that the male orchestral members will wear black shirts and trousers. The women members will wear all black.
- DG outlined that the Ripieno choir will number maximum 20 choir members and will be made up of a mixture of BCS and CPC sopranos and altos. DG will nominate these next Tuesday in Croydon. Action DG
- DG agreed to introduce the soloists at the concert Action DG
- DG agreed to work through the sits and stands so KKr could send to the choir
members.
Action DG/KKr
5.4 Programme price:
PG tabled this costing report at the meeting:
The Committee decided on a selling price of £3 for an A5 sized programme of 24 pages.
Action PG
5.5 Concert event planner:
This was updated and further actions identified during the meeting (in red). This would be put on the shared folders on Dropbox and sent to the Committee by email after the meeting.
Action JC
6. Procedure for new
members
A proposed procedure for new members was included with this meeting’s papers:
- DG and the Committee agreed with the details of this proposed
procedure for new members and the decision was taken to trial it.
Action DG/KKr
- DG agreed to implement new voice consultation recording form, designed by KKr.
Action DG/KKr
- DG suggested the idea of a chaperone for each potential new
member during their voice consultation and this was agreed by the rest of the committee. Action KKr
- All agreed to the preparation of a new welcome letter for new choir members Action KKr
7. Concerts thereafter
7.1. The Committee agreed that a planning meeting should be
scheduled. Action JC/JA
7.2 JC advised the Committee and DG that the LMP cannot accompany CPC on 4th Nov 2017 at the concert at St John’s Upper Norwood. It was agreed that members of the New London Sinfonia would provide the accompaniment. Action DG
8. A.O.B.
8.1. Notice of Treasurer resignation: AP announced that he intends to resign as Treasurer in 18 months’ time ie at the AGM in 2018. He wanted to highlight that the key jobs for the treasurer are a) Bank Reconciliation (a copy of this will be sent to the committee) and b) the Annual Return. The Committee agreed that it would be necessary to consider very soon who could take on this crucial role from 2018. Action AP/JA/JC
8.2. Possible change of bank account: The officers of the committee agreed to meet with AP to discuss a possible change of bank from CafBank to Barclay as this may be advantageous to the choir. Date tbc.
Action Officers/AP
8.3 Promotional video: KKe advised the Committee that her daughter, Anna Keel is a producer who would be willing to produce a video for the choir. It was hoped that this could be an innovative idea
for recruitment. It would involve 3 days of filming at reasonable cost. KKe agreed to send more details to the Committee but, it was agreed in principle to go ahead with this
project.
Action KKe
9. Next meeting
The next meeting will be held at 7.15pm on Friday 12 May 2017
at Gaynor’s house.
Gaynor was thanked for her hospitality.
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