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Essentials in
Board
Board Minutes-November 2002 Exhibit D
November 2002 Exhibit D: Operations Group Report
Updated: 12/23/2002 10:50:00 AM
Illinois District — Wayne Wright, President
Highlights:
• Membership increase of 11 (0.8%) from 01/01/02; 12 members added in last quarter
• Spring convention participation was improved with 10% increase in chorus participation
• Two applicants to the judging program have successfully completed applicant school
• Fall convention registrations now available on-line
Concerns:
• As of September, ILL had only 70 new/reinstated members versus a goal of 165
• Still no Top Gun School despite having this as a goal for some time. Plans are to hold the first one in February 2003
• Only one director has applied for director certification with a goal of enlisting eight
• No membership recruitment/orientation classes at district functions; no extension activity
• Report contains much about “plans for the future” but little about past activities
Johnny Appleseed District — Lane Bushong, President
Highlights:
• Membership increase of 23 (0.9%) since 01/01/02
• Two C&J applicants successfully completed Applicant school
• Two divisional contests held in September with 36 quartets and 746 chorus competitors participating
• Over 300 students attended Apple Corps, the JAD HEP school
Concerns:
• Reports from VP-CSLT and VP-YMIH incomplete with little information reported
Land O’Lakes District — Jack Edgerton, President
Highlights:
• Two successful mini-HEP schools completed; attendance increased at both schools
• Four quartets participated in Intensive Quartet Training in August
• 14 directors currently enrolled in Chorus Director Certification program
• One C&J applicant successfully completed Applicant school
Concerns:
• Membership decline of 32 (-1.4%) since 01/01/02; 13 members lost in last quarter
• Several Chapter Counselors no longer active; nine chapters currently without counselors
• Second IQT school cancelled due to lack of interest
Mid-Atlantic District — Charlie Davenport, President
Highlights:
• Seven men have completed requirements for becoming certified directors
• Nine Director College scholarships awarded (six by Society and three by district)
• Chapter Counselors have continued to submit narrative reports
• Ten men certified in Standing Ovation program at Harmony College East
Concerns:
• Membership decline of 36 (-0.8%) since 01/01/02
• Two of the four one-day HEP schools were cancelled for lack of an affordable venue
• 10 director vacancies (three of these are proposed extension sites)
Northeastern District — Art Lively, President
Highlights:
• HX Camp attended by 88 students and 12 music educators
• YMIH DVP distributed $1000 of YMIH materials to music educators at conferences in five states
Concerns:
• Membership decline of 65 (-2.8%) since 01/01/02; member loss of 28 in last quarter
• CDD, C&J, EV, M&PR and MS did not file R2 website reports
Ontario District — Ted Devonshire, President
Highlights:
• On-line registration now in effect for all district-run events
• Five-year plan on track including financial implications outlined
• Four SOP evaluations; totaling eight YTD
• Five directors certified with 15 in the program
• Five music educators attended Harmony College North
Concerns:
• Membership decline of 24 (-1.6%) since 01/01/02
Pioneer District — Al Bonney, President
Highlights:
• Funding from MCACA (Arts Council) has improved coaching clinic program
• Board agreed to a “results vs activity” orientation to district management
• C&J VP presented a three-hour course on the judging program at Harmony Roundup
• Two applicants successfully completed C&J applicant school
Concerns:
• Membership decline of 29 (-2.3%) since 01/01/02; 16 members lost in last quarter
• Minimal SOP activity
Rocky Mountain District — Harry McCoy, President
Highlights:
• Four directors attended Director’s College
• Sponsored one non-member music educator to Harmony College
• Two summer YMIH Harmony Camps held; one in Estes Park, CO and one in Socorro, NM
• RMD instituted new accounting procedures which will bring the District into compliance with standard accounting practices and IRS requirements
Concerns:
• Membership decline of 53 (-3.8%) since 01/01/02; 37 members lost in last quarter
• No reported activity in the Standing Ovation program
• No feedback summary yet prepared from RMD HEP School held during R1
• Report contains much about “plans for the future” but little about past activities
Seneca Land District — Jim Putman, President
Highlights:
• Membership increase of 12 (1.1%) since 01/01/02; eight new members in last quarter
• Standing Ovation program strong with more than 80% of all chapters participating
• Celebrated 50th anniversary at Fall convention
• HX Camp held with 42 students and seven music educators in attendance
Concerns:
• Lack of activity by CDD VP
• District HEP school a financial disaster with only 87 students attending
• Some DVPs not reporting correctly using templates or Society web site
Southwestern District — Larry Clemons, President
Highlights:
• Blue Ribbon Committee report completed with recommendations for contest stage lighting and sound system specifications. Report presented to SWD Board and Society C&J Committee
• Houston, San Antonio and Austin, TX chapters have submitted bids for future International conventions
• Seven SWD chorus directors received scholarships to attend Director’s College (five Society; two SWD)
• SWD HX camp held in June with 150 students and 20 music educators in attendance
• Sponsored one non-member music educator to Harmony College.
