Essentials in
Board

Society Board Policy Manual

Barbershop Harmony Society elects officers for 2007

Stay current on Society governance, rules

Deadline extended to April 1: Nominating Committee Seeks Candidates for 2009 Society Board of Directors

March 2007 Board Meeting Minutes

January 2007 Board Meeting Minutes

Keynote address by Gary Bolles - January 2007 Board Meeting

November 2006 Board Meeting Minutes

Harmonizer Editorial Policy

You are here: Members Only  > Board >

2003 Society Work Plan

The complete work plan for 2003, as approved by the Society Board of Directors.

1. VALUES

As we plan for the future of our Barbershop Society, we are guided by the knowledge that singing songs in the Barbershop style and enjoying fellowship with Barbershoppers worldwide give real value to a man’s life and times.

We believe that active membership in SPEBSQSA and the following values are intertwined:

• That singing music, especially barbershop harmony, enriches life.
• That Barbershoppers are friendly men of good will.
• That Society membership provides a very special place for men of diverse backgrounds to share their love and generosity.
• That work toward goals at quartet, chapter, district and Society levels allow for authentic human interactions for men to grow in music, administrative and leadership skills.
• That the joy of self-expression and fulfillment is a natural extension of active participation in the Society.

We also believe that these values extend beyond the Barbershopper and can, indeed, enrich family and community life.

2. VISION

"The Society is to be an ever-growing fraternity of barbershop-style singers, leading the cause of encouraging vocal music in our schools and communities."

3. MISSIONS

• The Musical Experience
• Membership and Support Services
• Image
• Events
• Finance and Administration
• Revenue Enhancement
• Governance and Organizational Management

Mission 1: The Musical Experience

Mission

Provide music, education, a competition system and necessary support to perpetuate the barbershop style, while satisfying the needs of a wide range of age and skill levels.

Major Thrust

Ensure that every current and prospective member has the opportunity for a satisfying barbershop experience in chapter meetings and participating musically in quartets or choruses or both.

Strategies

1.1 Publish a wide variety of barbershop music.

1.1.1 Revise the Music Premier Program to include 6 new songs to all subscribers and the most recent release only as a promotion to quartet contact men for newly formed quartets. Release date will be June. (Music Publications Sub-Committee of the M&P Committee, Liles, M&PR Committee) (December) (R2, R3)

1.1.2 Develop arrangements of two multicultural songs that are suitable for audiences with diversity in membership, and a plan for promotion and distribution. These two songs are to be included in the six (6) Music Premier songs published annually. (Music Publications Sub-Committee, Liles, M&PR) (R1, R2, R3)

1.1.3 Initiate an ongoing review of barbershop songs and material that may be considered offensive by some in today's sensitive environment, and provide an updated set of guidelines for choruses and quartets. (M&P, Lyne) (R1, R2, R3)

1.1.4 Market Society music publications through all available Society media. These publications can be purchased by the Districts for music reading and general sessions at Society schools with the goal of improving sales of Society music by 10%. (M&P Committee, DVP's M&P, M&PR Committee, Liles) (December) (R1, R3)

1.2 Provide instructional opportunities and educational materials that promote and perpetuate satisfying singing and performing in, and an understanding of, the barbershop style.

1.2.1 Arrange for the production of a "kids' album" of songs, tailored to preschool or elementary school-age audiences, featuring barbershop groups. (MCTF, M&PR) (R1, R2, R3)

1.2.2 Provide instruction to at least 475 Harmony College students and 125 Directors College students, including a minimum of 50 first-time directors at Directors College. (Lyne) (August) (R1, R2)

1.2.3 Provide instruction in every district at District Harmony Education schools and receive feedback from participants as to satisfaction in the instruction and learning they have experienced. Reach or maintain an average satisfaction rating of 4 out of 5 at each District School. (DVP's M&P, M&P Committee) (December) (R2, R3)

1.2.4 In planning Music Staff visits to Districts, apportion their time so that over a two year period, about half of their contact time is spent with chapters engaged in teaching strategies for the enrichment of chapter activities. Obtain follow-up reports from visited chapters as to improvements that they make to the running of their chapter meetings. (Staff Music Specialists, DVPs M&P, Lyne, M&P Committee) (December) (R3)

1.2.5 Market the Society’s music education resources to all Society chapters, increasing sales of educational materials by 10%. (Vice Chair Music Education of the M&P Committee, M&PR Committee, DVP's M&P) (December) (R1, R2, R3)

1.2.6 Produce a video on basic personal performance skills in 2003. The video will include instruction in body posture, proper use of facial expression, rhythmic movement, audience contact, performing from the heart and other appropriate personal performance skills. It will be suitable for use as a teaching tool for quartets and choruses, and particularly for new members who need a grounding in the performance skills needed to participate fully as a performer in barbershop ensembles. (M&P Committee, C&J Committee, DeBusman) (December) (R1, R2, R3)

1.2.7 Support Education Resource Groups in continuing to make educational resources available via the Society website. Increase available educational resources by 50%. Work towards a user satisfaction level of 4 out of 5. (Vice Chair Music Education of the M&P Committee, Lynch) (December) (R1, R2, R3)

1.2.8 Investigate the state of District M&P coaches' development in the Society, develop a plan to improve and increase the availability and quality of coaching available to District quartets and choruses, and begin to implement the plan. (Vice Chair Music Education of the M&P Committee, M&P DVPs) (December) (R3)

1.3 Teach and strive for consistently improving quality of public performances by Society groups.

1.3.1 Establish a Board of Review for the Standing Ovation Program with the mandate to support the recruitment and training of reviewers and promote the use of Standing Ovation to all quartets and choruses in all Districts. (Vice Chair Coaching and Performance Evaluation of the M&P Committee, DVP's M&P) (June) (R2)

