CCCS Board Meeting

Monday April 12, 2010

Exton Baptist Church

 

Attendees:

Officers  Neil Cullen, Bob Morgan, Chuck Cuttic, Betsey Cullen, Dave Koch, Sue Davies

Artistic Director  Gary Garletts

Section Reps   Jaymie Lacombe, Beverly Holmes, Carole Grisin, John Banionis, Peter Lerro

 

1)      Minutes

APPROVED minutes from 1/30/10 Retreat as corrected:

       ~Attendees:  correct spelling of Lynn Shealy

       ~Section 3) Choral Ensemble Overview----will re-evaluate in fall 2010

APPROVED minutes from 2/8/10 Board Meeting as corrected

       ~meeting date was Monday February 8, 2010

       ~Artistic Director Report (section b) change to Testament of Freedom

APPROVED minutes from Executive Committee meeting 3/8/10 as written

 

2)      Artistic Director

~May 8th Concert

      -behind schedule due to snow cancellations, unanticipated difficulty of music, 

        visit from composer Valerie Crescenz

      -hopefully practice files will encourage members to practice at home

      -after Tuesday’s rehearsal a decision will be made regarding extra rehearsal

      -met with Rich Zook (interim Music Director at Good Samaritan), established

       good rapport, dates are set, can only do one rehearsal in the venue

 

~December Concert

       -reserved WC Methodist for December Sunday performance

       -APPROVED to use Ardmore for Saturday performance

       -Daylesford, St. David’s, Good Samaritan not available

      

~November Concert 2011

        -Ecumenical Choir interested in joining us, as well as Kate Shealy’s group

 

~Retreat

        -Gary is available on January 29, 2011

 

~Longwood, December 2010

        -still waiting to hear

 

~Ensemble will record as soon as possible

 

ACTION ITEM:  Neil will present current version of calendar to membership and take a poll regarding commitment to Mary Greene performance on 8/20/2011 (need as many singers as possible).

 

3)      VP Performance

~May 8 Concert

      -spoke to Rich Zook at Good Samaritan, and will meet to confirm logistics,     

       including where chorus will sit when not singing and where we can sell CD’s

      -ACTION ITEM: Chuck and Gary will meet with Rich on Wednesday

      -order of program: Mass, intermission, Vocal Winners, Schumann, Barber

      -Chuck sent e-mail to sound engineers, waiting for reply

       -ACTION ITEM:  Ann and Gary should review their bios

      -Chuck working on ads for program, will start tickets and program printing  

         soon (with assistance from Peter Lerro)

                  -ACTION ITEM: Chuck will bring tickets to next week’s rehearsal

      -tickets will list prices: Adults, Seniors (62 and up) and Students (ages 5-18)

      -members will circle appropriate ticket category, give money to Section Reps

     -ACTION ITEM:  Dave will notify Chuck with the amount donated to St.  

       Davids to use as guideline for donation to Good Samaritan

 

 

~Outreach Concert

      -Tuesday May 11th at Springmill in Phoenixville

      -compensation of $200

 

4)      VP Administration

~Publicity

       -purchased spot on Brandywine Radio at non-profit rate

       -will air interview with Gary and Valerie during week prior to concert

       -ads in Phildadelphia papers on May 2nd and May 7th

       -WRTI will run ads on May 3rd, 5th, 7th, and list in Datebook

       -People’s Light and Theater half-page ad

       -listed in Mainline Neighbors website calendar

       -Kennett Symphony half-page ad

       -press releases to local newspapers

       -chose not to spend money on Daily Local

       -submitted to phillyfunguide.com

       -all material should be sent to Barb Moore for proofreading

       -Thanks to Phoebe Shields and Florence Wilson

 

~Vocal Competition (next year)

       -schedule still being considered, probably keep in February

 

~Travel Committee

        -perhaps do survey for trip in 2011-2012 season

        -Scott Crary could re-issue previous survey to see if opinions have changed

5)  VP Development

      ~Patron’s Program

           -100% member participation!! 

           -suggested to put Thank You ad in spring program

           -Dave had concerns that some donations had been made prior to change in    

            giving categories

           -APPROVED to compromise on categories:   re-combine 0-49 and 50-99   

            and use the name of the second-to-the-bottom category

           -evaluate concept of “section competition” in May

           -evaluate concept of counting solicitation of an auction item as a donation

 

      ~Vocal Competition winners

           -Lynn Shealy obtained a donation of $900 from the Honorable Charles B. Smith, Senior Judge of the Court of the Common Pleas of Chester County to cover the cost of the three 2010 vocal competition awards (First, Second and Honorable Mention).

           -suggested to acknowledge this sponsorship in the spring program

 

      ~Chamber of Commerce

           -suggested joining Chamber of Commerce for $85

           -ACTION ITEM:  Betsey will clarify which organization(s)

            and poll board members by e-mail for approval

         

     ~Grant Application to State

           -deadline end of May

           -APPROVED to apply for same items as “1685 Grant”, perhaps adding

             fees for musicians for next spring’s concert

           -ACTION ITEM:  Board Members will e-mail Betsey with other grant

            item ideas by May 1st

 

     ~Database

            -Ruth Hinrick’s son (who has experience with non-profits) and Ed Meyers

             have volunteered to help and will report back to committee

 

6)       Treasurer

             ~distributed Financial Report, Budget and Financial Results

                    -“doing pretty well”

                    -will probably finish $5,000-6,000 to the good

                    -more ad revenue and more publicity costs than anticipated

 

7)      Section Representatives

                   ~Beverly had suggested a Brain-Storming session, but it was never held

                   ~some reps found it helpful to receive lists of section members who have paid dues and contributed to Patrons Program (without dollar amounts) so that they can encourage participation 

                   ~reps should keep this information confidential

 

8)      President

                     ~Nominating Committee (Kathy Kauterman (Chair), Gail Jones, Ron Bolesta)

                      -working on final slate, hope to announce next week

                ~Facebook –Jaymie Lacombe reports

                       -we have 36 members who “friended” CCCS

                       -it’s going well, should consider policy for posting videos, images, etc.

                       -she will clarify “fan” vs. “group” to see which is better

 

                 ~Volunteer Recognition

                       -we have many people to thank for their participation

                       -by e-mail?  prior to the concert? first rehearsal in the fall?

                       -may not be time at final rehearsal before the concert

 

                 ~Exton Baptist Non-Smoking Policy

                       -Neil received general e-mail, apparently not specific to us

                       -no one aware of a problem

 

Respectfully Submitted

 

Sue Davies

Secretary

 

 

Attachments:  Agenda, Financial Report