Harrogate Male Voice Choir Minutes of Committee Meeting at Starbeck Methodist Hall  10.00  am on Tuesday 7th October 2025                                                                                                           Final
Present –  David Bayne( DB) , Chris Dunn (CD), Ian Ibbotson (II), Tony Goodall (TG), Lawrie Coulthard (LC), Stuart Berry (SB), George Cross (GC), Copy to Richard Kay (RK), David Healy (DH)
Item		Action
1	Minutes of last meeting. The minutes of the September meeting were approved and signed off. However David Healy on reflection has decided not to be co-opted onto the committee for marketing. He will however continue to seek sources of finance and support (see marketing, below).	TG
2	Treasurer’s report The  2024-25 accounts and Trustee report were sent to members. At the AGM the treasurer reported end of year balance at a healthy £9,675 helped in no small way by the generous legacy of £500 from our late colleague John Dawson and our Secretary’s NAC grant of £200. A closing small end of year surplus this time at £475 – compared to the previous year with negative £1618. In view of this useful position and notwithstanding reducing members – down from 47 three years ago to a likely 37 this year – the committee felt continuing subs at £150 was appropriate. Members approved the accounts and endorsed the subscription at £150 for recommendation at the AGM. As Patrick McCreanor has now resigned from the choir, Elwyn Pickering has volunteered to examine and audit our accounts for 2025-26. When new members own black suits which meet our uniform standards, they need pay only £15 for a tie and £25 for a shirt, and they should only pay when all aspects have been agreed	II
RK	Concert secretary report Saturday 22nd November. Concert at Whixley village hall arranged via Rita Lister, who is organising 2 other solo performers. This hall is slightly bigger than that at Green Hammerton. We will charge £250 to cover our costs. Start at 7pm was suggested. Saturday 13th December. Concert at Holy Trinity church Knaresbrough on suggestion of Trevor Davey. GC met administrator Brian Jelbert who was surprised at the small size of our choir and expected us to bring a substantial audience. This is a huge church and we need to promote this concert early and vigorously. Tuesday 16th December. Woodlands Methodist Church. Concert with collection in lieu of our last rehearsal in 2025. 7.30 pm start agreed with the minister. Friday 13th February Brackenfield prep school. Morning visit for 2026 Sing Out concert. Friday 27th February. Boston Spa Methodist Church. Joint Concert with Rodilians ladies choir. (Note the change from Saturday 28th February) Other potential performances Lunchtime concert at British Legion Lister House. Postponed to new year after organising repertoire, accompanist or backing tracks. Joint afternoon concert with Eastwood Collieries MVC, Nottingham. Request from Jan Fitzmaurice (Woodlands church steward) for joint concert in the spring with another choir rehearsing at Woodlands (Rock choir or Stray Notes). This may be difficult as it coincides with our Annual Sing Out concert and choir festivals, see below. We have asked for member’s suggestions for future concert partners, but final agreement must be signed off by the concert secretary before confirming it with partner organisations. Reading music GC has found “the Rhythm Tree”, an illustrated guide to musical note values and timings. RK reports that this is already in the Google drive. (see below)	GC
4	Members Secretary Report Section reps. have been issued with attendance sheets for the first 12 weeks of the new session. Resignations have been received from Patrick McCreanor, Stewart Reid and Brian Holmes and SB has sent letters to all signed by the chairman thanking them for their service to the choir. He has also sent a letter of welcome to Derek Jeary who has joined as a top tenor. As Brian has completed nearly 30 years of continuous service, including developing the HMVC website, he will be invited to come before the AGM and receive a framed choir photo with a small engraved plaque. Potential members invited by GC and RK are hoped to become members and another is expected on 14th October. The update of the emergency contacts list is a work in progress.	SB
5	Marketing and promotion LC visited Boston Spa methodist church (BSMC) with RK and GC on 4th September and discussed capacity, stage management, number of performers and audience capacity. Details of Rodlilians songs, numbers performing and rehearsal requirements are awaited from their MD The use of BSMC’s modern recording facilities was discussed, however it has since emerged that they have no experienced recording staff so it was decided not to proceed further with this. Due to the clash of dates with the concert at Knaresborough, LC has had to withdraw our offer to sing at the BSMC Christmas Tree festival on 13th December. Promotion of future concerts, social media, sources of possible grants LC has provided Rita with a sample template for promotion of the Whixley concert David Healy is following up his list of charitable organisations which might provide grants, to which will be added the Harrogate Round Table (identified by TG) and a list of local councillors (provided by CD) who should have access to “locality funds”.	LC                       DH
6	Recruitment New singer campaign 2026 TG and RK have been working on a campaign of 8-10 weeks duration in February/March  2026 for new male singers which would be separate from the normal choir operation (but with links not expressly hidden as suggested at the Peterborough conference). Although RK has offered to lead with only expenses paid, the committee agreed to pay a fee in addition per session. Possible venues are St Roberts social club, Harrogate Playhouse and  West Park URC. TG and GC will investigate costs. The social prescribing effort has not yielded any candidates so far and we will distribute flyers ourselves to suitable locations. It is however encouraging that 2 people brought to the choir by members have now joined and another 2-3 are attending as potential members.	RK/TG
7	Website support The resignation of Brain Homes has left RK with no support in updating our website. TG will appeal for any member with ability in this area to help. To simplify access to practice tracks, documents and concert promotions, RK has developed a “new resources folder” or “Google drive” where such items can be saved. Committee members are encouraged to try this and give feedback. The folder will allow access for potential members before they have access to the website. Items to be saved should be sent to RK who is the sole administrator.	RK
8	Sing Out 2026 schools update Communication with Pannal school has been difficult and visit dates have not yet been agreed. Both schools have yet to confirm whether Friday 5th or Saturday 6th would be preferred for the concert. At the moment, Harrogate High school appears to be the best available venue but audience capacity needs to be re-checked.	TG
9	Competitive festivals 2026 The choir competitions in Harrogate competitive festival will take place on Friday 20th and Saturday 21st March in St Martin’s church. Leeds Road. (Saturday is most likely) Entries by 15th January. We have been invited to the York Choir Festival on Sunday 1st March to do a 20 minute slot in the evening at 7.30. There is no competition, rather it is a performance festival similar to the Royal Hall festival in Harrogate (for which we still a wait an invitation). We will not compete in Eskdale festival this year as neither of our accompanists is available.	DB
10	AGM Nominations and seconders have been registered for TG to continue as chairman and DB to continue as secretary, in accordance with the constitution. No nominations have been received for marketing. No questions have been received under “other business” .	DB
11	Venue of this meeting. Was changed to Starbeck Methodists (with room fee) after last-minute notification that Woodlands would not be available today.	DB
12	Next meeting. Wednesday 5th November at Woodlands Methodists.	DB

