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Minutes of Annual General Meeting Held at Arlington Road Church Friday 24 February 2023

1 Present:

Action

John Pearman (Chairman), Noel Williams (Secretary), Marilyn Hill (Treasurer), John Mathias (ViceChairman), Alec Brooks (Musical Director).

Roy Bowen, Fred Draper, Mike Griffiths, Gareth Lewis, Brian Raybould.

Chris Davies, Phil Davies, Stan Hill, Mark Smith, Lyn Sullivan, Phil Tew, Dave Wall, Glenn White.

Rob Cotter, Malcolm Evans, Eddie Fearnley, Richard Harris, Kelvin Isaac, Jon Machin, Haydn Wheeler.

Howard Evans, Viv Griffiths, John Jones, Phil Rowe, Dave Saunders, Ian Williams.

2 Apologies:

John Bevan, Chris Evans, Mike Francis, Ray Hooton, Colin Gronow, Laurence Hopkins, Owain Jones, Stuart Phillips, Adrian Powis, Ian Thomas, Mike Williams, John Wright.

3 Adoption of Minutes: Adoption of Previous Minutes 18 March 2022

Proposed: Ian Williams Seconded: Mark Smith

Adoption of Minutes 24 February 2023

Proposed: Lyn Sullivan Seconded: Fred Draper

4 Matters arising from Minutes:

Chairman: All actions from the minutes of the previous AGM have been completed.

5 Notice of motion:

Put forward by Kelvin Isaac: I propose that a paper ballot be taken by all choristers for the following:

Do you wish that the choir proceed with taking part in funerals to ‘outside personnel’ i.e., no relations or friends of the choir. I would ask that a paper ballot be taken, rather than a show of hands – to find a ‘true’ feeling of choristers. This way they will not be intimidated or swayed by their peers.

Proposed: Kelvin Isaac Seconded: Philip Davies

Chairman: This has exercised our minds and we are conscious many have felt strongly. Originally attendance at funerals was confined to choristers/family. We like to play our part in the community to help people and give solace. We feel that if we have the availability of the musical team and sufficient choristers then we should attend these funerals and this appears to have worked well so far.

Howard Evans: Should a vote take place beforehand to decide whether we should have a ballot?

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A vote followed and a large majority supported the ballot.

Ian Williams: If there is a ‘yes’ majority, how do things change?

Chairman: We would leave to the understanding of choristers on whether to attend or not.

A paper ballot took place and the count was carried out by Noel Williams, Marilyn Hill and John Mathias.

YES 26 votes NO 9 votes.

The ballot included the votes of some choristers who had given apologies for not being able to attend the meeting. The motion was duly passed and these minutes serve as a record of such.

Roy Bowen: Does the standard charge of £350 apply to non-choristers?

Marilyn Hill confirmed this charge.

Haydn Wheeler: Queried how the pianist turned up at the funeral earlier in the week and was not used?

Alec Brookes: Advised he had omitted to tell Laura Deenik that Mair Jones would be playing.

Marilyn Hill confirmed Laura Deenik would be paid.

Chairman: We should all try to attend funerals, but choristers would have the choice and not be forced into attending. It is a status quo of existing arrangements, with members aware of the supportive choir vote to the motion.

Howard Evans: What does the Constitution say?

Roy Bowen: What does the Members Handbook say?

Noel Williams: Reference made to the Model Constitution. Clause 2 in full states: The objects of the Society shall be to advance, improve, develop and maintain public education in, and appreciation of, the art and science of music in all its aspects by any means the trustees see fit, including through the presentation of public concerts and recitals. There was no such reference in the Members Handbook.

The minutes record the passing of the ballot.

6 Chairmans Report:

Copied from prepared script.

In welcoming you all to this year’s AGM I do so with a sense of deep gratitude for the commitment and support which has been given to the Choir over the past year. We now have 53 members, welcoming into the choir during 2022 John B Jones in the Top Tenor Section and our Quiz duo Chris Evans and Mike Francis in the Baritones. Of those leaving the Choir during the year our thoughts are with Dick Ashman, Dave Penny and Kelvin White who are not able to be with us through illness, and our thanks go to former long-serving choristers Ray Street and John Williams for their dedicated contributions over many years. Jason Edmonds and Brian Davies were also valued members for their short time with us.

