Minutes from Finance sub-committee meeting

Somerset Music Board

Minutes

Thursday 25 June 2009

The Corner House Hotel, Taunton

PRESENT: Doug Campbell, Graham Bland, Diane Rivaud, Val Miller, Kim Burchill, Tina Marsh, Fiona Kivett and Kate Cole.

The Chairman welcomed James Tarling and Nikki Lewis to the meeting. Both gave presentations on the work they had been doing throughout the year.

1. Apologies	ACTION
David Hayward, Claire Barnett-Jones, Richard Randall, Brian Trust, Martin Wills, Pauline Clarker and Viv Wilson. Resignations: Ros Carver and Ashley Milum.
2. Minutes/Matters Arising
Finance Sub Committee - apologies to the members that the meeting did not take place. This is due to the implementation of SAP. Until recently, we have been unable to monitor budgets, therefore having no information to present to the group. Issues have also been encountered in printing invoices (which has recently been rectified). Payments can be taken on the new system, but we are unable to see the payment against the invoice. The next main invoice run takes place 8 July (1500 invoices generated). If we are unable to see payments, we are unable to know whether students should be stopped. This could leave us with a £50k deficit. GB has asked FK and CC to look into the legal implications of this, and will try and find out whether SM will be entitled to compensation. Additional note: KC and CC are meeting with Somerset Direct staff next week. SD staff have had no training on SAP finance system at all.	FK/CC KC/CC
3. Rock, Pop & Contemporary Music Work - James Tarling
Board members were joined by James Tarling, consultant teacher for Rock, pop and contemporary music. Handouts of presentation provided. Areas highlighted: Building relationships with other music services and SCC organisations Delivery of different tuition models can be applied in different scenarios/organisations Business End - transition
4. The Development of Music in Frome CLP - Nikki Lewis
Board members were joined by Nikki Lewis, co-ordinator for the Frome CLP and teaching & learning manager for Somerset Music. A copy of Nikki's presentation is attached. Areas highlighted: Transitions Sustainability Collaboration Community work Learning needs
5. Trust Update - Di Rivaud
Handout provided. CYPD trust investigation being led by Vicky Thomas Executive Summary of report & key questions to be sent to all staff clarification needed from new council - political permissions needed The group discussed possible funding services provided now and after the move to trust (based on funding available) best/worst case scenarios tied to SWOne services learn lessons from Leisure trust moves
6. Instrument Audit - Fiona Kivett
Handout provided. The group discussed storage issues 3^rd year hirers to purchase instrument but at what price? 3^rd year hire/purchase details to be reviewed and agreed legal advice to be obtained suitability of instruments (beginner instruments) for 3^rd year hirers number of 3^rd year hirers - worthwhile? relationship with John Packer to be explored rather than SM become a retailer offer to south west services?	FK/SA to investigate
7. Future of Board
The group agreed to wait until it was clear what county councillors would be assigned to the music service. After this is known, election papers to be sent out to members for nominations of Chair/Vice Chair. Meeting date to be set at that time, but will aim for the week before October half term. Chair to be elected at October meeting, as well as VC. Membership of the board can be reviewed after this.	KC to inform the board of when Councillors are known
8. Staff/School Survey - Kate Cole
Just to inform the members that surveys have been carried out and results will be published shortly.
9. Any other business
A copy of SM Achievements passed to members NMPD Dick Hallam to join the service at September Inset day - board members, corporate directors to be invited.