107Th Coleshill Town Band AGM 2009

107th Coleshill Town Band AGM 2009

(1930h Friday 20th February 2009)

Band Room, Packington Lane, Coleshill

MINUTES

AGENDA

Overview

1.  Apologies: Dave Cole, Linda Cole, Wendy Donnelly, Peter Donnelly, The Hammond family, Michelle Jones, Alison, James and Alex Powell-Tuck, Barry Benn, Dennis Tonks.

2.  Approval of 2008 AGM minutes – proposed by PW seconded SF accepted by all present

3.  Chairman’s Report and Resignation (inc CMC Presentation)

4.  Secretary’s Report and Resignation

5.  Treasurers Report and Resignation

6.  Musical Directors Report

7.  Coleshill Youth Brass Report

8.  Election of Officers

9.  Election of Committee members

AOB

None requested

107th Coleshill Town Band AGM 2009

(1930h Friday 20th February 2009)

Band Room, Packington Lane, Coleshill

Attendees:

Name / Member of / Parent of member of / e-mail address:
CTB/CYB/
CBB’s / CTB/CYB/
CBB’s
George Lewis / CTB /
Dave Llewellyn / CTB /
Richard Doughty / CTB /
William Luckman / CYB /
Julie Luckman / CYB /
Jane Veevers / CTB /
Laura Speakman / CTB/CYB /
Stuart Doughty / CTB
Wayne Doughty / CTB /
Bob Percival / CTB /
Steve Fagg / CTB /
Dan Speakman / CTB/CYB /
Leo Cunningham / CTB/CYB
Ethan Cunningham / CTB/CYB /
Matt Alder / CTB/CYB /
Chris Brooker / CTB/CYB /
Tim Edwards / CTB /
Phil Wilcox / CTB /
Elizabeth Fellows / CTB/CYB /
Jerry Rowlands / CTB /
Gill Rowlands / CTB /
Michelle Fellows / CTB /
James Fellows / CTB/CYB /
Tina Speakman / CTB /
Sally Wood / CTB /
Darrin Price / CTB / CBB /
Roger Pilkington / CTB /
Claire Pilkington / CTB /
Paul Callow / CTB

Coleshill Town Band 107th Annual General Meeting 20th February 2009

Band Room, Packington Lane ,Coleshill @ 1930h

Welcome and explanation of the meeting

Introductions and apologies - details to be recorded (attendance sheet)

Explanation of the categories of membership:

·  Life Members – Janet Webber, George Lewis, Jim Bayliss, John Hall and Tim Speakman

·  None Playing Members, no subscription applicable

·  Playing Members above 16 years

·  Playing Members under 16 years

·  Coleshill Youth Brass Members

Our numbers in terms of subscribing members has significantly increased in the past five years!

Coleshill Town Band one of the strongest and most respected organisations in our region.

For further information see your ‘Information Pack’ and our web site: www.coleshilltownband.co.uk

Chairman's Report

Year 2009 Targets Achieved 71%

·  Develop 3 year rolling plan √

·  Rearrange visit to Chassieu April 09 √

·  Organise 10th Theme Concert √

·  Organise 10th Fire & Brass extravaganza √

·  Make our band room project the top of our agenda √1/2

·  Continue our strategy to attract funding from other sources √1/2

·  Obtain funding to buy a new CTB uniform

·  Produce a new set of casual wear with logo √

·  Arrange our 2008 concert tour to Scotland (Loch Lomond) √

·  CYB to produce a CD

·  CYB to enter a contest √

·  Continue to update our policies and strategies to reflect the changes in our membership √1/2

Progress made = 8.5/12 (71%)

2008 Highlights – CTB >20 major engagements CYB >10 major engagements

·  Rehearsing for and producing Red & Black

·  10th Theme Concert Best of Brass

·  CTB/CYB/CBB’s Parish Fete followed by the BBQ rain!

·  Coleshill Youth Brass Concert which took place at Coleshill Primary School – Massed Band finale

·  10th successive Fire & Brass – rain!

·  CTB Tour of Loch Lomond – rain!

·  ‘Christmas Brass’ and probably our most successful Christmas time

·  CYB taking part in National Mineworkers contest for Youth at Butlins, Skegness.

Recognitions

Thank you to retiring Officers and Committee members. There is a strong and resilient Team upon who our organisation is reliant on.

