AGM Tuesday 13th March 2018 at Bidford Methodist Church BIDFORD AREA COMMUNITY CHOIR
The Annual General Meeting for the Bidford Area Community Choir
The Methodist Church on Tuesday 13th March at 7.30pm.
Chairman’s report and welcome
Amendment to the Constitution Election of Officers - including vacant posts Treasurer and Secretary
Confirmation of Safeguarding Officer,Health and Safety Advisor, Patrons Lead and First Aiders
Any other business
Bidford Area Community Choir
Minutes of AGM held on 13th March 2018
at Bidford Methodist Church
Present: Angela Hurd, Judith Harrison, Helen Smith, Steve Jackson, Mary Roberts, Louise Burdett, Ann Williams, Carol Hooper, Beryl Slaughter, Evie Welch, Ray Welch, James Hunt, Angela Spires, John Shrimpton, Lin Shrimpton, Judy Smith, Joyce Wicks, Gill Czaicka, Patricia Wyspianska, Jo Colwell, Hazel Whyte, Eleana Turner Hurd, Lilya Turner Hurd, Elodie Turner Hurd, Samm Collingwood, Julie Winter, Jane Reed, Libby Batacanin, Pat Stephens, Judy Smith, Zoe Hawyes, Vicky Hawyes, Alison Harper, Mary Preston, Lynda Gill, Zoe Drinkwater, Pam Warwick, James Blann, Malcolm Steward, Alex Steward, Jeff Gill, John Squires, Chris Smith, John Jones, Mike Smith, Paul Martin, Alan Walker, Maurice Humphries, Yvonne Leeming, Lindsey Alder, Nicki Furlow, Jenny Bowskill, Mercedes King Jones, Dilys King, Ann Smith, Louise Green, Aileen Hathaway, Sophie Jackson.
Apologies: Rob Williams, Jane May, Rose Edwards-Bell, Sue & Nick Clarke, Barbara Wright,
Angela welcomed everyone to the meeting and delivered her Chairman’s report, Chair's Report Thank you all for coming along to the AGM and indeed to our summer concert season. We hope we have an exciting year ahead. The choir continues to grow and flourish. We have more members, have participated in a wide range of community events and happily sound better year on year! Last year particularly saw our Children’s choir develop with 16 children on stage at the concert. We hope this will be a continuing trend. We would like to welcome some new members today and hope they enjoy the whole choir experience. We had two incredibly successful concerts (we even ran out of chairs for the Winter concert) and had some excellent feedback. The introduction of a Master of Ceremonies enabled us to have a slicker presentation and a more professional feel. This is something we hope to continue. I know those of us who could make it also found singing at Ragley Hall an amazing and unforgettable experience. Mary as you are aware devoted much time and energy, over and above the fee paid, to ensuring the choir put on two concerts whilst dealing with complete devastation in her personal life. We are particularly grateful that the winter concert went ahead at a time when her husband Mel was so very poorly. Thank you, Mary. And thank you for coming back to us. Louise has been an incredible support to Mary and to the choir as a whole and has shared her considerable talent in the form of some brilliant medleys and arrangements for us to sing - we are looking forward to several more this concert run. Thank you. It is wonderful that over the last choir year, we have also been able to support many other village and local events including The Carers Café, The Dementia Café and the Shakespeare Hospice. In many ways we gain more than we give by taking part in these lovely community events.
An incredible amount of hard work goes on behind the scenes and there are many people who have put in a tremendous effort to keep the choir going. Thank you to you all. The committee also dealt with six complaints this year: two written, two by telephone and two in person. All complaints were responded to in writing within 12 hours of receipt, with additional discussions held with those people who requested verbal contact. As you will also hear from Helen, we have a number of financial considerations to take into account and going forward we feel that it is not right that committee members are out of pocket, sometimes for over £1000 while they wait – sometimes months until subs come in – for reimbursement. We have also to allow for repairs to our assets like the piano and the staging and it is our wish to maintain a small amount of money to support the bursary scheme introduced last year. Furthermore, if for any reason we are unable to hold a concert the patrons’ programme may need to be reviewed with a view to offering members a full or partial refund. This year the choir funded two sets of scarves and bow ties – green jackets and bow ties had previously been funded by choir members in addition to their subscriptions and we felt that this was the right thing to do in ensuring we remain an inclusive choir. Going forward, the next concert will give a donation to Working World and Garage Art. These charities were notified of our intention last year. We would ask members to remember that as unpaid volunteers, we all do our very best to ensure that the choir continues to thrive. We would ask you to speak to us if you have any concerns, comments or queries. We really want this choir to be a happy and friendly group to be part of. I know that I speak for everyone when I say that we are delighted that Louise and Mary have come back for this concert run - we know they will work us hard but we will be better for it! We hope 2018 will see the choir continuing to play a key role in the community. We would ask everyone to support each other and particularly to embrace our members who have had to deal with personal tragedy as we look forward to a “Summer of Love.” I would particularly like to mention Alison. I personally would particularly like to thank everyone on the committee for the massive amount of work that has been undertaken this year and for their support through very difficult times. Having expressed their intention to step down last October, I wish to express the choir’s gratitude to both Helen and Gill for all the work they have done on behalf of the choir. Thank you, Gill, for your time as secretary and for organising our creative efforts for the Christmas Tree Festival. I hope one of the gifts will be useful when you get the keys to the home office! I have one last huge thank you to give. On behalf of us all, I would like to thank Helen Smith for all the years she has devoted to the choir as our Treasurer. Without going into too much detail (because I don’t want to put Louise Green off) the role carries with it many, many duties that Helen has carried out with her effortless organisational skills and professionalism. Helen has managed all the accounts, paid the myriad of bills, organised the purchase of our new scarves and ties, explored insurance options, prepared floats and banked any revenue from the concerts. Thank you so much for everything you have done, Helen. Thankfully Helen is staying with us to sing!
