2015 AGM Minutes 

Date:   8 April 2015

Location: NMIT, Nile Street

Present:  Richard, Paul, Christine, Robin, Jan, Selwyn, David, Margot, Lynette, Veronica, Pam, Michelle, Robin Whalley (auditor), Lucy, Allan, Sue, John, Ginny, Beverley, Clare, Tersha, Bridget, Bernard,

Apologies:  Annabelle, Neil, Sally, Frances, Eleanor, Sarah, Bernard, Helen, Simon, Rebecca Thomas

Previous Minutes: Read aloud by Richard. 

Nominated to be adoped by Lynette, seconded by Robin.  Accepted.

Matters Arising:  None

Chairperson’s Report:  Read aloud by Richard.

Nominated to be adopted by Richard, seconded by Robin.  Accepted.

Treasurer’s Report:  Read aloud by Richard. 

Nominated to be adopted by Lynette, seconded by Margot.  Accepted.

Annual accounts presented. 

Selwyn expressed concern that every source of revenue is down.

Michelle expressed concern that music hire seemed to be too low – Lynette clarified the way this had been put into the accounts.

Paul asked why NSOM fees had increased – Robin W pointed out that they had been in the previous year but now they have been itemised.

Allan asked whether it was clear to the Friends and others that they could bequeath to the orchestra.  Suggested creating a form, which they could fill in to make money over to us.

Election of Officers:

Chairperson:  Richard.  Carried unanimously

Secretary:  Frances, Christine (minutes)

Treasurer:  Lynette

Librarian:  Sarah

Committee:  Robin, Annabelle, Pam, Neil. 

Lynette nominated Paul Gilmore, seconded Margot

General Business:

Michelle – cleanliness of OSJ

Margot – suggested changing final rehearsal to remain on Saturday afternoon – it was pointed out it didn’t suit woodwind

David – complaints from audience about large booking fee.  Difficult to change this while we use a booking agency.  Jan suggested putting the booking fee on our advertising.

Hold-up starting recent concert because people arrived to buy tickets at 7.25 pm.

Beverley asked to have more rehearsals at NMIT, most agreed.  It has already been decided.

Ginny – concert next year to celebrate our 50^th year anniversary.  Suggested crossover concert, conducted by Mark Dennison.

Appointment of auditor:  Robin Whalley Associates

Next AGM:  to be confirmed

2011 AGM Minutes

Wednesday, 30th March, 2011. Balling Theatre. Nelson School of Music.

Present:- Selwyn Light, Annabelle Laing, Sarah Stack, Margot Hannigan, Lynette Goulding, Pauline Boyd, Jan-Ulf Kuwilsky, Valerie Towse, Paul Roper, Diana Roper, John Hudson, Sheila Leeper, Richard Wells, Steve Hainstock, Frances Rae, Ginny Ward-Brown, Pam Seymour, Veronica Struthers. (2 members short of a quorum so new rules to be ratified at next full orchestra meeting.)

Apologies:- Tersha Coppell, Sally Wastney, Allan Hunter, Michelle Bryant, Eleanor Clenshaw, Rebecca Shearer, Beverley Gerritsen, Kathryn Hunt, Sue Stubbs.

Previous Minutes:- Read by Veronica. Pam/Selwyn moved they were a true and accurate record.

Matters Arising:-
* Frances Rae was seconded to committee to do Children's Concerts and there will be a Children's Concert this year.
* Taking the orchestra to Richmond and beyond. General discussion about the feasibility of this idea. We would have to pay extra royalties/music hire to perform a concert more than once. Generally the members present were keen on the idea. To be followed up by the committee.
* Should we call ourselves 'Nelson' orchestra when players come from the whole region? There are still many people in the region know nothing about us.

Chairman's Report:- Presented by Richard Wells (See copy). Moved the adoption of his report. Valerie Towse (2nd)

Treasurer's Report:- (see copy). Pam and Sheila presented their reports. Moved their reports be accepted. Frances Rae (2nd).
* Sheila noted the level of our accounts.
* Question of whether John Thomson was being paid. Yes he and Mick are both paid for rehearsals. Question of whether visiting artists are paid more than locals. We recognized that John Thomson had been generous in terms of his solo playing but he had been happy with the total remuneration package agreed for rehearsals and performances.
* Concern that the money we get from Canterbury Community Trust may not be forthcoming due to Canterbury's problems. There is nothing we can do about this but we are planning a sponsorship programme just in case.
* Huge vote of thanks to Pam for what she has done for the orchestra over the past many years. Selwyn. Richard followed this up.