1.3.2 Through good marketing, the training of adequate numbers of positive reviewers, a focus on encouragement, and close follow-up, improve the Society-wide use of SOP by 25% over 2002. (DVPs M&P, Vice Chair Coaching and Performance Evaluation of the M&P Committee, DeBusman and M&PR Committee) (December) (R1, R2, R3)

1.3.3 Finalize, design and test market the Music Man program wherein volunteer music coaches are reimbursed expenses (by the Society during the pilot) to regularly visit assigned chapters in their district with the goal to improve performance skills. Make recommendations to the Board for a 2004 program by June 1. (M&PR, M&P, DVPs of M&PR and M&P) (R1, R2)

1.4 Provide programs, methods, materials and support to districts and chapters to promote more activities that encourage the formation and development of quartets.

1.4.1 Provide coaching to 25 quartets at Harmony College. (Lyne) (August) (R1, R2)

1.4.2 Conduct a Top Gun school for top quartets in each District. Work toward an average satisfaction level of 4 out of 5 from each District. (Vice Chair Coaching and Performance Evaluation of the M&P Committee, DVP-M&P) (December) (R1, R2, R3)

1.4.3 Develop an Intensive Quartet Training (IQT) program for quartets aspiring to District champion and International competitor status. Work toward the establishment of IQT in at least half of the Society's Districts this year and report satisfaction levels of each school. (Vice Chair Coaching and Performance Evaluation of the M&P Committee, DVPs M&P) (December) (R1, R2, R3)

1.4.4 Develop and promote activities for quartet promotion for use at Society conventions and festivals, including the IQ promotion that has been in use over the past year. Track and report the use of the activities at Society events. (M&P Chairmen for Quartet Support, M&P Committee, DVPs M&P, Events, DeBusman) (December) (R1, R2, R3)

1.4.5 Establish and promote the establishment of web-based quartet resources, including Internet Coaching and a Quartet Graphics Design Resources for the development of quartet promotional materials, advertisements, flyers, etc. Track and report levels of use of these resources by Society Quartets. (M&P Chairmen for Quartet Support, M&P Committee, DVPs M&P, DeBusman) (December) (R3)

1.4.6 Institute a system of Quartet Promotion Chapter Ranking to raise awareness of the need for quartet promotion and support in the Soicety's Chapters and to promote the use of quartets in chapter programs, education, shows and recreation. (M&P Chairmen for Quartet Support, M&P Committee, DVPs M&P, DeBusman) (December) (R1, R2, R3)

1.5 Maintain a competition system that fosters the joy of singing and performing in, and an understanding of, the barbershop quartet style.

1.5.1 Complete the production of two new C&J training tapes by July 1 and two more by December 2003. (Foris, C&J Committee) (R2, R3)

1.5.2 Conduct the annual applicant category school in August for training of applicants and screening of potential candidates as necessary. (C&J Committee) (R2)

1.5.3 Prepare and submit final article (Contest Administrator) to The Harmonizer on changes in the scoring program, procedures and operation of the contest system by April. (C&J Committee) (R1)

1.5.4 Conduct division and district contests in every district through October, with at least one chorus that had not competed in 2001 competing or performing (without published scoring) in each division and district contest. (C&J Committee and all DVPs C&J) (No Report)

1.5.5 By December, work with M&P Committee to integrate Show Package/Standing Ovation education program into an education program available to all barbershoppers. (C&J Committee, M&P Committee) (R2)

1.5.6 Create a recognition-based additional award system for chorus and quartet competitors at the international contest by June, 2003. (Lyne, C&J Committee, Events Committee) (R1, R2, R3)

1.6 Identify, develop, and provide Society- and district-supported opportunities for students and music educators to learn about available tools for introducing, maintaining, and supporting barbershop singing in our educational institutions and programs. Support youth outreach efforts by providing YMIH training and educational resources and materials to Society and district leaders.

1.6.1 Explore, design and implement improved marketing strategies for enhanced promotion of the YMIH elements of the MBNA America CBQC, HX Camps, Harmony College/Directors College, MENC/ACDA demonstrations and YMIH website. This will include systematic development of advertising strategies for ACDA and MENC publications. (YMIH Committee, Spencer, DeBusman, Marketing and PR Committee, DVPs M&PR, DVPs YMIH) Completion: Q3 (R1, R2)

1.6.2 Continue development of a 5-year YMIH Committee strategic plan including development of infrastructure to support and maintain college festivals and other initiatives aimed at providing greater exposure of barbershop harmony to the under 25 male population. (YMIH Committee, YMIH 5-year Plan Subcommittee, Spencer) Completion: July, 2003 (R1)

1.6.3 Develop and maintain a YMIH website, in accordance with the current standards and philosophies of the Society's E-Strategist, heavily dependent on input from DVPs YMIH regarding scheduled events and opportunities in each district. (YMIH Committee, Lynch, DVPs YMIH, Spencer) Completion: Q3 (R3)

1.6.4 Promote and manage the MBNA America Collegiate Barbershop Quartet Contest and offer assistance to districts for preliminary contests, involving at least 64 quartets. CBQC events will be promoted through early year CBQC mailings to American and Canadian colleges and universities, advertisements in music educator journals and publications, promotion at music educator conventions, as well as advertisement and promotion at COTS events, district HEP schools, The Harmonizer, YMIH website and e-newsletter, UPDATE and other Society broadcast and print publications. (DeBusman, Spencer, YMIH Committee in coordination with DVPs YMIH) Completion: Q3 (R1, R2)

