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Essentials in
Board
Society Board Meeting Minutes-November 2002
Minutes from the Society Board Meeting held November 2002
Updated: 2/6/2003 12:29:00 PM
Society Staff
Greg Lyne, Director of Music Education & Services
Frank Santarelli, Director of Finance & Administration
Dee Vesevick, Assistant to the Executive Director
Guests: Society District Presidents
The following action was taken:
Order of Business (Exhibit A)
July 2, 2002 Society Board Minutes – Motion was made, seconded and carried, to approve the minutes with the following correction: Pg. 4, second paragraph, line 2, add the words “and carried.”
District Presidents’ Conference report (Exhibit B) –District Presidents Council Moderator Al Bonney addressed the Board.
District Senior Quartet Contest – Rob Hopkins moved, motion seconded and carried, to direct the Society Contest and Judging Committee to propose appropriate changes in contest rules to allow district autonomy in the timing of the contest at which the district senior quartet representative(s) to the international senior quartet contest is determined.
Treasurer’s report (year-to-date financial statement) -- Treasurer Jerry Bray distributed a condensed version of the year-to-date financial statement. Raleigh Bloch moved, motion seconded and carried, to receive the report. Jerry thanked the Board for the opportunity to serve.
Harmony Foundation report (Exhibit C) – Harmony Foundation President Terry Aramian addressed the Board.
Operations Group report (Exhibit D) – Operations Group Chairman Hank Hammer referred the Board to the Operations Group report.
District Presidents’ reports – Hank Hammer moved, motion seconded and carried, to receive the District Presidents reports.
Committee reports – Hank Hammer moved, motion seconded and carried, to receive the committee reports.
2002 Society Work Plan – Hank Hammer moved, motion seconded and carried, to delete the following items from the 2002 Society Work Plan, without renumbering: 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.
Hank Hammer moved, motion seconded and carried, to modify 2002 work plan Items 1.8.5 and 2.5.8 as follows, without renumbering (additions in bold, deletions in italics):
1.8.5 Publish a video of warm-up exercises for choruses and quartets by June in 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 website. Hoge, CSLT Committee, DPs, DVPs, CSLT, M&PR Committee, Hoge (October) (December) (R1, R2, R3)
Motion was made, seconded and carried, to receive the Operations Group report.
Planning & Program Development Group (Exhibit E) – Dennis Cook reviewed the PPDG report with the Board.
2003 Strategic Framework as amended 11/02/02 (Exhibit F) – Dennis Cook moved, motion seconded and carried, to approve the 2003 Strategic Framework as amended.
2003 Society Work Plan as amended 11/02/02 (Exhibit F) – Dennis Cook moved, motion seconded, to approve the 2002 Society Work Plan as amended 11/02/02. Discussion followed, a vote was taken and the motion carried.
Subsequently, Rob Hopkins moved, motion seconded and carried, to remove work plan items 1.5.3, 1.5.7 and 1.5.8 to the list of maintenance items. Further, to renumber work plan item 1.6.12 as 1.6.2, and then renumber the items of 1.6 as appropriate.
2003 Society dues increase – Dennis Cook moved, motion seconded, to approve an increase in Society regular dues of $4.00 per member to $76.00 per year, effective with December 31, 2002 renewals. (It should be noted that this increase is included in the 2003 budget and is consistent with the continuing series of increases announced to the general membership in November 1998, and reaffirmed in subsequent budget projections approved by the Board.) A vote was taken and the motion carried.
Society Operating Budget – Dennis Cook moved, motion seconded and carried, to adopt the 2003 Operating Budget as submitted to the Board.
Motion was made, seconded and carried, to receive the PPDG report.
Old & New Business
A cappella festival in Louisville 2004 – The PPDG did not recommend that we pursue this and, therefore, no action was taken. The attached PPDG report exhibit reinforces this and explains the rationale.
Associate Membership Plan (Exhibit G) – Gary Garitson moved, motion seconded, to authorize implementation of the Associate Membership Plan as outlined in the above exhibit. Following discussion, Rob Hopkins moved, motion seconded, to amend the original motion to include “subject to approval of annual budgets and detailed implementation plans for the years 2004 and following.” A vote was taken and the amendment carried. A vote was taken on the amended motion and carried.
Scouting for Harmony – Bob Coant moved, motion seconded and carried, to accept the recommendation of the Young Men in Harmony and External Affairs Committees to remove the test plan/pilot study requirement for implementation of the Scouting for Harmony initiative.
CSLT Advisory Team report (Exhibit H) – For the record, Roger Lewis reported that the Board approved, via email, the recommendations of the CSLT Advisory Team as noted in the Team’s report of August 4, 2002.
Mt. Vernon Chapter request – For the record, Roger Lewis reported that the Board approved, via email, the Mt. Vernon Chapter request to waive the 50% requirement of new members to charter a chapter.
C&JC contest rules rationale – Held over until the January 2003 Board meeting. (This item refers to 7/2/02 Board minutes, pg. 4, directing the C&JC to revisit the issue of the reasons for requiring any quartet who competes in the International level contest to be members of chapters in a single district and report back by October 1, 2002.)