Concerns:
• Membership decline of 36 (-1.9%) as of 01/01/02
• SWD Harmony Ranch cancelled at last minute due to low registrations and financial implications
• No new charters in 2002. No charter potential imminent
• Very little activity in the Standing Ovation program
Sunshine District — Jack Brueckman, President
Highlights:
• Two youth chorus experiences; one in the Miami area; one in the Polk County area
• Nine music festivals with six additional before year end
• Four grant proposals submitted to support YMIH Festivals
• Four new directors attended Director’s College with three receiving Society scholarships
• One director certified in the Chorus Director Certification program
Concerns:
• Membership declined by 18 (1%) from 01/01/02
• Resignations and planned resignations of Chapter Counselors
• CDWI location search continues to be unsuccessful
• HX camp had a significantly reduced attendance with 61 students and 6 music educators
• No music educators were sent to Harmony College
2002 Second Reports Submitted by Committee Chairmen
Archives Committee – Jim Nugent, Chairman
Highlights:
• New archivist, Dorothy Rueter has been employed to replace Gina Randant
• David Krause of CSD has been added to the Archives Committee
• 3.9.9 – Jim Nugent contacted SOFA Entertainment (Los Angeles, CA) on quartets appearing on Ed Sullivan show – video tapes are available for $250.00 each and only to quartet members who appeared and their immediate families (Schmitt Bros. 1951, Orphans 1954, and Sidewinders 1964)
Concerns:
• None
Chapter Support and Leadership Training — Steve Wyszomierski/Dick Powell, Chairman
Highlights:
• No report as of 10/31/02
Concerns:
• No report as of 10/31/02
Chorus Director Development — Bill Biffle, Chairman
Highlights:
• 50 scholarships awarded this year to Director’s College
• Director Certification program has 264 members enrolled with 52 certified directors and eight master directors
• 28 of 31 CDWI and 3 CDWI-2 workshops completed
• Directing Techniques video being edited
Concerns:
• Director availability data not completed by July deadline due to difficulty in retrieving of information. May not be a viable task
Contest and Judging Committee — Lou Benedict, Chairman
Highlights:
• An Applicant school was held in August with 22 men moving to the candidate level
• The BBCONTEST.SCORES computer program was completed
• The second of three articles was published in the Harmonizer to improve the membership’s understanding of the contest and judging program
Concerns:
• Delay in publishing the third issue of New Directions
• Little progress in working with the M&P Committee to integrate the Show Package/Standing Ovation program into an education program available to all barbershoppers
• Little progress in the development of a recognition-based additional award system for chorus and quartet competitors at the international contest
Ethics — Jim Kissack, Chairman
Highlights:
• All reports of suspected or alleged violations have been satisfactorily resolved
• Consideration of changes, cancellations or additions in the Society Code of Ethics has demonstrated only canon #7, to date, as a candidate for change
• The Society Ethics Committee has recently formalized a new reporting form to be used for submitting suspected violations of the Code of Ethics which is available on the Society’s website
Concerns:
• None
Events — Ken Buckner, Chairman
Highlights:
• 2002 Portland Convention - attendance of 9,600 exceeded budgeted 9, 300
• 2003 Montreal registrations exceed 5,000; ahead of all previous conventions except Calgary
• Portland contest sessions were webcast with no adverse financial implications to the Society
• 19 cities bid to host International Convention for the years 2008-2010
Concerns:
• None
External Affairs — Dick Shaw, Chairman
Highlights
• Reached consensus with YMIH to make available BSA Singing initiative to interested Society members
Concerns:
• None
Investment Advisory — Randy Loos, Chairman
Highlights:
• None
Concerns:
• The Society’s investment portfolio has produced an unrealized loss of $439,812 that has not been recorded on the books
Laws & Regulations — Jim Warner, Chairman
Highlights:
• Completed review of Society Youth Policy and has recommended modifications which establish effective dates for implementation of requirements for obtaining parental consent forms and which identify exempt activities for which such consent forms are not required. (See Recommendations for Board Action)
• Prepared Resolutions to implement recommendations of the Contingency Fund Task Force. (See Recommendations for Board Action)
• Requests Society leadership assistance to persuade chapters and districts to use standard governance documents. Requests for review of non-standard documents has become a time-consuming and largely unnecessary chore for the Society L&R Committee
• Staff Counsel has undertaken a review of the status of Society intellectual properties, including protection of names and trademarks, as well as copyright registrations
Concerns:
• The large number of requests from chapters to review governing documents raises a question about the size of the L&R Committee (currently 3) needed to address these requests for assistance.