1.6.5 Manage at least five (5) Harmony Explosion Camps (events of at least 2.5 days in duration, with Harmony Foundation support) at separate sites, with total participation reaching at least 550 high school participants and 60 music educators. Camps will be promoted at COTS events, district HEP schools, through district newsletters, and through Society publications and the YMIH website. (Spencer, DeBusman, Rashleigh, DVPs YMIH) Completion: Q3 (R1, R2, R3)

1.6.6 Enroll at least sixteen (16) non-Society music educators, at least one from each district, in the Harmony College "music educators track" course. Assure the attendance of at least one official of MENC or ACDA at Harmony College. This will be promoted through DVPs YMIH and chapter YMIH coordinators/chairmen in direct contact with music educators. (DVPs YMIH, Spencer, DeBusman, Rashleigh) Completion: Q3 (R2)

1.6.7 Conduct at least two YMIH activities (clinics, festivals, workshops, demonstrations, contest, Youth Harmony Camps of two or more days) in each district. Events will be promoted by DVPs YMIH in each district as well as through YMIH website and data feeds to district newsletters. (DVPs YMIH, DVPs Events, YMIH Committee, Marketing & PR Committee, Spencer) Completion: Q4 (R1, R2, R3)

1.6.8 Produce three (3) YMIH e-newsletters for inclusion on YMIH website, as well as e-mail distribution to interested music educators, students, and members. Newsletter will be promoted during Music Specialist visits to schools and music educator conventions, YMIH website, COTS events, district HEP schools, Harmony College/Directors College, UPDATE, The Harmonizer, and district and chapter newsletters. (YMIH Committee, Spencer, DVPs YMIH) Issues completed: Q2, Q3, Q4. (R1, R2, R3)

1.7 Effectively follow up benefits from music staff visits to schools and clinics.

1.7.1 Evaluate the results of feedback evaluations requested of music educators and administrators following Music Specialist visits to schools and clinics in all districts, and employ follow-up procedures to enable cost-benefit analysis of such visits, as well as initiating required changes to ensure a quality product is being provided. (YMIH Committee, Spencer) Completion: Q4 (R3)

1.8 Recruit, train and educate chorus directors to increase the quality of the Society's musical product while satisfying members' needs.

1.8.1 Award 75 full-tuition scholarships to first-time front-line directors attending Directors College 2003, 40 funded by the Society and 35 from outside sources. (CDD VC-training, SBOD, Rashleigh) (R2)

1.8.2 Conduct certification training for 10 CDWI-1 and 10 CDWI-II trainer candidates by September. (CDD VC-CDWI, Rashleigh) (R3)

1.8.3 Continue to evaluate the CDWI-3 (The Next Level) program and determine its feasibility by year's end. (CDD VC-CDWI, Rashleigh) (R3)

1.8.4 Conduct 30 CDWI (Level I and II) seminars to reach 135 chorus directors by year's end. (CDD VC-CDWI) (R2, R3)

1.8.5 Promote and manage the Chorus Director certification program and expand the total enrollment in the program to 300 by year's end. (CDD VC-certification) (R3)

1.8.6 Edit, update, and post to the website by June, the guide to aid chapters when searching for a director. (CDD VC-recruiting) (R2)

1.8.7 Begin to publish and distribute "Direct-ly Involved" only electronically. (CDD, Spencer) (No Report)

1.8.8 Rework, maintain, and expand the directors portion of the Society website by June. (CDD VC-training, Lynch) (R1, R2)

Mission 2: Membership and Support Services

Mission

Develop and conduct membership recruitment, retention, and extension programs, and satisfy members' and chapters' needs for education, requests for services and products in a timely manner.

Major Thrust

Be a Society whose membership grows at least one percent per year and provides singing, performing and fraternal opportunities that attract and retain a diverse, younger and vitally active membership.

Strategies

2.1 Plan, design, promote and supervise implementation of, and teach methodologies for, aggressive, broad-based recruitment and focused new member orientation initiatives.

2.1.1 Recruit at least 3,900 new and reinstated members in 2003 as agreed to at the Forum.

CSD 275, DIX 237, EVG 258, FWD 430, ILL 162, CAR 123, JAD 302, LOL 271, PIO 151, MAD 514, NED 272, ONT 182, SLD 130, SWD 227, SUN 227, RMD 163. (DVPs MS, Nau, Bek, MS Committee) (R1, R2, R3)

Promotion: DVPs of MS in each district will be the principle leaders of the task, ensuring that communications to the chapters within their districts take place through district publications and the planning of Society MS personnel visitations. To facilitate the visits, the DVPs will be trained to use the planning forms developed in the 2002 Work Plan at the 2002 Leadership Forum. Emphasis in recruiting will center on the soon-to-be-developed interim recruiting program (see 2.1.5) and continued deployment of United We Sing.

2.1.2 Conduct membership Roadshows to educate and inspire members to recruit, while demonstrating recruiting techniques for the host chapter. (Nau, DVPs MS) (R1, R2, R3)

Promotion: These inter-chapter meetings will be held to show members how to avail themselves of the already vast resources contained on the Society web site. They will consist of inter-active demonstrations and information sharing. The Man-of-Note program will be revisited and promoted. There will be 12 weeks of Roadshows which will also include daytime recruiting/training for specific host chapters by Society staff.

2.1.3 Launch associate membership program. (MS committee, Nau, Bek) (April 2003) (R1)

2.1.4 Present the new recruiting videotape and the PowerPoint recruiting and orientation class at every available district-sponsored event in every district in 2003. (DVPs MS, MS Committee) (R1, R2, R3)

Promotion: DVPs of MS will be trained and encouraged at the 2002 Leadership Forum to plan, promote and execute these classes throughout their districts. The recruiting and orientation PowerPoint presentation is a self-contained, instructive tool that will be used to help the chapters prepare their own recruiting and orientation programs. The recruiting videotape will be shown, and chapter members will be trained how to use the videotape to recruit more members. Additionally, members will be shown how to use the videotape to open the doors to new communities for new barbershop chapters.

