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Essentials in
Board
Society Board Minutes January 2002
Meeting held in Riverside, California
Updated: 6/21/2002 10:00:00 AM
January 25, 2002
Riverside, California
The Society Board of Directors met on Friday, January 25, 2002, 10:00 a.m., at the Holiday Inn Select Hotel in Riverside, California. The following were present:
Officers
District-elected Board members
Raleigh Bloch Wayne Brozovich Bob Coant
John Devine Lud Einess Gary Garitson
Bob House Don Pyper
Board Members-at-Large Parliamentarian
Dennis Cook James C. Warner
Hank Hammer
Todd Wilson
Society Staff
Greg Lyne, Director of Music Education & Services
Frank Santarelli, Director of Finance & Administration
Gary Stamm, Director of External Affairs
Dee Vesevick, Assistant to the Executive Director
The following action was taken:
Order of business (Exhibit A)
Riverside Chapter License – A chapter license was presented to the newly formed Riverside Chapter.
Keynote speaker(s) Riptide
Remarks by Immediate Past President Chuck Watson
Remarks by Incoming President Roger Lewis
November 3, 2001 Society Board minutes – Motion was made, seconded and carried, to approve the November 3, 2001 Society Board minutes.
Year-end financial statement – Mr. Bray reviewed the statement with the Board. Mr. Bray moved, seconded by Mr. Watson and carried, to receive the statement and place the surplus in the contingency fund subject to audit.
Mr. Bray advised that the Joint Audit Task Force, as approved at the July 3, 2001 Board meeting, has been formed as follows: Charles Rose, John Santora and Robert Guiggey. Jerry Bray and Frank Santarelli will act as liaisons to this task force.
Operations Group report (Exhibit B) – Mr. Hammer addressed his report to the Board.
District Presidents’ reports – Mr. Hammer moved, seconded by Mr. Hopkins and carried, to receive the reports of the district presidents.
Committee reports – Mr. Hammer moved, motion seconded and carried, to receive the committee reports.
Motion was made, seconded and carried, to receive the Operations Group report.
Planning & Program Development Group (Exhibit C) – Mr. Cook addressed his report to the Board noting factors that may impact the Society 2002 budget.
Old and New Business (Mr. Lewis asked the Board to remove item 9 [Review of Society Vision Statement] from the agenda)
1. Multicultural Task Force charge (Exhibit D)—Mr. Cook moved, seconded by Mr. Hopkins and carried, to approve the charge of the Multicultural Task Force. Members of the Task Force are: Chairman John Krizek, Ken Hatton, Alan Wile, Jim Henry, with an additional member to be named. Mr. Watson will serve as Board liaison.
Subsequently, Mr. Bloch moved, motion seconded by Mr. Hopkins and carried, to approve $2,000 for the Multicultural Task Force for the budget year 2002.
2. Chapter names – Mr. Devine moved, seconded by Mr. Pyper, to amend the “Conditions pertaining to the issuance, maintenance and retention of SPEBSQSA chapter licenses and charters” as follows (deleted matter shown with strikeout; added matter shown italic):
I. License to operate as a chapter
B. All licenses must be issued identifying the chapter by a specific geographic location, as specified in Section III.A in the official name of the chapter, which name must comply with the provisions of Section III.A.3 below.
III. Chapter charters
A. Active chapter
1. The minimum membership necessary to qualify for a chapter charter is 12, fifty per cent (50%) of whom must not previously have been members of the Society, or must be former members whose membership expired more than one year previously
2. At the request of the district president, a chartering kit will be supplied by the Society office outlining the necessary procedures to obtain a charter.
E3. The official name of each new or newly modified chapter name shall must identify the chapter by reference to a specific, locally recognized, geographic location situated within the area from which the chapter=s membership is primarily drawn. No new or newly modified The official chapter name must also contain the name of the state or province within which the chapter is located. The official chapter name may include the descriptive word "quartet," but no other descriptive words or terms are permitted as part of the official chapter name, other than as may be necessary to identify the specific geographic location of the chapter. No chapter name shall be so similar to the name of a chapter already in existence so as to be confusing or misleading. The official chapter name must be approved by the district and by the Society office. All chapter charters will be issued in the official chapter name. All chartered chapters must be incorporated, and their corporate existence must be maintained, under their official chapter name.
4. When all necessary chartering documents have been completed, they must be endorsed by the sponsoring chapter or area, and the district president. If the license or charter is being issued pursuant to an appeal under Section II, the document shall be signed by the executive director. The documents shall then be forwarded to the Society office accompanied by a check covering any applicable Society dues and fees. Once the chartering documents have been given final approval, the chapter shall proceed to incorporate under the law of the state or province in which it is located. The incorporation process should be completed within 60 days after approval of the chartering documents has been given, and the chapter shall furnish the Society office with a photocopy of the official certificate or evidence of the incorporation, as issued by the state or province.
5. If the membership of a chartered chapter falls below twelve (12) men, an additional administrative fee, in an amount fixed by the Society Board, shall be charged and shall be paid quarterly in advance, until such time as the membership again reaches twelve or more men as of the end of a subsequent quarter; provided, however, that the Society Manager of Membership Development, in his sole discretion, shall have the authority to waive the administrative fee for not more than two (2) consecutive calendar quarters, for any chapter.