Affiliate requests for quartets/choruses to Montreal – Motion was made, seconded and carried to approve the following requests for quartets/choruses to compete in Montreal:
Affiliate Quartet Chorus
AAMBS Southern Cross Banana Blenders
The Light Industrial
Choral Society Cambridge Chord Company
NZABS Unnamed
MBNA America Collegiate Barbershop Quartet Contest rules changes (Exhibit I) – John Devine moved, motion seconded, to approve the CBQC rules changes, as presented in the Operations Group report. Discussion followed and the motion carried.
Harmony Hall Study Task Force reports and addenda – Gary Garitson moved, motion seconded and carried, to approve proceeding with 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.
Roger Lewis appointed Darryl Flinn, Frank Santarelli and John Schneider to proceed with establishing a sale price and selecting a real estate broker in order to move forward with the sale. The Harmony Hall Study Task Force was directed to continue providing support in connection with the ongoing process.
McCook, Nebraska Chapter request – Don Pyper moved, motion seconded, to approve the request of the McCook, Nebraska Chapter to transfer from the Rocky Mountain District to the Central States District. Discussion followed and the motion carried.
2003 Strategic Framework & Work Plan; 2003 Society dues; 2003 Society Operating Budget -- These items were previously handled.
Restructuring of the Chapter Support & Leadership Training Committee and the Leadership Task Force – Lud Einess moved, motion seconded and carried, to approve the restructuring of CSLT and LTF.
This change consolidates the functions of the two units with a net decrease of manpower. The objective is to provide an integrated leadership development capability that emphasizes chapter support, as well as providing both individual skills and management processes development across chapter, district and Society levels. The COTS and Chapter Counselor training programs and the leadership consulting service continue as key delivery components within this restructured organization.
Contingency Fund Task Force report – The recommendations of the Task Force dissolve the current contingency fund practice and redirect the assets into three new reallocations. The reallocations as noted below were voted on and approved individually by the Board and are expressed in the attached Exhibit J: Cash Reserve Fund, Harmony Hall Reserve Fund, Harmony Foundation Restricted Gift.
Rob Hopkins asked if the Society would have access to the principal as well as the interest on the restricted gift to Harmony Foundation, and Jim Warner indicated that the Society would, subject to any limitations provided in language jointly agreed to by the Boards of the Society and of Harmony Foundation.
With further reference to the restricted gift to Harmony Foundation, motion was made, seconded and carried, to approve that the final agreement with Harmony Foundation and the Society could be voted on by email.
Todd Wilson moved, motion seconded and carried, to receive the Contingency Fund Task Force report.
Youth Policy Statement (Exhibit K)-- Bob House moved, motion seconded and carried, to adopt the revised SPEBSQSA Youth Policy Statement as recommended by the Laws & Regulations Committee.
Formation of a Society Governance & Management Study Task Force – Todd Wilson moved, motion seconded and carried, to approve the formation of this Task Force. Following is the charge of the task force:
Guided by the Society Vision and with recognition that the success of our Society is fundamentally dependent upon success in the chapters, review and evaluate the current governance and management processes, and also the architectural structures, of the Society at the chapter, district and Society levels and make recommendations for changes, as appropriate, to the Society Board according to the following schedule: (1) district, regional or other mid-level structure by June 1, 2003; (2) chapter-level and Society-level structures by January 1, 2004. In particular, the task force should consider recommending changes that would lead to improvements in accountability, support for chapters, unity of purpose, empowerment of leaders and staff, and the members’ musical experiences.
Formation of a Society Hall of Fame Task Force – Raleigh Bloch moved, motion seconded and carried, to approve the formation of a Society Hall of Fame Task Force to examine existing Halls of Fame and other recognition programs and recommend guidelines for the establishment of a Society Hall of Fame. Findings and recommendations of this task force to be presented to the Society Board by June 1, 2003.
Rename Member Services Committee -- Rob Hopkins moved, motion seconded, that the Society Member Services Committee be renamed the Society Membership Development Committee and that the title of District Member Services Vice President be renamed District Membership Development Vice President and the title of Chapter Development Vice President be renamed Chapter Membership Development Vice President; further, that all governing documents where these names appear be changed accordingly. After discussion a hand vote was taken and the motion failed with one dissenting vote cast by Dennis Cook. (Because this motion would change Society policy, the motion must be carried unanimously.)
Mr. Hopkins moved to amend his original motion by deleting the reference to the title of Chapter Development Vice President. The motion then read: “that the Society Member Services Committee be renamed the Society Membership Development Committee and that the title of District Member Services Vice President be renamed District Membership Development Vice President and further, that all governing documents where these names appear be changed accordingly.” A hand vote was taken and the motion was unanimously carried.
Multicultural Task Force report – Wayne Brozovich moved, motion seconded and carried, to receive the report of the Multicultural Task Force. Note: Recommendations from this report have been included in the 2003 work plan as specific tasks for implementation by the Task Force and others under the direction of the Task Force.
Questions from the floor
• Todd Wilson requested that the maintenance items not be lost and be included with the work plan.
• Rob Hopkins asked that the District Presidents not take the reporting dates as conclusive as they may be changed.
Sergeant-at-arms – John Devine reported that he collected $415 for the Harmony Foundation General Fund.
Teach the Children to Sing – directed by Darryl Flinn
Keep America Singing – directed by Hank Hammer
There being no further business, motion was made, seconded and carried to adjourn.
Respectfully submitted,
Darryl Flinn
Executive Director
(rev.12/17/02)
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