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20th May 2005 – Closed Meeting. Please treat these minutes with confidence.
President
Donald Gillthorpe
Secretary
James Hume
Treasurer
Philip Purvis
Symphony Orchestra Rep. Richard Walkem
Big Band Rep.
Faye Mcknight
Choir Rep.
Helen Huxtable
Wind Band Rep.
Ed Schroeder
Swing Band Rep.
Dominic Brown
Lunchtime Concert Officer Elizabeth Dawson
Publicity Officer
Alex West
Programme Officer
Jon Hazzlewood
Social Officer
Tim Pentland and Amy Shercliff
Non-departmental Officer Dominic Brown
Technician
Paul Darling
Apologies: Paul
Reasons why the meeting was closed [to the rest of the society]
Donald felt that this was the right thing to do. He felt it was best to discuss the
reasons why the meeting was called and why it was closed. He also wanted the
meeting to be called before the weekend. He suggest that the ‘closed meeting is
mentioned at the next meeting, but that minutes [of this meeting] are available
through James’. In addition to these reasons and because of events this week he
wants everyone [on the committee] to discuss matters. Donald wants the committee
to approach the problems together. He then opened up to the committee to ask what
they thought about the meeting being closed and what they think of the recent emails
that have been circulating on the
ulms-committee@lists.lancaster,ac,uk email list.
Tim felt there was no problem with having a closed meeting. However, he feels like
the committee is in two tiers and that a lot of the decisions are being made by Donald,
James and Phil rather than involving the whole committee.
Amy felt that there was no problem with the meeting being closed. She feels there is
a problem with the two-tier system that is in place and feels that the committee hasn’t
voted on matters. She feels that Donald, James and Phil are justifying the matter by
claiming that they are basing the decision making on last year. She feels the
committee isn’t making the decisions. She thought some people found Donald an
intimidating person and feels this is why he is not approached by members of the
committee and the society when they have a problem.
Fay feels that she hasn’t been there, she request minutes from Monday’s meeting.
She finds the current system very organised.
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Dominic has not problem with the closed status of this meeting. He also has no
problem with the two-tier system that is in place. He finds the Proms action plan fair
but feels that he is not involved.
Ed has no problem with the closed meeting. He feels that there is a two-tier system in
place but that it is also functioning well. He feels that the system helps things to be
done more efficiently. He requests more transparency in the decisions that are being
made.
Jon put his views into points:
1. Why the meeting had been called (and made closed status)? : He felt that it
was unfair that only some people were told of the reasons and finds no
justification for this.
2. He finds the two-tier system to be a problem:
a. Feels that the conducting auditions were not handled correctly because
the system was in place.
b. Feels that an email should have been sent requesting committee to
decide whether or not to have an emergency meeting.
c. If no email replies [in regards to the Monday meeting] were sent he felt
this was because the status of the meeting was changed very late in the
day.
d. He asks ‘What’s the point being on the committee?’, he feels that
many points are overlooked and that there are many abrasive
comments.
Liz felt that there was no problem with having a closed meeting. She felt that although
there is a two-tier system in place she doesn’t find it a problem. She felt the issue
shouldn’t be taken any further and compares it to a playground. She is very happy.
Richard didn’t feel his email / resignation issue didn’t need to have been discussed in
a closed meeting. He feels that although the two tier system was a timesaver it meant
Proms plans have been glazed over.
Helen feels intimidated when she is on the committee. She doesn’t feel that any
member of the committee is more important than anyone else.
James felt that the closed meeting was a good idea. With regards to the two-tier
system he compared to the Business world where everyone has to get on with their
own jobs and do what they are asked to do.
Alex felt nervous about speaking out. She feels that the meeting should be closed.
She feels that problems should be aired together and the committee should be put
forward as a team. She feels that Donald, Phil and James meet on issues to discuss
them behind the backs of the rest of the committee.
Phil is not sure about whether the meeting should be closed. He feels there is a
leadership issue and wishes to discuss this later on in the meeting.
Donald then asked the committee to respond to what they had heard.