2.1.5 Develop and implement a short-term membership campaign while the Music Man chapter support concept is fully developed. (MS Committee, Nau, Bek, DVPs MS) (Developed by February 15, 2003) (R1, R2, R3)

Promotion: A simple, easy to implement program will be developed by the MS Committee at the Midwinter convention to provide a stop-gap measure while the IPT fully develops the Music Man concept for roll-out in 2004. Part of the campaign will include dissemination of the AIC’s CD entitled All the Best as a free sample to prospective members. This campaign will be introduced using spring conventions, Roadshows, Re:Members and DVP’s of MS newsletters to their respective chapters.

2.1.6 Create a military membership program for the Society. (MS Committee, Nau) (June 2003) (R1)

Promotion: Based on the events of 9/11/01 and subsequent requests from military members and some non-members, the Society will re-institute the military membership concept for those on active duty to provide some additional benefits to those men.

2.1.7 Create and send a mailing to all dropped members offering a reinstatement to the Society. (Nau, Bek, MS committee) (September 2003) (R1, R2, R3)

Promotion: The 63,000+ men currently listed in the Society's database will be sent a mailing looking to accomplish three major objectives:

1. Offer a reinstatement incentive to attract dropped members

2. Cull the list of all bad addresses and deceased former members

3. Introduce the Associate membership program to an audience already familiar with the Society.

2.1.8 Contact other organizations to determine and learn from their recruiting strategies and methods. (Nau) (March 2003) (R1)

Promotion: The Society will contact organizations like the LDS Church to determine their methodology in training their missionaries, and will further contact civic service organizations like Jaycees to enlist aid in administering to the development of new chapters and perhaps the administrative maintenance of some chapters of concern. This may require trips to Salt Lake City and the headquarters for the Jaycees. Further liaisons will be established with groups like Drum Corps International to encourage aged-out members of drum corps across the country to consider Society membership.

2.1.9 Determine feasibility of using barbershop harmony training as part of the military basic training experience. (Nau, MS committee) (August, 2003) (R1, R2)

Promotion: The Society will contact the Joint Chiefs of Staff to determine the possibility of including barbershop harmony as a training tool for all new service recruits. It will be presented as a team-building exercise. A test market might well be the Great Lakes Naval Training Center just 30 miles south of Kenosha.

2.1.10 Distribute 1120 "Singing Is Life" recruiting videos to chapters (820) who can also purchase more as needed and Society traveling staff (300). (No Report)

2.2 Develop, implement, monitor and urge districts and chapters to use member retention techniques.

2.2.1 Implement the Activities Program. (DVPs MS, Nau, Bek, MS Committee) (January, 2003) (R1)

Promotion: The Activities Program as defined in the 2002 work plan will be altered slightly to report activities which the Society wishes to promote to its chapters. The results will be made available to all DVPs and committees with portfolio via the Society’s web site.

2.2.2 Redesign the new-member orientation book "You Are Now A Barbershopper" as a one-color print piece. Distribute to all COTS students. (Lynch, Nau) (R3)

2.3 Conduct extension activities in new locations based on warranted indicators or support requested in districts where preparatory groundwork is complete.

2.3.1 Identify and develop 25 new extension sites as agreed to at the Forum. CSD 2,

DIX 3, EVG 2, FWD 2, ILL 2, CAR 1, JAD 2, LOL 2, PIO 1, MAD 1, NED 3,

ONT 1,SLD 1, SWD 2, SUN 1, RMD 2. (DVPs MS, Bek, Nau, MS committee) (R1, R2, R3)

Promotion: The DVPs MS will be trained at the 2002 Leadership Forum to use tools developed in 2002 for this purpose. Key among the training issues will be the use of the 6-month tracking calendar for new extension sites. Twelve weeks of travel by Dick Bek will be allocated for the purpose of extension from initial site development to chartering.

2.3.2 License 20 new chapters as agreed to at the Forum. CSD 1, DIX 2, EVG 2, FWD 2, ILL 1, CAR 1, JAD 2, LOL 1, PIO 1, MAD 1, NED 1, ONT 1, SLD 1, SWD 2,

SUN 2, RMD 1. (DVPs MS, Bek, Nau, MS Committee) (R1, R2, R3)

Promotion: DVPs MS will be further trained at the 2002 Leadership Forum to advance the extension sites to licensed chapters. Dick Bek will be the point of contact for the Society.

2.3.3 Charter 18 new chapters as agreed to at the Forum. CSD 0, DIX 1, EVG 1, FWD 1, ILL 0, CAR 0, JAD 2, LOL 1, PIO 0, MAD 0, NED 2, ONT 1, SLD 0, SWD 1,

SUN 1, RMD 0. (DVPs MS, Bek, Nau, MS Committee) (R1, R2, R3)

Promotion: DVPs MS will also be shown the proper usages of the extension packages at the 2002 Leadership Forum to better facilitate the development of new chapters.

