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Essentials in
Board
2003 Work Plan R1 Report
Preliminary report for first half of 2003.
Updated: 7/14/2003 10:44:00 AM
MTF Schedule Overview as proposed in Proposal to BOD in January 2003
§ Feb. – May 2003: Qualitative (Discovery) Research. Report for July 2003 board meeting
§ July 2003 – January 2004: Quantitative Research. Report for January 2004 board meeting
§ 2003: Begin development of Marketing Plan [a first-cut draft has been generated by MTF member Bob Morrissey; to be discussed in detail at our May 2003 meeting]
§ July 2004 – Deliver Marketing Plan to Society Board
§ August 2004: Begin design/production of marketing materials/pieces to prepare for distribution January 2005
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)
1st Period Status -- We have investigated several media database tools in this first reporting period. The quality of the information in the tools varied from poor to excellent. The staff has also used one of the products and categorized the tool as poor. An online, live demonstration was presented to Julie Siepler, Reed Sampson, Scott Hoge and Gary Denton. The product is from Bacon’s and is known as MediaSource Internet. You can read more about the product at the vendor’s web site (http://www.bacons.com/). A two-day trial will be used by the staff to provide promotional information to the media sources serving the Montreal competing units. If the trial is successful, we will purchase two licenses – one exclusively for the staff and one for the M&PR committee and District Vice Presidents.
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)
1st Period Status -- Major story ran in American Parade magazine (newspaper insert) in January; February 11 story in the Wall Street Journal about Singing Valentines; Canadian Business Magazine ran a story about MegaCity Chorus from Toronto in March; work ongoing with Nickelodeon Television for a news report about the Montreal convention, and the same with Hampton Inns, which is doing national TV promotion of events.
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)
3.3.3 Design, develop and create a program to support a Society wide, National Public Relations event. This should include partnering with other fraternal or social organizations. (M&PR, Sampson) (R1, R2)
1st Period Status -- A focused group consisting of Reed Sampson, Clark Abrahamson, Bruce Koepcke, Rick Barry, Roger Carl, and Gary Denton, has been drafting several items to support a Society wide event. The music used for this activity will be the United We Sing package. Communication to the districts and the chapters are under way at this time. There will be similar events in 2004 and 2005. These are reflected in the next workplan.
3.4 Develop coalitions and partnerships with arts and educational organizations to solve common problems and enhance our image.
EXECUTIVE SUMMARY EXTERNAL AFFAIRS
No specific report for items 3.4.1 through 3.4.5 is called for in this report, therefore any progress will be contained in this summary.
The External Affairs Committee met in Racine 3/28-29/2003 and all members were present. Both old and new initiatives were on the agenda and useful discussion was conducted. Highlights below.
Three e-mail messages have been sent to YMIH, the Multicultural Task Force and the World Harmony Council to elicit interest in the gift of International Registrations to groups or individuals that might identify who might profit from having these typically unsold convention seats. This was followed by a phone call which revealed that no one is interested in these poor quality seats. They are more interested in high profile seats that might impress the leaders of such groups with influence.
At the suggestion of President Roger Lewis, contact is being made with the USO about the resumption of high profile quartets being involved in their tours.
A suggestion about expanding our library of arrangements for joint performances with local symphonies will be discussed with Music and Performance.
The continuing effort to establish one or more Elderhostel programs will be pursued to coincide with District HEP schools which seem to lend themselves to a positive experience.
Staff member Reed Sampson is in touch with AARP Magazine and seeking opportunities for Society exposure there.
The committee could not solidly support the proposed World Harmony Jamboree seat tax. While it might seem appropriate to treat all external organizations in like manner, there is a feeling that we need to reach out to our foreign partners with special consideration.
In another matter, John Schneider has been assigned the responsibility of managing our affiliate agreements and memoranda of understanding. He has confessed that he has had little time to keep this up to date of late. I am concerned that these agreements are behind and sympathize with the work load John has with conventions. I am in hopes that administrative steps can be taken to correct this situation.
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)
1st Period Status -- This project bogged down due to a lack of committee or staff resources, as well as cancellation of events where it might have been used, such as Jim Henry's scheduled presentation at the NASPAAM convention in March, and Val Hicks' barbershop history symposium. The project is under continuing review. Val's recent draft of a book on the "Six Roots of Barbershop Harmony" including the Black heritage may be considered for inclusion in an educational presentation with a much wider focus.
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)
1st Period Status -- Action pending the development of a relationship with NASPAAM, as referred to above.