 

Harrogate Male Voice Choir
Agenda for Committee Meeting at Woodlands Methodist Hall
10.00 am on Tuesday 2 nd September 2025 FINAL
Present – David Bayne( DB) , Chris Dunn (CD), Ian Ibbotson (II), Tony Goodall (TG),
Lawrie Coulthard (LC), Stuart Berry (SB), George Cross (GC), David Healy (DH). Copy to Richard Kay (RK)
Item Action
1 The minutes of the June meeting were approved and signed off.
5 committee members along with many present and past members attended the funeral
of David Millar at Rawdon crematorium in July

TG

2 Treasurer’s report
II has prepared and distributed the accounts for choir year 2024-25 along with a budget
for next year and a report from the Trustees for the Charity Commission.
Thanks to a generous donation from the estate of John Dawson and a grant from the NAC
for our Sing Out programme, we finished the year somewhat better than expected with a
bank balance of £9675 (compared to £9200 last year). Provided hall hire costs do not
increase and we have no exceptional expenditure, this should allow us to hold our
subscriptions at £150, although those who wish should be encouraged to pay a little
more. The critical factor once again is the number of paying members, budgeted at 37 (2
resignations, 2 recruits) down from 40 in 2024-25. We assume 37 rehearsals and the
costs of 2 festivals.
The accounts were audited by Patrick McCreanor, who has now resigned from the choir.
Due to our notice board being taken down by the church, AGM and sub notices will be
displayed in the small hall on a portable board.
II also provided an analysis of the Sing Out costs and income, showing ticket sales of
£1448 and expenditure of £1118, higher than normal due to an extra visit to Oatlands
school. There was discussion about charging admission for teenage children, but no
conclusion was reached.

