2011 Forum Meeting Minutes

Minutes of Forum Meeting held at Nelson Hinemoa Croquet Clubroom 7th September 7.30pm 2011

Present:
Virginia Ward-Brown, Sally Wastney, Veronica Struthers, Tersha Coppell, Jan-Ulf Kuwilsky, Glenys Karran (left at 8.02pm), Lynette Goulding, Michelle Bryant, Diana Roper, Frances Rae (left at 7.35pm), Valerie Towse, Annabelle Laing, Pam Seymour, David Smale, Sarah Stack, John Hudson.

Apologies:
Rebecca Shearer, Eleanor Clenshaw, Richard Wells, Margot Hannigan, Steve Hainstock, Karen Dawson, Sarah Taylor, Allan Hunter.

Topics raised by members for discussion:
Attendance - improvement
Rehearsal times/length/days
Advertising
Number of concerts per annum
Solo Spotlight – alternate with children’s concert?
Warm-up for orchestra before a performance
Concessions for members not playing in a concert
Musical Selection

Attendance
Jan-Ulf recorded lots of apologies during the rehearsal period for the September concert. He says it must have been frustrating for Mick and personally found it hard to rehearse when key players were missing. Lynette suggested re-introducing the commitment sheet to indicate intended attendance at rehearsals. Annabelle stressed that everyone needs to be at the first rehearsal. Valerie said the music was always available to collect one week before the first rehearsal. Virginia’s understanding was that if members could not attend the rehearsals in the last week then really they shouldn’t be playing in the concert. Sarah Stack suggested more reminders were needed during the rehearsal period about attendance expectations. Valerie pointed out that Mick often has to say the same things over and over. Annabelle thinks Section Leaders could help more here by passing on Mick’s requests to those players who have missed a rehearsal. Annabelle pointed out that some players are on call and this can cause attendance issues outside of their control. Jan-Ulf said most apologies were either sickness or people out of town. Changes to the rehearsal schedule at the last minute due to attendance issues had not helped those coming in for particular pieces. Veronica said the Concerto Concert was bitty by nature and not conducive to full attendance. Valerie wondered whether a higher sub may encourage more people to attend from a value-for-money point of view. Lynette asked that any time and venue changes be given with the notices and that maybe Mick could reiterate at the end of the rehearsal. Jan-Ulf said notices at the start of the rehearsal were not always given full attention by members. Sally said it had been embarrassing for Bridget Thompson turning up as a new member to be the only player in the section. Annabelle said that in spite of everything the orchestra had got there in the end and the concerto concert had been a success. Diana said people sometimes opt out of sectional rehearsals and that those, especially with John Thomson, needed to have full support from members. Valerie said the leader in place of John Thomson needed to be at the rehearsals. John said that some members didn’t bother coming if they knew it was going to be a sectional practice and for this reason some rehearsals had not been advertised as such on the web site. Tersha asked that sectional rehearsals be clearly labelled on the schedule.

Rehearsal times/length/days
Michelle said that the timing between the September concert and the children’s concert was not ideal. Valerie gave reasons as to why the last children’s concerts were not so well attended. Sarah said children’s concerts were important to expose younger people to live orchestral music. Annabelle suggested inviting younger people to the Saturday morning rehearsals. Valerie questioned how much young people would learn about the orchestral instruments from watching a show with a storyline and dancing. Virginia asked if the children’s concert could be earlier in the year. Annabelle said more home practice would help improve standards. David wondered if a different rehearsal plan with more rehearsals all in the last week would be more beneficial if it meant all the extras would be there. Michelle questioned whether the time spent on the children’s concert would be better spent preparing the pieces for the November concert. Val outlined the video aspect of Southern Journeys. Diana suggested thinking outside the square and recommended reading Norman Doidge’s book The Brain That Changes Itself with its emphasis on practising music through reading and analysis as an alternative way of learning the parts. John questioned whether the recordings on the web site had been used. Some members said they had used them. Karen Dawson had sent in concerns about the long rehearsals and had suggested that the rehearsal pattern be changed to Tuesday Wednesday Friday Saturday. Having no rehearsal Thursday evening would allow members to practice those bits that needed it as well as give people a break. Lynette and Diana said the Saturday morning rehearsal for the last concert had been far too long and that Lissa had nearly fainted and that one break was not enough. Jan-Ulf recommended a break of 5 minutes per hour of playing. Pam said that the long rehearsals were costly. The solos plus the extra orchestral items had made a long programme in the end. Michelle said some of the audience had complained the spoken CV’s had taken a lot of time. It was suggested that maybe Mick could speak but others felt that was not fair as he has enough to do as it is. Tersha questioned if we actually needed the spoken elements. Valerie said the start time advertised on the web site should be the start time of the rehearsal. Annabelle asked that the notices be given before the break. Jan-Ulf said the Saturday rehearsal should be just a run through. Steve Hainstock had asked that we consider later start times for rehearsals but generally people preferred the earlier start. John said that originally the 7 o’clock start in the final week had been introduced so that rehearsals would finish at 9pm allowing those with longer travel times to get home at a reasonable time. The general feeling was that we should give the Thursday-Off plan a trial in November to see what people thought. (However, any resulting implications for John Thomson and Mick Dowrick needed to be looked at first.)