Leadership Task Force — Dick Powell, Chairman
Highlights:
• Supported the Society President and the Board in planning the expansion of the CSLT Committee to include the LTF mission
• Packaged information for a presentation on High Performance by COTS Deans
Concerns:
• Sent out data collection forms in June for building the Integrated Educational Curriculum in accordance with work plan item 2.6.1 and the schedule/plan approved by the Society Board in April 2002. By the end of September no responses had been received
Marketing and Public Relations — Gary Denton, Chairman
Highlights:
• There was excellent coverage of the Portland Convention in newspapers and on TV and radio including national coverage with Peter Jennings on ABC TV of Michigan Jake on the AIC Show
• Continued to promote the United We Sing Program in preparing for the anniversary of September 11th tragedy; communications sent to DVPs for M&PR
• A survey form to solicit information from members who joined the Society in 1970 was completed
• Information has been provided for a national release article in American Profile (similar to Parade) which is published in newspapers in cities with population of 50,000 or less; typically weekly or biweekly newspapers
• Darryl Flinn, Reed Sampson and Four Voices attended the annual induction ceremony at the Vocal Group Hall of Fame/Barbershop Hall of Fame in Sharon, PA
Concerns:
• No additional work completed on the task of marketing the SOP in this period; will be addressing advertising needs with M&P committee
• No progress made on promoting the Harmony Hits CD for music educators
• There have been limited or nonexistent responses from committees and staff regarding the publicizing of ongoing events and activities
Member Services Committee – Paul Arnone, Chairman
Highlights:
• Revision of COTS program for Chapter Development VPs completed
• PowerPoint recruiting/orientation presentation completed and distributed to DVPs
• “Singing Is Life” recruitment video completed
• Editions of Re: Members released per schedule; issues of The Harmonizer have contained membership articles
Concerns:
• Membership is 32017, down 225 (-0.7%) since 01/01/02; member loss of 107 in last quarter
• Four chapters chartered with nine total in 2002 versus goal of 20
• No action on item 2.4.6 even after the Board extended completion date from July to October 2002
• License and Charter requirements (item 2.3.5) not completed; work has been accomplished by MS Committee but L&R Committee has not been able to review the revisions
Music & Performance Committee – Charlie Metzger, Chairman
Highlights:
• 169 directors attended Director’s College (highest ever); 446 students and 24 quartets attended Harmony College
• “Pop Gun” Schools will now be known as Intensive Quartet Training (IQT)
Concerns:
• Late and/or incomplete DVP reports diminished the content of the R2 report creating frustrations for the Committee Chair, Staff and Board
Nominating Committee - Chuck Watson, Chairman
Highlights:
• Report and recommendations submitted in a timely manner
Concerns:
• None
Ways & Means Committee – Gary Hennerberg, Chairman
Highlights:
• Web sales for Harmony Marketplace up 27% over same time period a year ago
Concerns:
• No R1, R2 report filed on line in 2002
• Member satisfaction survey (ref. 2.4.1) not completed
• As of 09/17/02, Harmony Marketplace sales are $39,000 below budget
• Harmony Gold apparel gross profit only $1300; however, comments about products are all positive
Young Men in Harmony — Gary Plaag, Chairman
Highlights:
• Reached consensus with External Affairs to make available BSA Singing initiative to interested Society members
• All 16 districts reported some YMIH activity; nine districts conducted a HX camp
• 57 quartets participated in district CBQC contests, representing 74 colleges and universities and one high school
• Questionnaire developed to determine the impact and benefits of music staff visits to schools and clinics
Concerns:
• Only 6 districts sponsored a non-member music educator to Harmony College; goal was one per district
• Work on revised YMIH Resource Guide is behind schedule
• Five-year plan development, as outlined in 1.6.14 and due in October 2002, is behind schedule. Initial plan due date extended to December 2002
Society Executive Director
Highlights:
• “E” efficiencies have allowed for a reduction in staff in the Member Services area to one full-time employee and one part-time employee
• Feedback on the Stellent Content Management System, which currently is in beta testing of the PRESTO website, has been positive regarding both design and usability
• Positive progress in the transition from Music Specialist’s Kirk Young to Rick Spencer
Concerns:
• Convergence of age, cost and physical demand factors may create greater membership decline
• With the departure of Gary Stamm, major changes and adjustments of work assignments are occurring
• Compatibility between the Vocal Group Hall of Fame (VGHOF) in Sharon, PA and the Barbershop Harmony Society may not be as harmonious as previously hoped
• Slow progress in resolving the “print on demand” opportunities
• Lack of timely completion of requests to video department has impacted Committee work plans
• Slow development of a useable web tool to conduct on-line surveys
2002 Work-Plan Reports
For the third report of 2002 the report schedule is:
District Vice Presidents DPs and Committee Chairmen Mailed from Kenosha
3rd report due December 15 3rd report due January 5, 2002 January 11
It is imperative that the listed dates be read as deadlines, not targets. Timely reporting is necessary for the Society Board to function properly. We request all DVPs to specifically report both on district-specific goals and on the Society work-plan items for which they have responsibility and that are given in a template provided on the Society web page. DVPs, committee chairmen, and district presidents are requested to upload their reports to the Society web page. District reports should include all DVP reports in alphabetical order.
It is the responsibility of each district president to make sure that his DVPs submit timely and complete reports. The Operations Manual lists the district president as the recipient of the report, with a copy to the appropriate committee chairman.
District presidents, committee chairmen, and the Society Executive Director shall provide an executive summary for the reporting period. The executive summary should provide highlights and concerns with respect to the district and Society work plan items for which the reporting party has responsibility, and specifically note any action requested of the Society Board. The summary from the Executive Director should address those work-plan items for which his staff has primary responsibility in the areas of: Music Education and Services, External Affairs, Public Relations, Finance and Administration, Membership Development, Events, Information Services, and eBusiness. We would also appreciate an executive summary from the Executive Director of Harmony Foundation.
Only the Society Board can defer or eliminate Society work-plan items. Committee and task force chairmen and Society staff who wish to defer or eliminate a work-plan item should propose that as part of their report.
2003 Work-Plan Development
Every committee has certain routine responsibilities that, despite their significance, should not be designated as work-plan items. The Operations Group proposes that, beginning with the 2003 work plan, a list of those routine responsibilities for each Society committee be appended to the work plan. No reports would be given on those routine responsibilities unless the committee chairman feel it appropriate to include a comment in his executive summary. The listings will be compiled by the Operations Group working with the Society committee chairmen, with notification to the rest of the Board.
Moreover, the Operations Group will designate for each work-plan item, the reporting periods for which the responsible parties must provide a report. Thus, for each work-plan item, the Operations Group would list R1 and/or R2 and/or R3 or “no report” as appropriate. Examples follow:
1.1.1 Provide the Music Premier Program to all subscribers and all contact men of newly registered quartets, the later on a one-time basis. Release dates will be June and December. (M&P Committee, Liles, M&PR Committee) (R2, R3)
1.1.2 Continue to promote the Music Premier series at appropriate district music events by providing sufficient copies of music, free of charge, to districts for music-reading and general sessions. At these music reading sessions, recommend to the participants that they rate the selected songs on the Society website. (DVPs M&P, Liles) (December) (No report)
1.1.3 Assess songs of multi-cultural origin in the Get America Singing Again songbook for use in the barbershop style. Arrange and publish two suitable selections. (M&P Committee, Lyne, Liles, M&PR Committee) (June) (R1, R2)
Action Items for the Society Board
1. Move to receive the second reports for 2002 from the District Presidents.
2. Move to receive the second reports for 2002 from the committee chairmen, Harmony Hall Task Force, and Society staff.
3. Move to delete in the 2002 Society work plan, the following items: 2.4.6, 2.5.1, 2.5.5, 2.5.7, 2.5.9, 3.9.10, 5.1.1, 7.1.3, and 7.4.3. There shall be no renumbering of work plan items as a result of the deletions.