II

3 Concert secretary report
Concert at Whixby village hall, Saturday 22 nd November. Theme “The month before
Christmas”. This is still under discussion and may involve some local talent, but is
generally supported by RK. GC will insist on total control of arrangements this time.
Joint concert at Boston Spa methodists, Friday 28 th February. The initial visit to the
church was positive although space is limited for 2 choirs performing. The church has
excellent recording facilities which we may use to record the concert. More details are
awaited from Rodilians ladies re logistics, costs and programme. We suggest that profits
go to Martin House childrens’ hospice.
As no other concerts are in prospect at the moment, especially for Christmas, TG will
encourage members at today’s rehearsal to look for opportunities to stage concerts for
charities.

IB

4 Members Secretary Report
The resignation of 2 more basses puts more importance on recruitment. The new top
tenor has completed the membership documents and GC is bringing a potential new
member this evening.
The attendance sheets have been issued to section reps for the next month
The updated emergency contacts have all been received and a revised sheets will be
issued shortly to first aiders and deputies.

SB

5 Marketing and promotion
The concert on 14 th June at West Park was well attended and the piano performances in
each half by Duncan Goodwin were excellent. LC produced the usual programme for the
Sing Out concert on 5 th July in Harrogate High School , and although advance ticket sales
were low, the hall was filled by people paying at the door.
A meeting was held by LC and GC at Boston Spa Methodists on 4 th July with GC to discuss
the proposed concert with the Rodilian singers on 27 th February. Church rep Jo Vernon
was very helpful. A further meeting will be held on 4 th September to discuss proposals
LC

and costs for recording our concert. There may also be an opportunity to sing some kind
of background at their Christmas Tree Festival, held over 3 days in December
LC represented HMVC at the “Harrogate Story” exhibition at the West Park centre on 18 th
July.
DH has compiled a list of 11 Yorkshire charitable foundations which give grants to local
causes and will write to each of them emphasizing our local background and the health
benefits of communal singing. CD reminded us of the “locality budgets” available to local
authorities and urged us to research them and make applications where appropriate.

DH

6 MD Report.
RK has been active on many fronts and has reported by e-mail.
RK continues to gradually update our website and would like feedback on this from the
committee. The date for Eskdale festival has been announced but not yet Harrogate.
RK approached some 8 members to give opinions on 10 possible new songs but only half
of them replied.
RK has enquired about the Whixley concert but would like GC to follow up
RK is not available to take rehearsals on 21 st October and 9 th December but has arranged
for his father Graham to deputise. We will not rehearse on 28 th October as neither
accompanist is available (half term)
7 Recruitment
In keeping with recommendations from the Peterborough conference, we will organise a
series of 6-8 sessions for new singers with no mention of or connection to the choir.
Graham Kay has offered to help but we have still to arrange costs and promotion.
Social prescribing has so far offered no results and we will try to contact surgeries, drop-
in centres and barber shops directly.
8 Sing Out 2026
Brackenfield prep school has given Friday 13 th February for our visit and choir practice at
the school. Pannal primary school is unable to perform any concert in July and suggests
Friday or Saturday 5 th , 6 th ,12th or 13 th June. TG suggests St Aidan’s school hall to
accommodate the size of audience to be expected with these 2 big school choirs.

TG

9 Festivals 2026
We hope to participate in Harrogate competitive festival, Eskdale Festival and the
Harrogate Community Choirs festival. Of these the only confirmed date is 18 th April for
Eskdale.
10 Committee members 2025/26
DB and TG must be re-nominated for chairman and secretary at the AGM. DH has
expressed an interest in marketing and LC will still continue with promotions.
11 AGM date
The AGM will take place on Tuesday 7 th October at 7.30 pm with a shortened rehearsal to
follow.

DB

12 Other Business
CD observed that the arrangements announced for parking at the High School for the
annual concert had not been adhered to resulting in more difficulties in directing traffic.
More signage is required at such events. We also need to guarantee adequate disabled
parking and venue access at the 2026 concert venue.