Our memories may sometimes play tricks upon us. Did the COVID pandemic last for almost 2 years? Were the restrictions finally lifted in Autumn 2021? Did some Choir members keep in touch via - ZOOM? Has COVID and its long term aftermath impacted adversely upon the Choir? You may

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remember my predecessor Roy (Bowen) expressing his hope that the Choir would come out of the COVID pandemic as strong as it went in. This hope, I believe, has been realised, with Choir events during 2022 being performed to a high standard and being warmly received by audiences across the community.

Our immediate priority in seeking to return to ‘’normality’’ was to look forward to the organisation and arrangements for the annual concert at the Grand Pavilion in September, around which other events in the calendar would be scheduled. Confirmation of the booking of the talented classical guitar husband and wife duo ‘’TROVATORI’’ had been received and early contact was made with staff at the Pavilion to establish the mechanism for ticket sales.

Marilyn returned from the Pavilion with the news that tickets would no longer be ‘’on sale’’ at Reception. New systems in place with advances in digital technology meant that tickets from the Pavilion could only be purchased ‘’on-line’’. This change to the system of ticket sales did in fact prove to be a defining moment for the Choir. We had to make sure that ticket purchase was available to Concert audience members across all age groups, conscious that many senior members were not familiar with new ‘’on-line’’ systems. The Committee recommended that all Choir members should aim to sell a minimum of 5 tickets each. This proposal was supported by Choir members and the collective effort which followed ensured that we achieved an almost full house in what proved to be a wonderfully memorable concert. Marilyn will give details in her report of the financial benefit accrued from a successful annual concert in underpinning the annual accounts.

This commitment has been reflected in all other Choir events held during the year. April saw 80 Choir members and friends travel to the Isle of Wight for a very enjoyable tour, featuring a concert in St John’s Church, Sandown. Our thanks to Mike (Williams) for the arrangements made to ensure the success of the week-end, whilst we also recall Mike’s switch to motor-bike outrider consequent upon the sudden illness of his father. We trust Mike’s successor as Concert Secretary, Mark, will not be seen in leathers enroute to Llandudno in June.

Closer to home during the year 2022 the Choir enjoyed a visit to Porthcawl Primary School on St. David’s Day, sang outside Trinity Church on a very hot day on the occasion of the Queen’s Platinum Jubilee celebrations and filled the air-waves at the Newton Village Fayre. Autumn identifies the Choir with the Remembrance Day Service at All Saint’s Church and then the busy but enjoyable Christmas was upon us. Events included concerts at the Albert Edward Court Masonic Home, All Saint’s Church and The Grove for our traditional evening with the Stroke Club. Intertwined with these events were the social events where Ray (Hooton), who had previously organised a very successful ‘’Race-Night’’ evening, arranged for the Choir to sing at the Globe in Newton and then the following week to relax at The Grove when some 80 members and friends enjoyed a splendid evening in the company of comedian Denis Laing. With Ray retiring from his post this year I would like to thank him for the detailed planning and attention to detail which has marked the success of events he has organised during his 4-year tenure as Social Secretary.

This dedication to the task in hand has been evident in the work undertaken by each member of the committee, recognising also how closely the responsibilities of one office holder is inter-related with those of another. We find Mark as Concert Secretary liaising carefully with Ian as Public Relations Officer and with Dave Wall as Programme Editor in a rapidly evolving age of new technology where new opportunities are continually opening up. I never cease to be amazed at the speed with which data on our Choir web-site is superseded by ‘’visits’’ on Facebook where information is rapidly sought and exchanged. Our thanks to both Ian and Dave as they guide us patiently into the realms of new technology and to Mark for promoting the Choir so well on radio. May we also thank Ian for his liaison with Drs Rupert and Sarah Thurston who raised funds for the provision of a defibrillator for the Choir. Rob as Librarian, our Section Leaders Adrian, Jon, Chris and Gareth fulfil in their elected roles a duty of care which, I know is appreciated by all Choir members. Rob’s care of music sheets is already becoming legendary, an all-round performance of which I know his predecessor Eddie is proud. Our Section Leaders provide a pastoral care, conscious of the well-being of their members and raising practical matters on the content and timing of meetings. Outside of committee but essential to the smooth running of concerts and finances, I thank Mark, Ian and Glenn for their duties in the Piano team and Chris for his time given before the start of each Choir Practice to make sure we have all bought our raffle tickets. The sterling work of Viv as Choir Marshall means so much to us all in maintaining good order and discipline in Choir concerts.

