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Essentials in
Board
Board Minutes January 2003
Proceedings of the meeting held in Albuquerque, N.M.
Updated: 8/6/2003 12:31:00 PM
Society Staff
Greg Lyne, Director of Music Education & Services
Frank Santarelli, Director of Finance & Administration
Dee Vesevick, Assistant to the Executive Director
The following action was taken:
Order of Business (Exhibit A)
Chairman of the Albuquerque Convention Committee Mike Taylor welcomed the Board to Albuquerque.
Remarks by President Roger
Keynote Speaker Darryl Flinn – (Exhibit B)
AIC President Hank Brandt reported on the State of the AIC -- (Exhibit C)
District President moderator Al Bonney addressed the Board
November 2, 2002 Board minutes – Chuck Watson moved, motion seconded and carried, to approve the November 2, 2002 Society Board minutes.
Year-end financial statement – Society Treasurer Bob Guiggey referred to the distributed condensed version of the year-end financial statement which he reviewed by line item with the Board. Rob Hopkins moved, motion seconded and carried, to receive the report.
Operations Group report (Exhibit D) – Gary Garitson addressed the Board.
District Presidents’ reports – Gary Garitson moved, motion seconded and carried, to receive the district presidents’ reports.
Committee reports – Gary Garitson moved, motion seconded and carried, to receive the R3 committee reports for 2002, Harmony Hall Task Force, Multi-Cultural Task Force and Society staff.
District Presidents’ reporting schedule for 2003 – Gary Garitson moved, motion seconded and carried, to update the Society Operations Manual, where appropriate, to reflect the following changes made in due dates for District Vice Presidents to submit their reports to their respective district president:
First report – May 8
Second report – September 8
Third report – December 8
Gary Garitson moved, motion seconded and carried, to receive the Operations Group report.
Planning & Program Development Group (Exhibit E) – Todd Wilson addressed the Board.
Referring to Item I, 2003 Budget, Todd asked that the Board delete the items behind the first two bullets, noting that they refer to the 2002 budget. He then referred to the item behind the fourth bullet, “Several Work Plan budget adjustments recommended by the Operations Group ($?)” and asked that they insert the figure $12,000.
Todd Wilson referred the Board to page 9 of the Marketing Task Force report (Exhibit F) and asked that under Schedule Detail, 2003, references to $50M and $150M be corrected to read $50,000 and $150,000 respectively. He then moved, motion seconded and carried, to receive the Marketing Task Force report.
Todd Wilson moved, motion seconded and carried, to receive the report of the PPDG.
Old and New Business
C&J Contest rules recommendations:
Modify Article 1.A.1 of the C&JC rules – Thom Hine moved, motion seconded and carried, to adopt the C&JC recommendation to modify Article I.A.1 of the current Contest and Judging rules as follows (deleted items struck through added items in bold):
Except for those quartets from affiliated organizations which have been invited to participate in the international quartet or in the international senior quartet contest, all members of competing quartets must be members of one or more chapters, including Frank H. Thorne Chapter in the district in which they elect to register. At least one member of the quartet must be a member of a chapter in the district in which the quartet elects to register.
International competition qualifying score – Lud Einess moved, motion seconded and carried, to adopt the C&JC recommendation that the qualifying score for quartets to compete in the 2003 international contest be a score of 1824 (double panel) and 2736 (triple panel).
“A” scoring choruses –. Paul Arnone moved, motion seconded, to direct the Contest & Judging Committee and the Events Committee to jointly study the feasibility of establishing a qualifying score in district-level contests for choruses to compete in the International chorus competition. The feasibility study and joint committee recommendation(s) is/are to be completed by June 1 2003 for review and possible Board action at its July 2003 meeting. Discussion followed and the motion carried.
Senior Quartet qualifying contest date – Bob Coant moved, motion seconded, to change Article II.D.1 of the current Contest & Judging Rules as follows (deleted items struck through, added items in bold):
Each district will select its International Senior Quartet Contest representative at its Fall District Quartet Contest according to its district contest rules and all other Society contest rules in effect.
