OU ORCH from January 2014
1.
A schedule showing a rehearsal and concert plan for the year, alsoindicating fit in future
years, was discussed and broadly agreed. NB Hugh has indicated he is happy to follow
this schedule, conducting the May and October concerts and the schools events.
2.
Statements of expectation to and from members need to be prepared and issued –
David to have a first go at a strawman, others then to comment (David’s and Laurence’s
text see below)
3.
Section Reps were agreed to be important to improving attendance. We need to
articulate what their responsibilities might be, and how they should interact with
members to ensure best co-ordination and information flow about attendance.
Sue to have first go at a strawlady, then others comment
4.
The new arrangements will be trialled for 2014 and reviewed thereafter.
Laurence/Tessa to make this clear in communications to members
5.
Guest conductor for non-Hugh rehearals and concert - Dennis should be consulted first
about what he would like to do, then other options explored if necessary
Laurence has spoken with Dennis post meeting. He is happy to conduct during Jan / Feb
and think about an appropriate concert in February 2014
6.
Decisions on whether we do a concert on Febrary 14 2014, and what format it might
take (suggestions were made for a lighter touch more informal concert, perhaps with
Open Voices, perhaps with tables and chairs rather than raked seating) depend on views
of whoever is conducting this block of rehearsals. NB Following discussion with Dennis,
we might not follow exactly the rehearsal pattern shown on the schedule. This will be
refined in the next couple of weeks as consider the programme and whether we do a
joint concert)
Laurence to follow up with Dennis
Allan to investigate options for the concert and evening / Sunday rehearsals re venues
7.
Hugh is still keen to do max 2 schools events in the year, format being 1 week rehearsal
then the event.
Sue to do some research to see which dates might work best for schools.
8.
Music for the year needs to be announced in advance (though for January this will
depend on the guest conductor), and will be available on the first rehearsal. Hugh would
like to start with bowed string parts, and Katharine will have a discussion with him about
this.
Laurence to ensure conductor is aware and sufficient lead time for committee to approve
/ budget for repertoire
Brian to ensure liaison with conductor re availability music
Katharine to speak to Hugh re bowing
David’s draft text for the orchestra:
“For 2014 we are trying out a new concert rehearsal schedule for the orchestra, which was
suggested by Hugh and discussed and agreed at the AGM. This allows for a shorter, more
concentrated rehearsal schedule in the run up to a concert. Rehearsals for concerts will
generally comprise 6 lunchtime rehearsals, evening rehearsals on a single Friday and a single
Tuesday, and a Sunday afternoon workshop/rehearsal. This pattern should allow the orchestra
to continue its recent development under Hugh's leadership and to maintain our tradition of
putting on concerts that are both challenging and enjoyable to play and well-received by our
audience.
To make this work we need to try and maximise attendance during the concert rehearsal period
so please make a note of the dates and come to as many rehearsals as you can. We also all need
to give an early indication of our availability for rehearsals, before the start of each concert
rehearsal period. This will give Hugh information on the players available each week, allowing
him to work out, in advance, the optimum rehearsal schedule. In addition, it will allow for cover
to be arranged for a particular rehearsal, if necessary.
We know that events happen at work or at home that mean people have to change their plans,
sometimes at the last minute, and that's not a problem. If you find at a later state that you can't
make a rehearsal you signed up for then please change the register as soon as you can and let
[your section rep] know, in case alternative arrangements need to be made.
The new rehearsal pattern should give all current members of the orchestra sufficient rehearsal
time to be 'concert-ready'. If you have any concerns about preparation for a particular concert
then please have a word with [your section rep].”
Tessa’s summary to add to above:
The new schedule of rehearsals and concerts addresses some issues of attendance at key
rehearsals, and fits better with Hugh’s availability by:
 Making the direction clear – blocks of rehearsals leading to concerts with the schedule
published a year in advance
 Having fewer, more focussed rehearsals leading to each concert
 Requiring players to show in advance their availability on register for a whole concert
block or schools event block
 Conductor will make final decision in each individual case if not enough rehearsals
offered or unavailable for key dates (e.g. final rehearsal)
 Appointing section reps who will help to monitor locally and provide a more balanced
orchestra at rehearsal
 Music to be available at start of block, and planned well in advance
 String parts to be bowed in advance
Advantages
 It should help members to plan in advance
 Possibility of signing up for a block at a time – or missing a block
 Hugh to be conductor for two concerts a year
 Adds a third concert which will have a different conductor and could give other
possibilities
 Preserves the ability to have two schools events a year with Hugh
 Some ‘down time’ to try out new music
 Finish earlier in summer, where informal chamber music/ summer strings etc can take
over