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Our Ladies’ Team has as ever supported us splendidly. We do hope that Jen feels that the men regained their spurs this year with the attendances at the ‘’Bring and Buy’’ in Trinity Church Hall in the Summer. At Concert and at Social Events your presence and contributions are integral to the success of the Choir.

Our thanks as a Choir go to Brian (Willment) for enabling us to meet for practice at the Arlington Road Church. The Christmas concert held in the Church at Christmas is always very special to members and gives us an opportunity to pause in appreciation of the facilities made available over many years.

To my Vice-Chairman John, Secretary Noel and Treasurer Marilyn I extend my deepest thanks. John has been influential in establishing the Charitable status of the Choir, whilst his supportive role as Vice-Chairman has been immense. Noel’s exemplary role as Secretary ensures that everyone is fully informed of committee meetings and on any matter impacting on Choir development and membership. His ability to produce and circulate comprehensive Minutes of meetings within days of their taking place is invaluable. Just as promptly at hand are the issue of Monthly and now the Annual Accounts. Marilyn is meticulous in preparation of the Accounts, which so clearly depict the financial state of the Choir and provide essential information for decision making. Marilyn’s compilation is perhaps the tip of the ice-berg, for she does so much work in receiving donations from sponsors, advising on financial aspects of Choir tours and Choir bookings, as well as the routine matters of collecting subscriptions and issuing receipts.

May I turn finally to our Musical Team of Alec, Musical Director, Richard our Musical Accompanist and Agnes and Laura our Musical Accompanists. Music is a wonderful gift and we as a Choir are so grateful to Alec for his skillful musical direction and patient good humour and to Richard whose outstanding contributions as Accompanist have thrilled audiences. In support of Richard, we have Agnes Pottage a recipient of the Dilwyn Evans Memorial Prize this year and Laura Deenik, two young ladies whose rich talents at the piano give much confidence for the future. We are indeed fortunate to have such a talented team, following the legacy of our own gifted former Musical Director Mair who herself has continued to provide cover on request for the musical team during the year. I look back on a year highlighted by a memorable Annual Concert and gratitude to a dedicated committee and supportive Choir that it has been a privilege to lead.

7 Musical Directors Report:

Alec Brooks: It has been a very enjoyable year and I look forward to attending the rehearsals as do all choristers. High points were the Isle of Wight Tour, the Annual Concert and the All Saints Concert. I am looking forward to the events we have planned for this year. Events have been well publicised on Facebook. I thank choristers for their support and also thanks to our accompanists.

8 Treasurers Report:

Copied from prepared script. Statement of Accounts for the year ended 31 December 2022 given out separately.

After a full year we finished financial with £4642.18 current a/c, £4226.88 deposit a/c £7254.15, tour a/c a total of £16123.21.

The first thing of note is the main accounts show nearly the same balances as 2022 Starting with the tour account, the raffle brought in a very healthy £2738.43. My thanks have to go to Chris Davies for his work all year selling tickets.

The committee voted for a £100 subsidy per chorister for our tour to Llandudno, at the time of writing this there are 34 choristers on the tour.

Due to the new system at the Pavilion, we used the tour account to purchase the annual concert tickets, the account was restored to its correct balance by the year end in December. The deposit account was increased by £9.19 interest earned.