2.4 Conduct market research to determine the needs of past, current and potential members, targeting younger singers.

2.4.1 Provide guidelines for on-going Society market research, including advisable types of surveys, methodology and procedures. (This will be a portion of the Marketing Task Force's overall marketing plan to be delivered by August 1.) (Marketing Task Force, Lynch) (R2)

2.5 Deliver timely member service, and develop and maintain effective chapter counselor and COTS programs.

2.5.1 Promote Chapter Counselor effectiveness through The Harmonizer articles, Update, submissions to district bulletins and Society Web Page. (CSLT, Powell) (R1, R2, R3)

2.5.2 Construct and implement a new reporting system to communicate progress and measure the effectiveness of the Chapter Counselor program. Promote through The Harmonizer articles, Update, submissions to district bulletins and Society Web Page. (CSLT, Powell) (No Report)

2.5.3 Develop and provide a comprehensive suite of leadership coaching and training materials, general Society reference materials, papers, presentations, and similar materials for use by Chapter Counselors. Promote through The Harmonizer articles, Update, submissions to district bulletins and Society Web Page. (CSLT, Powell) (R1, R2, R3)

2.5.4 Begin assessment of the COTS curriculum in meeting chapter leadership requirements, for completion in 2004. (CSLT, Shank) (R3)

2.6 Develop effective leadership skills at all Society, district and chapter levels, and integrate leadership training with other skills training.

2.6.1 Conduct 4 leadership development consultations with district boards and provide face-to-face coaching in how the board can become a high performance team. Promotion activity not appropriate in 2003. (CSLT, Smith) (R2, R3)

2.6.2 Design, develop, and implement a comprehensive program of leadership training for chorus directors (2003-2005). Promotion activity not applicable in 2003. (CSLT, Ferro, CDD) (R1, R2, R3)

2.7 Publish informative, timely and value-added communications.

2.7.1 Contract and work with an independent ad sales contractor, attaining 60 new contacts and 15 new advertisers, with a resultant revenue increase for The Harmonizer, the Society website, and the convention. (May) (R2, R3)

2.8 Increase multicultural outreach to create awareness of the barbershop style.

2.8.1 Develop a plan by May 1, designed to enlist support of established chapters in multicultural population areas, to participate in organized outreach efforts. (MCTF, MS, Nau) (R1, R2, R3)

Mission 3: Image

Mission

Develop and conduct public relations, marketing and charitable activities to enhance the Society's image, heighten public and member awareness of the Society and it's purposes, and broaden and strengthen relationships with music educators and other vocal music organizations.

Major Thrust

Be known as an organization of singers whose members enjoy singing barbershop style a cappella music, good fun and fellowship, while supporting their communities with the gift of quality music and charitable and educational activities.

Strategies

3.1 Implement Phase II of the Marketing Task Force recommendations.

3.1.1 Finalize analysis, definition and clarification of Society's current marketing status by May 1. (Marketing Task Force, Lynch) (R2)

3.1.2 Develop procedures and strategies and propose alternatives and initiatives to be considered at all levels within our Society, and provide recommendations with specific action plans for the Board's consideration. Deliver to the Society Board a comprehensive Marketing Plan by August 1. (Marketing Task Force, Lynch) (R1, R2)

3.2 Develop broad relationships with media sources that result in effective public relations and produce enhanced interest in the Society by males, including high school age males, interested in singing.

3.2.1 Analyze the usability of media marketed databases for use in promoting barbershop singing to males who may be interested in singing. (M&PR Committee, Sampson) (R1)

3.2.2 Provide a plan of use for the print media database. (M&PR Committee, Sampson, a representative from MS, M&P, CDD, CSLT) (R3)

3.2.3 Coordinate a year-long external public relations effort that includes a significant quarterly submission to a broad spectrum of media outlets. Each quarterly piece would be themed and directed to a specific targeted audience. Enlist assistance of some of the top writers in the Society in this effort. (Sampson, Siepler, M&PR, volunteers) (R1, R2, R3)

3.3 Develop, promote and coordinate activities, including recreational singing such as "United We Sing", that generate exposure of Society chorus and quartet performances and/or create revenue.

3.3.1 Evaluate and provide guidance for terminating or continuing our relationship with the Vocal Group Hall of Fame. (Sampson, M&PR) (R2)

3.3.2 Coordinate with and serve as liaison to The Veterans Fund (Hugh Brooks) and the newly formed Performers Alliance for Veterans Entertainment (PAVE) to provide shows in veterans hospitals throughout the USA and Canada. (Sampson, M&PR, DVPs M&PR) (R3)

3.4 Develop coalitions and partnerships with arts and educational organizations to solve common problems and enhance our image.

3.4.1 Implement at least one Elderhostel program on Barbershop music and the art form. (External Affairs, Platt) (R3)

3.4.2 Establish a working relationship defined by a common project initiative with AARP to promote familiarity with the Society, performance opportunities and membership. (External Affairs, Shaw) (R3)

3.4.3 Develop a plan, including any budget considerations, for implementation of the NPR "Roots of BBS Harmony Style" PowerPoint presentation. (MCTF, M&PR, Sampson) (R1)

3.4.4 Develop a plan by September 1 for seeking and managing opportunities to appear at meetings and conventions of multicultural organizations. (MCTF, M&PR) (R2)

3.5 Promote Harmony Foundation Charitable Mission projects and local charities, emphasizing those that support our Society Vision Statement.

3.5.1 Provide booth, raffle, "Harmony Foundation Presents...", and "Dine With The Champs" event at Montreal International Convention to promote charitable mission. Goal is to raise $25,000 through these events. (HF) (R2)

3.6 Promote and provide tools for recreational singing in our communities.

3.6.1 Publish a variety of monthly articles in Live Wire, Update, website and other media reminding chapters of our Vision and Mission to provide vocal music in the community, and of available resources, ie: songsheets, planning public sing-along festivals, etc. (Sampson, M&PR, Events) (R1, R2, R3)

3.6.2 Publish two articles in The Harmonizer describing sing-along success stories. (M&PR, May) (R3)

3.7 Develop the Society Museum and Archives for member education and public awareness.

3.7.1 Publish on the website a chronology of Contest and Judging rules and practices by September. (Archives Committee) (R2)

3.8 Encourage and support Chorus Director memberships in MENC and ACDA to build a community of interest with, and improve the Society image in, those organizations.