E. Name changes
1. If a newly merged chapter, or an existing chartered chapter, desires to adopt a new name, it must submit the new name to the district and to the Society office. At each level, approval must be given before the action becomes final. The new official name of the chapter name must be a geographic location recognizable by the post office department, and otherwise comply with the provisions of Section III.A.3, above.
Discussion followed and the motion carried.
(It was noted that the Society Laws & Regulations Committee agreed with the proposed amendment.)
3. Medals awarded in district/division/chapter quartet contests – Mr. Garitson moved, seconded by Mr. Pyper, that a task force be formed for the purpose of making recommendations for enforcement actions, or consideration of changes in item 12.k. of the Society Statements of Policy. Discussion followed, a vote was taken and the motion was defeated by a show of hands 8-6.
4. Article II.D.3 of quartet contest rules – Mr. House moved, motion seconded and carried, to amend Article II.D.3 of the quartet contest rules as follows (deleted matter shown with strikeout; added matter shown italicized):
“Quartet-at-large entries will be chosen from a composite list of all non-qualifying quartets from the district contests, ranked by score, until a total of 25 Society quartets have been obtained. Affiliate quartets will be invited by the Society Board, and they shall be in addition to the 25 Society quartets.”
5. Contest & Judging Committee recommendations – After motions were duly made and carried, the following changes to the Society Contest Rules were adopted (where applicable, deleted matter shown with strikeout; added matter shown italicized):
- Qualifying score for international – The qualifying score for quartets to compete in the 2002 international convention shall be a score of 1824 on a double panel and 2736 on a triple panel. (This does not represent a change.)
- Revision to Article I.A.1 -- Replace the entire first sentence in Article I.A.1 of the current Contest and Judging Rules with the following:
“Except for those quartets from affiliated organizations which have been invited to participate in the International Quartet contest or the International Senior Quartet contest, all members of competing quartets must be members of one or more chapters, including Frank H. Thorne Chapter, in the district in which they elect to register.”
- Revision to Article II.D.1 – Revise Article II.D.1, by removing the present wording and replacing it with the following, effective immediately:
“Each district will select its International Senior Quartet Contest representative at its Fall District Quartet Contest. The highest-ranking declared Senior Quartet from that district in the semifinal round, whether or not the quartet is also entered in the District contest, shall be declared that district’s representative. All other Senior Quartet scores from the semifinal round will be included in the scoring pool. This will be the only means of entry for Society Senior Quartets to the International Senior Quartet Contest. Districts are free to stage other Senior Quartet contests for local awards.”
- Revision to Article II.D.6 -- Revise as follows:
“If a Senior Quartet is unable to compete in its own District Fall Contest, it may, with the permission of the District President and District Vice President of Contest and Judging of its own district, and of the District President and District Vice President of Contest and Judging of another district, compete in that district’s Fall District Contest for inclusion in the scoring pool.”
- Revision to Article II.C.1 – Revise as follows:
“The highest-scoring quartet from each district (regardless of the district in which such quartet competes to qualify) shall qualify to represent that district in the international contest. In addition, all Society and affiliate quartets that meet or exceed the target score shall qualify for the international contest. In the event that fewer than 40 Society quartets are qualified by the above methods, the remaining quartets to fill out the minimum field of 40 Society quartets will be selected by rank from a pool of all those quartets competing in that year’s preliminary international contests. In the event that more than one quartet is ranked 40th by score, each quartet achieving that ranking shall qualify for the international contest. In all circumstances, to be eligible to compete in the international quartet contest, a quartet all quartets, including affiliates, must have earned a minimum score, which is adopted by the Society Board of Directors at its annual midwinter meeting during the year of the international contest in question, after considering the target score recommended by the Society Contest and Judging Committee. To assure the consistency of the minimum qualifying score for affiliate quartets, their contests should be judged by a panel containing at least a single-panel component of certified Society judges. The minimum score, once adopted by the Society Board of Directors, shall remain in effect until changed by subsequent action by the Society Board of Directors.”
- Article V.E.1 -- Revise as follows:
“The annual international quartet contest will be held in conjunction with the Society’s annual convention, at a time and place determined by the Society’s Board of Directors, and under the general supervision of the Society Board of Directors unless otherwise ordered by that board. The contestants will be those Society and affiliate quartets that have qualified by their scores or placements in the international preliminary quartet contests, and those quartets from affiliate organizations that may be invited to participate at the discretion of the Society Board of Directors, provided each quartet from affiliated organizations earns the minimum score as defined in Article II.C.1. Each contestant will sing two songs in a round known as the international quarterfinals.”
6. Society target allocation mix – Mr. Cook moved, motion seconded and carried, to approve the recommendation of the Society Investment Advisory Committee to revise the asset allocation mix target from 50/40/10 (equity/debt/cash) to 60/30/10, and to continue with the 5% leeway in any category for responsiveness to advantageous changing market conditions, and that this recommendation become effective immediately.