4. Move to modify in the 2002 Society work plan, the following items. There shall be no renumbering of work plan items as a result of the modifications. Modifications will be in bold and deleted portions will be in italics. The party requesting the modification is given in bold italics following each item.)
1.8.5 Publish a video of warm-up exercises for choruses and quartets by June in 2003. (CDD Committee, VC - Training, Foris) (R1, R2, R3) [Operations Group]
Although a request was made for deletion of this work plan item the due to lack of creativity and artistic quality, it is the recommendation of the Operations Group that this task be continued and completed by October 2003.
2.5.8 Design a Society manpower application and procedure aimed at developing a data base of future district and Society leaders. Provide it to all chapter coaches and place it on the Society web site. (Hoge, CSLT Committee, DPs, DVPs CSLT, M&PR Committee, Hoge) (October) (December) (R1, R2, R3) [Operations Group]
Work plan task to develop a database of future district and Society leaders is a committee responsibility rather than a staff member. The latter is responsible for technical assistance. The Operations Group recommends the above modification of accountability and completion time frame.
5. Move to adopt the revised SPEBSQSA Youth Policy Statement as recommended by the Laws and Regulations Committee [see Attachment A].
6. Move to authorize implementation of the Associate Membership Plan as outlined in Attachment B.
7. Move to accept the recommendation of the YMIH and External Affairs Committees to remove the “test plan/pilot study” requirement for implementation of the Scouting for Harmony initiative (ref. 3.3.3). This is no longer proposed as a Society program, but would serve as a collection of ideas which may be used by former Boy Scouts or Society members familiar with the Boy Scouts organization.
8. Move to accept the revision of the Official Rules of the MBNA America Collegiate Barbershop Quartet Contest (CBQC) [see Attachment C].
9. Move to approve the request of the McCook, NE chapter to transfer from RMD to CSD.
10. Move that the Society Board approve the sale of Harmony Hall and that a survey of relocation site options and/or possible modifications of the Sheridan Road facility be completed by June 30, 2003.
In closing, we want to recognize the contributions of Bob House who will be moving from the Operations Group to the Program Planning Development Group in 2003. As well, we want to recognize the contributions of departing Board members Hank Hammer and Don Pyper, who have faithfully served the Operations Group for the past year.
Respectfully submitted,
Bob Coant
John Devine
Gary Garitson
Hank Hammer, Chair
Bob House
Don Pyper
APPENDIX A
(Proposed revisions B 11/02)
(Deletions stricken; additions double underlined)
SPEBSQSA YOUTH POLICY STATEMENT
As stated in the Bylaws of the Society for the Preservation and Encouragement of Barber Shop Quartet Singing in America ("Society"), it is the Vision of the Society "to be an ever-growing fraternity of barbershop-style singers, leading the cause of encouraging vocal music in our schools and communities." In fulfilling that Vision, the Society, its subsidiaries, districts, chapters, and members sponsor and/or participate in a wide range of activities involving young persons. As provided in the Society Bylaws and Statements of Policy, young men may be considered for Society membership. In keeping with the Society's commitment to maintain high standards of personal conduct by its members and to provide a wholesome environment in which the activities of the Society and its subordinate units take place, and in order to support and sustain the Society's good name and reputation in the communities that it serves, the Society Board of Directors has adopted this Youth Policy Statement.
1. POLICY APPLICATION. This Youth Policy shall apply to all activities of the Society or any of its subsidiaries, districts, and chapters, and to all activities of Society members where they are (or may reasonably be expected to be) identified as being members of, or acting on behalf of, the Society or one of its subordinate units, when such activities (as used in this Youth Policy, an "Activity," or "Activities") involve (or may be anticipated to involve) participation by Youth. Activities may include (but are not limited to) meetings, performances, clinics or schools, social events, or other public or private events. For the purpose of this Youth Policy, "Youth" are defined as persons who have not attained the legal age of majority in the jurisdiction in which the Activity takes place, and Youth involvement may include (but is not limited to) participation as a guest, student or enrollee, audience or observer, or participation as a Society member.
2. GENERAL STANDARDS OF CONDUCT. Society members shall conduct themselves as men of good character and good ambassadors of the Society, being careful to avoid the use of inappropriate language and actions either directed to, or within the sight and/or hearing of Youth. All persons attending any Activity are expected to comply with all laws of the jurisdiction in which the activity takes place.