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)
1st Period Status -- Topics in the first reporting period include all of the following: Singing Valentines; Harmony Sweepstakes; planning for performances for Society’s 65th anniversary; working with Boy Scouts; Flag Day & National Pause for the Pledge; Voices of Vision TV series; two quartets qualify for NBC Most Talented Senior final auditions; quartets sing national anthem at NCAA tourneys; September 11 tribute; opportunities to sing for veterans; Singing is Life video use in community.
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)
1st Period Status -- The Events Committee met during May 6-10, 2003 and is prepared to present recommendations for convention sites for the aforementioned years to the Society Board. Completed.
4.1.2 Review and make recommendations, by the Spring Board meeting, the midwinter sites for 2005-2007. (Schneider, Events Committee) (R1)
1st Period Status -- Based upon bids received and proposals made, the midwinter recommendations are Jacksonville, FL for 2005, Sacramento, CA for 2006 and Albuquerque, NM for 2007. Action will need to be taken in Montreal on these recommendations. Following approval, the applicable contracts will be executed.
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)
1st Period Status -- With the help of Thom Hine and Drayton Justice, made physical arrangements for the spring Board Meeting in Atlanta.
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)
1st Period Status -- Begun investigation of various association management systems and have had several vendor contacts so far. Good information from iMIS, a leader in the field, and Microsoft Great Plains Dynamics. Also part of this investigation is how this is impacted by or influences the work on the “Service Center” (5.1.4)
5.1.2 Reorganize Members Only website to better facilitate usability and expansion. Complete by October. (Hoge, Kunath, Lynch) (R2, R3)
1st Period Status -- A few improved means of access have been made, including links from outside Members Only to specific functions, but the bulk of the rebuilding process is yet to begin.
5.1.3 Replace or upgrade existing phone system to meet headquarters requirements. Complete by March. (Hoge) (R1)
1st Period Status -- Completed on Feb 7-9th under budget by about $7000. Staff training completed concurrent with installation. Additional conferencing capabilities added through outside vendor, to be detailed in memo to committee chairs.
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)
1st Period Status -- Upgraded Stellent Content Server to latest release. System documentation is online, and will be upgraded to include security information. Thanks to the concentrated efforts of Linda Neuenfeld, Julie Siepler and Lani Dieter, the total published content on the site has grown by nearly 300 pages, exceeding target of 150 for R1 time frame
Content page count 12/31/02 |
606 |
Content pages added 2003 |
347 |
Total page count |
953 |
Additional content: |
|
Audio files |
194 |
Graphics files |
153 |
Downloadable music files |
87 |
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)
1st Period Status -- Hired Chris Carlson as webmaster / web developer. Chris is working out great and we are continuing to train him on our key systems.
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)
1st Period Status -- Postponed til Q3
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)
1ST Period Status -- As of May 23rd, sales are 16.41% below budget and gross profit is 6.04% below budget. Slow mail order sales volume is the cause the
$13,461 budget variance. Other expenses remain on target. The spring
catalog was mailed in early May and results are coming in. It is too
soon to tell if the mailing of the catalog is a financial success.
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)
1st Period Status -- Several scheduled tours were cancelled so our gross income will be less than planned. The next scheduled trip is the Post-Montreal
cruise. We will anticipate to gross $12,000 from this cruise. We have
added a fund raiser cruise during Thanksgiving to make up for the
earlier cancelled tours. At this point, it is anticipated our income
will be close to our budgeted number and our expenses will be slightly
higher than planned.
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)
1st Period Status -- This initiative planned for introduction at the Montreal Convention, pending contractual approval by SPEBSQSA legal staff. The survey sent to members earlier this year generated 2,189 responses with feedback that suggested overall positive acceptance in the marketplace.
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)
1st Period Status – No activity on this item and none planned since there was no money allocated to this task.
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)
1st Period Status – Report provided in March and next report in process.
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)
1st Period Status -- The Contest Administrator category is conducting an ongoing evaluation of the program. While the program has performed very well to this point, we want to be absolutely sure to correct any “bugs” that
might arise at any time.
This is being monitored by Duane Chambers and Roger Meyer.
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)
1st Period Status -- Steve Plumb oversees this and is on target.
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)
1st Period Status -- Being fulfilled by Category Specialists
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)
1st Period Status -- As of mid-May we have done 114 clinics, reached 4,352 students and 450 teachers.
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)
1st Period Status -- Packets are sent to music educators upon request.
M1.8.1 Implement changes to the Directors College curricula as approved by staff. SCDDC VC-training, Lyne, Rashleigh) (R1, R3)
1st Period Status -- New courses, revised leadership class curriculum and re-designed general Sessions for directors are in place.
M1.8.2 Maintain and promote the director listserv. (SCDDC VC-training, staff) (R1, R3)
1st Period Status -- Ongoing
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)
1st Period Status – no work has been done on this item at the Society level. DVPs are responsible for ensuring their CCs are familiar with district resources and points of contact to assist their chapters.