The Committee (which has suffered from too many untimely resignations in the past year) has stuck to its principles’ and objectives in order to build on the successes of the past few years. A workshop earlier in the year resulted in producing a rolling plan which includes a 3 year look ahead and a very comprehensive schedule planning our way forward. We are also very self critical group – if we are not pleased with an outcome or situation we vigorously challenge each other in Committee to determine the best way forward.

There is absolutely no doubt that the key part of our combined success comes from Steve in leading our music making.

Sally is also doing brilliantly charge of CBB’s. The foundation work done is progressively provides additional resources to CYB and in turn to CTB and is therefore vital. Chris, Matt and Tina are the helping hands and our thanks must go to them for their support and commitment to CBB’s. They could do with more help though?

Chairman’s observations

The level of commitment and attendance from the Youth members over the past 12 months was far greater than their senior band colleagues.

Very early in the year Matt Ellis stepped down as Treasurer. Diane was persuaded/cajoled into taking on the role and been a great corner stone and support to us all. Again on behalf of the entire organisation a big thanks to Dianne for her courage in taking on the role which requires considerable skill both in dealing with the books and our members.

Special Report (refer .ppt Presentation)

Band Room and Community Music Centre Projects. (see separate presentation)

Grants received over the past two years: Area Forum South £3400 Simon Lord Digby Trust £1600 Parish Trust Fund £2000

Significant Donations: Sons of Rest £8000 Ernest Beddows £3000 Eddie Flowers £250

Year 2009 Targets

·  Continue with developing our 3 year rolling plan

·  Organise 11th Theme Concert

·  Organise 11th Fire & Brass extravaganza

·  Continue making our band room project the top of our agenda

·  Continue our strategy to attract funding from other sources

·  Obtain a new CTB uniform by Oct 2009

·  Plan a rehearsal weekend to include a Master Class

·  Arrange our 2008 concert tour to Scotland (Loch Lomond)

·  CYB to produce a CD

·  CTB to produce a Christmas CD in Oct 2009

·  Continue to update our policies and strategies to reflect the changes in our membership

·  Officially launch the ‘Friends of Coleshill Town Band’

‘Bandsman’ of the year Award

Awarded to Matthew Alder

TREASURER’S REPORT

I took over the Treasurer’s position in October 2008 and have produced the accounts based on the information provided to me.

Profit and Loss Account

Income

Engagements down on 2006/7 but this is due to the successful Staged version of Brassed Off. Fire and Brass 2008 we are owed £100 for advertising which has been included in the debtors and the matter is in hand. The outgoings of concerts will increase next year due to the invoices being paid next financial year.

Creditors

Due to the change of Treasurer the toilet hire although now paid will be going out as an expense in 2008/9 accounts.

CYB received a grant this year for the purchase of musical instruments. No transfer of funds to assist. CYB are covering their commitments.

Donations

£11,000 were received from Sons of Rest and Tina Speakman’s parents together with other donations. It is my intention to put this in an account specifically designated for the Band Room Project, earning a higher rate of interest.

Merchandising – increased on last year and with the new CD should see this rise. It is my intention to setup an inventory of stock so that we can keep a better track on this.

Subscriptions

At the moment in time that in all three bands there is still not 100% commitment to paying subscriptions. The main issue is that everyone wishes to pay differently and this information was not disseminated. The preference is that everyone should either pay by standing order and that new members to be discouraged from alternative methods of payment. If anyone, has any issues in relation to their subscription payment – then please feel free to speak to me after any rehearsal.

Letters were available as of November 2008 in relation to the subscriptions together with standing order mandates. It is up to you as individuals to approach me, as I do not know who many of you are and it is rather embarrassing for me to run across the car park to catch parents of youth brass members to request payment for subscriptions. I am not a debt collector.

Social Account

This was in deficit and although Matt Alder and his parents worked extremely hard to redress the balance by holding a Race Night and Curry Night. I am pleased to report that we are now in credit. A big thank you to all of them.

Expenditure

Seems to be in line with previous years.

The only difference which you will see is in the Assets and Liabilities section, the instruments have been included as an asset which were not included in last year’s financial statement.

No tour subsidies this year! Audited accounts follow as requested at the meeting.