3. MEMBERS' RESPONSIBILITY. It is the responsibility of every Society member to be aware of the impact that his conduct may have upon Youth who may be present at any Activity. It is also the responsibility of every Society member to bring to the attention of any member whose conduct at any Activity may seem inappropriate, the need to correct the situation immediately. In the event the situation is not promptly corrected, or if the nature of the conduct (whether corrected or not) is deemed serious enough to warrant further action, it is the responsibility of the Society member(s) observing such conduct to report the same to an appropriate Society, district or chapter officer. Upon receipt of any such report, it is the responsibility of the Society, district or chapter officer to evaluate the same, and to take such further action, pursuant to the Society's Code of Ethics, or otherwise, as is deemed necessary or appropriate.
4. YOUTH RESPONSIBILITY. Parents are responsible for the conduct of their Youth participating in Activities. For the purpose of this Youth Policy, "Parent" is defined as the parent, guardian, school or institutional representative, or other person or persons having parental or supervisory responsibility and authority for the Youth. Neither the Society nor any of its subsidiaries, districts or chapters shall have or assume the role or responsibility of Parent for any Youth participating in any Activity. In the event a Youth's Parent is not, or will not be personally present during an Activity in which the Youth is participating other than an "Exempt Activity" described in paragraph 8 below , the Parent must provide a written designation, naming and
authorizing another person who will be present, to act in place of the Parent to fulfill the role and responsibility of the Parent. The designation must include the specific authority to obtain, provide, or give consent for any necessary emergency medical treatment to the Youth, including (but not limited to) surgical procedures that may be recommended by a physician, in the event of any medical emergency involving the Youth. A Society member who is also a Parent, or who has been named and authorized to act in place of a Parent, performs that function in his individual and personal capacity, and not as an agent or representative of the Society, or any of its subsidiaries, districts, or chapters.
5. ALCOHOL. Youth may not be permitted to attend any Activity where alcohol is served, made available, or being consumed, unless accompanied by a Parent or other person having parental responsibility and authority for the supervision and control of the Youth. Youth shall not be permitted to consume alcohol at any Activity, whether or not the Youth's Parent consents to such consumption. Society members who consume alcohol at Activities where Youth are present must be particularly careful to demonstrate responsible usage.
6. SOCIETY MEMBERSHIP. Under the provisions of the Society Bylaws and Statements of Policy, Youth may become Society members, although it is recommended (but not required) that 16 years be considered as the minimum age for membership. In any event From and after January 1, 2003, where membership is to be extended to or renewed by a Youth, as a condition to the approval or renewal of the membership (i) the Youth's Parent must give written consent to the Youth becoming a member of the Society and the chapter; (ii) the Youth's Parent must agree in writing to be responsible for, and promptly discharge, all financial obligations of the Youth to the chapter, district and Society; (iii) the Youth's Parent (if a member of the chapter which the Youth will join), or a designated and authorized chapter member (if the Youth's Parent is not a member of the chapter) must agree in writing to assume, accept responsibility for, and diligently perform the active supervision and control of the conduct of the Youth in connection with all Activities in which the Youth participates; and (iv) the Youth must acknowledge in writing that his membership and participation is conditioned upon his acceptance of, and compliance with such supervision and control. It shall be the responsibility of each chapter to obtain and retain in the chapter files, a signed and currently effective consent, agreement and designation form for each Youth Member. In the event a chapter member (including a Parent) who is responsible for the supervision and control of any Youth ceases to be a member of the chapter to which the Youth belongs, becomes inactive, or is otherwise unable or unwilling to provide such supervision and control, or fails (in the opinion of the chapter, district or Society board of directors) to provide the supervision and control in a diligent and effective manner, then another chapter member must be designated and authorized, and agree in writing to assume and perform the supervision and control of the Youth.
7. YOUTH PARTICIPATION. No Youth (as a member, or otherwise) shall be permitted to participate in any Activity, other than an "Exempt Activity" described in paragraph 8 below, unless and until all designations, consents and agreements provided for in this Youth Policy Statement have been obtained and filed in the appropriate chapter, district, subsidiary or Society permanent records, and remain currently effective.
