CCCS Board Meeting

Monday, December 14, 2009

Exton Baptist Church

 

Attendees:

Officers: Neil Cullen, Bob Morgan, Chuck Cuttic, Betsey Cullen, Dave Koch,

               Sue Davies

Section Reps:  Jaymie Lacombe, Lynn Shealey, John Banionis, Peter Lerro

Webmaster:  Dave Shealey

Publicity Committee:  Florence Wilson

Artistic Director:  Gary Garletts

 

1)      Minutes:  APPROVED as written

 

2)      Artistic Director

 

a)   Comments on fall season

     ~several members noted that they enjoyed the variety of doing two concerts

     ~the Cullens appreciated being audience members at the November concert

     ~the 10 minute segment sung at the afternoon December concert didn’t seem worthwhile to some people (it was actually a paid dress rehearsal)

     ~there seemed to be an excessive amount of standing

     ~Peter suggested that we emphasize better physical arrangement, with singers communicating with each other to provide better sight lines and more space

      ~Gary reported that logistics were not clear, and the riser arrangement was changed without notice

      ~Gary was disappointed that photos did not include chorus close-ups

      ~Lynn was concerned about the safety of the steep, slick ramps for singers

      ~Betsey noted that audience in the first three rows could not see the singers

      ~Betsey commented that there was no place to lock up purses

      ~Chuck mentioned the difficulty of keeping lines of communication open in a friendly and explicit way

 

ACTION ITEM:  NEIL will follow up on these items with Ginna Goodall from the Kennett Sympony. 

 

 

General Comments:  (Gary)

      ~very successful fall season

      ~combined concerts provide opportunity for new audience and additional marketing, but change the vocal sound of the group

      ~difficult to predict actual size of group at performance time due to dropouts during the season (use section reps to keep close contact)

      ~Chamber Ensemble auditions went well, and the seriousness of the singers was impressive

 

Considerations for future combined performances:

      ~be explicit, and perhaps develop a formal contractural arrangement

      ~form a checklist, including items such as the amount of standing time, consideration for singers with disabilities, locked area for purses, ticket sales, cost and revenue sharing, etc.

 

b)      Spring 2010 Concert

~Ruth Bullock will be in attendance

~Ann Hemphill will put together some comments about Ruth

~Board Members should let Ann know if they have comments to include

~no definitive word on spring leaves

~program:  Mass of Peace, Barber pieces (for full chorus and ensemble), perhaps Schumann women’s chorale

 

c)      2010-2011 season

~fall:  Bach Magnificat

~proposal to do Beethoven’s 9th with Immaculata,  Gary will follow up

~spring:  Thompson Testament of Freedom (perhaps repeated with Mary Greene), Williams’ Donna Nobis Pacem

 

d)      2011-2012 season TBD

 

e)      Music Library Move (Neil)

~”it’s done and we’re on track”, will follow up at retreat

~Gary and Jess not able to go through music until after upcoming season

 

3)      V-P Performance (Chuck)

 

a)      Comments on fall season

~see above regarding main concerts

b)      Outreach concerts

      ~recent Springmill performance very well received, rec’d $60 stipend

      ~ACTION ITEM:  CHUCK will recruit volunteers to starting checking on future venues and make arrangements for 1 or 2 spring dates

      ~venues are planning far in advance, we need to be flexible on dates

c)      Concert recordings

~John did a great job on Elijah CD’s

~All Saints CD’s available in January

~we will have archival copy of Kennett concert through www.brandywineradio.com, perhaps CD’s for members

~John distributed price breakdowns from discmakers.com

~APPROVED to order 1,000 two-disc sets

        

4)      V-P Administration (Bob)

a)      Publicity (Florence)

~fall season:  usual advertising in local papers, plus insert in Kennett program, ad in West Chester Old Fashioned Christmas program,

~we received a nice review in the Kennett Square newspaper

~still learning ins and outs of dealing with newspapers

~for spring, committee will meet to make recommendations

~MEMBERS   should e-mail ideas to Bob

~perhaps use internet radio for marketing possibilities

 

b)      Winter/Spring season

~Dinner and Song, March 7th

      -last years price of $24 per plate has risen to $30 per plate

      -consider raising ticket price from $45

      -maybe get School of Rock to provide a band

 

~rehearsals at Good Samaritan

       -Bob still waiting to hear, have Exton Baptist as back-up

 

~vocal competition

       -Jess is back on the job, school is reserved, paperwork is flowing

       -Gary has obtained one judge (Emily Bullock), needs one more

 

c)      Name Tags

~Bob produced tags for newcomers

~use has become sporadic, board will decide on policy

~SECTION REPS will notify Bob of those who need a name tag

 

5)      V-P Development (Betsey)

           

a)      Patrons Program

~fall concert structure led to program delay

~Hazel and Mary helped with mailing (solicitation letter, mission statement, return envelope)

~BETSEY will mail samples to board members

~should we distribute samples to all chorus members?

 

b)      Database

~compiled 175 new names, will continue to ask for more

~Mary and Norm are helping to consolidate all the various lists into one usable database in Access

 

c)      Other

~Dave Koch is developing a letter to solicit ads for program

~using advertisers in Kennett program, all our vendors, suggestions from members

~will coordinate with other solicitations to avoid overlap

 

6)      Secretary

 

a)      Web Development (Dave Shealey)

~Current Season page will list upcoming concerts, include photos from recent performances, concert review

~FLORENCE will send Dave a copy of the review

~Peter volunteered to help Photoshop pictures if needed

~DAVE and GARY will confer to update soundclips (one per page?)

~Members Only Page (access by clicking on logo), has links to documents

~suggestions to include member photos and a calendar

~future discussion on inclusion of roster information

~future discussion on refining ticket requests and sales

 

b)      Phone number

~APPROVED to drop phone number from website and discontinue service (use personal phone numbers for grant applications and other contacts)

 

7)      Treasurer (Dave Koch)

a)      2009-10 Report

~doing OK on expenses

~status of Patrons Program is well behind, but there was no fall program

~last page of report shows rough numbers comparing Kennett concert with previous concerts, can be refined for future use

 

8)      Section Reps

~fall was almost like two separate seasons

~overall it was typical attendance

*attendance: didn’t strictly enforce Three Absence Rule since the Christmas music was relatively easy, needed to have full group on stage

 

9)      President (Neil)

 

Risers and Trailers

~we do not currently use the risers

~the Hellers would buy/accept the trailer

~we should give or sell the risers to another organization

~considerations

   -how many people do they hold? (75?)

   -what is the value?

   -involves lots of time and effort to use them (truck, hitch, helpers)

 ~AGREED to dispose of them somehow, and make future policy not to do venues that require risers

 

Agenda for January Retreat

  ~members should e-mail Neil with comments and suggestions

Meeting adjourned at 9:25

 

Attachments: 

    Agenda

    Minutes from October 12th Meeting

    Disc Makers price list

    Treasurer’s Report

                Sample Patrons Program Letter