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Essentials in
Board
July 2002 Planning and Development Group Report
Updated: 9/5/2002 11:28:00 AM
Society Board Minutes 7/02/02 – Exhibit E
(Amendments in bold)
PLANNING & PROGRAM DEVELOPMENT GROUP
Report to the Board of Directors - SPEBSQSA, Inc.
International Convention - Portland, OR
July 2, 2002
TO: 2002 Society Board
Copy: 2002 Committee & Task Force Chairs
Society Staff Directors
2002 District Presidents
PPDG presents the following topics for the Board’s consideration, the first of which is advisory and requires no Board action, and the others that do require Board action.
1. 2002 Budget Status
The 2002 budget was approved reflecting a projected $153,593 year-end shortfall. At this point of the year that shortfall has increased by $47,538 to a total of $201,131. After careful review, and study of previous years’ historical under-spending of committee expense budgets, PPDG is not recommending any adjustments be made to the budget at this time. A summary breakdown of the data follows:
Income:
Cancellation of the Russian trip $(10,000)
Portland sponsorships (10,000)
Grant materialization (40,000)
The Harmonizer advertising (10,000)
Decrease in Income ($70,000)
Expense:
Postage increase—additional expense $ (6,000)
Portland production additional expense (13,000)
Harmony Hall Study Task Force—additional expense (5,000)
District Treasurers at Leader Forum (2,000)
Marketing Task Force (2,000)
Depreciation—decrease due to audit corrections 15,000
Depreciation decrease E-business 8,758
E-business maintenance decrease 24,904
Decrease in Expenses $22,462
Total budget decrease in net profits ($47,538)
Budget deficit before contingency & investment activity ($153,593)
Potential budget deficit ($201,131)
2. All “A” Choruses Competing at International
PPDG has reviewed this proposal and discussed it with both the Events and Contest & Judging Committees, and concludes that more information is needed to make an informed recommendation. The C&J Committee has been directed to lead a comprehensive evaluation, in conjunction with the Events Committee, of all relevant considerations in past international chorus contests. Preliminary information will be presented to the Board by the 2003 Midwinter Board meeting, and a final recommendation will be presented for Board action at its July 2003 meeting.
ACTIONABLE
3. PLANNING GUIDANCE and STRATEGIC FRAMEWORK for Society Year 2003
Society Planning Guidance for Year 2003
ACTION: The PPDG recommends approval of the Planning Guidance
for the Year 2003, as presented.
Society Strategic Framework for Year 2003
ACTION: The PPDG recommends approval of the Society Strategic Framework
for the Year 2003, as presented.
The Planning Guidance and Strategic Framework had previously been distributed to Committee Chairs and Staff Liaisons, along with instructions and the knowledge that they were preliminary documents. Chairs were urged to begin involving their committees, Staff Liaisons and functional DVPs in the interest of getting started, and were advised that the final version will be distributed following Board approval at this meeting.
4. Society Statements of Policy – Convention Activities
Society Operations Policy 9.f. states that “ Fundraising activities of any nature shall not be conducted at district or Society functions without prior clearance from the respective district or Society Board.” Discussion with the Society legal Counsel reveals that this language requires modification to be more comprehensive.
ACTION: PPDG recommends that Policy statement be revised by addition of the following underlined words to read, “… conducted at, or in conjunction with, district or …”, subject to review of the Laws & Regulations Committee.
5. Guidelines for approving complimentary tickets to International Convention Contests
PPDG has reviewed the External Affairs Committee’s proposed Guidelines for Complimentary Registrations at the Society International Contest. We accept the basic categories and approach that have been proposed but believe the process can be accomplished efficiently with less administrative process, and propose the following alternative statement for Board consideration.
“It shall be the policy of the Society to provide complimentary registrations or seatings to certain groups or individuals that may have potential to benefit the Society vision. Recipients might include any of the following: representatives from the international community who have potential for establishing affiliate organizations in their home countries, youth of high school and college age who are attended by competent adult and music leadership, groups or individuals that are perceived as having potential for increasing diversity exposure to the Society, and others as may arise from time to time. Applications for such consideration will be received and processed by the External Affairs Committee, which will confer with appropriate
other committees, subsidiaries, affiliates or leaders and submit a recommendation the External Affairs Committee’s decision to the Society Events Manager for implementation. Seats provided will be from among those declared by the Society Events Manager to be available and not typically purchased by regular conventioneers.
ACTION: PPDG recommends that the Board approve this proposed new language, and for
it to become effective immediately.
6. Use of SPEBSQSA Member Contact Information [Carried over from Midwinter]
Recent advent of opportunities to more proactively engage in electronic and other marketing techniques has prompted a need to re-examine the Society’s practices regarding appropriate use of members’ contact information. The Laws & Regulations Committee, has prepared a policy statement which appears as Attachment #1 to this PPDG Report.
ACTION: PPDG recommends that the Board approve the proposed new policy, and for it
to become effective immediately.
