CCCS Board Meeting

Saturday, August 8, 2009

10 Coniston Dr., West Chester, PA

 

Attendees:  Officers---Neil Cullen, Bob Morgan, Dave Koch, Sue Davies, Gary Garletts

                    Section Reps---Lynn Shealey, Beverly Holmes, Carole Grisin

                    Chorus member---Betsey Cullen

 

 

      9:20 a.m. Meeting Opening and Welcome to new Section Reps

 

1)      Review CCCS Mission/Vision Statement (see previous attachment)

~good to remind ourselves of our love of singing

~focus on the work required to maintain the group

~we are regenerating ourselves (expecting 5 new members)

~review Member Responsibilities:

 

Quality

~emphasize expected attendance and focused practice behavior

~after an absence, obtain markings from section leader

Financial Stability

~importance of member donations and ticket sales

Marketing and Audience Development

~members will provide contact names of friends, families and businesses

 

Side note:  singing provides IQ and health benefits 

ACTION ITEM:  Neil, Lynn, and Beverly will forward relevant articles to Neil for review and possible distribution to chorus members. (Note: Neil requests that you forward electronic copies if at all possible.)

 

ACTION ITEM:  All Board Members will review the Member Responsibilities and forward their input to Sue by August 24th

 

2)      Review the challenges to achieve our mission/vision (see previous attachment)

~no separate discussion of this topic, many items covered under other agenda items

 

3)       The 2009-2010 Calendar and Concerts

 

Calendar (see previous attachment)


      ~Board, Exec Committee Meetings 7-9:00 p.m., locations TBD

        ACTION ITEM:  After the meeting, Neil secured Exton Baptist Church as the                         Monday meeting place for board and executive meetings.

     ~retreat date TBD, will entail 4-5 hours of work time

        ACTION ITEM: Neil will poll board on possible dates

     ~fall social September 19th, needs host

     ~Dinner and Song set for February 27th (with snow date on 3/3/10)

        ACTION ITEM:  Bob will confirm with Holiday Inn

     ~Vocal Competition has possible conflict for Gary

     ~Neil and Sue will notify members of any changes to calendar

 

 

       Concerts (see previous attachment plus addendum)

 

       November

       ~Alfred and Community choirs will do pieces, should we?

       ~on-going discussions regarding ticket prices, orchestra, etc.

        ACTION ITEM:  Gary will confirm details and email board a summary

 

        December

        ~stress additional Thursday dress rehearsal

        ~Saturday rehearsal 3-4:00, then a break, 4:30-5:30 “Family Concert”

        ~should do publicity for spring concert in the program

        ACTION ITEM:  Chuck will check on attire for 4:30 concert, block tickets

 

        West Chester Old Fashioned Christmas

        ~agreed to participate if we can use indoor venue

        ACTION ITEM:  Lynn will contact Judy Ivens at Chamber of Commerce and                          report results to Chuck

 

        Dinner and Song

        ~Sixties and Seventies Theme

 

        Spring

        ~Mass of Peace already getting hits on Valerie’s Facebook page

        ~will probably keep orchestration simple

 

7)      Report on Grant Requests (Betsey)

 

~state currently has no funds, hoping for support for spring concert

~applied to Brandywiners for instrumental support for Bach Magnificat

~applied to Chester County Community Foundation for PEG (Performance Enhancement Grant)

~applied to Davenport Foundation for funds for choral workshop

 

Patron’s Program

~not enough time to list patrons in fall program

ACTION ITEM:  Betsey will ask if we can put insert in KS program

ACTION ITEM:  Betsey will create, and Sue will send, an e-mail to members asking for contact names and address (deadline of September 1st)

APPROVED:  to allocate $90 for 3 months of grant research assistance

 

4)      Reports on volunteers recruited (all officers)

(thanks to Carole for spreadsheet of survey results)

 

Treasurer

~Carole will help with fundraising

~Betsey will head CCCS development efforts (see Treas. Job description for details)

~Dave will contact Mary Clark

 

VP Administration

~Barb Crary will chair Sunshine Committee

~fall social needs host, Brightbills will host the spring social

~looking for Dinner and Song apprentice

~Florence will continue with publicity committee (and will receive names of other volunteers)

ACTION ITEM: Bob will contact Chuck Cuttic to discuss the division of labor between VP Administration and VP Performance for concert program, publicity flyer and ticket production.

