CCCS Board Retreat

Saturday January 30, 2010

9:00 am to 1:00 pm

10 Coniston Drive, West Chester, PA

 

Attendees

Officers: Neil Cullen, Bob Morgan, Chuck Cuttic, Betsey Cullen, Sue Davies

Artistic Director: Gary Garletts

Past President:  Fred Thompson

Section Reps:  Lynn Shealey, Jamie Lacombe, Beverly Homes, Carole Grisin

                        John Banionis, Peter Lerro

 

  1.  Priorities (from Board Retreat 1/31/09)

 

a. Marketing/Development

                 i. Are we meeting the challenges we listed?

                    ~Stable Funding---looking pretty good this year

                    ~Audience Development

                        -concerts on the Mainline helped expand to appropriate audience, and                             

                        should continue

                        -collaborative concerts have offered increased exposure, and will continue

                    ~Outreach (dual aspects of service and reaching broader audience)

                        -venues are requiring longer lead time, need to schedule well in advance

                        -Gary and Ann are busier, making scheduling more difficult

                        -above factors affect decreased number of recent outreach concerts

                        -perhaps expand to broader spectrum of venues, i.e. civic group meetings,      

                         summer outdoor concerts, community festivals, commercial settings, etc.

                         (Lynn has a list of at least 70)

                        -need a marketing portfolio, including current CD

                        -ACTION  ITEM:  Betsey will pursue grants to subsidize concerts

                        -ACTION ITEM:  Gary and John will coordinate content and recording of  

                         CD (perhaps more than one version), using Ron Bolesta as a resource

                        -ACTION ITEM:  Outreach Committee will focus on scheduling concerts

                         for the Tuesday’s following our next three performances

                  ii. Objectives:  schedule next 3 outreach concerts, develop presentation packet

 

            b. Commitment to CCCS Vision

                i. Are we meeting the challenges we listed?

                   ~High Quality---very good, Elijah was the high point and we have continued

                         to keep high standards and maintain strict attendance policy

                   ~Communication----excellent, posting of minutes provides transparency

                         (need to remind members that they are available on the website), increase    

                          use of section reps for sharing ideas and information

                          -ACTION ITEM:  Section Reps will meet and brainstorm

                   ~Singer responsibilities---maintain diligent participation, be sure secretary

                          has current information

                ii. Objectives:  keep up the good work

 

          c. Governance

               i. Are we meeting the challenges we listed?

                  ~Clear Structure:  added position of VP of Development and update of

                    Job Responsibilities provide clearer delineation of duties

                  ~High Member Participation:  strong committee participation indicates a

                    healthy organization, time for another volunteer survey

                    -ACTION ITEM:  Section Reps will meet with section members and

encourage even more participation

                ii. Objectives:  offices should have apprentices for training and continuity

 

          d. Set Priorities:

               ~keep singing as well as we can

               ~consider using outsiders in some positions

               ~VP Administration needs someone to take leadership in Publicity and

                  Dinner and Song

 

  1. Calendars

 

    1. Rehearsal/Performance (attachment from Gary)

Spring 2010

~add vocal competition on 2/20/10

~IV:  Perhaps add White Horse Village for 5/11/10

 

2010-2011

~add vocal competition on 2/19/11

~I: Beethoven’s 9th

  -add possible collaboration with PAPA

  -hopefully swap services with Immaculata, they will play Magnificat

~II:  Bach Magnificat

-ACTION ITEM: Chuck and Gary will investigate venues

~III: Longwood Gardens

  -ACTION ITEM:  Neil will request specific dates and send Elijah CD 

~IV:  War and Peace

  -ACTION ITEM:  Chuck has venue priorities to pursue

~V:  Dinner and Song: add back-up date the following weekend

                        ~VI:  Outreach Concerts:  committee will pursue possibilities, possibly

                           including Christmas caroling at nursing homes                      

~VII:  Summer at Longwood

   -ACTION ITEM: Neil will contact Mary Greene regarding rehearsal dates and poll members to determine commitment

  

 

    1. Board/Exec. Committee Meetings and Socials (attachment from Neil)

~parallels schedule from this year

 

  1. Choral Ensemble Overview

~currently 19 members plus Gary

~need an administrator solicited from the group

~trial period to see how it fits Gary’s schedule, CCCS mission, feeling of support from full membership

~will re-assess ensemble in May and again in the fall

~will continue other small-group opportunities, emphasizing the fact that the ensemble DOES NOT replace any current group efforts or dilute Gary’s attention to full group

~Gary has volunteered his time for the trial period, music can be borrowed or purchased by ensemble members, does not affect budget

~after the trial period, ensemble must be incorporated into the budget

~could possibly pursue outside directorship in the future

~stress educational aspects of the ensemble and the positive benefits of the endeavor

 

  1. Development Plan (Betsey)  (attachment)
    1. Patron’s Program (attachment)

Discussion Items:

 ~members who cannot make a gift

    -encourage nominal gift

    -consolidate categories for lower end donations

~encouraging members to add to mailing list:  use section reps

    1. Database  (attachment)

~Bob recommends “Access” software because of its versatile, relational qualities (Chuck may be able to obtain for free)

~perhaps contact Chorus America for software recommendation

~continue to send suggestions to Betsey

~hope to have new database up and running by May

~need Data Czar

    1. Business Advertisements

~use data base categories to send mailings

~Dave is developing letter, include various giving options---donation to Patrons Program, placing an ad, providing auction item                

    1. Grant Proposals

~keep an “administrative needs” list for specific grant items

~perhaps seek endowment for an ensemble internship

    1. Vocal Competition

~add civic groups as possible source of funding

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  1. Nuts & Bolts
    1. Spring Tickets

~Prices:  $15, $12 Seniors (age 65), $5 students

~Good Samaritan doesn’t charge rent, will accept donation (Bob will find out from Dave what previous amounts were paid)

    1. Items to include in Neil’s “Welcome Back” to members

~chamber ensemble kick-off

~Dinner and Song reminder

~All Saints CD will be available on 2/9/10 at $10 each

~re-cap Kennett Concert

~re-emphasize Volunteerism, there will be another survey

~make it clear the Board has been busy behind the scenes

~hold off on distributing calendar

    1. Name Tags

~Bob will bring onTuesday

    1. Blind E-mailing

~don’t worry about it since it hasn’t continued to be a problem

                 

 

                 Adjourned early!