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Jon felt that this was not a business environment and felt it was wrong for James to
suggest this. Some aspects weren’t correct. He felt it was a laborious issue. He felts
that the very fact that people don’t bring up problems shows a problem in itself.
Amy felt that the fact that the committee even think that [Donald, James and Phil]
have lots of meetings is a problem. She says that she doesn’t always say something in
meetings because she wants to take a step back from her role as President.
Alex doesn’t feel that we should have gone around the table one at a time because she
forgets what people say and then doesn’t respond to it.
Donald felt that he was justified in calling the meeting and he would stick by his
decision. He apologised for the mistakes he made by telling some people [the reason]
and not others when he was asking their opinion. He apologised for making a mistake
with the conducting auditions and felt that the issue wouldn’t be a problem anymore.
He feels that some of the problems mentioned today have never come up before in
meetings despite the opportunities do so and says that ‘it wasn’t his intention to be
unapproachable’.
Donald says that Phil, James and he have only had three meetings away from the
committee:



Prior to the first meeting (after the AGM)
To form an action plan for proms.
On Tuesday 17th May to discuss the current problems.
Alex feels that more meetings have been happening.
Tim feels that there is a feeling that [Donald, Phil and James] have been having extra
meetings. He feels that they need extra input.
Amy backs up her point early saying that it is more of a problem that that is a
perception.
Donald asks: What can we do about the meetings?
Tim says we should discuss topics first rather that just a solution.
Fay feels everyone should read the constitution to be made aware of their jobs
although Amy points out that this won’t do much good as the constitution is very
short.
Jon feels that the meeting are better in the seminar room but Tim and Liz feel the
more relaxed, informal venue is the Medici room.
Donald feels that discussion is very important.
Fay feels everyone has their own job and should stay with it.
Donald say there are still things that are a problem with proms.
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Jon suggests Donald becomes more approachable.
Tim doesn’t understand the concept of proms and what will be happening there.
Richards Email
Richard suggests that all his rep jobs for the Saturday afternoon could be done by
someone else with Richard’s arrangement.
Donald felt upset that the Haffner Orchestra was a priority over ULMS because they
could be equal priority.
At Monday’s meeting we will work out times and arrangements for proms because
there has become a misconception of when rehearsals are (based on previous years).
Paul sent an email about this meeting and James read it out:
Hi! I've phoned Donald and explained that I can't make the meeting as I'm going to
Portsmouth with a friend. It's been arranged for a few weeks and I'm afraid I can't really
cancel it now. I feel that there is obviously a need for this meeting as there are issues that need
to be discussed. I personally do not have an issue with any member of the committee and am
happy to carry on my role as Technician regardless as to what happens. I feel that I cannot
really decide or judge on anything in particular that has been discussed through these emails
as I haven't attended any (bar one and the tail end of another)of the meetings due to them
being arranged while I have been working at Fylde coffee shop. I don't have a problem with
this however as I feel that I am the least important member of the committee that is needed to
attend.
I think rather than sending emails to each other quickly and deciding to resign it would be
better to talk it through with the whole committee to see how they feel and then decide on the
actions they will take. It is rather rash, I feel, to resign so near PROMS, or at least say they
will resign after as we need to work as a whole unit and need to lead the rest of the society.
Any bad feelings with us will only reflect eventually on how we act during PROMS and could
end up with bad feelings within the committee.
I hope the meeting goes well. See you when I get back!
Cheers,
Paul
Amy was surprised that the email was actually from Paul! Jon felt that when Paul is
at meeting we should discuss why he feels that he is the least important member of the
committee that is needed to attend.
Phil’s Email offering resignation.
Phil sent an email offering his resignation; he then read a long speech on his reasons.
Donald asked him to reconsider.
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A vote was taken by the committee on whether to reject Phil’s letter of resignation.
The vote was unanimous. People on the committee agree with the statements spoken
of in his speech.
Phil feels hurt by the issues affecting the committee and he feels everyone has been a
problem in creating them.
Donald suggested [the committee] keep thinking about these things. It was suggested
that the ‘Nolan Principles’ by read by every committee member.
Next committee meeting will be Monday, 23rd May at 4pm.