The current account, subscriptions from 47 choristers and two life members. With donations from visitors and supporter of £180. we sang at 2 funerals £400. Concerts; Council for the jubilee £200 Globe at Xmas £230, our Xmas concert at All Saints £323.20, Masonic home £200 (2 years), Stroke club £100, RNLI life boat naming £100.Our socials the race night brought in £1167 and cleared £700 profit. The Christmas social was subsidized and in 2023 will break even due to a successfully raffle.

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We have now paid Calon Heart for a defibrillator and our thanks to Dr Rupert Thurston for raising the money for us on social media after doing the Cardiff half marathon.

The rent is now £200 per month or £2400 a year. We didn't start paying until April thus the £1800. Musical team cost was £8820 for the year.

Lastly of interest we had a storming Annual Concert, which gave us £4717 this made up the short fall in the yearly accounts. The audience was 493 and our drink raffle brought in £447. Again, thanks to you all for selling the tickets and the ladies’ section for their all-round help. This year’s concert is the 2[nd] September and the artist will be Mr Mike Doyle.

My thanks now go to your committee for their continuing support, to you the choristers for all your contribution. We now have charity status and can rattle the buckets at venues, we can claim gift aid on your subscription. If you have not submitted a form, please see me. The options for payments are the same standing orders is available, if paying direct please use the correct account, details on the board.

Now for the things you have been waiting for, I propose that subscription remain the same at £120 But I'm asking for your support to increase our musical team’s fee. our musical director to increase by £10 per week and the accompanists £5 each per week i.e., £10 or £20 per week in total a yearly total of £980. They Have not had an increase since 2019. We have a wonderful team which we appreciate and don't want to lose.

The other increase is for the church we pay £2400 I would like to increase this by £20 per month being mindful of ongoing energy costs.

So, a quick round up, a good 1[st] full year back after COVID. Work being mainly in the last part of the year. I look forward to a financial fantastic annual concert, with the tickets being a much easier sell. I am privileged to be a member of a hard-working committee and I thank them all for their help and advice. But a special thanks to Kelvin for being our choir auditor again this year.

A discussion took place during the above presentation.

Dave Wall: Have you been asked by the Church for an increase in rent?

Marilyn Hill: It is only a matter of time before we are asked for an increase.

Chairman: This was discussed at committee and all agreed with the proposals. By taking the initiative we hope it will help. The judgement made was that this would be the right time.

A vote was taken and an increase in rent was supported by a large majority.

Roy Bowen: We are still depending on making a profit in the annual.

Chairman: Agreed and it shows the impact of selling the tickets. We continually look at finances.

Ian Williams: The annual provides us with finance. We do not have the Pavilion next year and need to think forward on how we deal with this.

Marilyn Hill: I was going to bring this up under any other business. Everyone needs to give thought to this. Do we look for other revenue streams such as singing at shopping outlets?

Roy Bowen: We have used All Saints for an annual before.

Marilyn Hill: This and other options such as the Orangery will need considering. We will need to plan for next year.

John Jones: We have not increased subs, should we, as thinking ahead for next year?

Marilyn Hill: If the annual was not successful we would need to think of increasing subs next year.

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Chairman: We have looked at this and continually monitor.

Roy Bowen: Why cannot we not put forward a subs increase now? Chairman: Our general belief/judgement is that we are in a strong financial position for this year. Roy Bowen: I would like to propose subs at £150. Marilyn Hill: We must be mindful of the age profile of the choir and the cost of living. Kelvin Isaac: The raffle gives £2 per week from each chorister.

Marilyn Hill: Currently this goes to the tour fund. We could split between the tour fund and the choir fund.

Phil Tew: Regulars are already paying at least £50 more each week.

Ian Williams: The tour subsidy is £100 per chorister, should we use this to keep subs down? Dave Wall: Can we have more patrons?

Chairman: We can all look at this.

Fred Draper: On a Sunday morning only four people attend the Church. We are lucky to be able to use it. We need to bear this in mind when considering other options.

Viv Griffiths: Are we looking for an alternative venue? There are places around Porthcawl, some of which will charge less than current.

Marilyn Hill: Other organisations pay more. We continue to monitor and other venues are not always available on our nights. We also need to remember our storage requirements.