Advertising
Michelle questioned the lack of adverts in the paper for the September concert in the last week. They had appeared the week before instead and must have helped as the audience was a reasonable size in the end. Virginia questioned the lack of photos in the paper. The reasons why this had not worked out were explained.

Number of concerts per annum
Veronica said the Youth Theatre performance next year of ‘Miss Saigon’ may take the place of the children’s concert and concerto concert. It was questioned if the orchestra had enough players to run two different sets of players. David said if ‘Miss Saigon’ used mics and amplification then he would have to give it a miss. Pam reckons gamelan instruments may be needed. To keep revenue up from Friends this show would need to be marketed into the Friends package somehow.

Solo Spotlight – alternate with children’s concert?
Pam said Solo Spotlight had received some sponsorship but there had been a request for more Nelson players. In response Michelle said there had only been a small number of applications from Nelson musicians this year [Louis from Motueka, Sarah and Anne]. Viriginia said Solo Spotlight had raised the profile of the orchestra in other centres and was a good community event. David said the soloists were good and it was an interesting programme. John suggested that maybe soloists be limited to appearing twice with the orchestra in an effort to include more people. David says the entries should be kept open and the best selected every time. Jan-Ulf wonders if the players’ identities should be hidden until after the selection process has closed to avoid any conflicts of interest. The general feeling was 5 concerts per year was enough and those members present were not so enamoured with doing the children’s concerts. Margot would like to see the better soloists invited back to do the whole concerto. Most agreed this was a good idea. It was suggested maybe the Friends could help choose. Valerie explained how this year the soloists had been given a kete containing Nelson honey and soap. Thanks to Veronica and Valerie for organising this – a nice touch. The general feeling was that although this concert is hard work it is worthwhile and to be kept in the programme.

Warm-up for orchestra before a performance
Margot Hannigan had asked about the possibility of a warm up before the first piece. David suggested bringing back the National Anthem. Diana said coming on stage early beforehand was good for getting the instruments warmed up and pointed out that the cello space under the stage was very cold and that maybe we could take it in turns with the other rooms.

Concessions for members not playing in a concert
The idea of a concession for members coming to a concert when not playing was seen as a good one. John said Jan in the NSoM Foyer could check bona fide members on the web site if needed (once the member pages are published) and issue a single complimentary ticket for that member. Pam would also like to see more non-playing members come along and help out with the drinks etc.

Musical Selection
Ideas for repertoire given were Haydn Symphonies, Beethoven Overtures (Coriolanus in particular), Vivaldi and Bach, John Psathas, Piazzolla, John Rimmer (maybe commission a work), Stravinsky. Jan-Ulf said it was important to cover a range of musical genres. Michelle praised Mick’s inclusion of soloists on different instruments.

AOB
Camp at the start of the year was enjoyed by most of the members present. Teapot Valley was a great venue. Shame not all players attended. Maybe have some other music to play in addition to that of the programme for the first concert of the year.
It was agreed that Lissa had been a great help in rehearsals, and the sectionals in particular, and that this should continue. It was suggested that maybe Lissa should be asked to lead the section even if she just came in at the end of the rehearsal period.

Meeting finished around 9.15pm. Thanks to Pam for organising the venue and the refreshments!

2010 Forum Meeting Minutes

Croquet Clubroom September 29th 2010 at 7.30pm.

Present:
Pam Seymour, Valerie Towse, Jan Kuwilsky, Sheila Leeper, John Hudson, Sarah Stack, Margot Hannigan, David Smale, Richard Wells, Clare Duston, Michelle Bryant.