Considerable discussion followed and Lou Benedict addressed the Board. Question was called, a hand vote was taken and the motion was defeated.
Additional awards at Senior Quartet International contest – John Devine moved, motion seconded and carried, to adopt the C&JC recommendation to modify Article V.F.3 to award medals to the top five scoring quartets in the Senior International Quartet contest, effective with the 2003 Senior International Quartet contest (deleted items struck through, added items in bold):
Awards shall be presented to the first, second, and third, fourth and fifth place quartets. The first place quartet shall be recognized as the Seniors Quartet Champion of the current year. Special recognition shall be given to the competing quartet with the greatest number of cumulative years of age. Special recognition shall be given to the oldest individual participant.
Fixed risers at 11 -- Contest venue selection and technical support standards – John Devine moved, motion seconded, to establish a five-member cross-functional task force to study the SWD report on contest venue selection and technical support standards, and recommend elements for possible adoption at both the district and international contest levels. Furthermore, this task force should study the feasibility of using a single 11-riser set, with no other options, for the International chorus contest. A report would be expected by December 1 for review and possible Board action in January 2004.
Discussion followed and Lou Benedict addressed the Board. A vote was taken on the motion and the motion carried.
NZABS request to allow a “combined” chorus to compete at International – Thom Hine moved, motion seconded, to invite the NZABS combined chorus to perform at the 2004 International convention, allowing the performance to be scored, but not included in the scoring summary. After discussion the motion carried.
Harmony Hall Task Force status report/Sheridan Road facility – Drayton Justus moved, motion seconded and carried, to approve the HHTF recommendation, in its report of December 29, 2002, to sell the Society’s Sheridan Road facility.
Results of vote Harmony Foundation/Society agreement – Roger Lewis reported the agreement to establish the Society Program Fund, as authorized by the Board last November, passed – 13 yes, one non-vote. The motion by Rob Hopkins to change the 3/4 requirement vote to 2/3 failed – 4 yes, 8 no, 2 non-votes.
AAMBS request Freefall to replace Southern Cross – Darryl Flinn moved, motion seconded and carried, to allow AAMBS quartet Freefall to replace AAMBS quartet Southern Cross to compete in Montreal.
AAMBS request Fast Forward to compete in MBNA America Collegiate Barbershop Quartet Contest – Darryl Flinn moved, motion seconded and carried, to allow AAMBS quartet, Fast Forward, to compete in the MBNA America Collegiate Barbershop Quartet Contest in Montreal. It was noted that one of the quartet members is currently less than one month of the required age.
2003 Society work plan – Gary Garitson moved, motion seconded and carried, to update the 2003 Society Work Plan as follows:
1.6.2 – add R1 reporting period
1.6.3 – reduce reporting period to R3 only
2.1.1 – add recruiting goals agreed to at the Forum
2.3.1 – add extension site goals agreed to at the Forum
2.3.2 – add license goals agreed to at the Forum
2.3.3 – add chapter charter goals agreed to at the Forum
3.8.2 – no report required
4.1.1 – add R2 reporting period
4.1.2 – add R1 reporting period
Modify the following item (deleted items struck through, added items in bold):
3.4.4 – Develop a plan by March September 1 for seeking and managing opportunities to appear at meetings and conventions of multicultural organizations (MCTF Task Force, M&PR) R1 R2)
Remove the following item from the 2003 Society Work Plan and add where appropriate to the 2004 Work Plan as it is developed this year:
1.8.8 – Produce a video of warm-up exercises for choruses and quartets in 2003 (CDD Committee, Lyne) (December) (R1, R2, R3)
Directors College Scholarships – Lud Einess moved, to direct the CDD committee, after consulting with the district presidents, to revise the selection process for awarding 2003 Directors College scholarships. Recommendations for changes in the selection process should be presented, in writing, by the CDD committee to the Society Board by March 1, 2003.
