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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
1. VALUES
As we plan for the future of our Barbershop Society, we are guided by the knowledge that singing songs in the Barbershop style and enjoying fellowship with Barbershoppers worldwide give real value to a man’s life and times.
We believe that active membership in SPEBSQSA and the following values are intertwined:
- That singing music, especially barbershop harmony, enriches life.
- That Barbershoppers are friendly men of good will.
- That Society membership provides a very special place for men of diverse backgrounds to share their love and generosity.
- That work toward goals at quartet, chapter, district and Society levels allow for authentic human interactions for men to grow in music, administrative and leadership skills.
- That the joy of self-expression and fulfillment is a natural extension of active participation in the Society.
We also believe that these values extend beyond the Barbershopper and can, indeed, enrich family and community life.
2. VISION
"The Society is to be an ever-growing fraternity of barbershop-style singers, leading the cause of encouraging vocal music in our schools and communities."
3. MISSIONS
- The Musical Experience
- Membership and Support Services
- Image
- Events
- Finance and Administration
- Revenue Enhancement
- Governance and Organizational Management
Mission 1: The Musical Experience
Mission
Provide music, education, a competition system and necessary support to perpetuate the barbershop style, while satisfying the needs of a wide range of age and skill levels.
Major Thrust
Ensure that every current and prospective member has the opportunity for a satisfying barbershop experience in chapter meetings and participating musically in quartets or choruses or both.
Strategies
1.1 Publish a wide variety of barbershop music.
EXECUTIVE SUMMARY MUSIC & PERFORMANCE
- There is concern on the part of the Committee and the Music Publications Subcommittee that a decision was taken to reduce the number of songs to be published by the Society. Income from published music comes primarily from newly published songs. Unpublished arrangements do not, in many cases, meet the Society’s high standards for published material. It is impossible to meet the diverse music needs of the Society and its need for new material when publishing only 6 arrangements per year.
- Although it is not M&P’s responsibility to report on the Music Man program, we have concerns that the two pilot Districts are at this point working with a total of just three choruses. We feel that this may fail to provide a sufficient basis for designing a chorus coaching program that will be used throughout the Society in the years to come.
- We have come to recognize that the relationship between quartets and choruses in the Society needs building in many places. Choruses often feel abandoned by their quartetting members and quartets often feel unsupported by the choruses to which they belong. We feel it important to encourage choruses and their member quartets to strengthen their interdependence and appreciate each other’s contributions more highly. We hope to promote the idea that each has much to give the other in terms of public relations, the education of both parties, opportunities for performance, and the enhancement of fellowship and encouragement among our members.
1.1.1 Revise the Music Premier Program to include 6 new songs to all subscribers and the most recent release only as a promotion to quartet contact men for newly formed quartets. Release date will be June. (Music Publications Sub-Committee of the M&P Committee, Liles, M&PR Committee) (December) (R2, R3)
1.1.2 Develop arrangements of two multicultural songs that are suitable for audiences with diversity in membership, and a plan for promotion and distribution. These two songs are to be included in the six (6) Music Premier songs published annually. (Music Publications Sub-Committee, Liles, M&PR) (R1, R2, R3)
1st Period Status – For Music Premier, Feliz Navidad and either Hush or Swing Low, Swing Down Chariot will be published. In addition a Free and Easy offering of De Colores will be published.
1.1.3 Initiate an ongoing review of barbershop songs and material that may be considered offensive by some in today's sensitive environment, and provide an updated set of guidelines for choruses and quartets. (M&P, Lyne) (R1, R2, R3)
1st Period Status -- This issue has been widely discussed and a response is being formulated. In some significant ways, published music is always put through the then current set of filters for suitability and either altered, if possible, or rejected for publication. Guidelines for quartets and choruses based on their particular performance situations and local sensibilities will be made available.
Holding any action pending a meeting next week of Dan Washington of this Task Force and Orville Wright, president of the National Association for the Study and Performance of African American Music (NASPAAM). Mr. Wright has expressed a desire for our organizations to work together toward encouragement of vocal music in inner-city environments with the inclusion of the barbershop style. We anticipate seeking the advice and input of this key body regarding the sensitivity issue.
1.1.4 Market Society music publications through all available Society media. These publications can be purchased by the Districts for music reading and general sessions at Society schools with the goal of improving sales of Society music by 10%. (M&P Committee, DVP's M&P, M&PR Committee, Liles) (December) (R1, R3)
1st Period Status -- The M&P Committee has been using email to promote the use of Society music and will be using the big screen at International to do so. Districts report the promotion of society music as they use it at conventions, contests and schools and also promote society music in their District bulletins.
1.2 Provide instructional opportunities and educational materials that promote and perpetuate satisfying singing and performing in, and an understanding of, the barbershop style.
1.2.1 Arrange for the production of a "kids' album" of songs, tailored to preschool or elementary school-age audiences, featuring barbershop groups. (MCTF, M&PR) (R1, R2, R3)
1st Period Status -- Following the expression of interest by the AIC in producing such an album, Kenny Hatton of this Task Force has been in contact with the Hal Leonard organization regarding their possible role in fronting the production of an "interactive music game for kids" featuring barbershop. No commitment yet.
1.2.2 Provide instruction to at least 475 Harmony College students and 125 Directors College students, including a minimum of 50 first-time directors at Directors College. (Lyne) (August) (R1, R2)
1st Period Status -- As of May 21 there are 251 students enrolled in Harmony College and 99 directors enrolled in Directors College.