Apologies:
Veronica Struthers, Paul and Diana Roper, Eleanor Clenshaw, Frances Rae, Annabelle Laing, Bronwyn Lane, Fabienne Hemmerle, Adrian Laurence, Beverley Gerritsen, Selwyn Light, Steve Hainstock, Virginia Ward-Brown, Rebecca Shearer.

Pam Seymour outlined a proposal to apply to the Pub Charities for a donation to replace the old worn music stands with a set of 50 new stands in 2 carrier carts as viewed in Rockshop Nelson. Committee members present approved the application.

Richard Wells read the minutes of the 2009 Forum Meeting.

Topics for discussion were raised:
The Concerto Concert
Attendance and Lateness
2009 Survey
Fundraising Opportunity - Rugby World Cup
Website
Education Outreach
Camp
Role of the Committee
Rehearsal Clashes
2011 Programme
Member involvement in running the orchestra

Attendance and Lateness
Valerie suggested that members arriving late might like to use the back doors on to the stage to avoid disturbing players already on stage.
Attendance in rehearsals for last concert patchy. Mick Dowrick had expressed concerns. Maybe Section Organisers could remind players about commitment to rehearsals when checking availability.
Margot said there had been some clashes with concert dates that was disappointing. There used to be an Events Organiser in Nelson. Is someone still fulfilling this role?
Jan asked if the NSO concerts were on the School of Music website. He had not seen them.
The Strings/Wind sectionals working well and valuable. Possibly more of them in the rehearsal period. John Thomson's background knowledge of the works appreciated and helping string players develop understanding of the pieces. One string sectional split violins/lower strings could be helpful. Maybe Lissa would help.
Pam suggested string players who couldn't commit to every concert should play in at least three concerts per season. Pam asked if the weekly format of rehearsals was maybe putting people off. General feeling that this not the case.
Concerto Concert
David Smale expressed strong feelings about the "wow of a success" of this event. He believes the format has hit on something that works and congratulated the organisers and the music selectors. "Keep it going!"
Margot was saddened that Holly Dunn not included.
Opening the concert to adults was increasing competition for places. Sheila wondered if there should be a separate concert for adults.
Valerie made several suggestions:
Singers eligible? Debut soloists only? 1 only of any instrument? A definitely different concert for those other instruments you rarely hear? Cut down to 3/4 complete concertos? An upper age limit?
David thought age not a problem and let a 75 year old perform if they are good enough.
Margot said single movements gave more opportunities.
Michelle said all performers were selected on the musicality of their recorded entry performances and this had proved successful so far.
Margot wondered if the best soloists could be invited back the following year to play a full concerto.
Richard said the young talent that appeared every year was amazing.
Sheila and Jan both felt the variety appealing. Pam put in a plea for more pianists to play the new Steinway.
John liked the inclusion of the Friends Choices and thought Mick made good use of the rehearsal time.
Singers would need to choose songs with more symphonic accompaniment if they were to be included. John suggested the selection panel be opened up to all members wishing to be involved. Michelle stressed how important it was for entrants to present their best performance on the recording. John hoped that Solo Spotlight might become a brand to help attract people back the following year.
Survey 2009
Michelle asked where it was. The summary to be sent to members (see attachment).
Fundraising Opportunity - Rugby World Cup
Michelle said there was $9m grant money available for related entertainment and events. Games on 21 & 28 September so 1000's of visitors to Nelson including Italy & American supporters so schedule concerts and programme to suit. John had followed up Mick's suggestion of a Viennese evening with Annabel Norman as an event in next year's Arts Festival. She had suggested caution as some local events have not fared so well in the Festival in previous years..
Margot said Mary Grodd's Medieval Feast at the Trafalgar Centre had been very successful as had G'abor's Mass. Both had helped raise the profile of the orchestra.
Richard said the Finances for next year were looking OK but nothing definite for the years ahead at this stage.
Michelle suggested the orchestra could play the National Anthems for the rugby matches..
Pam suggested the Italian Club for a performance venue.
Website
There was confusion about the member log in. At the moment the members page is under development with limited resources for those able to log in so not to worry about it. Maybe there could be an e mail option for forgotten passwords. Michelle said it was hard to read the 'captcha' to prevent being labeled as spam. Richard suggested looking at sponsorship to develop the members page. Jan said the site was good and that all the critical stuff was on there. John said he hoped the new members page would have a "who's who", a means for members to make comments and suggestions, and photo and document archives.
Education outreach
Clare expressed enthusiasm about involving school students in an active way and offered to help organise this. Maybe we could do something similar to the Hutt Valley weekend with young people. Send out the music beforehand, rehearse together, have tutors give sectionals, produce an informal concert at the end. Margot suggested the CSO outreach players as possible tutors. David suggested repertoire for fun that you might not play in a concert i.e.. Mahler Symphony. It wouldn't matter if there were too many players but all the parts would need covering. Margot said the School of Music used to do a Winter School at Lake Rotoiti which had been a successful and valuable experience.
Camp
The weekend of 12/13 Feb had been reserved for Orchestra Camp. Michelle said there may be clashes with Adams Festival and to check dates. Clare said Camps were a great idea to get to know people better. David said for it to work everyone needed to turn up. Members present were keen but Richard suggested checking others as keen. Some costs involved. $31 per day food only. Overnight extra. John to follow up. Jan suggested Saturday afternoon to Sunday afternoon.
Role of the Committee
John asked if Committee needed a role description to make its function clear. Richard said many of the current members had been on the Committee for the past 5 years and it was time for some new blood!
Rehearsal Clashes
Suggestion was made earlier in the year that if there was a clash on a Wednesday evening with a performance at the School of Music that would be of interest to members then maybe the rehearsal that week should be changed to another evening to allow members to attend. Tuesday was preferred if this was to happen.
2011 Programme
Margot suggested that the 2011 programme be available at the November concert and that planning be done earlier to make this happen. Richard said Jenny Banks was coming back to NZ next year in July and could do Tchaikovsky Concerto as requested by the Friends. John said we were looking to have one guest conductor per year. Ken Young had conducted Jenny in the Sibelius Concerto and had expressed interest in conducting the Tchaikovsky. Mark Carter was on the cards for 2012. Jan asked about the possibility of John Thomson performing more solos next year. Sheila and Michelle said how much fun the Bond concert had been. How was the proposed West Coast Tour going?
Margot said she preferred visiting soloists more than visiting conductors and said we had had soloists from the NZSO at little cost eg Peter Barber, Alexa Still etc.
Member involvement in running the orchestra
Pam said Veronica had asked that members get more involved in running the orchestra to help spread the work load.
The meeting finished at 9.40pm.
Thanks to Pam for organising the venue and the refreshments.

