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Essentials in
Board
Board Minutes January 2003 - Exhibit D
Operations Group Report
Updated: 2/21/2003 2:27:00 PM
Illinois District — Wayne Wright, President
Highlights:
• The district’s news letter, Attacks & Releases, is now available only online
• One new chapter licensed
• Conducted a very successful YMIH event; 102 Jr High/High School boys participated
• Conducted a successful Top Gun school in November; five quartets enrolled
• Net gain of 5 new members in 2002 (0.4%)
Concerns:
• Membership decrease of 6 (0.5%) in 4Q02
• Reports from DVP M&P and DVP M&PR need improvement
• Several YMIH goals not met due to illness of DVP
• Report contains much about “plans for the future”, but little about activities completed
Johnny Appleseed District — Lane Bushong, President
Highlights:
• Membership increase of 28 (1.1%) in 2002 and 5 (0.2%) in 4Q02
• Two CDWI clinics completed 4Q02
• Two directors completed Director Certification program
• Two choruses qualified for International Chorus Contest in Montreal
Concerns:
• Contest venues for 2003 divisional and district contests not secured; bids expected early 2003
• No SOP reviews reported during 4Q02
• Report from DVP-YMIH needs improvement; little information provided
Land O’Lakes District — Jack Edgerton, President
Highlights:
• Membership increase of 9 (0.4%) in 4Q02
• Division Managers have been elected to replace district VPs for closer communication (all officers & CCs attended COTS)
• COTS attendance was up from 129 attendees in 2001 to 275 attendees in 2002
• One new licensed chapter (Bemidji, MN) at Fall convention
• One more certified director for 2002
• New reporting system for chapter counselors developed and introduced at COTS
Concerns:
• Membership decline of 23 (-1.0%) in 2002
• Two more CCs resigned, adding to list of chapters w/o a chapter counselor
• District Events in state of disorganization (DVP Events resigned day before Fall convention and past Events VP, Del Ryberg has resumed that position
• No M&P activity during R3 reporting period
• SOP goal fell short (only had two this fall)
Mid-Atlantic District — Charlie Davenport, President
Highlights:
• Membership increase of 27 (0.6%) in 4Q02
• M-AD has established positions of “Division Managers” to “reconnect” district to the chapters and has trimmed board to just one Exec. VP
• Three new chapters chartered in 2002 and one very close to being chartered
• One new certified director in 2002
• Five new Chapter Counselor candidates in 2002 trained at COTS (other certified CC assignments reviewed for better geographical distribution)
Concerns:
• Membership decrease of 9 (0.2%) in 2002
• Qualifications for Seniors Quartet contest still a problem for M-AD
Northeastern District — Art Lively, President
Highlights:
• Membership increase of 9 (0.4%) in 4Q02
• HOD approval for new regional convention format for 2003
• Canadian representative now holds a Board-level position
• Expansion to active sub-committees for all officer positions
• Attracted a Sunrise Div Chorus to fall convention after 12-year hiatus
• Strong response to SOP training, with 15 new reviewers
• Grant writing session was held with great response
Concerns:
• Membership decrease of 56 (2.5%) in 2002
• No reports for R3 on Society website from DVP CDD, M&PR, MD, and Events
Ontario District — Ted Devonshire, President
Highlights:
• Membership increase of 1 in 2002 (0.1%) and 25 (1.7%) in 4Q02
• Now have 18 directors enrolled in CDC Program
• DVP MD hosting recruitment/retention classes at all conventions
• ”Round Table” configuration utilized for HOD enhanced communications; will be continued
• Improved financial position in last quarter, good prospects for 2003
Concerns:
• 2003 work plan not available by 1/5/2003 (was posted 1/13/2003)
Pioneer District — Al Bonney, President
Highlights:
• Very positive response by members and faculty to the “Membership Summit”
• More participation than expected by 40% at COTS
• Good financial position with goal of $7000.00 to reserve fund anticipated, a full year ahead on reserve fund development program
• Upgrade on website by addition of comprehensive calendar, membership info access on activities and registrations online
• Positive attention to planning and attending to many Canadian/US concerns.