1.2.3 Provide instruction in every district at District Harmony Education schools and receive feedback from participants as to satisfaction in the instruction and learning they have experienced. Reach or maintain an average satisfaction rating of 4 out of 5 at each District School. (DVP's M&P, M&P Committee) (December) (R2, R3)
1.2.4 In planning Music Staff visits to Districts, apportion their time so that over a two year period, about half of their contact time is spent with chapters engaged in teaching strategies for the enrichment of chapter activities. Obtain follow-up reports from visited chapters as to improvements that they make to the running of their chapter meetings. (Staff Music Specialists, DVPs M&P, Lyne, M&P Committee) (December) (R3)
1.2.5 Market the Society’s music education resources to all Society chapters, increasing sales of educational materials by 10%. (Vice Chair Music Education of the M&P Committee, M&PR Committee, DVP's M&P) (December) (R1, R2, R3)
1st Period Status -- Music education resources are being advertised by email by the M&P Committee and will be advertised on the big screen at International. Districts are promoting them at Convention, Contests and schools with displays and presentations, on their web sites, in District bulletins and by email to chapter M&P VPs.
1.2.6 Produce a video on basic personal performance skills in 2003. The video will include instruction in body posture, proper use of facial expression, rhythmic movement, audience contact, performing from the heart and other appropriate personal performance skills. It will be suitable for use as a teaching tool for quartets and choruses, and particularly for new members who need a grounding in the performance skills needed to participate fully as a performer in barbershop ensembles. (M&P Committee, C&J Committee, DeBusman) (December) (R1, R2, R3)
1st Period Status -- Metropolis has agreed to feature in the performance video to be produced in Vancouver in July. The script is in second draft and production arrangements are being finalized.
1.2.7 Support Education Resource Groups in continuing to make educational resources available via the Society website. Increase available educational resources by 50%. Work towards a user satisfaction level of 4 out of 5. (Vice Chair Music Education of the M&P Committee, Lynch) (December) (R1, R2, R3)
1st Period Status -- Educational resources are taking a more significant place on the Society web site. The search engine fully supports easy searches for educational materials. The capability to provide opportunities for users to rate the usefulness of materials is now available and will soon be put in place.
1.2.8 Investigate the state of District M&P coaches' development in the Society, develop a plan to improve and increase the availability and quality of coaching available to District quartets and choruses, and begin to implement the plan. (Vice Chair Music Education of the M&P Committee, M&P DVPs) (December) (R3)
1.3 Teach and strive for consistently improving quality of public performances by Society groups.
1.3.1 Establish a Board of Review for the Standing Ovation Program with the mandate to support the recruitment and training of reviewers and promote the use of Standing Ovation to all quartets and choruses in all Districts. (Vice Chair Coaching and Performance Evaluation of the M&P Committee, DVP's M&P) (June) (R2)
1.3.2 Through good marketing, the training of adequate numbers of positive reviewers, a focus on encouragement, and close follow-up, improve the Society-wide use of SOP by 25% over 2002. (DVPs M&P, Vice Chair Coaching and Performance Evaluation of the M&P Committee, DeBusman and M&PR Committee) (December) (R1, R2, R3)
1st Period Status -- Over 60 SOP reviews have been reported this year and many others are planned. We are encouraging all District M&P VPs to institute in their Districts a procedure whereby Chapter show registrations automatically result in an offer of an SOP review. Some Districts have this in place and others are in the process of doing so.
1.3.3 Finalize, design and test market the Music Man program wherein volunteer music coaches are reimbursed expenses (by the Society during the pilot) to regularly visit assigned chapters in their district with the goal to improve performance skills. Make recommendations to the Board for a 2004 program by June 1. (M&PR, M&P, DVPs of M&PR and M&P) (R1, R2)
1st Period Status – A report is being delivered under separate cover.
1.4 Provide programs, methods, materials and support to districts and chapters to promote more activities that encourage the formation and development of quartets.
1.4.1 Provide coaching to 25 quartets at Harmony College. (Lyne) (August) (R1, R2)
1st Period Status -- As of May 21 there are 24 quartets registered for Harmony College.
1.4.2 Conduct a Top Gun school for top quartets in each District. Work toward an average satisfaction level of 4 out of 5 from each District. (Vice Chair Coaching and Performance Evaluation of the M&P Committee, DVP-M&P) (December) (R1, R2, R3)
1st Period Status -- Twelve Districts have held their Top Gun schools. Nine Districts reported the satisfaction levels of the participants with an average of 4.52 out of 5 (90%).Another will occur in November and three Districts, FWD, RMD and SUN have no definite plans for TGS this year.
1.4.3 Develop an Intensive Quartet Training (IQT) program for quartets aspiring to District champion and International competitor status. Work toward the establishment of IQT in at least half of the Society's Districts this year and report satisfaction levels of each school. (Vice Chair Coaching and Performance Evaluation of the M&P Committee, DVPs M&P) (December) (R1, R2, R3)
1st Period Status -- Twelve Districts have planned IQT events, most during the summer months. NED has alternate coaching plans, JAD has cancelled their school due to lack of interest in participating and ONT and PIO have not planned IQT events.
1.4.4 Develop and promote activities for quartet promotion for use at Society conventions and festivals, including the IQ promotion that has been in use over the past year. Track and report the use of the activities at Society events. (M&P Chairmen for Quartet Support, M&P Committee, DVPs M&P, Events, DeBusman) (December) (R1, R2, R3)
1st Period Status -- Six Districts have used or definitely plan to use the IQ promotion this year so far. Districts also report the use of Singalongs, informal contests, grandfather/father/son choruses and tag or woodshed events that are used to promote quartetting.
1.4.5 Establish and promote the establishment of web-based quartet resources, including Internet Coaching and a Quartet Graphics Design Resources for the development of quartet promotional materials, advertisements, flyers, etc. Track and report levels of use of these resources by Society Quartets. (M&P Chairmen for Quartet Support, M&P Committee, DVPs M&P, DeBusman) (December) (R3)
1.4.6 Institute a system of Quartet Promotion Chapter Ranking to raise awareness of the need for quartet promotion and support in the Society’s Chapters and to promote the use of quartets in chapter programs, education, shows and recreation. (M&P Chairmen for Quartet Support, M&P Committee, DVPs M&P, DeBusman) (December) (R1, R2, R3)
1st The M&P Committee will soon be investigating various ways in which quartets can be encouraged and recognized for contributions to the education and promotion of their chapters.
