Held at 2010 hours at Queen Mary’s College Main Hall, Basingstoke.
1 Welcome and Apologies
David Woods the chair welcomed everyone to the Annual General Meeting which covered the years 2019-2021 as no AGM was held during the Pandemic.
2 Minutes of the last meeting were agreed as accurate and approved
Proposed Glen Walton Seconded Margaret Flitcroft
3 Matters arising
DW Confirmed that Nicki Lee has resigned as a Trustee when her children left the Orchestra.
Paul Timms question about Audio Download of Anvil Concert feasability … will be dealt with at run up to next Anvil Concert
4 Report of the chair …. Had been available for preread on line and was accepted without reading.
Existing Trustees were identified to the meeting and Emma Sylvester-Bradley volunteered to become the Trustee Secretary of the charity.
5 Report of The Treasurer
These had been posted on line and there were no questions.
DW outlined the main Income and Expenditure figures for the 2 financial years covered and explained that although income was down we have a reserve sufficient for a standard year operating costs and monies set aside red circled for members who need financial assistance to attend courses and tours and money set aside for events to further individuals musical ability. No questions were raised.
Accounts approved. Proposed byGlen Walton and seconded by Susannah Stanley.
Directors / Conductors Reports
had been pre posted online there were no questions.
Elections of Trustees and Officers of the Charity.
Chair: David Woods
Secretary: Emma Sylvester Bradley
Treasurer: Margaret Flitcroft
Trustees: Karen Bentall, Susannah Stanley, John Fuller and Glen Walton.
All were elected unopposed as Trustees and into the officer positions stated
Proposal Glen Walton
Seconded Margaret Flitcroft
Policies and procedures
reviewed by DW nothing raised as needing changing.
Proposed Glen Walton seconded by Margaret Flitcroft
Review of Subscriptions for year 2022-2023 no change remaining at £22 per year.
Proposed Glen Walton seconded by Margaret Flitcroft
Uniform Hire charge review
To remain at £15one off fee to join the scheme.
Proposed Glen Walton seconded by Margaret Flitcroft
Any Other Business.
1. Bank Signatories and Bank accounts approvals
Banking: In accordance with 19G of the constitution regarding bank accounts.
We formally agree that current Bank account signatories for our three HSBC accounts (and any future accounts that we open with any bank or building society) are:
David Woods, Karen Bentall, Margaret Flitcroft and Susannah Stanley, and that any two of our signatories can sign to authorise cheques payments.
Margaret Flitcroft is nominated as Primary User for HSBC Internet and Telephone Banking. It is acknowledged and agreed that the Primary User will have full access and authority over the HSBC account, authority to appoint additional users and no restrictions on what they can do using HSBC UK Business Telephone and Internet Banking, as appropriate. The meeting was reminded full details of what the primary user can do are set out in the HSBC UK Business banking Terms and Conditions and the Business Banking additional conditions.
Proposed Glen Walton and Seconded Margaret Flitcroft: Resolution approved unopposed.
2. That if necessary AGM meetings can be held online in the future.
Proposed Glen Walton and Seconded Margaret Flitcroft: Resolution approved unopposed.
Date of Next Meeting Provisionally set as 18th January 2022 at 2000 location TBA.
APPENDIX
Pre read notes:
1. Welcome and Apologies
2. Minutes of the last AGM for approval linked here
3. Matters Arising
DW Confirmed that Nicki Lee has resigned when her children left Orchestra.
Paul Timms question about Audio Download of Anvil Concert feasability … will be dealt with at run up to next Anvil Concert
4.Chairman’s Report
Due to the Pandemic an Annual General Meeting was not held in 2020.
It has been a difficult time in the last two years, and many will have dealt with illness and worry, and sometimes the sad passing of loved ones. Wendy Harding who was our Trustee Secretary has left the area and resigned her position and one of our stalwart volunteer committee members and Assistant to the Junior Choir Lynn Hunt sadly died.
Other members of the committee and Trustees have left as their children became too old to remain in the orchestras and choirs. We now have the lowest number of Trustees and Volunteers since our formation as a charity.
Remaining Trustees
David Woods Chair Ex Players Parent
Margaret Flitcroft Treasurer Ex Player
Vacant Secretary
John Fuller BAYOC Director / Conductor
Karen Bentall Retired Headteacher
Glenn Walton Ex Players Parent
Susannah Stanley Ex Players Parent
The charity has continued to support events as requested by the conductors financially and with volunteer staffing, but as is evidenced by the lack of raffle and refreshments tonight, we do not have enough people volunteering to be able to effectively cover the roles that are needed.