Coleshill Town Band
Statement of Income & Expenditure
Year ended 30 September 2008
Previous Year
INCOME / Notes / Yr to 30/9/08 / Subtotals / Yr to 30/9/07 / Subtotals
£ / £ / £ / £
Coleshill Town Band Engagements / 1 / 9,213.02 / 12,508.91
Coleshill Youth Brass Engagements / 2 / 781.49 / 1,150.62
Sponsorship / 1,250.00 / 1,250.00
Grants / 2,032.33 / 0.00
Donations received / 8 / 12,132.99 / 43.00
CTB Membership Subscriptions due / 5 / 2,140.00 / 1,629.00
CYB Subscriptions paid / 872.90 / 0.00
Interest received / 117.42 / 215.06
Merchandising receipts / 10 / 557.00 / 401.50
Social Activities receipts / 7 / 1,159.75 / 172.67
Gross Income / 30,256.90 / 19,480.50
EXPENDITURE
CTB Engagement Costs / 1 / 2,182.72 / 3,483.33
CYB Engagement Costs / 2 / 27.97 / 287.33
Tuscany Tour 2007 / 11 / 71.18
Scotland Tour 2008 - Hotel etc deposits paid / 280.00
Musical Director Fees / 1,386.00 / 1,320.00
Rehearsal Facilities / 9 / 825.00 / 1,225.00
Insurance / 750.79 / 712.41
Music - CTB / 4 / 498.15 / 354.45
Music - CYB / 406.43 / 0.00
Merchandising Costs / 10 / 230.00 / 324.00
Contest Expenses / 120.00 / 60.00
Instrument Repairs / 3 / 51.67 / 17.63
Social Activities / 7 / 772.83 / 671.74
Administration expenses / 6 / 736.53 / 587.63
Miscellaneous Expenses / 239.42 / 45.29
Refreshments / 131.18 / 176.51
Donations made / 116.20 / 1,077.11
CD recording costs / 2,632.06
Subscription arrears written off / 5 / 2.90
Advertising reserve 2007 written off / 1 / 290.00 / -11,751.03 / -10,342.43
Net Income before capital purchases / 18,505.87 / 9,138.07
CTB instruments & equipment / 3 / -4,297.78 / -2,217.54
CYB &CBB instruments & equipment / 3 / -5,399.50 / -9,697.28 / -43.99
Net income/(expense) for the year / 8,808.59 / 6,876.54
Coleshill Town Band
Accounts for year to 30 September 2008
Analyses to support Income & Expenditure Account
Note 1: CTB Engagements
Gross / Other Costs / Nett
£ / £ / £
(Brassed Off 2007 - Advertising PY £200)
(Fire & Brass 2007 - Advertising PY £100)
PY adjst 590 recd 300 w/o 290
Walsall Golf Club / 400.00 / 400.00
Christmas Brass 2007 / 1,479.00 / -45.86 / 1,433.14
Coleshill Social Club / 300.00 / 300.00
B'ham Bull Ring - Carolling / 200.00 / 200.00
Nether Whitacre Garden Centre / 200.00 / 200.00
Best of Brass / 1,258.52 / 1,258.52
Meriden Megaride / 400.00 / 400.00
Fire & Brass 2008 / 4,975.50 / -2,136.86 / 2,838.64
Total / 9,213.02 / -2,182.72 / 7,030.30
Note 2: CYB/CBB / Gross / Other Costs / Nett
£ / £ / £
Drayton Bassett / 100.00 / 100.00
Water Orton Fete / 150.00 / 150.00
Youth Brass 2008 / 431.49 / -27.97 / 403.52
Polesworth Abbey / 100.00 / 100.00
Subtotals / 781.49 / -27.97 / 753.52
Other expenses: Music / -406.43 / -406.43
Subscriptions / 872.90 / 872.90
Total / 1,654.39 / -434.40 / 1,219.99
Note 3: Instruments & Equipment / £
CYB - Various instruments / 4,122.00
CYB - 2 Euphoniums / 1,277.50
CTB - Drum Kits / 3,182.00
Chests & Boxes / 623.25
Mouthpiece extractor / 45.00
Sale of old music stands / -11.00
Walking out uniforms / 458.53
Total / 9,697.28
Note 4: CTB Music / £
Pirates of the Caribbean / Songbook / 41.45
Bernaerts / 88.24
Red & Black / 35.56
Music Room / 67.74
Obrasso / 133.45
The Rose / You'll be in my heart / 44.91
Mack the knife / 22.85
Butlins Contest / 63.95
Total / 498.15
Note 5: Membership Subscriptions / £ / £
Balance unpaid at 1/10/2007 / 292.90
Subscriptions due / 2,140.00
Subtotal / 2,432.90
Subscriptions paid / 2,102.00