~Jess Yothers resigned as Vocal Competition Chair, Rebecca Gamble will replace her (with help from Alison Bennett)

~Gail Jones will chair the Welcome Committee (with information from Sue)

~waiting to hear from Scott Crary about continuing on Travel Committee (and Beverly will provide Betsey with information regarding future choral festival opportunities)

 

Secretary

~Evelyn and Dave will continue to collect mail from P.O. Box

~Brett wants to step down as Webmaster, but will help with transition

~Steve Franz declined to become Webmaster (didn’t feel he had the necessary skills)

ACTION ITEM:  Neil will send an e-mail to chorus members to seek a volunteer to become Webmaster

Note:  this is a good time to start using available free software and website assistance services

 

VP Performance

ACTION ITEM: Neil will ask Chuck to contact Bob regarding the division of labor between VP Performance and VP Administration for concert program, publicity flyer and ticket production.

 

Music Library

~the Roberts would like to turn over storage of the library

~a storage facility might cost about $1000 per year

~Gary will ask about using Ardmore Pres. (Beverly will send him details)

 

Risers

~CCCS owns risers in a CCCS trailer stored on Janet Heller’s property

~rises are not used often, should we sell them?

 

 

 

5)      Orientation to CCCS Home Page on Yahoo (see attachment) - Sue

~when sending an e-mail, include all appropriate categories

~consensus----don’t edit categories unless you know how to edit without inadvertently deleting information.

 

6)      Governance – Board Structure (see previous draft document)

~when job descriptions are finalized, may consider some restructuring

~possibly create new officer position for Development

 

APPROVED  Officer job descriptions as working document for CCCS

 

8)      2009-2010 Budget (see attachments) - Dave

~in Proposed Budget change line 32 to “U” and line 77 to “F”

~Dave will create a summary page for the CCCS 6/30/09 Financial Review

~will list tangible assets (risers, trailer, keyboard, music, cabinets)

~in Financial Review, will correct dates and interest rates for CD’s

~will make additions to provide a balanced budget---$1000 for library storage,          $1000 for vocal workshop, $2000 for performance reserves (for possible orchestration in 2010 and 2011)

~Beverly volunteered to help survey banks for better CD rates

 

APPROVED salary of $9400 for Gary, $6200 for Ann

 

APPROVED budget with above modifications. Dave will present to membership at the 9/1/09 rehearsal then take a vote at the 9/8/09 rehearsal  (will just present summary, then provide details to those who are interested)

 

APPROVED to leave dues the same, emphasize the importance of donations to Patrons Program, and perhaps require minimum ticket sales

 

9)      Reports on Summer Sing (Gary and Bob)

~16-20 attended each of 5 sessions, probably 30-35 different participants

~successful experiment, octet experience was fun and informative

~Beverly likes concept of challenging music learned quickly (with advance preparation), repertoire expansion, outreach possibilities, open auditions

~Gary enjoys being able to hear smaller groups, and thinks group should be performance-need driven for the 2009-10 choral year.

~Bob envisions a permanent auditioned group for possible community concerts, separate performance pieces at CCCS concerts, members having extra financial responsibilities

ACTION ITEM:  Gary and Bob will write a small auditioned group proposal to bring to board for discussion at the 9/14/09 board meeting.

 

10)  Proposed 2010-2011 concerts (Gary)

~see attachment

 

Old Business

~outreach concert attire still on the table

~method for audience survey?

~naturalization concert?

ACTION ITEM:  Neil will ask Chuck to find out when the naturalization ceremonies are scheduled so that we can consider adding one to our performance calendar.

~received approval from West Chester AreaSchool District to hold rehearsals at Bayard Rustin HS for 2009-10

~disposition of risers and trailer?

~location of August 31st executive committee meeting TBD

 

The meeting adjourned at 12:45 p.m.

 

Respectfully Submitted,

 

Sue Davies, Secretary.