We are in urgent need for current parents/carers to step up and get involved in running the charity and in particular the “Officer” positions (specifically at this time the Secretary) cannot remain vacant under our constitution.
I may have no legal alternative but to call an Extraordinary General Meeting in January 2022 to discuss dissolving the charity if support is not forthcoming.
We have budgeted well and hold a years reserve of funds to ensure that we can operate during troubled times. We have not had to pay out large sums to support tours and workshops as these have not been run for obvious reasons.
We also hold red circled funds for 2 project areas where we have obtained grant funding.
These projects enable us to fund or partial fund concerts and workshops and to support individuals financially as necessary to attend workshops and concert tours.
We continue to support the training needs of our Trustees and Volunteers, and have paid for our Treasurer to attend a book keeping course to enable her to carry out the role efficiently. We will need to identify and have trained (if necessary) First Aid volunteers for our concerts, as Certificates have expired during the Pandemic.
It is our intention to continue to contain the ‘cost’ of membership of the orchestras by contributing to the costs of the residential courses and tours. Although not compulsory, we are keen that all players’ parents and carers become members of the Friends via membership fee or 100 club.
I would also ask that all parents sign up online today to received notifications of help needed. You opt in to assist if you can, when you view the notification. Notifications normally go out 6 times a year.
On behalf of the trustees and personally, I would like to thank to all those who have given their time and effort in supporting the Charity and the ensembles and the conductors for their effort, enthusiasm and musical expertise.
General Overview of the work of the charity.
The charity’s object is to further the advancement of the musical education of students at schools and colleges in the Basingstoke Area by the provision of facilities for the Basingstoke Area Youth Orchestra not normally funded by HCC.
There is sometimes confusion between the role of the Music Service and the charity, to be clear the music service run the ensembles, hire rehearsal and performance space and pay conductors and assistants, and receive the entry ticket money from any concert with paid entry that is re-used for the benefit of the Orchestras.
The charity supports the ensembles and contributes to the cost of residential training courses and tours to reduce parental contributions and ensure that opportunities are open to all.
The Friends also buy new musical instruments for the ensembles, pay for repairs and replacements, commission new works, pay for professional soloists and conductors workshops and maintain stocks of concert uniform.
The Charity is managed by trustees who are assisted by an advisory committee. The charity has no paid staff. We have some parents on the advisory group which meets alongside the trustees, and I would encourage more parents to join us on that group with a view-to assisting in that way only, or becoming a trustee once settled into the group. We have been unsuccessful in trying to attract a conductor or parent representative from each ensemble to the meetings. I feel this is important and we should continue to seek representation from all ensembles. The Trustees and advisory committee continue to have their meetings midweek about 6 times per year. Where possible we communicate and organise online using IT to supplement other forms of communications. This has helped us to raise the numbers of parents volunteering to assist at events, but there is still always a shortfall
David Woods, Chair of Trustees
5 Treasurer’s Report
See 2 financial reports at the bottom of the page.
6 Conductor’s Reports
BAYO
BAYO were fortunate to squeeze in a successful Anvil concert for the Mayor just before the first Lockdown, back in March, 2020. Since we re-started rehearsals, the players have played very well, and are looking forward to performing again. Numbers are down, at 38, and not well balanced with only two cellos, although they are doing really well. Unfortunately many of the players are in Year 13+ and will be leaving next July, but we are looking forward to a really good year.
BEASE
We met on Google Meet from June 2020 until May 2021 when we resumed at QMC. Numbers have remained good, currently 29 & more interested. Anvil concert in May is our next big event. Gemma Neal continues to be a fantastic assistant.
BAYSTO
We did not meet online but resumed at QMC with Phil White in May 2021. I took over this term. Currently 20 players - would like a few more. Anvil concert in May is our next big event.
BAYG
We currently have seven members in the group, including three players who have newly joined this year, following a huge number of college-age leavers in the summer. As this is something of a rebuilding project this year with such a high turnover of players, I am intending to arrange a playing day for the group, to allow them to get to know each other a little better and develop their ensemble playing. This would likely be in the spring term, so that we see the benefits as we build towards the concerts later in the year.
Basingstoke Area Youth Wind Orchestra
We had lost a substantial number of players over the lockdowns , but it is encouraging that we have had a pleasing influx of new members, including several graduating from BAYWTO. We currently have 41 players on the roll, and I know of another 2 who will be joining after Christmas, so we are building back.
We are currently working on a wide variety of repertoire, and are looking forward to performing again during the year.
BAYWTO restarted rehearsals online in October 2020, after a 6 month break. The rehearsals were well attended (40-45 players each week) and really helped when we got back together in smaller groups in the Summer Term 2021. Although there was no performance, it was lovely for us all to hear the pieces working so well.