The Committee feels that chapter ranking may not be the best tool for this and will suggest other approaches. Suggestions will be sent to District and Chapter VPs of M&P. We suggest that this work plan item be rewritten to say:
1.5 Maintain a competition system that fosters the joy of singing and performing in, and an understanding of, the barbershop quartet style.
EXECUTIVE SUMMARY CONTEST & JUDGING
Ø The Society Board accepted the recommendations of the C&J Committee at the winter convention meetings this past January/
Ø While there are still a small number of contests to be completed, we have had a most successful contest season this spring.
Ø We are continuing cooperative work with the Music and Performance Committee to develop a basic training video for all use as a resource for all Society members.
Ø The C&J Committee is currently involved in researching for evaluation and recommendation the following projects:
o Inviting all choruses scoring in the “A” level to the international competition
o Using a set number of risers for the international stage (11)
o Improving the staging/sound/lighting for the international stage and setting guidelines for districts to use
o Improving and perhaps standardizing venue selection and set-up (within reasonable parameters)
1.5.1 Complete the production of two new C&J training tapes by July 1 and two more by December 2003. (Foris, C&J Committee) (R2, R3)
1ST Period Status -- Roger Foris has completed the taping of two contests held during this spring contest season and coordinated with Steve Plumb to begin evaluating and editing these new training tapes.
1.5.2 Conduct the annual applicant category school in August for training of applicants and screening of potential candidates as necessary. (C&J Committee) (R2)
1.5.3 Prepare and submit final article (Contest Administrator) to The Harmonizer on changes in the scoring program, procedures and operation of the contest system by April. (C&J Committee) (R1)
1st Period Status -- Chuck Hunter, past CA Specialist, and Lorin May have been Coordinating this effort. The article has been completed and is in Lorin’s hands for future publication.
1.5.4 Conduct division and district contests in every district through October, with at least one chorus that had not competed in 2001 competing or performing (without published scoring) in each division and district contest. (C&J Committee and all DVPs C&J) (No Report)
1.5.5 By December, work with M&P Committee to integrate Show Package/Standing Ovation education program into an education program available to all Barbershoppers. (C&J Committee, M&P Committee) (R2)
1.5.6 Create a recognition-based additional award system for chorus and quartet competitors at the international contest by June, 2003. (Lyne, C&J Committee, Events Committee) (R1, R2, R3)
1.5.7 Publish New Directions in February, June, August and December. This publication is to be communicated to the judging community via electronic means. (C&J Committee) [R1, R2, R3]
1st Period Status -- The February issue was released on March 1, 2003 with excellent reviews.
1.5.8 Prepare a database of potential applicants to the judging program be December to fulfill future needs. (C&J Committee, DVPs of C&J) [R1, R2, R3]
1st Period Status -- Reports from the DVPs of C&J indicate that our database of names for potential applicants to the program stands at 46. This is an excellent number at this time.
1.5.9 By December, work with the M&P Committee to integrate a Show Package/Standing
Ovation education program into an educational program available to all barbershoppers. (C&J Committee, M&P Committee) [R1, R2, R3]
1st Period Status -- There has been little progress on this item. It appears that many judges are not enthusiastic about this project and the C&J Committee is considering another avenue that might create more interest.
1.5.10 Create a recognition-based additional award system for chorus and quartet competitors at the international contest by June, 2003. (Lyne, C&J Committee, Events Committee) [R1, R2, R3]
1st Period Status -- Discussions with the three responsible agencies mentioned above have been completed and the C&J Committee will present its award system prior to the international contest.
1.6 Identify, develop, and provide Society- and district-supported opportunities for students and music educators to learn about available tools for introducing, maintaining, and supporting barbershop singing in our educational institutions and programs. Support youth outreach efforts by providing YMIH training and educational resources and materials to Society and district leaders.
EXECUTIVE SUMMARY YOUNG MEN IN HARMONY
There has been a significant increase in number of large events held around the Society. Festivals and camps of all kinds are becoming very popular, and very well done. The completion of the 5-year plan launches us in some very exciting directions, all of which support the great things we’re doing now. The concerns we will be discussing in Montreal include the low number of Music Educators attending Directors’ College, addressing the enrollment in the CBQC.
1.6.1 Explore, design and implement improved marketing strategies for enhanced promotion of the YMIH elements of the MBNA America CBQC, HX Camps, Harmony College/Directors College, MENC/ACDA demonstrations and YMIH website. This will include systematic development of advertising strategies for ACDA and MENC publications. (YMIH Committee, Spencer, DeBusman, Marketing and PR Committee, DVPs M&PR, DVPs YMIH) Completion: Q3 (R1, R2)
1ST Period Status -- Completed. Ads were placed in MENC’s Teaching Music and Music Educators Journal , and ACDA’s Choral Journal, including a joint ad with Lee University featuring 4 Voices. The ads focused on several facets of YMIH including CBQC, Music Educators Education, HX Camps, etc. The Society also advertised in the conference guides in which it exhibited. Several Districts report increased marketing of YMIH events through various media.
A very well written article by Gary Plaag was the main feature of a recent Harmonizer. We will be working with Marketing and PR Committee for next year’s advertising.
1.6.2 Continue development of a 5-year YMIH Committee strategic plan including development of infrastructure to support and maintain college festivals and other initiatives aimed at providing greater exposure of barbershop harmony to the under 25 male population. (YMIH Committee, YMIH 5-year Plan Subcommittee, Spencer) Completion: July, 2003 (R1)
1st Period Status -- Completed. The 5 year plan was revised after Midwinter and re-submitted to the board for review. It was used in the creation of the 2004-05 Workplan.