3.8.1 Author an article in Directly Involved defining the value and benefits to chorus directors of joining and becoming active in ACDA and MENC. (CDD) (R2)

3.8.2 Encourage chorus directors to join and become active in ACDA and MENC, and for chapters or districts to consider sharing funding of the membership costs. Survey directors to identify how many join, and publish success stories in district publications. (DVPs of CDD) (No report)

Mission 4: Events

Mission

Develop, manage, and participate in conventions, contests and other Society events such as festivals and music schools, and support chapters and districts in their efforts to conduct such activities.

Major Thrust

Plan conventions and other events that will encourage attendance and that meet the musical, social and fraternal needs of a wide range of members and the general public to enrich their barbershopping experiences.

Strategies

4.1 Conduct successful and profitable conventions that include opportunities to learn, sing, and socialize outside of formal competition sessions.

4.1.1 Organize and conduct the Events Committee meeting whereby recommended international convention sites for 2008-2010 are selected to be presented to the Board in July. (Events) (R2)

4.1.2 Review and make recommendations, by the Spring Board meeting, the midwinter sites for 2005-2007. (Schneider, Events Committee) (R1)

4.1.3 Review, by 10/03, the international convention manual and, by 06/03, the midwinter convention manual. (Schneider, Events Committee and/or Chairman) (R2)

4.2 Provide tools to plan and conduct vocal music festivals to meet the needs of non-competing chapters.

4.2.1 Provide models of inter-chapter musical events for use by districts and chapters. (Events, M&P) (R2)

Mission 5: Finance and Administration

Mission

Discharge administrative and financial and property management functions for the Society, including related assistance to the Society's members and units.

Major Thrust

Provide effective and efficient administrative and fiscal processes that meet the Society's organizational, unit and member needs.

Strategies

5.1 Develop and maintain effective information and data processing and communication systems.

5.1.1 Investigate replacement for the database management system for implementation in 2004. (Hoge) (R1, R2, R3)

5.1.2 Reorganize Members Only website to better facilitate usability and expansion. Complete by October. (Hoge, Kunath, Lynch) (R2, R3)

5.1.3 Replace or upgrade existing phone system to meet headquarters requirements. Complete by March. (Hoge) (R1)

5.1.4 After new phone system installed, continue with plans for a customer service center to be implemented by October 1. (Santarelli) (R2, R3)

5.2 Complete the strategy and system architecture, and implement an electronic commerce capability that supports business processes, member services, music and events missions' programming and a positive public image. (1-5 years)

5.2.1 Train site users in finding and using online resources. Maintain "new this month" capabilities in major sections of the website, and highlight in ongoing communications through LiveWire, The Harmonizer and other channels. Conduct workshops/exhibitions at conventions and schools. Work with COTS committee to integrate web resources into instructional tracks. (Lynch) (R2, R3)

5.2.2 Train content developers in methods and approaches to online training. Extend system documentation to include content concepts and technical standards. Develop work flow and approval process for all content published by the Society, whether as print inventory or web content. Enroll all stakeholders in taking ownership of their knowledge assets, and manage via Stellent Content Management System. Goal: 150 new content pages posted in R1; assess and project further growth from there. (Lynch) (R1)

5.2.3 Develop white paper/FAQ for publication on Society website and other channels detailing appropriate use and distribution of 1) webcast content;

2) downloadable/streamable audio-on-demand; 3) downloadable sheet music;

4) learning tape MP3s. (Lynch, Hoge, Laws and Regulations Committee, Funderberg) (R2)

5.2.4 Hire web master by April 1. (Hoge) (R1)

5.3 Develop and maintain cost-effective print-on-demand capabilities from the Society offices.

5.3.1 Begin document preparation and conversion for print-on-demand formats specified in study. Prepare 10 sheet music titles and two SPEBSQSA-copyright books for distribution as secured eBooks on Amazon.com. Evaluate user experience and satisfaction. (Santarelli, Lynch, Hoge) (R1)

Mission 6: Revenue Enhancement

Mission

Develop and manage near and long-term sources of non-dues income.

Major Thrust

Provide additional revenue sources that result in improved members' services, benefits and pride, and an affordable hobby.

Strategies

6.1 Develop and maintain ongoing profitable revenue sources to augment membership dues income.

6.1.1 Operate the merchandising operation to generate a contribution of $350,783 to overhead via website and catalog sales, district conventions, the international convention, HC/DC, and miscellaneous events including sales at Sweet Adeline's Regional events and our own chapter shows, etc. (W&M Committee, Thorn) (R1, R2, R3)

6.1.2 Further develop Harmony Travel via pre- and post-convention tours along with other travel opportunities for individual members, quartets, and choruses. Income of $30,000 in 2003. (W&M Committee, Santarelli) (R1, R2, R3)

6.1.3 Explore new non-dues initiative to develop a SPEBSQSA private-brand ISP (Internet Service Provider) for member e-mail and customized e-mail home page. (W&M Committee, Santarelli, Hoge, Lynch) (R1, R2, R3)

6.1.4 Complete redesign and redevelopment of Unpublished Music Sales support system. Complete by April. (Hoge, Barr, N. Foris) (No Report)

6.2 Working with Harmony Foundation, achieve productive Society-level endowment, charitable programs and grants programs.