In September 2021 numbers have increased again. Many have moved on to BAYWO, a few have left, and new players have joined, the latest new members joining just in November. We are now back to about 60, with a stronger lower brass line than for some time – 2 euphoniums and 2 trombones. We have big plans for 2022, as I felt that the players needed something to look forward to. I commissioned a piece of music from Robin Scott, and paid for it independently. It is a musical narrated performance of Julia Donaldson’s book ’Room on the Broom’. Macmillan Children’s Publishers, who own the rights, are allowing us 3 performances and no recordings. Concerts have been planned as follows:
1. A joint performance with Romsey and Eastleigh wind bands on Tuesday 22nd March at Thornden Hall.
2. A performance on our own at BAYO’s concert in The Anvil on Sunday 8th May.
3. A joint performance with Basingstoke Concert Band at St Michael’s Church on Saturday 16th July.
All concerts have now been booked (thank you to John for booking the Thornden Hall one). We are, of course, trying to encourage Julia Donaldson to attend.
All in all, BAYWTO has a big year ahead. And we can always move it on to 2023 if necessary….. “
Serena Ludford
BAYC
BAYC is currently struggling for numbers, as we are down to 7 having lost quite a few during the lockdowns. Due to numbers, we don't have any extra performances planned this year, other than the normal BAYOC concerts. If anyone has any ideas to boost numbers, I would be very happy for suggestions!
BAYSO
Time line of events since last AGM 2019
▪ December 2019 – Christmas concert – QMC great success
▪ January 2020 – BAYSO/BAYPE Residential very successful again
▪ March 2020 – Basingstoke Music Festival – won the Calleva Shield – again!
▪ Encouraging and complimentary comments
▪ March 2020 – planned concert with Clive Fortune big Band – rehearsals went well, ticket sale slow and low, concert cancelled – COVID. Hope to reschedule the concert in the near future.
▪ March 2020 – LOCKDOWN – NO REHEARSALS to start with
▪ May 2020 – BAYSO restarts online with virtual rehearsals. Average 20 players each week. Stayed online for Christmas 2020 and Spring 2021. New repertoire learnt and performed virtually. Christmas 2020 – HMS Virtual Video of We wish you a merry Christmas.
▪ May 2021 – BAYSO returns to face to face with restrictions, social-distancing, own stands, 2 groups overlapping and lots of wipes and sanitizer.
▪ Membership down substantially due to 2020/2021 leavers and other factors
▪ September 2021– BAYSO returns as before and rebuilds with lots of new members. Membership is now promising and the new players are beginning to gel and start to play well together with greater confidence.
Paul Timms
7 Elections.
Chair, Secretary, Treasurer and Trustees.
8 Policies and procedures
Review of Payment Authority levels outside of purchases or budgets agreed within a Trustee Meeting. It is recommended the Authority levels remain unchanged at Chair and Treasurer approving Individual Committee Expenses up to £100. Chair Treasurer and BAYO pyramid head approving goods and service orders or payments up £500. Figures above these levels require the aforementioned plus email approval from other Trustees. NOTE Error by chair - un reviewed specificically for decision at meeting so will remain until next year:
All Policies and Procedures are published on the website should anyone wish to bring up any issues. These have been reviewed by the chair who recommends to the AGM subject to any one raising any issue that they are lawful and current and should continue without being changed.
9 Review of Subscriptions 2022-23
10 Uniform
Many hire uniforms have not been returned during the Pandemic when children left the Orchestras and choirs due to age which may mean extra purchase expense DW Proposes that the uniform hire charge remains at £15 in the year 2022-23 and that any shortfall of income comes from general funds and that hire charge is reviewed at the next AGM.
11 AOB
Banking: In accordance with 19G of the constitution regarding bank accounts.
It is proposed that we formally agree that current Bank account signatories for our three HSBC accounts (and any future accounts that we open with any bank or building society) are:
David Woods, Karen Bentall, Margaret Flitcroft and Susannah Stanley, and that any two of our signatories can sign to authorise cheques payments.
Margaret Flitcroft is nominated as Primary User for HSBC Internet and Telephone Banking. It is acknowledged and agreed that the Primary User will have full access and authority over the HSBC account, authority to appoint additional users and no restrictions on what they can do using HSBC UK Business Telephone and Internet Banking, as appropriate. The meeting was reminded full details of what the primary user can do are set out in the HSBC UK Business banking Terms and Conditions and the Business Banking additional conditions.
Trustee Officers position unelected:
Subject to decisions at Point 7 of this meeting It may be necessary to Propose that we hold an Extraordinary General Meeting to consider dissolving the charity.
Date Of Next Meeting.