1.6.3 Develop and maintain a YMIH website, in accordance with the current standards and philosophies of the Society's E-Strategist, heavily dependent on input from DVPs YMIH regarding scheduled events and opportunities in each district. (YMIH Committee, Lynch, DVPs YMIH, Spencer) Completion: Q3 (R3)
1st Period Status -- Gary Plaag continues to update the articles and information available on the Society website regarding YMIH. Many districts report creation of their own websites as well, the FWD has one that chapter YMIH VPs can update with information about upcoming events
1.6.4 Promote and manage the MBNA America Collegiate Barbershop Quartet Contest and offer assistance to districts for preliminary contests, involving at least 64 quartets. CBQC events will be promoted through early year CBQC mailings to American and Canadian colleges and universities, advertisements in music educator journals and publications, promotion at music educator conventions, as well as advertisement and promotion at COTS events, district HEP schools, The Harmonizer, YMIH website and e-newsletter, UPDATE and other Society broadcast and print publications. (DeBusman, Spencer, YMIH Committee in coordination with DVPs YMIH) Completion: Q3 (R1, R2)
1st Period Status -- Two separate mailings were sent out to colleges and universities in the United States and Canada. There were 44 quartets competing this year at the prelims level. DVPs are taking more ownership of the project’s promotion and support, for the most part. NED created a list of available coaches and provided coaching for most of their entrants, and developed their own publicity.
1.6.5 Manage at least five (5) Harmony Explosion Camps (events of at least 2.5 days in duration, with Harmony Foundation support) at separate sites, with total participation reaching at least 550 high school participants and 60 music educators. Camps will be promoted at COTS events, district HEP schools, through district newsletters, and through Society publications and the YMIH website. (Spencer, DeBusman, Rashleigh, DVPs YMIH) Completion: Q3 (R1, R2, R3)
1st Period Status -- 6 Society/Harmony Foundation HX Camps are planned for this year (CAR, LOL, NED, SLD, SUN, SWD), as well as 8 district-run camps (DIX, FWD(2), JAD, MAD, RMD (2), SWD). Districts are moving toward a more independent approach to the camps, relying heavily on local barbershop chapters/individuals for support.
1.6.6 Enroll at least sixteen (16) non-Society music educators, at least one from each district, in the Harmony College "music educators track" course. Assure the attendance of at least one official of MENC or ACDA at Harmony College. This will be promoted through DVPs YMIH and chapter YMIH coordinators/chairmen in direct contact with music educators. (DVPs YMIH, Spencer, DeBusman, Rashleigh) Completion: Q3 (R2)
1st Period Status -- Districts report 5 educators attending this summer. (DIX, NED, RMD (2), SUN) As the school year ends and teachers have a better idea of their summer plans, this number will most likely increase.
1.6.7 Conduct at least two YMIH activities (clinics, festivals, workshops, demonstrations, contest, Youth Harmony Camps of two or more days) in each district. Events will be promoted by DVPs YMIH in each district as well as through YMIH website and data feeds to district newsletters. (DVPs YMIH, DVPs Events, YMIH Committee, Marketing & PR Committee, Spencer) Completion: Q4 (R1, R2, R3)
1st Period Status -- Most districts reports more than this, usually between 4 and 6 events. YMIH DVPs are taking more ownership and promoting their events better at the local level; more chapters are coming on board.
1.6.8 Produce three (3) YMIH e-newsletters for inclusion on YMIH website, as well as e-mail distribution to interested music educators, students, and members. Newsletter will be promoted during Music Specialist visits to schools and music educator conventions, YMIH website, COTS events, district HEP schools, Harmony College/Directors College, UPDATE, The Harmonizer, and district and chapter newsletters. (YMIH Committee, Spencer, DVPs YMIH) Issues completed: Q2, Q3, Q4. (R1, R2, R3)
1st Period Status -- In progress. Duane Lawson of the YMIH Committee has begun work on this project, and seeks to distribute the first one as soon as possible.
1.7 Effectively follow up benefits from music staff visits to schools and clinics.
1.7.1 Evaluate the results of feedback evaluations requested of music educators and administrators following Music Specialist visits to schools and clinics in all districts, and employ follow-up procedures to enable cost-benefit analysis of such visits, as well as initiating required changes to ensure a quality product is being provided. (YMIH Committee, Spencer) Completion: Q4 (R3)
1st Period Status -- Staff evaluations are extremely positive. More training at the district/chapter level is still needed for coordination of the staff visits at the local level. This training / COTS issue will be discussed at International.
1.8 Recruit, train and educate chorus directors to increase the quality of the Society's musical product while satisfying members' needs.
EXECUTIVE SUMMARY CHORUS DIRECTOR
1. It is a pleasure to report that the CDDC members and staff support personnel are very dedicated and conscientious within their individual areas of responsibility.
2. The VP’s of CDD are enthusiastically active in achieving the society objectives and many have extensive and ambitious workplans filed with their districts. Creative efforts are in action to bring about recognition, education and training opportunities for our directors.
3. As a new chair of the committee the learning curve has been steep for me but things appear to be in order.
4. The new initiatives for development of workplans for 2004 and 2005 have upped the time commitment but such long range planning is welcome and initiates focused efforts over a longer period of time.
5. Ontario District VPCDD has had to step down due to personal reasons. Ted Devonshire is actively seeking a replacement.
6. Personal visits with directors from El Paso to Jacksonville during the first quarter reinforces the appreciation of the directors for the programs offered. Conversations and observations reinforce the need for developing a strong Associate, assistant director training program.
7. A new course for leadership has been developed for Directors College for presentation to all first time attendees. Courses for the leadership team and How to teach what you know are developed for Harmony college students.