7. Honorary Membership (Gordon Lightfoot) – Mr. Einess moved, motion seconded and unanimously carried, to approve Gordon Lightfoot for presentation of honorary membership in the Society at the 2003 convention in Montreal.
8. 2003 International Convention (Montreal) registration fee – On recommendation of the Planning & Program Development Group this item was postponed until the Board planning meeting in April 2002.
Added agenda items:
9. 2002 Work Plan deletions – Mr. Devine moved, motion seconded by Gary Garitson and carried, to remove the following items from the 2002 work plan:
1.1.3 – Oversee the music editing by volunteers of a folio of Lou Perry arrangements (M&P Committee, Joe Liles). Obtain Board approval of a marketing plan after appropriate market research and before publication; profits will be contributed to Harmony Foundation and the Lou Perry Scholarship Fund. (Removal recommended by the Music & Performance Committee.)
(Removal of the following was recommended by the Grants subcommittee of the Ways & Means Committee):
6.2.2 – Submit a grant request by May for a Society project to the National Endowment for the Arts. A professional grant writer will be contracted to finalize the grant proposal from a rough draft prepared by H.F. staff.
6.2.3 – Hire grant consultant to conduct analysis of Society programs and events and provide report on most appropriate and advantageous plan to pursue for securing grants.
6.2.4 – Actively encourage committee chairs to present projects or events to H.F. that might become grant possibilities. Use contract grant writers to follow up on best submissions. Goal is to submit at least 2 grant requests totaling a minimum of $15,000 by year’s end.
10. 2002 Work Plan additions – Mr. House moved, motion seconded and carried, to add the following item to the 2002 work plan:
6.2.2 – Hire a professional grants contractor experienced in funding for the arts to prepare a grant or grants applications netting commitments of at least $40,000 to the Society by year-end. Their work will include source research, funding source identification, proposal preparation and follow-up and report dissemination. Typical priorities could include internal and external education including YMIH, Harmony College or COTS. We anticipate this activity and cost to be continuing in future years. (Stamm, Grants subcommittee) – Financial implications $9,750
11. Grants subcommittee – Mr. Brozovich moved, motion seconded and carried, that a four-man Grants subcommittee be formed, reporting under the Ways & Means Committee, to guide overall grants development efforts and to accelerate growth of this potentially lucrative revenue enhancement program.
12. Grants – professional position on headquarters staff – Mr. Brozovich moved, motion seconded by Mr. Cook and carried, that a permanent staff position be created on the headquarters staff for a self-funding grants development professional, which would be a transitional implementation, appearing as a revised 2002 work plan item 6.2.3 as noted below:
6.2.3 – In 2002, begin identifying and requesting funding sources to pay for three years’ salary of a full-time staff grants development professional whose position responsibilities would include identification and procurement of funding for Society programs, including self-funding, and for other development activities. This transition would be a two-year term resulting with hiring the professional during 2004. During 2002-2003, a contractor will be paid to execute this work effort using a contingency fee compensation plan based on successful funds procurement, resulting in no net cost to the Society. (Stamm, Grants subcommittee)
13. Harmony Hall Study Task Force funds – Mr. Pyper moved, motion seconded and carried, that $2,000 be funded for the Harmony Hall Study Task Force for the budget year 2002.
14. Contingency Fund Task Force – Mr. Wilson moved, seconded by Mr. Brozovich and carried, that a contingency fund task force be formed to evaluate current procedures and to recommend procedures for future management of the Society’s contingency fund. Evaluation would include, but not be limited to: what risks are appropriate for our contingency fund to anticipate; what formula and procedures are appropriate for funding our contingency fund; how should our contingency fund be displayed in financial reports; and, what is the right amount of contingency fund required.
15. Membership solicitation by e-mail – A policy statement was prepared by the Ways & Means Committee, in conjunction with the Society staff and the PPDG, to re-examine the Society’s policy regarding appropriate use of members’contact information. Mr. Cook advised the Board that the matter should be referred to the L&R committee to review the wording of the policy, and report to the Board at its April 2002 meeting.
16. Evaluation of an a cappella festival in Louisville 2004 – Mr. Wilson moved, motion seconded by Mr. Einess, that the Board authorize the Events Committee to proceed and evaluate the merits of an a cappella festival in 2004 at Louisville, and to provide its proposal to the PPDG by May 30, 2002. Discussion followed and the motion carried.
17. The Harmonizer editorial policy (Exhibit E) – Mr. Wilson moved, motion seconded and carried unanimously, to adopt The Harmonizer editorial policy.
18. Investment Advisory Committee members – Mr. Cook moved to approve the Investment Advisory Committee’s request to increase its committee members from three to five. Motion was seconded by Mr. Hammer. Mr. Stamm responded to questions, and the motion carried.
Sergeant-at-arms report – Mr. Brozovich reported a collection of $615 to be designated for the Harmony Foundation General Fund.
Adjourn -- There being no further business, the meeting adjourned at 12:15 p.m. with the singing of “Keep America Singing,” directed by John Devine and “Teach the Children to Sing”, directed by Hank Hammer.
Respectfully submitted,
Darryl Flinn
Executive Director
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