Helen Smith reported on the accounts for 2017 - 2018 and tabled a copy (see below) Helen has decided to resign from post as Treasurer after many years and has handed over the reins to Louise Green who has kindly agreed to be our Treasurer.
Election of Committee
Resignations: Helen Smith – Treasurer Gill Squires – Secretary New appointments Louise Green – Treasurer Judy Smith - Secretary The following posts remain unopposed:
Angela Hurd – Chairman Steve Jackson – Librarian Judith Harrison – Membership Secretary
Non committee advisors: Safeguarding Officer - Jo Colwell Health and Safety Advisor – Rob Williams First Aid – Rob Williams & Judith Harrison, Patrons team - Sue Clarke, Maurice Humphreys Children's Choir Musical Director - Lilya Turner Hurd
Next Concert date
Saturday 30th June 2018 at The Barn
AOB James Blann sought clarification concerning events following our very successful winter concert. John Squires also commented.
Subsequently, James apologised and retracted his statement once he was in possession of the full facts.
The meeting closed at 8.00pm.
Bidford Area Community Choir Annual General Meeting Minutes
The Methodist Church, 28th February 2017 7.30pm
Present See List below
Apologies Louise Green, Niamh Green, Paul Martin, John Shrimpton, Jo Colwell
CHAIRMANS REPORT FOR 2016. 2016 was a strange year for the choir as it fell into two distinct halves. The first half, the Spring Concert, was a roaring success. The Barn was almost full, so we raised a lot of money for local good causes. But the concert was tinged with some sadness as we said Goodbye to Amanda, Darren, Megan and Helena, as they moved away to pastures new. And then,we welcomed Mary into our midst as she agreed to be our Musical Director. She selected the music for our Autumn Concert, which was held in The Barn, almost a full house again and more money was raised for charity. Christmas was a very busy time for BACC starting with carols at the Bidford Lights Switch On, RSC. Icknield and Westholme Court and at Salford Hall. And now we are about to start our Spring Season for 2017. And finally, some of you will have heard that I am standing down as Chairman of BACC. I have been in office from almost the inception of the Choir and I am getting older now and I think the time is appropriate for me to hand over to someone younger than myself. I have had a wonderful time watching the choir grow and long may it flourish.
Alan Walker summed up the very successful year the choir had had. More people had joined for each concert run and the choir was a thriving community venture. He felt it was now time for him to step back. He also thanked Jane Reed for her fantastic job of setting up the music library and acting as “Rottweiler” when looking after the music. An amendment was proposed to the constitution to include the role of Librarian on the Committee. This was carried unanimously. Alan also thanked the Methodist Church and remined members to be considereate to the neighbours when leaving.
Treasurers Report Helen thanked Alan for being Chair for the last 6 years. Final balance £474.22 at year end. The piano had been a large extra purchase. We had made a range of charitable donations in addition to keeping the choir financially stable. An extra £400 had been raised outside of the concerts for Shakespeare Hospice. See finance breakdown Bidford PC was considering a grant application Cleeve Prior PC refused our application. The County Councillor Fund also rejected our application for funding.
Musical Directors Report Mary outlined the new Patrons Scheme and explained how it worked. Rob Williams was thanked for all his hard work with printing. James Blann was thanked for his time as Children’s Choir leader. New members were welcomed.
Election of Officers Chair – Angela Hurd Proposed by Alan Walker Seconded by Gill Squires Secretary – Gill Squires Proposed by Angela Hurd Seconded by Alan Walker Other offices to remain as before Treasurer – Helen Smith Membership – Judith Harrison Librarian – Steve Jackson Non officer advisors Patrons lead – Sue Clarke to be assisted by Maurice Humphreys and Sarah Deakins Safeguarding – Jo Colwell First Aid – Rob Williams, Judith Harrison, Gill Squires