2009 Forum Meeting Minutes

Held at Nelson School of Music. Wednesday 9th September, 2009 at 7.30pm

Present:- Veronica Struthers, Valerie Towse, Rebecca Shearer, Alec Brown, Pam Seymour, John Hudson, Michelle Bryant, Marjory Fern, Pauline Boyd, Virginia Ward-Brown, Sheila Leeper, David Jack, Diana Roper, Paul Roper, Peter Dunn, Sally Wastney, Neil Kenny, Annabelle Laing, Tersha Coppell, David Smale, Paul Gilmour, Steve Hainstock, Jillian Carey, Sebastian Head.

Forum Meeting - See agenda and format of meeting.

* John welcomed Marjory Fern who then gave a short talk and demonstration of the "Alexander Technique"

* Pam as 'treasurer' explained our finances for next year. We have $17,000. We have asked for a $15,000 grant for the next four years for a 'leader' and 'conductor' from the Nelson City Council. The meeting to be held on 22nd Sept.

* John - talking about next year. John Thomson and Mick Dowrick - making the most of their strengths.
. We have planned to have 5 concerts using 'local' talent..

* Feedback -
. Paul feels a 'name' is really important to attract greater audiences.
. Neil suggested that it may be a year to be 'prudent'.
. NSO should be for our community - thinking a wider theme by including other groups.
. David Jack felt that Peter Van Drimmelen was a great conductor especially the Young Soloists.

. Feedback about the concerts - general comments from everyone.
. Issues about having 'local' players and keeping up the level for Young Soloists Concert.
. Emphasis on 'Nelson' people.
. Are we happy with John and Mick - General consensus was "Yes".

* Web-site:- Paul explained about how it has been set up. Open to the public including rehearsal schedule. There may be a 'blog' for member feedback and sharing of information - work in progress.

* Veronica read out two player suggestion models. (See copy) and there was general discussion around these ideas. Players - who should play and how do we attract other high calibre players into our orchestra?

* A survey is being done with general questions about our orchestra and how we should continue in the future. The committee will use the feedback from this for future planning.

Meeting finished around 10.00pm