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)
1st Period Status – See M2.7
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)
1st Period Status – work plan elements 2.6.1 and 2.6.2 were eliminated by action of the Society board some time ago. In regard to this item, it will be included within the context of work focused on enhancing leadership consultations for districts and enhancing the COTS experience per the most recent strategic guidance from the Society Board.
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)
1st Period Status – There has been little activity on this objective since some discussions with the CDD Committee chair at Mid-Winter. We think this specific objective may be better addressed within the revision of the COTS experience.
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)
1st Period Status – In regard to this item, it will be included within the context of new work focused on enhancing leadership consultations for districts and chapters, and enhancing the COTS experience per the most recent strategic guidance from the Society Board.
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)
1st Period Status -- First three issues of 2003 continue at high level of quality. We are particularly proud of the commissioned stories on Oversinging (January), YMIH (March), Grants (March), Performance Packaging (May), and the uniformly high-quality of the Harmony How-To columns. All are directly attributable to a more focused, enterprise approach to our features, with Editor Lorin May working closely with staff and contributors before the story is written to ensure readability and relevance. Lorin renegotiated our pricing structure with our printer to cut costs, saving approximately 15% on the March and May issues, while at the same time, moving to full-color on every page.
We anticipate testing a different printer for the July issue, to create further competition for our printing business. Having contained printing costs, we are now entertaining bids from ad sales reps. From 25 Requests for Proposals submitted, we have received 4 serious responses which have been evaluated by Lorin, Frank and Brian. Upfront costs and guarantees have not made the business model terribly attractive, but the potential upside seems high enough to warrant the risk.
Archival material from 1990-present is being added to the web site, approximately 150 pages to date.
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.
1st Period Status – Re:Members was not published in February. The delay was primarily due to the resignation of Russ Mauch as Chairman of the Membership Development Committee. New Chairman Brian O'Leary is restructuring the delivery dates for Re:Members and will have that for the June 21, 2003 committee meeting.
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)
1st Period Status -- Several VA facilities have requested regular, recurring performances by quartets; contact information has been provided to facilities in Missouri, Montana, Colorado, Virginia, South Carolina, Nevada, Oklahoma and Washington. Reed Sampson has been invited to attend a planning meeting later in the year with Hugh Brooks. The Society continues to be the lead organization within PAVE. Activities are currently on hold while Brooks recuperates from hip-replacement surgery.
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)
1st Period Status -- This initiative has been turned over to YMIH and is being promulgated through COTS. It has already received favorable mention through articles and notices in the Harmonizer. No reports of successful implementation have been made.
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)
1st Period Status -- This program has been signally unsuccessful. Three reminders were sent to YMIH, the Diversity Task Force and World Harmony Council. Follow-up phone calls revealed that no one had plans to use these registrations and were more likely to be seeking high profile seats to use in their efforts at promotion.
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)
1st Period Status -- March issue carried notice of new grants made by Foundation. May issue carried twenty page report from Foundation on use of funds, testimonials from donors and trustees, and complete donor list.
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)
1st Period Status -- Design by June a 2003 traveling exhibit of the Vikings
Complete: Vikings exhibit was displayed at midwinter. Arrangements have been made for display at Montreal.
M3.8.2 Enter artifact donation inventory in the new museum accession computer database. (Archivist) (R1, R3)
1st Period Status -- Ongoing: Curator Dorothy Reuter is assisted by volunteer intern Derek Rivers. Primary focus has been bringing entire accessions file up to date; backlog has been eliminated. With much of the Museum going into storage during the move out of Harmony Hall, we are likely before migrating to PastPerfect.
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)
1st Period Status – Started: Content identified and initial training undertaken. With much editing of museum content still to be done, it is better to edit while migrating than to migrate erroneous information. New materials added to the History section include Trivia Questions, O.C. Cash book, Deac Martin tribute, updates to International Conventions And Champions
M3.8.4 Update Honorary Member display in museum by June. (Archivist) (R1, R3)
1st Period Status – Complete: Sherrill Milnes exhibit is now on display.
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)
1st Period Status -- Ongoing: There are to date three Oral Histories being transcribed, and eight more still in process. After that, 25 more in queue.
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)
1st Period Status -- Ongoing: Jack continues to digitize audio files (more than 2300 files, more than 13 gigabytes in raw format) and enter the data into a spreadsheet.
