CCCS Executive Board Meeting

Saturday, June 20^th 2009

Attendees: Officers: Neil Cullen, Fred Thompson, Bob Morgan, Chuck Cuttic, Gary Garletts, Sue Davies. Section Rep: John Banionis. Chorus Member: Betsey Cullen

0) Personnel (Gary)

~auditions produced 5 new members including 2 tenors!

~Lisa Roccia A1, Sarah Manning A2, Tom Roper T2, Amedeo Piccioni T2, Jim Ryland B1 will be joining us

~Ruth Bullock, Janet Heller, Maggie Farber are resigning

~Marifrances Bolger, Ethel Cooper, Ed Meyers, Barb Moore, Kat Rudolph are going on leave (Cullens will be on leave for 11/1/09 concert but return for 12/5/09 concert)

~Lynda Keretzman, Dave Koch, Florence Wilson, Nicole McCourt are returning from leave

1) Performance Calendar* (Gary) additional notes:

~Fall Concert

-budget: need to add music rental fees, we can sell tickets, $10 price was

suggested (we prefer $15), proposal to make it a fund-raiser

-Action Item: Chuck will resolve details, including how to split revenues

-Action Item: Betsey will approach Brandywiners for support

~Christmas Concert

-guest conductor Sal Salvatori (from Rowan College)

-Gary will perhaps orchestrate Lord of the Dance

-Action Item: Chuck will coordinate details, including possible block of

reduced-price tickets

-in addition to Kennett Symphony publicity, do postcards to “our” audience

~Spring Concert

-Church of the Good Samaritan in Paoli?

-Daylesford Abbey won’t work on 4/10

-still not sure of orchestration, probably keep it simple

-need to resolve protocol of premiering a piece of music (payment, etc.)

-Action Item: Gary will speak with the composer to propose a formal

agreement and advise Neil

2) Calendars* (Neil) changes:

-consider West Chester Old Fashioned Christmas on 12/4

-Action Item: Chuck will obtain more information about it

-omit Longwood on 12/7

-consider outreach concert on 12/8

-add Planning Session on 8/1 or 8/8

-consider outreach concert on Tuesday following spring concert

-consider outreach concert in March using acts from Dinner & Song

-Action Item: Bob will look into date for D&S (Gary and Ann will check

their calendars)

-Action Item: Bob will look into date and make arrangements for Vocal

Competition

3) Rehearsal Venue

-Neil has applied to West Chester Area School District (WCASD) to schedule

Tuesday evenings at Rustin HS for 2009-10 rehearsals

-Neil will receive response, hopefully by 6/30/09

-Exton Baptist available as back-up location

4) Budget Proposal* (Dave) additional notes:

-expectation: by end of choral year, prepare budget for following year

-Dave has asked for help in development, Betsey will help in that area,

hopefully will be able to do even more advanced planning

-proposed budget has equal revenues and expenses for upcoming year, will

leave us $23,000 in the bank

-figures reflect having 80 paying members, current salaries, no guest artists, no

grants, paying for commission, unknown fall and spring concert revenues

5) Officers

“CCCS Job Descriptions, Duties and Responsibilites” additional notes:

President (Fred)

-“secure concert sites” now goes to VP Performance

-add “develop calendar”

-this office is the Face of the Organization, requires good communication

skills with members

VP Administration (Betsey)

-#3 Auxiliary Concerts now goes to VP Performance

-suggests forming Membership Committee to oversee auditions, socials, name

tags, sunshine chair, historian, and developing photo directory

-add Dinner and Song subcommittee

VP-Concert/Programming (Chuck)

-see “A Review and Suggested Redesign of Vice President of Performance”*

-John volunteered to help with the programs

Secretary (Sue)

-Secretary should monitor website, but need Webmaster

-Sue will try harder to “oversee” the web page

-Action Item: Sue will contact Brett to see if he wants to continue as

Webmaster, make sure he has timely info (add him to board distribution list)

-Sue was unaware of the CCCS P.O. Box

-Action Item: Sue will contact Evelyn to see if she will continue to pick up

mail

-in addition to updating the roster, there are section lists, full chorus list, and

e-mail distribution lists

-add to duties: assemble and distribute Welcome Packets to new members

Treasurer (Dave)

-would like an assistant

-suggests we take advantage of other organizations, investigate document

sharing and free software

Action Item: Executive Committee Board Members will update their job descriptions and send them to Neil

6) Volunteer Survey* (attached)

7) Subcommittees

-using subcommittees will make Board Meetings more productive

-Action Item: Board Members should e-mail Neil their top picks from the volunteer list by Wednesday (designate names and tasks)

8) Chorus America Conference

-Action Item: Neil and Dave will report at August meeting

9) Non-Profit Showcase

-Action Item: Neil and Dave will report at August meeting

10) Grant Submissions

-Action Item: Betsey will report at August meeting

11) Agenda for August Meeting

a) Review CCCS Mission/Vision

b) Review Challenges to achieve Mission/Vision

c) Consider chamber ensemble

-Gary and Bob are creating the opportunity for a Summer Sing as an interim experiment

-Gary will contact Ann regarding her schedule

-Bob will draft a description and forward to Gary for distribution to membership

d) Board Structure

-will use collection of job descriptions to consider re-structuring

e) Budget---grant pending for Spring Concert (Betsey has submitted to PA)

f) Other items TBD

12) New Business

-Gary expressed thanks for his bonus, and more praise for chorus’s Elijah

performance

*Attachments