1.8.1 Award 75 full-tuition scholarships to first-time front-line directors attending Directors College 2003, 40 funded by the Society and 35 from outside sources. (CDD VC-training, SBOD, Rashleigh) (R2)
1st Period Status -- Scholarships have been awarded to 75 applicants to attend Directors College in July 2003. The distribution was based on the number of chapters in each district. The successful first time front line directors have been contacted. The number of applicants matched the number of scholarships. In the future some scholarships may be awarded based on “need”. The criteria will be developed based on joint discussions with DP’s and CDDC, and VP’s of CDD).
1.8.2 Conduct certification training for 10 CDWI-1 and 10 CDWI-II trainer candidates by September. (CDD VC-CDWI, Rashleigh) (R3)
1st Period Status -- A successful training seminar was held in Kenosha in Feb and three new trainers have been added to the roster.
1.8.3 Continue to evaluate the CDWI-3 (The Next Level) program and determine its feasibility by year's end. (CDD VC-CDWI, Rashleigh) (R3)
1st Period Status -- This program is ongoing at the present time.
1.8.4 Conduct 30 CDWI (Level I and II) seminars to reach 135 chorus directors by year's end. (CDD VC-CDWI) (R2, R3)
1st Period Status -- Successful CDWI’s have been conducted in a number of districts and continue to receive a satisfaction rating of +90% from the directors and the choruses acting as hosts. 2 CDWI’s were cancelled due to weather and death of a family member of one of the trainers. They are being rescheduled to later dates.
1.8.5 Promote and manage the Chorus Director certification program and expand the total enrollment in the program to 300 by year's end. (CDD VC-certification) (R3)
1st Period Status -- Directors are continuing to enter and complete the certification program. A number of districts are presenting these awards at district events to raise the profile of the program and these directors who are ongoing in their education and commitment to the society and their chapters.
1.8.6 Edit, update, and post to the website by June, the guide to aid chapters when searching for a director. (CDD VC-recruiting) (R2)
1st Period Status -- Completed
1.8.7 Begin to publish and distribute "Direct-ly Involved" only electronically. (CDD, Spencer) (No Report)
1st Period Status -- Completed
1.8.8 Rework, maintain, and expand the directors portion of the Society website by June. (CDD VC-training, Lynch) (R1, R2)
1st Period Status -- Ongoing
Mission 2: Membership and Support Services
Mission
Develop and conduct membership recruitment, retention, and extension programs, and satisfy members' and chapters' needs for education, requests for services and products in a timely manner.
Major Thrust
Be a Society whose membership grows at least one percent per year and provides singing, performing and fraternal opportunities that attract and retain a diverse, younger and vitally active membership.
Strategies
2.1 Plan, design, promote and supervise implementation of, and teach methodologies for, aggressive, broad-based recruitment and focused new member orientation initiatives.
2.1.1 Recruit at least 3,900 new and reinstated members in 2003 as agreed to at the Forum.
CSD 275, DIX 237, EVG 258, FWD 430, ILL 162, CAR 123, JAD 302, LOL 271, PIO 151, MAD 514, NED 272, ONT 182, SLD 130, SWD 227, SUN 227, RMD 163. (DVPs MS, Nau, Bek, MS Committee) (R1, R2, R3)
Promotion: DVPs of MS in each district will be the principle leaders of the task, ensuring that communications to the chapters within their districts take place through district publications and the planning of Society MS personnel visitations. To facilitate the visits, the DVPs will be trained to use the planning forms developed in the 2002 Work Plan at the 2002 Leadership Forum. Emphasis in recruiting will center on the soon-to-be-developed interim recruiting program (see 2.1.5) and continued deployment of United We Sing.
1st Period Status – As of April 30, 2003, the Society has taken in 1375 new and reinstated members, 35.3% of its goal of 3,900. The Society shows a loss of 533 members from April 30, 2002, to April, 2003, and there is a large number of late renewals being observed each month. It is possible that a continuation of this trend of late renewals will counteract some of the severe losses.
The districts show the following results:
District New Goal Pct.
CSD 97 275 35.3%
DIX 76 237 32.1
EVG 119 258 46.1
FWD 120 430 27.9
ILL 60 162 37.0
CAR 41 123 33.3
JAD 68 302 22.5
LOL 65 271 24.0
PIO 45 151 29.8
MAD 141 514 27.4
NED 96 272 35.3
ONT 52 182 28.6
SLD 21 130 16.2
SWD 91 227 40.1
SUN 49 227 21.6
RMD 31 163 19.0
Traditionally, the largest number of new and reinstated members occurs in the first four months of the year. This would tend to indicated that we are markedly behind on our recruiting efforts.
During the first quarter of 2003, Chairman Russ Mauch resigned and was replaced as chair of the membership development committee by Brian O’Leary. John Marshall was added to the committee at the same time. During the month of March, Brian O’Leary traveled to Kenosha for three days of meetings and planning sessions to both indoctrinate himself and to focus attention on the work plan for the balance of 2003. We are a bit behind, but expect to catch up by the end of the year.
2.1.2 Conduct membership Roadshows to educate and inspire members to recruit, while demonstrating recruiting techniques for the host chapter. (Nau, DVPs MS) (R1, R2, R3)
Promotion: These inter-chapter meetings will be held to show members how to avail themselves of the already vast resources contained on the Society web site. They will consist of inter-active demonstrations and information sharing. The Man-of-Note program will be revisited and promoted. There will be 12 weeks of Roadshows which will also include daytime recruiting/training for specific host chapters by Society staff.
1st Period Status -- Pioneer District sponsored the first Membership Summit, an all-day version of the Roadshow, in early January in conjunction with its COTS. Brian Dunckel did an outstanding job of bringing together the membership leaders of the district while the district picked up all the expenses. Recruiting techniques were taught, some problem solving exercises were given to the attendees and everyone was asked to commit to the goals of the district. Brian also provided some incentives for meeting those goals.
