CAMBRIDGE UNIVERSITY MUSICAL SOCIETY

A Committee Meeting was held on 30 April 2010 at 1 pm in LR3, Faculty of Music.

Present

Executive Officers:  Fiona Beresford (FB), Rachel Croft (RSC), Chloe Davidson (CD), Martin Ennis (ME), Caroline Goulder (CG), Maggie Heywood (MH), Emma Smith (ES)

Co-opted members: Richard Andrewes (RA), John Barber (JB), Simon Fairclough (SF), Chris Lawrence (CL), Paul Nicholson (PN), Jo Whitehead (JW)

Simon Fairclough was in the Chair.  Christine Skeen took the minutes.

Apologies were received from Andrew Browning, Stephen Cleobury, Robert Culshaw,  Jennifer Howells, Nick Shaw, Angie White, John Willan 

Minutes of the last meeting were to be reviewed at the next committee meeting.

1.  Committee changes:   Robert Culshaw regretted that due to family circumstances he could no longer serve on the committee, but would be happy to help on an ad hoc basis.  SF wished to have recorded the committee's thanks and appreciation of all RC had done in forging links with fundraisers.  Ideas for filling the vacancy would be welcomed.    Action: all

2.  Proposal on the appointment of Martin Yates (MY) as Orchestra Director:  A paper was distributed.  SF and JW had met MY, who was keen to give students training. His role would be to conduct two CUMS I concerts a year, plus prior rehearsals; attend final auditions for CUCO and CUMS I, thus acquiring an idea of players' suitability for certain roles; chair the judging panel for the conducting competition; sit on the judging panel for the concerto competition; act as a judge of the composition competition; visit Cambridge at least once a term - a key element – to provide mentoring and tuition for student conductors of CUMS I, and of CUMS II and CUWO wherever possible; and advise on the orchestras' artistic programme.  The visits would be planned to fit in as much as possible each time. CUMS would provide basic accommodation in colleges as necessary. Regarding remuneration, the retainer would be £150 per term week, (working out to about £200 a day), the £1k concert fee included rehearsal fees, and the total cost of about £5k a year was seen as very reasonable for a musician of his standing.  MY placed greater emphasis on having his input recognised, rather than on payment. It was proposed to make an initial appointment of three years, with a review after the first one, when such things as time actually spent and compatibility could be discussed.  RSC suggested that all student conductors should attend the morning after interviews to benefit from MY's advice.  SF said this would need consultation with MY who may favour one to one sessions. Student conductors would have fewer conducting opportunites in concert but countering this, access to ongoing training from MY.  CL would like to see MY arrive earlier rather than later in rehearsal schedules, before undesirable playing habits had developed.  ME wondered whether a gap would be left if after the initial year the arrangement ended.  SF suggested discussing progress in January.  All agreed the proposal of the appointment. 

3.  Proposal on fundraising & marketing management next year: JW said the aim was to provide enough support to run CUMS efficiently and stabilise administration.  It would be a flexible role for, say a recent graduate, of 600 hours a year, working to CD, who worked 900 hours.  It would embrace orchestra management, marketing, supporting the instrument manager, the secretarial role previously held by Jennifer Howells and fundraising. What was to be paid out for what return was still to be finalised. ME suggested security should also be covered, with particular regard to the instrument collection;  a tenor sax had gone missing. (This subject would be returned to later). JB  said it would be useful to have a note issued after the appointment had been made outlining who does what.  CD would enquire what assistance committee members would like e.g. with lunchtime concerts, fundraising. SF said at least £25k needed to be raised a year to support CUMS' activities, and suggested the aim should be to get back £7 for each £1 put in.  It was agreed there may be need for further fundraising support in the future: CL suggested Gillian Perkins as an excellent choice for fundraising contacts, but she would not be approached before her six months' break was up. CL stressed the importance of thinking through exactly how a new appointee would be used.  It was agreed to seek a candidate. After CD's consultation with the committee, she would circulate a detailed note of administrative hours, advertise the post, conduct interviews with  A N Other and choose a candidate.   Action: CD

4.  Update on Cambridge Lunchtime Recitals:  CL distributed a skeleton schedule for 2010-11 and talked it through.  West Road was booked and a third of the dates were filled.  RSC knew of someone who might be willing to act as President of the series; she would email CL and SF.  Action: RSC   CL stressed the series should be run by and for students, hence the need to recruit a President before any furthr programming took place.  RA suggested anyone winning the concerto competition, and runners-up, should be involved as performers.  ME and JB added vocal ensembles and individuals too.

(RSC left the meeting)

CL said that concerts should be held only in the Michaelmas and Lent terms for the first year.  After student consultation, the starting time was agreed at five or ten minutes past one rather than on the hour.  JW said we should try to find a way for the series to fund itself. It was proposed to have free entry, with say, £1 programme and a retiring collection. RA said college music societies could help market the series.

The question of security was raised before ME left.  His room was opposite the instrument cupboard and he knew it not to be secure.  Action: CD and Simon Smart to discuss solutions

(ME left the meeting)

5.  Artistic planning, budgeting & allocation of dates in future sessions: JW stressed the need for a meeting to discuss ensembles' playing times.  It was compounded by CUCO's recent joining, bringing established dates with them. JB suggested the planning committee be asked to look into this urgently, especially with regard to 16 June 2012.  If responsibility were devolved to the ensembles, clashing concerts was a distinct possibility.  JW said MY, Stephen Cleobury and John Willan could usefully meet.  SF said criteria were needed for sorting out dates, especially for the chorus which usually had Saturdays. Some concerts may need re-arranging. JW suggested ensemble leaders compile a paper of their criteria, book a series of meetings within the next four weeks and report back at the next committee meeting.  SF said the planning committee  should resolve any difficulties.  Action: Andrew Browning, RSC, CG, ES, Angie White

(JB and CG left the meeting)

6.  CUMS II: ES said there had been one rehearsal this week, a few missing in the wind section; two extra rehearsals were planned for the 13 May concert. JW said a strong committee was needed rather than relying on one person.  ES had asked for volunteers but none was forthcoming yet. JW wondered whether CUMS II concerts should be omitted from the season brochure, especially as those who attend the concerts are not brought in by that means.   It would give CUMS II more flexibility in playing or not.  ES would like to keep them in: last term's concert had been much better than the poor performance in Michaelmas term. SF expressed his concern that CUMS II had become a non-auditioned orchestra.  He replied that if CUMS II was in the season brochure, they needed to be a properly organised and auditioned serious orchestra with a strong committee and a clear plan before the end of the current term.

(FB left the meeting)

JW suggested that ES should introduce at the next committee meeting a core of next year's CUMS II committee, and that they should give a presentation on their plans for the orchestra in the year ahead.  They needed plans to improve attendance and artistic standards. Players and committee alike needed to know what they were committing to. SF stressed the need to sell CUMS II as a good ensemble, perhaps with re-naming; this time was make or break.  JW would help.   Action: ES

The meeting closed at 14.20