7. Society Hall of Fame
The Marketing & Public Relations Committee’s Society Hall of Fame Subcommittee is being re-staffed, and the following task is proposed to be included in the current 2002 Work Plan. [Work Plan task to be assigned]
“Develop, document, obtain and launch an annual award to be known as the Society Hall of Fame, targeted for approval by the Society Board at its 2003 Midwinter Convention meeting.”
(M&PR, M&P, MS, Archives)
ACTION: PPDG recommends that the Board approve this proposed 2002 Work Plan task.
(Reporting in R-3)
8. Evaluation of a possible A cappella Festival at the 2004 International Convention in Louisville
The Events Committee has not completed its study and recommendation directed to be presented at this week’s meetings. The committee chairman and Society Events Manager report that they have successfully placed facilities on a tentative “hold” status if a decision is made to have the festival. They report that there is still time for preparations if a decision can be made at the 2002 Fall Board meetings. Accordingly, the Events has been directed again to prepare and present a comprehensive evaluation, including a defined objective that supports our Vision, full pro-forma financials that demonstrate the Festival would be a fiscal success, and a listing of
solutions to the lessons learned from the Nashville Festival, for an A cappella Festival to be held in 2004 at Louisville. The Events Committee understands that an affirmative Board receptivity
to review a proposal does not necessarily connote that the Board would approve the proposal. PPDG believes this question and recommendation need to be presented to and considered by the full Board.
ACTION: PPDG recommends that the Board authorize The Events Committee to will
proceed and evaluate the merits of an A cappella Festival to be held in 2004 at
Louisville, and to provide its proposal to the PPDG by October 1, 2002.
9. Marketing Study Task Force
The newly formed and staffed Marketing Study Task Force requires a budget to execute its responsibilities. The Society Director of Finance & Administration recommends $2000 for this purpose.
ACTION: PPDG recommends that the Board approve this task force budget amount.
10. Harmony Hall Study Task Force
The HHTF requests $5000 to execute a formal property appraisal of the Harmony Hall facility. This market evaluation information is necessary to complete the study.
ACTION: PPDG recommends that the Board approve this task force budget line increase.
11. Canadian Proposals
PPDG has reviewed the Canadian proposal and recommends the following actions for each of the proposal’s six sections.
ACTION: #1. PPDG recommends that the Society adopt the practice of regularly representing the Society as “The Barbershop Harmony Society”, accompanied with the subtitle “doing business as SPEBSQSA, Inc.”, or as appropriately advised by the Laws & Regulations Committee. We also recommend that the Marketing & Public Relations Committee and Society staff prepare instructions that encourage chapters to use the same Society name reference in their communications and promotions activities. We recommend that these practices be implemented immediately.
ACTION: #2. PPDG recommends that the Society headquarters Marketing & Public relations staff design a logo or word to be added to the Society’s stationary and other printed and electronic materials that visually indicates our Society is a North American, international organization. PPDG recommends that a logo be considered such as the United States and Canadian flags with crossed staffs, effective immediately or when current inventory supplies are exhausted , with final design subject to approval by the M&PR Committee.
ACTION: #3. PPDG recommends that the The Harmonizer editorial staff implement the same measures described in #2 above, for use in that publication’s issues, effective immediately.
ACTION #4. PPDG recommends no change regarding its practice of who directs the two North American National Anthems at official meetings and conventions.
ACTION #5. PPDG recommends no change regarding the Society’s USA-Canadian monetary exchange rate practices.
ACTION #6. PPDG recommends that no action be taken regarding gift certificate vouchers at the 2003 Convention in Montreal.
12. Joint Audit Committee Report
The Report of the Joint Audit Committee, dated June 10, 2002, had been received. The joint committee concurs with the consolidated financial statements for 2001 that were published in the Society’s and Foundation’s annual reports to members and filed with regulatory agencies.
ACTION: PPDG recommends that the Board receive this Joint Audit Committee report.
13. Multicultural Task Force
The Multicultural Task Force has met and reports good initial progress. The chairman met with PPDG and discussed a number of preliminary recommendations the Task Force is considering. One recommendation, creation and promotion of a Power Point presentation of the recent NPR program highlighting the history of the barbershop style, appeared applicable for numerous uses such as YMIH events, schools, civic clubs and other organizations, and worthy of initiating action in anticipation of the task force’s final proposal. This would be assigned as a 2002 Work Plan task as follows [Work Plan number to be assigned]:
“Obtain copyright releases, collaboratively, create and promote a Power Point presentation of the recent NPR program highlighting the history of the barbershop style, with flexible scripting that can be applicable for numerous uses such as at YMIH events, schools, civic clubs and other organizations. As part of this project, explore the availability of Grant funding sources. (M&PR, YMIH, MS, Staff-Sampson & Stamm)” (Report in R-3)
ACTION: PPDG recommends Board approval to add this task to the 2002 Work Plan.
This concludes the PPDG Report to the Society Board.
ACTION: MOVE for receipt by the Board, of this report in its entirety.
Society Planning & Program Development Group
Raleigh Bloch
Wayne Brozovich
Dennis Cook, Chair
Lud Einess
Todd Wilson C:\Documents and Settings\vesevick\My Documents\PPDGJuly02revrpt.doc
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