Other Summits have been held with similar successes in Ontario, Seneca Land, Land O’ Lakes (two Wisconsin divisions), Northeastern and Johnny Appleseed. The turnouts have been good and the real successes of any of the Summits is yet to be realized and will require constant follow-up by the DVP’s of MD in each district. Summits are currently scheduled for Mid-Atlantic, Sunshine and Land O’ Lakes in the Twin Cities area.
2.1.3 Launch associate membership program. (MS committee, Nau, Bek) (April 2003) (R1)
1st Period Status -- At the March meeting of the Board, the associate membership program was removed from the membership development committee and re-directed to Harmony Foundation.
2.1.4 Present the new recruiting videotape and the PowerPoint recruiting and orientation class at every available district-sponsored event in every district in 2003. (DVPs MS, MS Committee) (R1, R2, R3)
Promotion: DVPs of MS will be trained and encouraged at the 2002 Leadership Forum to plan, promote and execute these classes throughout their districts. The recruiting and orientation PowerPoint presentation is a self-contained, instructive tool that will be used to help the chapters prepare their own recruiting and orientation programs. The recruiting videotape will be shown, and chapter members will be trained how to use the videotape to recruit more members. Additionally, members will be shown how to use the videotape to open the doors to new communities for new barbershop chapters.
1st Period Status -- The videotape “Singing Is Life” has been shown at a variety of membership conferences at Spring Prelims, Summits and various chapter meetings. Sales of the video (now available in DVD as well) indicate that it is very popular and is being used by many chapters.
The Power Point presentation is available on the Society web site and has been used by nearly all the districts in some presentation or another at COTS, Spring Prelims, and Summits or by chapter counselors.
2.1.5 Develop and implement a short-term membership campaign while the Music Man chapter support concept is fully developed. (MS Committee, Nau, Bek, DVPs MS) (Developed by February 15, 2003) (R1, R2, R3)
Promotion: A simple, easy to implement program will be developed by the MS Committee at the Midwinter convention to provide a stop-gap measure while the IPT fully develops the Music Man concept for roll-out in 2004. Part of the campaign will include dissemination of the AIC’s CD entitled All the Best as a free sample to prospective members. This campaign will be introduced using spring conventions, Roadshows, Re:Members and DVP’s of MS newsletters to their respective chapters.
1st Period Status -- This is an area that has been affected most by the resignation of Russ Mauch. We are behind and continue to wrestle with the concept of a membership campaign that will fit the Music Man premise.
2.1.6 Create a military membership program for the Society. (MS Committee, Nau) (June 2003) (R1)
Promotion: Based on the events of 9/11/01 and subsequent requests from military members and some non-members, the Society will re-institute the military membership concept for those on active duty to provide some additional benefits to those men.
1st Period Status -- The topic will be discussed and acted upon at the June 21, 2003, meeting of the MD Committee. The item is on track.
2.1.7 Create and send a mailing to all dropped members offering a reinstatement to the Society. (Nau, Bek, MS committee) (September 2003) (R1, R2, R3)
Promotion: The 63,000+ men currently listed in the Society's database will be sent a mailing looking to accomplish three major objectives:
1. Offer a reinstatement incentive to attract dropped members
2. Cull the list of all bad addresses and deceased former members
3. Introduce the Associate membership program to an audience already familiar with the Society.
1st Period Status -- Some adjustments will be made to this since the associate membership component has been removed from the mailing. A limited-time offer to renew in the Society will be offered to the dropped members.
2.1.8 Contact other organizations to determine and learn from their recruiting strategies and methods. (Nau) (March 2003) (R1)
Promotion: The Society will contact organizations like the LDS Church to determine their methodology in training their missionaries, and will further contact civic service organizations like Jaycees to enlist aid in administering to the development of new chapters and perhaps the administrative maintenance of some chapters of concern. This may require trips to Salt Lake City and the headquarters for the Jaycees. Further liaisons will be established with groups like Drum Corps International to encourage aged-out members of drum corps across the country to consider Society membership.
1st Period Status -- Initial contact has been made with DCI in Illinois. No response has been received yet from the LDS Church in Salt Lake City. Each group was approached and asked to discuss its recruiting strategies.
2.1.9 Determine feasibility of using barbershop harmony training as part of the military basic training experience. (Nau, MS committee) (August, 2003) (R1, R2)
Promotion: The Society will contact the Joint Chiefs of Staff to determine the possibility of including barbershop harmony as a training tool for all new service recruits. It will be presented as a team-building exercise. A test market might well be the Great Lakes Naval Training Center just 30 miles south of Kenosha.
1st Period Status -- More work will be done on this item at the June, 2003 MD meeting. The original contacts with the Joint Chiefs of Staff were delayed in deference to the war in Iraq.
2.1.10 Distribute 1120 "Singing Is Life" recruiting videos to chapters (820) who can also purchase more as needed and Society traveling staff (300). (No Report)
1st Period Status -- The videos were all shipped in early December, 2002, ahead of schedule. Dick Bek and Ev Nau are currently delivering the 300 as needed to those chapters visited in the field. Many DVPs have taken money from their budgets to buy the videos for chapters in their districts as back-ups.
2.2 Develop, implement, monitor and urge districts and chapters to use member retention techniques.
2.2.1 Implement the Activities Program. (DVPs MS, Nau, Bek, MS Committee) (January, 2003) (R1)
Promotion: The Activities Program as defined in the 2002 work plan will be altered slightly to report activities which the Society wishes to promote to its chapters. The results will be made available to all DVPs and committees with portfolio via the Society’s web site.