6.2.1 Work with contract grant writer to identify projects, including funding for eventual (2004 goal) full-time staff grant writer, for outside grant submittals. Prepare letters of inquiry and grant proposals. Goal is to have two grants funded by year's end netting $40,000 to Society. (HF, Grants Subcommittee) (R1, R2, R3)

6.2.2 Assist Harmony Foundation staff and Trustees to increase 2003 financial commitments to the Endowment Program by 10% by year's end. (Gilhousen, HF Trustees, District HF Chairmen, HF Development Committee) (R2, R3)

6.2.3 Encourage District Grant Chairmen to conduct chapter-funded grant writing seminars within their districts. Goal is to conduct 6 district seminars by September 30. Support chairmen with other work as necessary. (Grants Subcommittee, Greenfield, HF) (R2, R3)

6.2.4 Build by November 1 a repository of good replicable grant ideas and successes for chapters and districts to share through already established Yahoo group site. (Grants Subcommittee) (R3)

6.3 Develop, implement and monitor effective processes that will identify and attract sponsors to financially underwrite total or partial costs of major conventions, contests, festivals and programs. (1-5 years)

Tasks and Goals:

6.3.1 Establish a subcommittee to conduct a Society-wide member survey to identify members who have relationships with corporate executives that could influence their companies to become sponsorship sources. (W&M) (R1, R2, R3)

Mission 7: Governance and Operational Management

Mission

Govern the Society and manage its operating units, and empower leaders at all levels.

Major Thrust

Be an efficient and effective governance structure that achieves the Society's vision through empowerment and accountability of leadership and management at all levels.

Strategies

7.1 Develop and implement processes to ensure that the Society's future direction is well-planned and its goals are achievable, and that they link leaders', staff and members' actions consciously to the Society Vision. (1-5 years)

7.1.1 Support continuing evolution of the Society planning process with increased member input, and a focus on long range planning and streamlining of the Operations Work Plan. (2003-2005) (SP, EVP, PPDG Chair, OPS Group Chair, ED)

7.2 Use appropriate advanced technologies and communications and management techniques in the conduct of all Society operations.

7.2.1 Closely monitor cost and timeliness of E-Business implementation by employing

bi-monthly project reports with copies to the board. (Executive Director, Treasurer) (R1, R2, R3)

7.3 Evaluate ongoing effectiveness of the Society structure, management processes and

adaptations to change.

7.3.1 Establish a Society Governance & Management Task Force to conduct a comprehensive study of the Society governance effectiveness in two stages, presenting recommendations to the Board as follows: (1) regarding Society mid-level structure (ie: district, regional, etc.) by June 1, and (2) regarding Society and chapter level and all policies, practices and management by January 2004.

7.4 Provide direction and guidance to Society officials and leaders at all levels to create initiatives and a social and music environment that will enable each chapter's membership to better reflect the diversity of the community it serves. (1-5 years)

7.4.1 Direct the Multicultural Task Force to implement its initial recommendations. (BMC)

Maintenance Items:

1. The Musical Experience

M1.4.1 Begin to publish and distribute On the Qt only electronically (M&P, DeBusman) (R1, R3)

M1.5.1 Monitor and evaluate BBCONTEST.SCORES program throughout the year and, as appropriate, revise and update. (C&J Committee) (R1, R3)

M1.5.2 Publish New Directions in February, June, August and December. To be communicated to judging community via electronic communications. (C&J Committee) (R1, R3)

M1.5.3 Prepare a database of potential applicants to the judging program by December to fulfill future needs. (C&J Committee and all DVPs/C&J) (R1, R3)

M1.6.1 Conduct at least 150 youth outreach clinic/demonstrations by staff during district ravel to reach at least 7,000 students and 1,500 music educators. these visits will be promoted and details arranged by DVPs YMIH and DVPs Music and Performance. (DeBusman, Spencer, DVPs YMIH) Completion: Q4 (R1, R3)

M1.6.2 Distribute 1,500 YMIH music educator packets to music educators who request them with registration at MENC, ACDA, and similar conventions. Requests are made by music educators following Society Music Specialist visits during district visits. (Spencer) Completion: Q4 (R1, R3)

M1.8.1 Implement changes to the Directors College curricula as approved by staff. SCDDC VC-training, Lyne, Rashleigh) (R1, R3)

M1.8.2 Maintain and promote the director listserv. (SCDDC VC-54aining, staff) (R1, R3)

2. Membership and Support Services

M2.5.1 Produce a portfolio of Society Committees and services including direct links and contacts for CCs to use in working with their chapters and for DVPs-CSLT to use in recruitment of new chapters into the program. (CSLT Committee DVPs) (R1, R3)

M2.6 Compile, publish, and promote an integrated curriculum covering all Society and district schools - with requisite tracks, formats, materials and resources - that will enable any member to select a path toward achieving a selected skill level in any of a broad number of music, marketing or leadership skills. (R1, R3)

M2.6.1 Complete work on the Integrated Educational Curriculum database per the timeline approved by the Board in April 2002. (2003-2004) (Leadership Task Force, CSLT, M&PR, other Committees and Districts) (R1, R3)

M2.7 Develop effective leadership skills at all Society, district and chapter levels and integrate leadership training with other skills training into the coordinated educational program referred to in 2.6. (R1, R3)

M2.7.1 Design, develop, and implement a comprehensive program of leadership training for chorus directors. (2003-2005) (LTF, CSLT, M&PR, CDD and EVP) (R1, R3)

M2.7.2 Assess the Society's management training programs and recommend specific changes to make them more effective in meeting chapter needs for leadership. (2003-2005) (LTF, CSLT, M&PR, CDD and EVP) (R1, R3)

M2.8.1 Publish The Harmonizer six times a year in 2002. Publish additional, extended content on website, providing additional details that will not fit in the regular magazine. (May, Siepler) (R1, R3)

M2.8.2 Publish Re:Members electronically on February 15, May 15, August 15, and November 15. (Nau, Bek) (R1, R3)

Promotion: The electronic newsletter will be made available to each member of the Society to educate and encourage their participation in recruiting and membership growth. Ev Nau will continue to serve as primary editor while Brian O’Leary will format the publication for distribution.