Concerns:
• Membership decrease of 37 (3.0%) in 2002 and 8 (0.7%) in 4Q02
• Lack of activity and resignation of DVP CDD yielded fewer results than hoped for by the PIO District. New DVP nominee promises much better results for 2003.
Rocky Mountain District — Harry McCoy, President
Highlights:
• RMD website is up and running and was implemented for the fall 2002 convention registrations
• One new Chapter Counselor trained at COTS
• RMD chapters sponsored 2 Youth Festivals in Estes Park, CO (Denver Mountainaires) and Socorro, NM (Bernalillo County)
• Sponsored Music Educator to Harmony College
Concerns:
• Membership decrease of 90 (6.5)% in 2002 and 37 (2.7%) in 4Q02
• No R3 reports on-line for DVPs – C&J, Events, Member Services or Music & Performance
• Reports from DVPs – CSLT and M&PR are very sketchy and don’t provide much detail
• No summaries of activity in SOP, CDWI, Top Gun
Seneca Land District — Jim Putman, President
Highlights:
• 21 of 28 chapters (who have shows) had a SO review in 2002 (75%)
• Every chapter has a Chapter Counselor (5 new counselors trained at COTS)
• 7 new candidates for director certification
• Third consecutive choral festival held in Warren, PA; 300 students attended
Concerns:
• Membership decrease of 13 (1.2%) in 2002 and 25 (2.3%) in 4Q02
• No new extension site or chartered chapters in 2002 (1 charter revoked)
• Several chapters have no HF chairman and donations are down
• District HEP school (Pow-Wow) lost significant money this year (only 80 in attendance )
• Fall CDWI cancelled due to non-participating VP CDD (replaced in Oct., 2002)
Southwestern District — Larry Clemons, President
Highlights:
• A “blue ribbon committee” report on specific guidance for contest stage lighting and sound requirements was completed and reviewed at the SWD fall BOD meeting, and was presented to the Society Contest and Judging Committee at their November 2002 meeting
• Successful Harmony Explosion Camp – 150 young men and 20 Music Educators attended
• COTS was successful with 70% of all chapters represented and 175 total attendance
• SWD makes every effort to communicate with its members through regular e-mail “updates” plus 4 issues per year of the ROUNDUP (published on-line)
Concerns:
• Membership decrease of 69 (3.6%) in 2002 and 33 (1.7%) in 4Q02
• No new chapter charters issued in 2002; decrease of chapters from 48 two years ago to 45
• District finances are becoming a major concern as two successive years of deficits have put the district in a precarious financial position
• Cancellation of SWD’s Harmony Ranch (HEP School) in 2002 was disappointing, but it did spur early planning for the 2003 event
Sunshine District — Jack Brueckman, President
Highlights:
• Membership increase of 11 (0.6%) in 2002 and 29 (1.6%) in 4Q02.
• 12 Youth Music Festivals held in 2002; evaluations by 4,000 students and 800 music educators were positive
• Grant funding received to support the YMIH programs and decrease members’ cost for COTS. Three state grants (for Sizzle, YMIH and membership recruiting) are pending.
• Eight new enrollees in the CDC program (exceeded goal of three)
• Eight newly certified SOP reviewers
• Met goals of 2% increase in district competitors and 4% increase in convention registrations
Concerns:
• CC program still remains a major concern; three new CCs to be trained in January
• Did not achieve goal of conducting one CDWI
• HX camp had a significantly reduced attendance with 61 students and 6 music educators. Problems with getting registration material out in a timely fashion coupled with last minute transportation issues.