1st Period Status -- This has not been done. A great deal of time has been spent in the office dealing with incorporation issues: assisting existing chapters as they re-file their incorporation with states and provinces, and assisting new chapters to meet their chartering requirements.
2.2.2 Redesign the new-member orientation book "You Are Now A Barbershopper" as a one-color print piece. Distribute to all COTS students. (Lynch, Nau) (R3)
2.3 Conduct extension activities in new locations based on warranted indicators or support requested in districts where preparatory groundwork is complete.
2.3.1 Identify and develop 25 new extension sites as agreed to at the Forum. CSD 2,
DIX 3, EVG 2, FWD 2, ILL 2, CAR 1, JAD 2, LOL 2, PIO 1, MAD 1, NED 3,
ONT 1,SLD 1, SWD 2, SUN 1, RMD 2. (DVPs MS, Bek, Nau, MS committee) (R1, R2, R3)
Promotion: The DVPs MS will be trained at the 2002 Leadership Forum to use tools developed in 2002 for this purpose. Key among the training issues will be the use of the 6-month tracking calendar for new extension sites. Twelve weeks of travel by Dick Bek will be allocated for the purpose of extension from initial site development to chartering.
The following extension activity has been reported:
CSD 2 sites Sullivan, MO & Eureka, KS
DIX 1 site Anniston, AL
EVG 3 sites Calgary, AB, Skagit county, WA & Tri-Cities, WA
FWD 1 site West Hollywood, CA
ILL 0 sites
CAR 0 sites
JAD 0 sites
LOL 1 site Outlook, SK
PIO 0 sites
MAD 0 sites
NED 1 site Barnet, VT
ONT 1 site Deep River, ON
SLD 0 sites
SWD 0 sites
SUN 1 site Central Florida
RMD 0 sites
Total 11 new sites since January 1, 2003
2.3.2 License 20 new chapters as agreed to at the Forum. CSD 1, DIX 2, EVG 2, FWD 2, ILL 1, CAR 1, JAD 2, LOL 1, PIO 1, MAD 1, NED 1, ONT 1, SLD 1, SWD 2,
SUN 2, RMD 1. (DVPs MS, Bek, Nau, MS Committee) (R1, R2, R3)
Promotion: DVPs MS will be further trained at the 2002 Leadership Forum to advance the extension sites to licensed chapters. Dick Bek will be the point of contact for the Society.
1st Period Status -- One new license has been issued to Tri-Cities, WA in the Evergreen District since January 1, 2003. Others are pending.
2.3.3 Charter 18 new chapters as agreed to at the Forum. CSD 0, DIX 1, EVG 1, FWD 1, ILL 0, CAR 0, JAD 2, LOL 1, PIO 0, MAD 0, NED 2, ONT 1, SLD 0, SWD 1,
SUN 1, RMD 0. (DVPs MS, Bek, Nau, MS Committee) (R1, R2, R3)
Promotion: DVPs MS will also be shown the proper usages of the extension packages at the 2002 Leadership Forum to better facilitate the development of new chapters.
1st Period Status -- On November 25, 2002, the L&R ruled that we needed to complete all phases of incorporation of new chapters before issuing the charters to them. As a result, there are several chapters in the process of completing their incorporation documents to meet the charter requirements.
Two new charters have been issued under the new system since January 1, 2003:
P-048 Sebring, FL SUN
E-075 Carbondale, IL ILL
2.4 Conduct market research to determine the needs of past, current and potential members, targeting younger singers.
2.4.1 Provide guidelines for on-going Society market research, including advisable types of surveys, methodology and procedures. (This will be a portion of the Marketing Task Force's overall marketing plan to be delivered by August 1.) (Marketing Task Force, Lynch) (R2)
2.5 Deliver timely member service, and develop and maintain effective chapter counselor and COTS programs.
EXECUTIVE SUMMARY CSLT
Ø Ted Sayle resigned from the CSLT Committee during this period. Per agreement with the Society President, Ted will not be replaced on the Committee.
Ø Thane Akins (SWD DVP) resigned for reasons of health. We have been working with DP Don Hackett to support the search for a replacement.
Ø The CSLT Committee supported the preparation for the March planning meeting of the Society Board and one of our members was privileged to participate in the meeting itself.
Ø Direct phone conversations with most DPs by the CSLT Chairman (and with all DVPs by members of the CSLT Committee) reveal that the decision to assign responsibility for the day-to-day leadership of the CC program to the districts is having a positive effect. In over 2/3 of the districts we know that the DVPs have become true leaders of their programs and are also becoming champions of inspired leadership across their district boards. Several are now viewed as leading candidates to become district EVPs in short order.
Ø Although 2003 is not even half over, the committee is already shifting focus to plan for 2004 and beyond using the focus and priorities provided in the latest Strategic Guidance from the Society Board. Although the Board has not yet approved our proposed plan, we have advocated shifting to a “Leadership in Action” mode to revitalize all elements of the CSLT program and meet Society needs for top-notch leadership at all levels.
Ø We are also finalizing plans for a CC meeting at International where we will use adult learning techniques to introduce the CCs to some exercises they can use with their chapters to improve trust, communication, and effectiveness of leadership teams.
2.5.1 Promote Chapter Counselor effectiveness through The Harmonizer articles, Update, submissions to district bulletins and Society Web Page. (CSLT, Powell) (R1, R2, R3)
1st Period Status – several articles were submitted to the Harmonizer for consideration. One will be published in the next issue highlighting the Top Five Reasons for a chapter to use a chapter counselor. Several articles and other counseling materials that highlight successful counseling engagements have been provided to the staff for posting on the Society Web Site, and should appear shortly. DVPs have been encouraged to share success stories in their district bulletins and many have done so.