3. Image

M3.3.1 Coordinate with and serve as liaison to The Veterans Fund (Hugh Brooks) and the newly formed Performers Alliance for Veterans Entertainment (PAVE) to provide shows in veterans hospitals throughout the USA and Canada. (Sampson, M&PR Committee, DVPs M&PR) (R1, R3)

M3.4.1 Maintain contact with worldwide affiliates to assure that 2003 Affiliation Agreement Annual Memorandum is complete subject to new guidelines for selecting competitors for the International Contest, and that fees have been collected. Secure year-end report form each affiliate for January 2004 Board report. Maintain current contact information for each affiliate and other world harmony organizations. (Schneider) (R1, R3)

M3.4.2 Cooperate with YMIH Committee to oversee and evaluate the pilot project with Boy Scouts of America. (External Affairs Committee, Shaw, Hagn) (R1, R3)

M3.4.3 Administer the distribution of complimentary registrations at the international convention to eligible parties per Society policy. (External Affairs Committee, Shaw) (R1, R3)

M3.5.1 Publish an article in every issue of The Harmonizer and Update promoting and educating members on the charitable mission and local charities, emphasizing benefits to recipients and contributors. (Stamm??, Gilhousen, May, Sampson) (R1, R3)

M3.8.1 Design by June a 2003 traveling exhibit of the Vikings for display at the international convention, mid-winter convention, and Harmony College and place Four Teens exhibit in Heritage Hall Museum. (Archivist) (R1, R3)

M3.8.2 Enter artifact donation inventory in the new museum accession computer database. (Archivist) (R1, R3)

M3.8.3 Migrate existing content of Museum website by March to Stellent Content Management System, to integrate it with main SPEBSQSA site. Identify and produce other historical materials of general interest for inclusion in the site. (Archivist, Lynch) (R1, R3)

M3.8.4 Update Honorary Member display in museum by June. (Archivist) (R1, R3)

M3.8.5 Continue to collect memories and history from influential Barbershoppers (Oral History Project). Interview and transcription phases are ongoing based on volunteer support. (Archives Committee, Nugent, Archivist, Volunteers) (2003 and ongoing) (R1, R3)

M3.8.6 Continue to enter pre-1923 re-recordings housed at Society Headquarters into an electronic database for easy search of songs from this era. Continue converting cassette tapes to CD's so that members and researchers can access songs for listening and duplicating. Update CD files and electronic database when recording copyright protection expires. (Archives Committee, Baird, Archivist) (R1, R3)

M3.8.7 Continue to evaluate Society barbershop recordings archives for songs from 1923 through 1940 to be re-recorded on CD and entered into electronic database. (Archives Committee, Baird, Archivist) (R1, R3)

M3.8.8 Make available through Society website O.C. Cash articles by July 2003. (Archivist, Siepler, Lynch) (R1, R3)

M3.8.9 M&PR will promote the Society Museum and Archives as a resource for educational institutions, media services and other not-for-profit organizations. (M&PR) (R1, R3)

M3.9.1 M&PR will serve as a marketing conduit between MENC/ACDC and SPEBSQSA. (M&PR) (R1, R3)

4. Events

M4.1.1 Provide management of and support for the international convention. (Schneider, Events Committee and/or Chairman, Image)

M4.1.1.1 Continue to support and promote the Montreal (2003) convention. (Schneider, Events Committee and/or Chairman, M&PR Committee) (R1, R3)

M4.1.1.2 Initiate, during 2003, preparation of the organizational aspects of the Louisville (2004) convention. (Schneider) (R1, R3)

M4.1.1.3 Conduct webcast from convention. (R1, R3)

M4.1.1.4 Generate revenue from advertising sales in convention program and big screens. (R1, R3)

M4.1.2 Provide management of and support for the midwinter convention. (Schneider, Events Committee and/or Chairman, M&PR Committee)

M4.1.2.1 Continue to support and promote the Albuquerque (2003) convention. (Schneider, Events Committee and/or Chairman, M&PR Committee) (R1, R3)

M4.1.2.2 Initiate, in 2003, the planning aspects of the 2004 midwinter in Biloxi. (Schneider) (R1, R3)

M4.1.3 Evaluate Society conventions from an attendance, format, structure, activities and other points of view in order to maintain a high interest level among the members and guests. (Schneider, Events Committee and/or Chairman) (R1, R3)

M4.4 Support the implementation of new kinds of events with other singing organizations and/or affiliates.

M4.4.1 Maintain lines of communication with External Affairs Committee and the World Harmony Council members concerning events they are planning to hold in conjunction with other a cappella organizations, and make any appropriate recommendations for Society involvement. (External Affairs Committee, (WHC), Events) (R1, R3)

5. Finance and Administration

M5.2 Develop and maintain efficient financial accounting and control systems. (R1, R3)

6. Revenue Enhancement

M6.1.1 Continue e-mail and catalog marketing promotion of Harmony Marketplace merchandise and evaluate their results. (Thorn, W&M Committee) (November) (R1, R3)

M6.1.2 Monitor and report on investment activities three times annually. (Investment Advisory Committee, Santarelli) (R1, R3)

7. Governance and Organizational Management

M7.1.1 Assess and recommend improvements to the processes for self-evaluation, assessment, and renewal of the Society Board as part of the larger issue of succession planning for an evolving Society governance system. (2003-2005) (LTF, SP, EVP) (R1, R3)

M7.3.1 Finalize a review of the current contingency fund managerial processes and determine what processes will be used going forward. (R1, R3)

Save a PDF
Save original

Email Story
Print Story