CD

13 Next Meeting
Tuesday 7 th October at 10.00 am at Woodlands.

Harrogate Male Voice Choir
Minutes of Committee Meeting at Woodlands Methodist Hall
10.00 am on Tuesday 24 th June FINAL
Present – David Bayne( DB) , Chris Dunn (CD), Ian Ibbotson (II), Tony Goodall (TG),
Lawrie Coulthard (LC), Stuart Berry (SB), George Cross (GC), David Healey (DH) Copy to Richard Kay (RK)
Item Action
1 TG welcomed David Healy as co-opted member without portfolio. The minutes of the last
meeting were approved and signed off and will be posted on the members section of our
website by RK, as will all future approved minutes

TG

2 Treasurer’s report
It Is accepted that 2 members who could not attend rehearsals this year will not pay subs.
The projection for year end 2024-25 with 36 rehearsals (1 cancelled due to snow), 3 Sing
Out school visits, 9 concerts and 3 socials and festivals is: subs £5817, hall hire £1560,
music team £7040
One choir member has proposed subs for next year at £160 with £10 increase per year
thereafter but the committee will formulate their proposal for the AGM after further
consultation. II once again indicated his wish to stand down as treasurer if a suitable
qualified member can be nominated in his place. We have an ample stock of choir ties
and any member wishing to replace theirs can buy one for £15.

II

3 Concert secretary report
The concert at West Park URC on 14 th June was another success with some 24 members
performing (see feedback from LC)
The final school visit to Oatlands primary school on 17 th June also achieved its objectives
in rehearsal with their choir
Sing Out concert, Harrogate High School 5 th July
Green rooms have been allocated to all 3 choirs. Schools will bring their own
refreshments and we will offer fruit juice to the audience.
Advance ticket sale have been poor, but it is hoped that many parents will pay on the
door and the card reader has been checked for card payments. After we go to rehearse,
2-3 of our ladies will take over the door and ticket sales.
Approval has been granted to use the playground at the rear for parking and there is
ample parking space also in front of the school. CD has offered to direct traffic.
Volunteers are needed to set out chairs at 3pm and to put them back after the concert.
We will rehearse with the school choirs at 6pm so members are asked to arrive by 5.45.
Boston Spa Methodist Church, 27 th February. Joint concert with the Rodilian ladies choir.
GC and LC will visit on Friday 4 th July to discuss arrangements.
So far, no other concert offers have been received.

IB

4 Members Secretary Report
SB now submits figures for attendances by each section of the choir for the period of 8 th
April 2025 to 1 July 2025. That period is 11 weeks excluding bank holidays etc. although
the Tenors 2 and Baritones appear to have only recorded 10 weeks.
Suffice to say the attendances
by Baritones 63.84% of all available dates
by Bass 47.72% “ “ “ “
by Tenors 1 77.27 % ” “ “ “
by Tenors 2 73.63 % “ “ “ “

This compares with the previous period January to April 2025 of 80.4% for Baritones,
64.46% for Bass, 88.63% for Tenors 1 and 77.68% for Tenors 2
SB has excluded a member from the calculation for baritones who made no attendances
in the period, and does not know if he was resigned or is long term sick.
Bass figures include 4 members who did not attend at all during this period but are
presumed to be returning eventually. The bass figures were also perhaps made to appear
worse by the absence of one member who attended only once up to the end of the
period. However one looks at it there has been further decline in attendance by all

SB

sections in the April to July period as set out above.
A potential top tenor has attended 2 rehearsals and hopes to join in September. Updated
member details have now been collected and a new table of contacts will be available to
first aiders for the re-start in September.
After the meeting, we received the sad news that David Millar has passed away.
5 Marketing and promotion
LC produced a shortened programme programme for the concert on 14 th June at West
Park, including a refence to Duncan Goodwin who performed brilliantly, and his wife
Fran. LC has also produced the usual programme for the Sing Out concert which will be
printed on 26 th June. Posters will be available to members this evening for distribution in
the Harrogate area and LC has provided a total of 550 tickets, 320 of which have been
issued to the 2 schools. 30 tickets have been retained for choir member.
LC and GC will meet representatives of Boston Spa methodist church on 4 th July about our
proposed concert on 27 th February 2026.

LC

6 Social Prescribing update. TG will meet the new co-ordinator for North Yorkshire later in
July. The responsible person has changed twice since our offer was made. DB has
attempted to contact the nominated person for Linking Leeds in Wetherby and has even
offered a complimentary ticket to Sing Out but there has been no response. DB will
follow up with the organisation in Leeds. No referrals have yet been made from either N.
Yorkshire or Leeds and now we have indicated that we have a break until September.