2.5.2 Construct and implement a new reporting system to communicate progress and measure the effectiveness of the Chapter Counselor program. Promote through The Harmonizer articles, Update, submissions to district bulletins and Society Web Page. (CSLT, Powell) (No Report)
1st Period Status – no report is required but it is worth noting that a reporting “system” in which districts had great flexibility and autonomy was agreed upon at the October 2002 Forum and DVPs have shared reporting forms and approaches with each other beginning last Fall. The first reports using this new “system” are due on May 15th. The CSLT Committee will provide feedback to the DVPs and DPs regarding district reporting “systems” that appear to be more effective than others.
2.5.3 Develop and provide a comprehensive suite of leadership coaching and training materials, general Society reference materials, papers, presentations, and similar materials for use by Chapter Counselors. Promote through The Harmonizer articles, Update, submissions to district bulletins and Society Web Page. (CSLT, Powell) (R1, R2, R3)
1st Period Status – as noted above, some materials have been provided to be posted on the Society Web Site already. In addition, we are purchasing a CD with a year’s worth of “coaching and counseling” newsletters that can be customized for our CCs and – in turn – used by the CCs in working with their chapters. We have also been using the CC List Serve to share Internet links to current professional materials of use to CCs. This material is more suited to e-mail sharing of links, rather than posting the material itself.
2.5.4 Begin assessment of the COTS curriculum in meeting chapter leadership requirements, for completion in 2004. (CSLT, Shank) (R3)
1st Period Status – although no report is required, we wish to note that we devoted 50% of our meeting time at Mid Winter to a discussion of COTS. In addition, since the board has made COTS one of the major focuses of our committee, we are already working on approaches to enhance the COTS experience and increase participation levels. Assuming our work plan proposals are approved by the Board, this element of the current work plan will be overcome by events long before R3.
2.6.1 Conduct 4 leadership development consultations with district boards and provide face-to-face coaching in how the board can become a high performance team. Promotion activity not appropriate in 2003. (CSLT, Smith) (R2, R3)
1st Period Status – no report is required at this time, but we have two consultations already scheduled and the possibility of a third before the end of the year. It is unlikely that 4 consultations will actually occur.
2.6.2 Design, develop, and implement a comprehensive program of leadership training for chorus directors (2003-2005). Promotion activity not applicable in 2003. (CSLT, Ferro,CDD) (R1, R2, 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.
2.7 Publish informative, timely and value-added communications.
2.7.1 Contract and work with an independent ad sales contractor, attaining 60 new contacts and 15 new advertisers, with a resultant revenue increase for The Harmonizer, the Society website, and the convention. (May) (R2, R3)
2.8 Increase multicultural outreach to create awareness of the barbershop style.
2.8.1 Develop a plan by May 1, designed to enlist support of established chapters in multicultural population areas, to participate in organized outreach efforts. (MCTF, MS, Nau) (R1, R2, R3)
1st Period Status -- No action yet, pending program development and tools.
Mission 3: Image
Mission
Develop and conduct public relations, marketing and charitable activities to enhance the Society's image, heighten public and member awareness of the Society and it's purposes, and broaden and strengthen relationships with music educators and other vocal music organizations.
Major Thrust
Be known as an organization of singers whose members enjoy singing barbershop style a cappella music, good fun and fellowship, while supporting their communities with the gift of quality music and charitable and educational activities.
Strategies
3.1 Implement Phase II of the Marketing Task Force recommendations.
EXECUTIVE SUMMARY MARKETING
The most significant event during this period was the discovery of a media database that appears to meet all of our public relations, promotional, and communication needs for the Society. We are expecting big things from this tool. With continued investigation, and if the districts are interested in individual licenses, we would be able to expand this tool further in the Society’s M&PR community. At this time, the expansion should be planned for 2004 and 2005.
An additional workplan item was added to the document, 3.3.3, and must be approved by the Operations Group. The task will continue to be worked, but the inclusion into the work plan is the method to document the efforts expended.
3.1.1 Finalize analysis, definition and clarification of Society's current marketing status by May 1. (Marketing Task Force, Lynch) (R2)
3.1.2 Develop procedures and strategies and propose alternatives and initiatives to be considered at all levels within our Society, and provide recommendations with specific action plans for the Board's consideration. Deliver to the Society Board a comprehensive Marketing Plan by August 1. (Marketing Task Force, Lynch) (R1, R2)
1st Period Status -- The first of two research phases has been completed on schedule as of May 9, 2003.
The Qualitative Research final report was delivered on schedule to the Marketing Task Force on May 15, 2003. MTF members will review and discuss the report at meetings on May 21-22.
The Qualitative Research is the discovery phase that informs and provides the foundation for creating the second phase, in-depth Quantitative Research survey instruments.
Harris Interactive has done an excellent job on this phase of the work. Focus groups moderator Jeff Walkowski has done an especially outstanding job of drawing out comments and reactions from participants.
Eight of nine scheduled focus groups were conducted: six groups of non-members, three groups of members; six groups were face-to-face; three groups were conducted via online chat. Using the online chat format allowed us to recruit participants from a wider geographic spread. Utilizing the online chat format also saved $1,200 over face-to-face focus groups.
The online group with members was canceled because only three members showed up – logged on to the web site for the chat session. The moderator felt that in order to collect viable and worthwhile information, a minimum of eight participants were required. MTF members and SPEBSQSA staff who were observing were quite disappointed that our own members did not show.
After a teleconference with key Harris Interactive staff, the focus groups moderator, and MTF members Sam Vigil, Hugh Devine and Brian Lynch, we opted to not reschedule the last group because we felt we had learned 95 percent of what we expected to learn, and it wasn’t worth the expense and time to get that additional five percent, and responses were fairly consistent across all groups to date.
The lack of commitment among members to show up for the online group has raised concern among MTF members about how to help Harris Interactive get the cooperation of members to complete the quantitative survey. This will also be discussed during our May meeting.
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