Attachment B
2002 R3 Reports Submitted by Committee Chairmen
Archives Committee – Jim Nugent, Chairman
Highlights:
• Continue to enter pre-1923 re-recordings housed at Society HQ into an electronic database for easy search of songs from this era
• CD and computer equipment has been purchased to convert cassettes to CDs (3.7.1)
• Jack Baird has completed transferring all of the pre-1923 recordings to computer (about 900 songs)
• Jack Baird has tapes of several hundred more records since 1923 to the 1970s including several Society records (3.7.2)
• Inventory and assessment of all music in all formats located in Harmony Hall (first step in a long-term project)
• Increasing museum presence throughout Harmony Hall by changing exhibits of Four Teens, Honorary Member, Sherrill Milne and Chicago Victrola displays (3.9.3)
Concerns:
• 3.7.2 work plan item running into copyright problems
• No progress on 3.9.4 (research the life and works of our Society’s eminent arrangers)
Chapter Support and Leadership Training — Dick Powell, Chairman
Highlights:
• Four messages were sent, via the CSLT List Serve, to introduce the new CSLT Committee Chairman, advise of changes in the program, provide examples of effective counselors, and open a dialog with the CC community
• 2003 work plan and budget preparation were the priority 4Q02
• CC applicant training will be structured within the COTS curriculum
• Re-certification of current CCs is no longer a Society function, will be done during COTS by the DVP for CSLT
Concerns:
• None suggested in R-3 report.
Chorus Director Development — Bill Biffle, Chairman
Highlights:
• Conducted 28 CDWI workshops, 4 of which were CDWI 2
• There are 272 directors enrolled in the Certification program
• A “first edit” video of “Basic Directing” is completed and being reviewed
• Four issues of “Direct-ly Involved” were published on schedule in 2002
Concerns:
• No resolution on the selection of scholarships for front line directors to Directors College
Contest and Judging Committee — Lou Benedict, Chairman
Highlights:
• Successful fall contest season with better agreement within all categories and tighter scoring
• Efforts of DVPs for C&J resulted in 38 choruses either returning to the contest cycle for the first time in 2 years or competing for the first time
• DVPs for C&J assisted in developing a database of 16 potential category candidates
• More active certified judges in 2002 than any year since inception of the new system in 1993
• Completed first year of a two-year program to develop new and better training tapes
Concerns:
• Delay in publishing the third issue of “New Directions”
• Little progress with the M&P Committee to integrate the Show Package/SOP
• 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:
• Three inquiries were made to the committee and responses were provided to the appropriate parties – the matters remain officially “open”
• The committee formulated a recommendation to L&R regarding possible language changes to Canon #7 of the Society Code of Ethics
Concerns:
• None
Events — Ken Buckner, Chairman
Highlights:
• Planning for Montreal Convention is on schedule and registrations are in excess of 8,165 as of 12/31/02, about 1000 ahead of Portland for the same time period
• The review and update of the International Convention Manual is complete – plan to reproduce on Society web page with controlled access and to create a CD as well
• Big screens ads will continue in 2003
Concerns:
• Albuquerque registrations are about 200 below budget at year’s end
• No information received from External Affairs Comm. regarding work plan item 4.3.1 (World Harmony Council)
External Affairs — Dick Shaw, Chairman
Highlights
• Initiative with Elderhostel is moving forward under leadership of Sherwood Platt. Also some discussion with Montgomery College in Houston by Ed Ross & John Devine.
Concerns:
• No information provided to Events Comm. regarding work plan item 4.3.1 (World Harmony Council)
Investment Advisory — Randy Loos, Chairman
Highlights:
• No recommendations to change asset allocation ratio (60% stocks, 30% bonds, 10% cash)
• Transferred funds from Fidelity (based on poor performance) to Investment Company of America (American Funds)
• Assets of stocks, bonds and cash were transferred to establish the SPEBSQSA Program Fund (result of joint agreement between Society Board and HF Trustees)
• Per terms of this funding agreement, SPEBSQSA Program Fund is to be only debt securities with a maximum maturity of five years
Concerns:
• General, downward trending market conditions.