TG/DB

7 Website update
RK reports that he continues to “tinker” with the website and change photos. He has a
slight issue with the header picture when viewing it on mobile phones – it just seems to
display the 'Risen' webpage theme image instead of our header. He is trying to work out
how to fix it, but if not he will ask Josh Gribby if he will help.
The minutes of the last meeting have been posted on the members’ section of the
website and will be replaced by these minutes when finalised.
8 Sing Out 2026
TG has confirmed arrangements for Pannal primary school and Brackenfield prep school
to participate in Sing Out 2026.

TG

9 Competitive festivals 2026
We have been contacted by Harrogate Competitive festival for support in participating
next year, as the financial future of this festival is in doubt. It was agreed that we should
support our local festival and prioritise it over other events on the same day. Eskdale
festival also has financial difficulties and no announcement has yet ben made for the
Harrogate Choir Festival (Royal Hall)
10 Committee members 2025/26
DB, II and TG are all up for replacement at the AGM as their terms have expired. DH’s
membership will also have to be confirmed. DH has expressed an interest in marketing
the choir and will work with LC until the post id confirmed.
11 Date of choir re-start
The re-start will take place on Tuesday 2 nd September. DB will remind members 2 weeks
before the first rehearsal

DB

12 Sources of finance.
CD explained that councils have “locality budgets” which can be used to fund local
causes. CD will investigate his local council and committee members are asked to look
into the budgets of their local councils.
13 Next Meeting. Tuesday 2 nd September, 10.00 am at Woodland Methodists

 

Harrogate Male Voice Choir   Minutes of Committee Meeting at Woodlands Methodist Hall  10.00  am on Tuesday 13th May                                                                                                            FINAL
Present  –  David Bayne( DB) , Chris Dunn (CD),  Tony Goodall (TG), Lawrie Coulthard (LC), Stuart Berry (SB), George Cross (GC) Apologies Ian Ibbotson (II) copy to Richard Kay (RK)
Item		Action
1	The  minutes of the April meeting were approved and signed off, after the number of members singing at the Walle Garden event was corrected to 26.	TG
2	Concert Secretary Report Sat. 12th April, Whitby Festival. Despite only 21 members coming to the festival, our results were judged as satisfactory and improved over last time by RK, Marilynne and contacts in other choirs.  Although we did not win any of the 3 classes we entered, we were awarded “outstanding (90-94)” in the MVC and recital classes and “honours (85-89)” in the Music from the Shows class. The committee consensus is that we should compete there again. Thursday 8th May Rossett Acre Primary School. The school visit was very successful with 2 assembly performances (lower and upper schools) plus a rehearsal with their 60-strong choir. We had a good report on their website. Tuesday 10th June. Afternoon visit to Oatlands Primary school for rehearsal with their choir. Numbers of members have been collected. 14th June West Park URC centre. Concert organised by the centre promoters, probably with other solo/group performers. Arrangements and promotion by Chris Holland. TG has been able to engage pianist Duncan Goodwin, performer in Channel 4’s “The Piano” for this concert. He would like to have a trial with our keyboard some time before the concert. 5th July Annual Sing Out Concert, Harrogate High School. Green room availability for HMVC and the schools has been discussed and a checklist for insurance, security etc. has been completed. All communication for this event should be through GC.  A door desk will be required for cash payments and late arrivals and it is expected that the card reader will be operational. 2026 concert in Boston Spa. (see LC below). RK has indicated a preference for February 2026 to allow learning of new songs.	GC
3	Treasurer’s report (sent in advance and extended by e-mail from II) The bank account balance stands at £10,460 after paying £5190 so far to the music team. The forecast for the end of the choir year is a balance of £7,700 (compared to £9200 in 2024 and £10,800 in 2023). All subs have now been paid except for 2 members who have been unable to attend rehearsals so far this year and are not expected to pay.	II
4	Members Secretary Report SB will complete attendance statistics for the next  months at the end of June. Attendances at rehearsals, the event in Ripon and at school visits has improved compared to the period before Christmas. Ian Brocket has provided a summary of the attendance of our current 12 basses, as RK has commented on their recent low numbers. 4 of these are long-term sick, and 2 will soon return to regular reheqrsals. DB is requested to issue a reminder to all members to give any changes to addresses, telephone numbers or next of kin details to SB by 3rd of June. DB will also assist in correcting the layout of the excel table passed on by Tom Holland. II reports that former member Jim Rogers has died. A request from his widow to accept his uniform back was declined by DB.  Ian Brocket also reports vis Bernard |Hall that former member Tony Wren is in hospital.	SB
5	Marketing and promotion LC has followed up the contact with Boston Spa Methodist Church (BSMC) for a concert on 27th or 28th March in support of Martin House Childrens hospice. There is also the possibility of using their new recording studio at £60/hour to generate a few tracks for our website and facebook page. LC is working on the programme for the Sing Out concert with an agreed forward from our president and has signed up 2 advertisers who will sponsor the concert with £200.	LC
6	Social Prescribing DB has delivered about 90 flyers to the “Linking Leeds” contact for distribution to surgeries and men being supported at home in the Wetherby area. TG is waiting for the appointment of a replacement “Living Well” co-ordinator for the Harrogate district.	TG/DB
7	Questionnaire “What does our choir mean for us?” In preparation for an in-depth discussion with RK about his feedback from the Peterborough MVC conference, DB has adapted the questionnaire from Peterborough for issue to our members. IT was agreed to delete “recruitment” from the questionnaire.	DB
8	Next meeting with RK On 10th June we will be singing at Oatlands school followed by a rehearsal in the evening. The committee members (minus DB) will meet RK after the school session to discuss our choir’s direction and recruitment strategy.
9	Sing Out 2026. TG has revised our Sing Out prospectus for issue to potential participating schools, with updated photographs and an outline of the concert running order. TG proposes to approach Pannal primary school who last participated in 2022 and Brackenfield prep school, which would be the first involvement of a private school. CD reminded us of the need for disabled parking at participating schools	TG
10	Website update (comments from RK) RK has written an extensive analysis of our website and has taken over from Bryan Holmes as webmaster. He has devised and installed a new logo, and will add a mission statement, updated photographs, and links to further pages. And suggests a re-think of our members page .Committee members should log onto our website and give RK feedback on the changes they find. RK agrees that the minutes of our committee meeting should be posted on our website starting with the final version of these minutes.
11	NAC legacy fund DB has once again progressed payment of the promised £200 and has now been asked for reviews and comments from participating schools and from our MD. A suitable document is now being prepared	TG
12	Keyboard at Woodlands Methodists The minister at Woodlands has asked why we did not use the keyboard stored in the small hall cupboard, however David Mawson would like us to continue using the Claviola from the large hall, which has now been repaired..
13	Committee Members for 2025/26 David Healey has volunteered for unspecified committee duty but cannot attend the next meeting. We need to replace both our treasurer and secretary at the next AGM.
14	Next Meeting. Tuesday 24th June at Woodlands Methodists. (This should be the last committee meeting of the current session)