Kelvin Isaac: We may only be given short notice to vacate. Malcolm Evans: Schools should also be looked at.

Marilyn Hill: Bear in mind school caretakers. We have not approached schools. We need to be mindful the Church has been very good to us.

Ian Williams: What is the point of looking now? We will get notice here and should look elsewhere if the need arises.

Marilyn Hill: Returning to the raffle. I propose we split the proceeds with Tuesdays going to the Current Account and Fridays going to the Tour Account. This was seconded by Mark Smith. A vote took place and unanimous support given for the proposal. To be effective immediately. MH

All recommendations in the Treasurers Report were given unanimous support.

Howard Evans: Proposed thanks to Marilyn Hill. This was supported by all present.

9 Auditors Report:

Kelvin Isaac: The accounts have been well set out, easy to follow and checked against bank and other statements. All is in order and I thank Marilyn for assisting me to carry out this work. I am happy to continue with this work.

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10 Election of Officers:

With the exception of Social Secretary, a single nomination was received for each position. Each nominee was unanimously elected.

Position	Nominee	Proposer	Seconder
Chairman	John Pearman	Phil Davies	Chris Davies
Vice Chairman	Adrian Powis	Noel Williams	John Mathias
Secretary	Noel Williams	Viv Griffiths	Ian Thomas
Treasurer	Marilyn Hill	John Pearman	Phil Tew
Concert Secretary	Mark Smith	Glenn White	Ian Thomas
Social Secretary
Public Relations Officer	Ian Williams	Marilyn Hill	Stan Hill
Librarian	Robert Cotter	Mark Smith	Haydn Wheeler
Section Leaders
Top Tenor	Adrian Powis	Howard Evans	Phil Rowe
Second Tenor	Jon Machin	John Bevan	Rob Cotter
Baritone	Chris Davies	Stan Hill	Glenn White
Bass	Gareth Lewis	Stuart Phillips	Roy Bowen

To contact Charity Commission to update trustee registrations.

Kelvin Isaac was prepared to help out for social events but did not wish to be on the committee. To maintain the existing constitution requirements, it was agreed that Kelvin Isaac be designated Events Co-Ordinator and not be a committee member.

11 Any Other Business:

Brian Raybould: Could we apply to sing at the Principality Stadium?

Chairman: This will be followed up in a committee meeting.

JP/MS

Malcolm Evans: Made reference to four choirs taking part at the week-end.

Ian Williams: Posters for the joint concert with Amici Cantate are available. This is our next income generating event.

Chairman: Please support this event and bring others along.

Marilyn Hill: We are in urgent need for raffle prizes for the evening.

Mark Smith: Amici Cantate would contribute to the concert and share any profit/loss. The afterglow would be at the Seabank.

Glenn White: Are we applying to sing at the Albert Hall?

Chairman: This will be followed up in a committee meeting. Howard Evans: We did apply a few years ago and can follow up. Alec Brookes: We need to be mindful of the programme.

NW/MS

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12 Date of Next Annual General Meeting:

Marilyn Hill: If we held on a Tuesday then we would have more attending.

Noel Williams: The Members Handbook states ‘The AGM will normally be held on the third Friday of February each year, or as near to that date as possible.’ The term ‘normally’ does give us the flexibility to change the day.

Alec Brooks: Tuesday would be best kept for rehearsals as more choristers would be attending.

It was decided that the date of the next AGM would be Friday 16 February 2024.

Noel Williams – Secretary

Registered Charity Number 1195139

BANK RECONCILLIATION CURRENT ACCOUNT Bank Statement as at 31 st December 2022 Plus cash in hand Less Unpresented Cheques £4,642.18 NIL £4,642.18 ,DEPOSIT ACCOUNT .Bank Statement as at 31 st December 2022 £4 226.88 £4,226.88 TOUR FUND ACCOUNT Bank Statement as at 31st December 2022 £7 254.15 £7 254.15 BANK RECONCILLIATION 31st December 2022 ,' £16123.21 Marilyn Hill - Treasurer PORTHCAWL MALE CHOIR January - Auditor Paje