Election of Officers:- The following committee members were re-elected. Richard Wells (Chairman), Sheila Leeper (Treasurer), Valerie Towse (Librarian), Veronica Struthers (Minutes Secretary), Pam Seymour (Fundraising), Rebecca Shearer (Advertising). Jan-Ulf Kuwilsky was voted on as a new member of the committee.
John Hudson resigned from the committee but offered to stay to the end of the year if needed.
* Margot wondered if we could pay a Manager or contract someone to cover the work load that is at present done by John as Secretary. To be followed up by discussion in the committee.

Members Subscription fees for 2012:- To be raised to $60 per year. Pam/Selwyn.

2012 Programme:- Ideas put forward -
* Doing a production with the 'Nelson Youth Theatre' - generally everyone was keen but questions of when, how long the performances run for, and do we get paid. The committee to follow up this request.
* Guest conductor for 2012. Mark Carter - people happy to have him return as a guest conductor if available.
* Alan Gray - request to perform with us on the organ.
* Barbara Grant - request to sing with the orchestra.
All these ideas to be discussed and planned with our conductor Mick Dowrick.

General Business:-
* Annual Camp - Most were very favorable to repeating this day and enjoyed it. A request for extra music to play instead of just the music for the next concert. To be planned for by the committee.
* Auditing - (see copy) Sheila suggested we change to a 'review engagement' rather than a full audit for next year if this was legal. All agreed.
* Insurance - Question about our cover - Steve Hainstock. Yes we are still covered and this does include our new percussion.
* Any plan in place to attract another Concert Master? We are waiting for John Thomson to get back to us. He has said there may be someone from Christchurch willing to take on this role. Margot suggested Jonathan Tanner.
* How do we attract more violins to our orchestra? We definitely do need more. Again we could follow up on the Christchurch idea.
* Ginny has been to Wellington and sends a 'hello' from Belinda Carey and Victoria and Martin Jaenecke.

Meeting finished at 9.30pm

2010 AGM Minutes

7.30pm Nelson Croquet Club Wednesday 31 March

Present
Mick Dowrick, Steve Hainstock, Pauline Boyd, Diana Roper, Tersha Coppell, Michelle Bryant, Annabelle Laing, Sarah Stack, Valerie Towse, Frances Rae, David Smale, Margot Hannigan, Richard Wells, Pam Seymour, John Miles, Shirley Miles, John Hudson.

Apologies
Peter Dunn, Virginia Ward-Brown, Alec Brown, Lynette Goulding, Rebecca Shearer, Fabienne Hemmerle, Adrian Laurence, Allan Hunter, Alex Nott, Veronica Struthers, Paul Roper.

Reading of the 2009 AGM Minutes
Moved Frances Rae, seconded Valerie Towse. Matters arising – none.

Chairman's Report for 2009
Presented by Richard Wells - adopted Margot Hannigan.

Treasurer's Report for 2009
Presented by Pam Seymour - accepted Diana Roper.

Margot Hannigan asked if the orchestra is charged for using the Girls College - the NSoM picks up the tab – and which bank the orchestra uses – Westpac. Steve Hainstock asked why such a large proportion of cash is spent on promotions – the 2 billboards cost around $640 for each concert plus newspaper and poster advertising costs plus Friends brochures and Series brochures. Although the billboards are expensive they do maintain our presence in the community psyche. John Miles pointed out that boards sometimes displayed too much information to take in when driving past. Selwyn asked if we could ask for a show of hands before a concert to survey which media type worked best in an effort to be more cost effective. Margot asked if we are getting radio advertising – yes on concert fm and local stations but not on national stations. John Miles outlined plans to distribute concert information to the Motueka Music Group via John Spicer in an effort to encourage more Friends. There are currently 77 Friends. Thanks to John Miles for his continued support.

Thanks to Pam Seymour and Melissa Swanney for their work preparing the accounts and supporting statements. Pam moved that Melissa Swanney be asked to audit the accounts again for 2010. Approved.

Election of Officers
Michelle Bryant and Frances Rae stepped down from Committee. All other Committee members re-elected.. Committee members for 2010 are Richard Wells, Pam Seymour, John Hudson, Veronica Struthers, Alec Brown, Rebecca Shearer, Valerie Towse.