Laws & Regulations — Jim Warner, Chairman
Highlights:
• Prepared an agreement between the Society and Harmony Foundation establishing the SPEBSQSA Program Fund ($1.5 million contribution) as authorized by the Board at the 11/02/02 meeting
• Reviewed with Ontario District Board the issues re: necessity for Canadian chapters to be incorporated and obtained commitment to move chapter forward to incorporate
• Provided ongoing advice to chapters, districts and Society re: a wide range of issues including:
Ø Numerous incorporation issues
Ø Youth Membership Form/Youth Participation Form
Ø Revisions to district governance structure
Concerns:
• None
Marketing and Public Relations — Gary Denton, Chairman
Highlights:
• Teaching Learning Network project completed & distributed to PBS
• The Veteran’s Fund program had 20-25 shows
• Reed Sampson met in Washington with several organizations and the meeting culminated into a new organization Performers Alliance for Veteran’s Entertainment (PAVE)
• 4-B-We, CBQC medalists, filled in at East Coast a Cappella Summit and were extremely well received by audience. Committee strongly recommends continuing to provide college quartets to the Summit.
Concerns:
• Committee would like a review of work plan item 1.6.7 (Harmony Hits CD) as it appears that “poor timing and an inferior product” (per YMIH Comm.) have deemed it unworkable
• Hall of Fame task moving at snail’s pace as few comments offered
• Committee requests some consolidation of reports between OPS & PPDG Groups toward connection of reports between committees.
Recommended Board Action
• Cease promotion of work plan item 1.6.7 and consider it closed (recommended by both M&PR and YMIH Committees)
Note: OPS considers this matter closed since it was a 2002 work plan item not carried over
Membership Development Committee – Russ Mauch/Ev Nau/Paul Arnone
Highlights:
• A great deal of preparation and training of incoming MD Committee members was accomplished this period
• Several new members, with solid portfolio, have been added to the committee
• Launch of the “Singing is Life” video and distribution and availability in the Marketplace was accomplished
• DVPs were trained at the Forum using the Power Point Presentation; the presentation is available on the Society website
• “Re:Members” continues to be a high quality publication disseminated electronically
Concerns:
• Overall membership was down 276 members (0.9%) in 2002
• 13 new charters established in 2002 vs. a goal of 20
• While inaction on some items was a concern to all, the committee directed all available energies and time toward accomplishing the tasks they were able to impact and are set-up for success in 2003
Music & Performance Committee – Charlie Metzger, Chairman
Highlights:
• Society M&P website is growing; published and unpublished music now available
• The second 2002 Music Premier music was completed and shipped
• Final sales of new video for basic singing instruction reached 377 versus a goal of 400
• Work Plan item 1.2.2 – a questionnaire was developed that can be used by all DVPs at district schools to obtain feedback from participants, and can be used by the M&P Committee to develop and complete a database from which to work toward improvement
Concerns:
• Work Plan item 1.1.6 – no report on project to make feedback page on Society website for each of the music publication groups; Gold Medal, Barbershop Classics, Harmony Explosion and Free ‘n’ Easy
• Despite many efforts by the M&P Committee and by individual district leaders, the Standing Ovation Program has not reached its potential
• Some districts did not hold Top Gun Schools in 2002; every district that did hold a Top Gun reported very positive results
Nominating Committee - Chuck Watson, Chairman
Highlights:
• Report and recommendations submitted in a timely manner
Concerns:
• None
Ways & Means Committee – Gary Hennerberg, Chairman
Highlights:
• Work Plan (WP) Item 6.1.1 – merchandising operations generated an income of $1,187,034 (merchandise only) versus a budget of $1.22M; total 2002 sales of merchandise, including published music and other items, was $1,504,802 - $60,248 below budget; however, gross profit was $117,276 more than in 2001
• WP 6.1.2 – fall 2002 Harmony Marketplace Catalog produced sales of $263,000 with $86,761 of that in web sales. Total 2002 web sales were $276,183 versus $237,846 in 2001.