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)
1st Period Status -- Ongoing: See above
M3.8.8 Make available through Society website O.C. Cash articles by July 2003. (Archivist, Siepler, Lynch) (R1, R3)
1st Period Status -- COMPLETE: Posted 5/9/03 under Who We Are > History > Collected writings of O. C. Cash. The initial print run of 100 copies is half sold; proceeds are to go to the Dave Stevens Memorial Fund…
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)
1st Period Status -- This is an ongoing activity, but will be winding down as the headquarters is moved to Sheridan Road. This will be dependent on the space available.
M3.8.10 Moving /storage Strategy - (NOT IN WORKPLAN, BUT WORTHY AND IMPORTANT)
1st Period Status -- The prospect of vacating Harmony Hall presents unique challenges for the Museum. Most research regarding the move has been handled by the Task Force Committee member Dan Waselchuk. It was estimated that it will take 3 to 5 months to prepare the Museum for moving, given the current working hours of the curator and her present duties, .Working two days a week, 16 hours. The Kenosha Public Museum and its staff offered advice on how best to implement the move. The 2004 Museum budget includes an addition of a digital camera/photography set up to document record jackets, photos, convention items and other materials into Past Perfect / Virtual Library data base.
M3.9.1 M&PR will serve as a marketing conduit between MENC/ACDC and SPEBSQSA. (M&PR) (R1, R3)
1st Period Status -- This is an ongoing activity.
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)
1st Period Status -- Planning is on time for a successful convention in Montreal. The registrations to date exceed 9,400 (about 800 ahead of last year). Major events, in addition to the contest sessions, include the Harmony Foundation Show, the World Harmony Jamboree and the College Quartet Contest. Tours are being purchased in record numbers. All indications point to a successful and profitable convention. A complete listing of the convention schedule may be found on the Society web page.
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)
1st Period Status -- Midwinter - Registrations for Albuquerque totaled 950. Tours were very well received and enjoyed by all, including those that went on balloon rides. The convenience of the venue to the headquarters hotel was applauded and, of course, the most talked about and exciting happening of the entire week was the winner of the Seniors Quartet Contest.. the Barons from the Cardinal District (shameless PR by the baritone).
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)
1st Period Status – Continuing
5. Finance and Administration
M5.2 Develop and maintain efficient financial accounting and control systems. (R1, R3)
1st Period Status: The 2002 audit has been completed with the understanding that the agreement between the Society and the Foundation concerning the SPEBSQSA Program fund will be agreed to in the revision that Jim Warner provided. This will be a board topic in Montreal.
For 2003, monthly reports are being prepared for internal usage; the first quarter report was sent to the board etc. A May financial report will be provided prior to Montreal.
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)
1st Period Status -- District Convention shops generated $35,927.36 in gross profit, $243 over 2002 spring shops. The better news is our net profit of $11,260 ($1,987 over 2002). The spring catalog went out 1 week later than expected due to problems with the color proofs from our graphic designer. Sales have been brisk with orders from the new catalog and we are hoping to recoup our early '03 losses. Father's Day gift sales have been particularly strong.
Bi-weekly or monthly emails to all members and active non-members promoting specials or new products has not been utilized as much as is necessary; 1: due to time constraints and 2: over-saturation of all-member emails. Regarding the latter, we have had problems getting the "okay" to send all-member mailings because another mailing has been scheduled within a week or two. Because the Marketplace mailings are considered "spam," we must limit our email promotions. LiveWire, The Harmonizer and emails to individual chapter officers are used as much as possible.
M6.1.2 Monitor and report on investment activities three times annually. (Investment Advisory Committee, Santarelli) (R1, R3)
EXECUTIVE SUMMARY INVESTMENT
The Investment Advisory Committee had its regular quarterly conference call on April 17. We reviewed the first quarter financial statements, and found our asset allocation to be in line with Society guidelines.
Following a discussion during the call and email follow-up, we have added an additional mutual fund to our portfolio, and rebalanced the existing funds to leave the equity portion the same. The new fund is “Income Fund of America” and owns primarily common stocks that pay higher than usual dividends. The committee feels that in this low interest rate environment, dividends will be important, and in addition, we feel that the proposed tax break on dividends has a decent chance of passing Congress.
The last ten weeks in the markets have provided some much needed relief to our investment portfolios. Hopefully we have the bear market behind us!
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)
1st Period Status – No specific work has taken place in regard to this work plan element during this period. However, discussions with the Governance and Management Task Force have provided opportunities to explore alternative means of ensuring a steady supply of qualified and interested men to fill leadership and management positions at all levels of the Society. We believe these discussions will be reflected the Task Force report.
M7.3.1 Finalize a review of the current contingency fund managerial processes and determine what processes will be used going forward. (R1, R3)
1st Period Status – Currently the Contingency Fund is $850,000; plans are to review what would be required for the fund later this year.
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