 

Annual Concert programme, 5^th July 2025

 

Song of the Jolly Roger

Shall we gather at the river

Just a Closer Walk

 

Oatlands School – 2 songs

 

The Rose

Angels

Count on me

 

Rossett Acre School – 2 songs

 

You Raise me Up

Here and Now

 

Interval

 

Bring Him Home

Rune of Hospitality

Tell my Father

 

Oatlands – 2 songs

 

Portrait of my Love

The Impossible Dream

76 Trombones

 

Rossett Acre School – 2 songs

 

Harbour

The Wellerman

 

West Park Concert 14^th June 2025

 

When the Saints

Gwahoddiad

Let there be peace on Earth

Just a closer walk

 

Duncan – piano

 

Tell my Father

For the Fallen

Rune of Hospitality

You’ll never walk alone

 

INTERVAL

 

Portrait of my Love

The Rose

Angels

Count on me

 

Duncan – piano

 

Impossible Dream

Bring him home

Anthem

76 Trombones

HMVC – Concert/Events

MAY

Thursday 8th – Visit to Rossett Acre School in the afternoon.

Tuesday 27th – No Rehearsal (Half Term).

JUNE

Tuesday 10th – Rehearsal with Oatlands School Choir.

Saturday 14th – Concert at West Park URC.

JULY

Saturday 5th – Annual ‘Sing Out’ Concert.

Venue:  Harrogate High School.

A date for a visit to Rossett Acre Primary School has still to be agreed.

 

 

HMVC  Policy on Uniforms

This document explains the position of members who received new uniforms in 2019 for the 50 year’s anniversary concert, and summarises the discussions and decisions made by the Committee on this subject since August 2021.