JAD EVP Mark Blake addressed the Board commenting that the March 1, 2003 date would not be enough time to complete a report as noted in the above motion. Operations Group Chair Gary Garitson responded that a complete report by that date was not expected; however, ideas and comments by that date would be expected. After further discussion the motion carried.
It was noted that the Operations Group recommended the committee consider a district allocation process based, for example, on a proportion of chapters in a district relative to the total numbers of chapters in the Society (i.e. one per 11 chapters); or based on a proportion of directors in the district who have not attended Directors College relative to the total number of Society directors who have not attended Directors College (ratio to be determined, if data is available). If approved by the Board by April 1, 2003, this process would be used for the selection of scholarship recipients for the 2003 Directors College.
Additions to the 2003 Society expense budget – Paul Arnone moved, motion seconded, to add the following to the 2003 Society expense budget:
Government & Management Task Force $10,000
C&JC qualifying chorus score study $ 1,000
C&JC contest venue evaluation $ 1,000
Total ($12,000)
Projected budget surplus 11/2/02 $ 3,954
Projected 2003 budget loss 1/24/03 ($ 8,046)
Discussion followed and the motion carried.
Executive Director Search Team – After motion and amendments were made and duly noted, the following was approved by the Board: To direct the Society President to appoint members of an Executive Director Search Team, whose charge is to develop and implement a process for the selection of the Society’s next executive director. The Team shall be directed to present up to five candidates to the Board Management Council prior to the Mid-Winter convention in 2004. The Board Management Council will then propose up to three candidates from the group to the Society Board, which shall select the next executive director at the January 2004 Board meeting.
Society President Roger Lewis announced the following will serve on the Executive Director Search Team:
Dennis Cook, Chair
Charlie Davenport
Bill Horst, non-Society member
Drayton Justus
2004 International convention registration fee (production related) – Dennis Cook moved, motion seconded, to approve that the $5.00 increase in the 2003 convention fee for improved production expenses be made permanent. Discussion followed and the motion carried.
2004 International convention registration fee – Dennis Cook moved, motion seconded, to approve a $5.00 increase to the International convention registration fee for 2004. This increase was announced as included in the projected five-year budget the Board approved at its fall meeting, resulting in the following registration fee structure:
$105.00 Early-bird
$120.00 Regular
$130.00 On-site
Discussion followed and the motion carried.
(Note: At the onset of this item, Todd Wilson asked the Board to replace the incorrect figures as reflected in the PPDG report with the correct figures noted above.)
LOL request to re-organize District structure – The Board referred to and reviewed correspondence from the LOL district outlining its proposal to re-organize the district and thereby change the district bylaws. Roger Lewis indicated that the Board Management Council had removed the item from the agenda since no action is required to allow LOL to add vice-presidents to its district board..
Marketing Task Force budget -- Todd Wilson moved, motion seconded, to approve the expenditure of up to $250,000, beginning with $50,000 for qualitative research, to be conducted February through May 2003, and additional funds to be released as needed following receipt of a satisfactory report from the MTF to the Board by June 1, 2003. Discussion followed and the motion carried.
Exploring an “Alternative Director Certification” program – Bob House moved, motion seconded, that the Chorus Director Development Committee explore the interest level of chorus directors to participate in an “Alternative Certification Program,” and if such interest exists, to explore how this curriculum could be covered on a multi-weekend regional basis, and further, that the committee come back to the Board with its findings by September 1, 2003. Discussion followed and the motion carried.
Sergeant-at-arms report – Dennis Cook reported that he collected $500.00 to be donated to the Harmony Foundation General Fund.
Teach the Children to Sing – directed by Drayton Justus
Keep America Singing – directed by Todd Wilson
There being no further business the meeting adjourned at 12:45 p.m.
Respectfully submitted,
Darryl Flinn
Executive Director
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