• WP 6.1.4 – Harmony Travel website is operational. Harmony Travel produced $13,100 in revenue in 2002
• WP 6.2.5 – Grant Sub-Committee conducted two-day seminar for 8 District Grant Workshop Instructors and 14 District Grant Committee Chairmen
• WP 6.2.5 – Approximately 70 chapters are now receiving grants totaling an estimated $500,000; increase expected in 2003 because of additional training
Concerns:
• WP 6.1.2 - The Harmony Gold Apparel Program is slow starting – 2002 sales were $4,244.70. An e-mail marketing promotion is planned for late February 2003 to all chapters
• WP 6.1.5 – Investment activity was way down in 2002 due to market factors
• WP 6.2.2 – 2002 goal of $40,000 in grants was not achieved. Draft proposals to two private foundation grant sources were prepared for submission in 1Q03
• WP 6.3.1 – no action taken on plan to submit two sponsorship proposals to corporations during 2002
Young Men in Harmony — Gary Plaag/Eric Ruthenberg, Chairman
Highlights:
• 174 presentations made by staff during district travel reaching total of 7491 students and 1017 teachers; two confirmed demonstrations for state conventions in 2003 have come from these presentations (have four more confirmed conventions for 2003 w/o presentations)
• YMIH Resource Guide has been updated and revised as of Dec. 31, 2002
• Numerous districts report progress in collecting information from HX Camps by using student evaluations
• All questionnaires reported outstanding work by the three music specialists
• Five-year draft plan submitted to OPS group; further committee discussion at M-W
• New YMIH COTS curriculum getting outstanding reviews from attendees
Concerns:
• Many elements of the 5-year plan “charge” were not addressed
• No YMIH report from CAR and SWD
Harmony Hall Task Force – Ed Waesche, Chair
Highlights:
• Society Board approved putting Harmony Hall “on the market”
• A real estate broker has been selected
• HHTF will recommend possible relocation sites or modifications to the Sheridan Road facility to the Society Board by June 30, 2002
• HHTF has made contacts with central corridor cities from Milwaukee to Dallas/Ft. Worth in an effort to examine potential relocation sites and financial incentives. Interest has been expressed in Kansas City, Memphis, Denver, and Little Rock.
• Construction and rental costs of building/leasing facilities in the selected areas have been determined
Concerns:
• Detailed architectural drawings are awaiting final space needs of staff
• No solid offer for properties has been forthcoming to date
Multi-Cultural Task Force - John Krizek, Chairman
Highlights:
• Dr Jim Henry will make a presentation to National Assoc for the Study and Performance of African-American Music (NASPAAM) at their March 7-8, 2003 conference in Houston
• AIC is working on production of a barbershop recording directed towards pre-teen audiences
• Two of six songs to be published in 2003 as part of the Music Premier series will be multicultural arrangements
• The Alexandria, VA Chapter newsletter (the ECHO) highlights the diversity of their membership and may be used by the task force as a model in promoting diversity throughout the Society
Concerns:
• The planned Harmony Hall history Symposium (funded by HF) scheduled for March , 2003 has been postponed due to key player scheduling problems
Society Executive Director – Darryl Flinn
Highlights:
• Preparations to sell Harmony Hall are well underway. The property was shown numerous times, although negotiations have not yet yielded an offer to purchase the property.
• Negotiations continue to outsource print and/or merchandising operations
• Use of the web site and e-business features continue to grow; more of the Society’s publications are to be published on-line
• Negotiations finalized for installation of a new telephone system at Society headquarters – installation expected to be completed in early 2003
Concerns:
• Membership decline of 276 (0.9%) during 2002
• Fell short of goal to charter 20 chapters – 13 charters were issued, with five more in-process
• Several work plan items were not completed due to staff time constraints and/or lack of specific direction by Society committees
Ø The accounting procedures manual should be complete by the end of January 2003
Ø Software purchased and installed to conduct benchmark surveys. However, minimal staff support will be available before the end of 1Q03.
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