Members who joined before May 2019

All members in 2019 received full new uniforms (trousers, jacket, shirt and tie). These uniforms are deemed to be the property of HMVC.  There are a number of spare items in each category which are being administered by Ian Ibbotson.

Some members who have left the choir since that time have returned the uniform suits and trousers which have been dry-cleaned, stored and added to our stock.

Storage has proved to be a problem however, and at a meeting on 25th January 2022 it was decided that uniforms should no longer be “recycled” but should be given to retiring members who could be asked for a voluntary donation to choir funds.

New Members since 1st February 2022

This has so far been administered on an “ad hoc” basis depending on whether  a “recycled” jacket and trousers fitted a new member, whether they came from new stock or had to be purchased.

As from 1st February 2022, new members will be asked to contribute half the cost of purchase of their uniform, the balance from choir funds.  Contributions may be paid in instalments over 2 years.

If the new member chooses to be issued with a part uniform recycled from a retiring member, there will be no charge for that item, any new pieces to be at half cost.

New items issued from choir stock will be charged at current replacement cost.

.

Harrogate Male Voice Choir

Personal Data Protection Policy

What we hold and on who: Choir number, given and surnames, telephone numbers (land and/or mobile), address, emergency contact number (1 or 2), year of joining. (see the example at the end of this document).  To see what we hold about you now, simply ask the Membership Representative for a full print out of your data. This data is held for our President, Director, Accompanists and all Singers who pay a subscription.

Why we hold it: to let the officers of the choir contact members and efficiently run the choir’s business.

Who has access to your data:  The Membership Representative keeps and updates the choir’s recordselectronically and supplies all/parts of the data to officers of the choir as they need it to do their jobs – he is responsible for GDPR and reporting any breaches.  None of the data held is supplied to anybody outside the choir, in any form.

How your data is currently held:  currently the full data set is held in an Excell spreadsheet, password protected and encrypted.  It is on the hard-drives of the Membership Representative and Committee Secretary. The only formal paper record currently used is a list of all members’ names and their emergency contact numbers – this is held with the First Aid kit under the control of our First Aiders.  Other officers receive electronic information and have the discretion to print it to do their specific jobs.  

Updating personal records:  from time to time (currently annually) you will be asked to check the data that we hold for you, so that our records can be corrected and updated.  This Policy and the exact form of your records will be kept under review by the Committee, and updated to keep abreast of current technology and the Committee’s needs.

Data Manipulation: no manipulation of the data takes place other than extracting subsets of it to supply the needs of the choir’s officers.

How long we keep your data: your data is kept while you are a member.  When you leave, your name and all your information is removed.  The Treasurer is required to keep some of your details for 6 years after your last Gift Aid donation to the choir – but this is a legally required tax record separate from the choir’s spreadsheet.  Your details may by chance persist in saved emails and historic records (on memory sticks and such like) – but after you leave the choir, we will have no sure way of contacting you!

Committee’s Privacy Assumption:  the Committee assumes that none of the information the choir holds is of itself so private that it should not be shared with other members of the choir.  For example, in the membership section of the choir’s web site there is a full list of personal telephone numbers of all choir members. Ask us to remove any such sensitive information from our records.

Committee’s Assumption of Consent: the Committee assumes that all members who joined the choir before the GDPR came into existence (2018) agreed at that time that their records could be held and used.  Those joining since have signed the form to explicitly state that they also consent (and the year that they did this is in the data).  The Membership Representative will NOT keep the paper records of signatures, but simply enter the year into the spreadsheet in which assent was seen to be given.  If you do not consent to this, tell the Membership Representative so now.

YOUR RIGHTS TO YOUR DATA: you have a right to see what data we hold about you, to have any of it corrected and any of it removed from our records.  If you have any concerns about your data or the choir’s handling of any data issues, please raise them in first instance with the Membership Representative, and if you are not happy with the response, with the Chairman of the Committee verbally and/or in writing.

16th May 2023  Membership Representative Tom Holland    

We hold a number of ‘Member Reviews’ which can be found in the ‘Join Us’ Section in the main body of the website.  We urgently need some new reviews to replace the existing ones which have been on the site for a long time.  Please send your reviews to Brian Holmes via e-mail to be checked before being placed on the website.