Old arrears written off / 2.90 / 2,104.90
Balance unpaid at 30/9/2008 / 328.00
Note 6: Administration / £
CTB Workshop / 63.48
Stationery, postages etc / 216.74
Advertising & Printing / 181.43
Trophies / 45.00
Photographs (nett) / 47.25
Band Registry / 145.00
Miscellaneous / 37.63
Total / 736.53
Note 7: Social Fund / £ / £
Balance at 1/10/2007 / -336.05
Coffee monies / 143.82
Xmas 2007 / 520.00
Raffle proceeds / 83.00
Sweepstake / 29.00
Curry & Quiz night / 125.00
Race night / 197.75
CYB Social / 61.18 / 1,159.75
Flowers to vicar / -13.97
Making Music refreshments / -22.85
Leaving presents / -164.65
Xmas 2007 / -541.78
Miscellaneous / -29.58 / -772.83
Total / 50.87
Note 8: Donations received / £
John Hall / 24.00
Band Room Project / 3,200.00
Coleshill Sons of Rest / 8,000.00
British Legion / 50.00
Collections / 858.99
Total / 12,132.99
Note 9: Rehearsal facilities / £
Warwickshire County Council / 690.00
Coleshill C of E School / 135.00
Total / 825.00
Note 10: Merchandising / £ / £
Sale of CDs / 510.00
Miscellaneous / 47.00
Subtotal / 557.00
Cost of CDs: Old 22 x £3, New 41 x £4 / 230.00
Profit / 327.00
Stock at 1/10/2007 / 504.00
Add New CDs (500) / 1,809.00 / 2,313.00
CDs sold / -230.00
Stock value at 30/9/2008 / 2,083.00
Note 11: Tuscany Tour 2007 / £
Hotel, transport, bank charges
& exchange rate differences / 1,970.68
Members contributions / -1,899.50
Net cost to band / 71.18
Coleshill Town Band
Year ended 30 September 2008
Statement of Assets & Liabilities
Previous Year
Yr to 30/9/08 / Yr to 30/9/07
£ / £ / £ / £
Merchandising stock / 2,083.00 / 504.00
Monies Held
In Hand / -292.82 / 3,042.53
Lloyds Bank CTB Account / 19,091.30 / 6,426.89
Standard Life Savings Account / 3,150.47 / 3,033.05
Lloyds Bank No. 2 Social Funds Account / 50.87 / 21,999.82 / -336.05 / 12,166.42
Debtors
Sponsorship / 1,250.00 / 1,250.00
Deposits for tours / 0.00 / 1,848.91
Advertising / 0.00 / 590.00
Members Subscriptions outstanding / 328.00 / 1,578.00 / 292.90 / 3,981.81
Gross Assets / 25,660.82 / 16,652.23
Creditors
Rehearsal room hire / 0.00 / -375.00
Musical Director / 0.00 / -220.00
Members deposits held for Scotland tour 2008 / -795.00 / -795.00 / 0.00 / -595.00
Net Assets / 24,865.82 / 16,057.23
CTB Excess Income Reserve
Opening Balance / 1.00 / -6,012.25
Net Profit/(Loss) for the year / 8,808.59 / 6,876.54
Transfer of net CYB/CBB expense / 4,179.51 / -863.29
Transfer from/(to) replacement reserve / -3,000.00 / 0.00
Transfer to Band Room Project Reserve / -3,200.00
Closing balance / 6,789.10 / 6,789.10 / 1.00
Coleshill Youth Brass/Beginner Brass Fund
Opening balance / 10,656.23 / 9,792.94
Transfer from/(to) excess income reserve / -4,179.51 / 863.29
Closing balance / 6,476.72 / 6,476.72 / 10,656.23
Instrument & Equipment replacement reserve
Opening balance / 5,400.00 / 5,400.00
Transfer from/(to) excess income reserve / 3,000.00 / 0.00
Closing balance / 8,400.00 / 5,400.00
Band Room Project Reserve
Specific Donations transferred / 3,200.00
Net Assets / 24,865.82 / 16,057.23
Auditors Report
I have reviewed the Income & Expenditure Account for the year to 30 September 2008 and the Balance Sheet
at that date, without carrying out a full audit. I confirm that they have been properly prepared from the records
maintained by the Band.
Signed……………………………………………. P W Willcox (Auditor) Date: ……………………

Signed……………………………………………. D. Markley (Treasurer) Date: ……………………