8. EXEMPT ACTIVITY. An "Exempt Activity," for which no signed designation, consent and agreement form is required shall include (but is not limited to) the following:
(a) any Activity in which Youth perform or otherwise participate solely as members of an identifiable non-Society related entity or group, so long as such Youth are, at all times, accompanied by and under the control, supervision and/or direction of, one or more adults who, as teacher, director, or leader acting in an official capacity on behalf of the entity or group (or of the organization sponsoring the entity or group), have primary supervisory responsibility for the Youth (such as a school, church or community class or choir, scout troop, or other organized youth or civic organization); or
(b) any interactive workshop, clinic, or demonstration of short duration conducted or provided as part of an event which is organized or sponsored by, and under the leadership of, a non-Society related entity or group, so long as (i) the event is not held on Society premises, or at the meeting place of any Society subordinate unit, and (ii) neither the Society nor any Society subordinate unit receives any portion of any registration fee or similar charge paid by the participating Youth (other than a performance fee not based upon the number or amount of registrations); or
(c) any scheduled or unscheduled public or private performance in which Youth participate solely as spectators or members of an audience, whether or not any admission or fee is charged; or
(d) occasional infrequent attendance at a chapter meeting, as a guest.
Harmony Explosion, or other camps or similar events, however designated, shall not be an"Exempt Activity," whether or not the participation by Youth is limited to participation as set forth in (a) or (b) above.
9. INTERPRETATION. The Society Laws & Regulations Committee is authorized to issue binding regulations and/or determination letters interpreting and applying this Youth Policy consistent with the intent and purpose hereof, including the further definition of "Exempt Activity," or otherwise.
[Sample forms are available from the Society Laws & Regulations Committee, for use as guidelines. Chapters, districts, and Society subsidiaries should consult local counsel for advice concerning local law provisions which may be applicable to Youth participation or Youth membership in their jurisdiction, and the suitability of the forms for use in their jurisdiction.]
Adopted by the Society Board: July 2, 2002; revised November __, 2002.
[Sample Form - Specific Activity]
YOUTH PARTICIPATION FORM1
_______________ Chapter/District - SPEBSQSA, Inc.
Youth [Name]: _____________________ Activity: _______________________
Date of Birth: __/__/__ _______________________________
SS# __________________ Location: _______________________
Parent/Guardian: ____________________ Date(s): ________________________
Supervisor(s) [Name(s)]: ___________________________________________
Consent and Agreement by Parent/Guardian
I, am the parent or legal guardian of the Youth named above. The Youth desires and/or has applied to participate in the Activity referenced above. I acknowledge that I have received a copy of the Youth Policy Statement of the Society for the Preservation and Encouragement of Barber Shop Quartet Singing in America, Inc. (SPEBSQSA) **[and the Youth Policy Statement of the ______________ Chapter/District] 2, have reviewed and understand the same, and have had the opportunity to discuss the same with persons responsible for the Activity. I have also carefully reviewed and discussed the Policy Statement(s) with the Youth, particularly his/her obligations and responsibilities as a participant in the Activity. I understand that participation by the Youth is conditioned upon the consent, agreements, and other provisions contained in this document.
I hereby consent to the Youth participating in the Activity. I hereby designate the Supervisor(s) named above (if other than the undersigned Parent/Guardian) to supervise the conduct and activities of the Youth as a participant in the Activity, including (but not limited to) participation in any associated travel. I hereby grant to such Supervisor(s) my permission, full authority and responsibility, in my place and stead as a parent, to supervise the Youth as fully and completely as I might do if I were personally present, as deemed necessary and appropriate in the reasonable judgment of such Supervisor(s). I understand and agree that the failure of the Youth to accept and comply with such supervision, and/or the failure of such Supervisor(s) to provide effective supervision of the Youth, may be grounds for the denial or immediate termination of the Youth's participation in the Activity. I understand and agree that if any Chapter, District or SPEBSQSA member provides such supervision, such member will be performing that function in his individual and personal capacity, and not as an agent or representative of the Chapter, District or SPEBSQSA.
I accept full responsibility for all actions of the Youth and such Supervisor(s) during or arising out of the Youth's participation in the Activity. In the event of any medical emergency involving the Youth, I further hereby authorize such Supervisor(s) to obtain, provide, give consent, or furnish authorization for, any necessary emergency medical services or treatment to the Youth, including (but not limited to) surgical procedures which may be recommended by a physician, it being my desire that the Youth be provided with such emergency medical services or treatment as soon as reasonably possible, after a need arises.
____________________________________(Signature)
Parent/Guardian
DATE:_______________ [Printed Name]: _______________________________
1 Signed copy of Form to be retained in Chapter/District file
2 ** Delete if inapplicable
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