John Miles asked if the AGM had been advertised as few of the Friends knew about it – yes it was in the Nelson Mail. Michelle Bryant pointed out that more computer-savvy people were needed to help out on the Committee. John Hudson reported Janet Smith’s suggestion to Committee to look beyond the playing members for help with administrative tasks. Pam Seymour has informed Committee that this will be her last year as Treasurer. We do need someone to help Pam this year to learn the ropes and to take over in 2011.. Also needed is someone to take on Frances Rae’s responsibilities for organising the Children’s Concerts and Outreach. Current Committee members work very hard and are not in a position to take on more. Michelle Bryant pointed out that Valerie Towse has done a sterling job taking over the Librarian duties.

A Five Year Plan
Mick Dowrick presented his ideas for programmes. Other venues were suggested along with ideas for different concert formats. John Thomson to be asked for input. Programmes structured to develop the orchestra once repertoire agreed. Thanks to Mick Dowrick for his work, commitment and leadership.

Annabelle Laing reported that it had been some years since the orchestra had done a concert in Richmond. Valerie Towse outlined an idea for a Sunday afternoon concert for retirement village residents. Prebooking and payment necessary. Mick Dowrick said he was looking to re-use pieces for the 2010 Children’s Concerts to keep costs down. Margot was disappointed that Diedre Irons did not play in March and said how she enjoyed concerts which featured soloists. John Miles said he has sent a letter to Friends requesting ideas for repertoire. Diana Roper would like to see a Saturday afternoon rehearsal now and again.

Sponsorship
The orchestra is currently under business mentorship and John Moody has prepared a report on our current financial position and suggested ways to increase sponsorship. He sees as a priority the need to replace the orchestra’s cash reserves that were drawn upon to pay for guest conductors over the last year and a half. Committee is currently working on materials to find sponsors.

Margot Hannigan wonders if the orchestra could be featured more in Live Nelson especially as NCC is one of our sponsors. Shirley Miles said we don’t see council members at our concerts. Pam Seymour suggested a big photo of the orchestra be presented to the Mayor for his office. John Miles said there were a lot of people who attended Chamber Music NZ concerts who could be encouraged to our concerts. Shirley Miles wondered if Trios and Quartets of players from the orchestra would be prepared to play at corporate functions as fundraisers.

Policies for approval
A mission statement to use in future publicity was derived from the Schedule of Objects in the Rules of the Society and agreed as:

The Nelson Symphony Orchestra is a regional orchestra of dedicated musicians aiming to produce high quality orchestral concerts.

Policies for membership were approved.

Selwyn Light said it was good that the procedures for joining and leaving the orchestra had been made clear. Margot questioned punctuality to rehearsals but the general feeling was that putting the arrival time back to 7.15 was working well.

Subscription Fee for 2011
The subscription fee was proposed to remain at $50 for 2011 by Selwyn Light. Seconded Margot Hannigan.

AOB
Steve Hainstock asked if it was appropriate to start canvassing for sponsors - asked to wait until brochure ready and a plan in place.

Meeting finished at 9.25pm

2009 AGM Minutes

Wednesday, 8th April, 2009. 7.30pm at NSoM

Present: Shirley Miles, John Miles, Diana Roper, Pauline Boyd, David Jack, Pam Seymour, Rebecca Shearer, Valerie Towse, Frances Rae, Stephen Hainstock, Virginia Ward-Brown, Neil Kenny, Peter Dunn, Richard Wells, John Hudson, Veronica Struthers.

Apologies: Alec Brown, John Thomson, Paul Roper, Selwyn Light, David Smale, Debbie Caldwell, Michelle Bryant, Mark Evans, Adrian Laurence, Eleanor Clenshaw.

Richard Wells - Chairperson welcomed everyone to the AGM.

Minutes from 2008:
Minutes were read by Veronica. Virginia moved that the minutes were a true and accurate record. Virginia/Richard.

Matters Arising:
* The question of the cost to the NSO to use the NSOM. It is now $1000 plus $250 for each concert. We work with the School of Music wherever possible.

Chairperson's Report: (See copy). Richard Well's read his report for the year ending 31/12/08
Moved the adoption of his report. Richard/Pam

Treasurer's Report: (See copy)
Pam read her report and opened it for discussion.
It is important to see how we go this year. There is a big question of sponsors.
It would be much cheaper to have a resident conductor - Pam would recommend this.
Sponsorship is looking a lot tighter.
Pam asked that the Annual Accounts and Supporting Statements be accepted. Pam/Richard.
Thanks to Pam and Debbie Caldwell for this year's accounts.

Election of Officers:
All the present committee are re-standing and all were re-elected.
The committee members for 2009 are -
Richard Wells, Pam Seymour, John Hudson, Michelle Bryant, Veronica Struthers, Frances Rae, Alec Brown, Rebecca Shearer, Valerie Towse.

General Business:

* John Miles speaking on behalf of the "Friends".
Opening concert was 'fantastically' good with over 300 seats sold. The orchestra is set to continue it's momentum. He is thinking ahead with the idea that we play in the 2011 Adams Chamber Festival. He wants us to press on to get the auditorium full for every concert. John and Shirley and our group of loyal friends are behind us all the way.
* 'Friends' fundraiser at Kina beach is being considered - in discussion with Michelle Bryant.
* Special 'thanks' to John Hudson and how he handled the Friends memberships this year.

* Neil Kenny commented on the web site and how it is being up-dated on a regular basis. Vote of thanks to Paul Roper and John Hudson.
* Steve Hainstock would like regular checks on the web site to make sure that applications are getting through.
He also presented some information from the 'Southern Symphonia' on how they run that orchestra.

Meeting closed at 8.35 pm

2008 AGM Minutes

Wednesday 2nd April, 2008 at Nelson School of Music. 7.30pm

Present:
David Lindup, Alec Brown, Virginia Ward-Brown, Michelle Bryant, David Smale, Pam Seymour, Rebecca Shearer, Valerie Towse, Margot Hannigan, Peter Dunn, Diana Roper, Paul Roper, Frances Rae, John Hudson, Selwyn Light, David Jack, Sally Wastney, Veronica Struthers, Richard Wells, Aimee Faulkner.

Apologies:
Debbie Caldwell, Andrew Brown, Eleanor Clenshaw, Charlotte Van Asch, Christine Roberts, Jeff Swanney, Allan Hunter,
Beverley Gerritsen, Adrian Laurence.

Richard Wells read out last year's AGM Minutes and they were passed as a true and accurate record. Margot/Virginia

Matters Arising: N/A

Chairperson's Report: Richard Wells read out his report for the year (see copy). He moved his report be accepted. Richard/Michelle

Treasurer's Report: Pam Seymour read out her report and presented NSO Annual Accounts for the year. (see copies)
* Treasurer's Report
* Nelson Symphony Orchestra Inc. Annual Accounts and Supporting Statements.

General discussion around the costs of using the NSOM as a venue for rehearsals and performances. Pam moved that her report be accepted. David Lindup/David Smale
The meeting acknowledged Pam Seymour and all the hard work she has put in to prepare the accounts and secure funds for NSO.

Election of Officers:
All the current committee members are standing again for 2008 and were elected unappposed. Paul/Richard
Two extra orchestra members were voted onto the committee. Valerie Towse. Margot/Frances and Rebecca Shearer. Margot/Selwyn
The committee is as follows:-
Richard Wells, David Lindup, Pam Seymour, John Hudson, Michelle Bryant, Alec Brown, Veronica Struthers, Sally Wastney, Valerie Towse, Rebecca Shearer.

General Business:

*Cost of Rehearsal - After discussion with Frances at NSOM the cost of using the school for rehearsals will go up from $1000 to $2500 per year. $50 per rehearsal. In return the school will guarantee use of the hall and facilities and will find and pay for an alternative venue if there is a clash of bookings. This is still to go to the committee for discussion and ratification.

*Friends - Margot asked Sally Wastney how our 'friends' were going. We have about 50 friends at present and membership is still coming in for 2008. The advantage to becoming a friend will grow next year when they will not have to pay the booking fee that will be charged to other groups from NSOM. There are also a number of social events planned for this year.

* Membership donations - After a general discussion about belonging to and being a member of NSO it was agreed that the donation will go up to $50 per year or $15 per concert for 2009. Selwyn/ Michelle

* Instruments - The question was asked whether our instruments that belong to the orchestra are being used. The answer was that 'yes'
whenever possible.
Could we get more stands as our ones are looking a bit tired and sometimes are hard to find since the school of music use them as well.
At present we share and own 2/3 to 1/3 with NSOM. It was agreed that the committee should look into this.

Meeting closed at 8.50pm