February 15, 2011 – Board Minutes

Call to order – 7:00 p.m.

Members present: Dick Percy, Bob Slade, Ron Timmerman, Gary Gibbons, Bob Byron, Greg Shuss, Jim McKinnon, Gray Poehler, and Walt France

Members Absent: None

Guests: Larry Leonard

Approval of January 11 meeting minutes

Moved, seconded, passed that the minutes are approved with the correction that Gary Gauger also be authorized to sign checks.

Treasurer’s Report

The treasurer’s report was accepted as presented.

President’s Remarks

McKinnon led a discussion on volunteer recruitment. The following five step process was agreed upon. (1) Poehler will develop a survey/questionnaire modeled after that formerly in the BHS application for membership. Percy will then e-mail it to each chapter member for completion and for them to e-mail their response back to Percy. (2) Each functional leader, defined as a box on the organizational chart, will identify jobs that need filling and develop a detailed job description, for those jobs. (3) Timmerman will develop a list of possible candidates out of the new member pool and Percy and McKinnon will do the same out of the general membership. (4) Percy and McKinnon will then identify chapter members to fill the open jobs and provide lists to the functional leaders, for them to contact. (5) The functional leaders will then talk with the candidates on their lists to fill the available jobs. OUR OBJECTIVE IS TO COMPLETE THIS ENTIRE PROCESS PRIOR TO THE END OF MARCH. The time line to achieve this is as follows: #1 Percy e-mails out by Feb 22 and responses due back by Feb 28. #2 Completion and responses back to McKinnon by Feb 28. #3 Completion by Feb 28.
#4 Completion by Mar 10. #5 Completion by Mar 25.

Box.net, the Yahoo Board site and the chapter web site were discussed to understand their purpose and what information should be contained in each.

It was decided that Box.net is for general chorus-wide use and would contain the following documents:

Shop Notes
Board Organization Chart
Board Business Plans, for all boxes on the organization chart
Board Minutes

The Yahoo Board site is reserved for Board of Directors matters and provides a ready archive of Board of Directors actions such as the following:

Board Meeting Agendas
Board Minutes
Board Monthly Written Reports

Slade is to build a “How To” guide for using the Yahoo Board Site.

The chapter web site member’s only section, contains the following information:

Active Chapter Roster
Inactive Chapter Roster

McKinnon announced that Bob Slade was the 2012 Nominating Committee chairman.

Secretary’s Report

Slade gave a preliminary report of the Singing Valentine program with 63 jobs (4 of which were cancelled for various reasons) and an initial estimate of $3400 gross income.

Board Reports (Written reports were submitted prior to the meeting)

Secretary- Leonard summarized his efforts as the chapter historian.

VP Membership-Timmerman expressed a need for assistance with guest arrivals at the beginning of rehearsal. He is working with the section leaders to ensure guests are expeditiously placed.

VP Marketing-Poehler summarized efforts to market both the Singing Valentine program and the show. Gibbons is to represent the chorus at the United Arts Council Stars in the Arts luncheon. The chorus is authorized to pay the $95 fee for his attendance.

VP Programs-Discussion was held on hosting a hospitality room at the spring convention. The consensus was that we should do so and Percy will seek a chairman for the activity.

Gibbons reported on the St. Patrick’s Day float and was authorized to order candy for the float. He reported that sign-ups for the annual golf tournament will be under way shortly. He brought a request from Mike Joynt to borrow some of the chorus’ sound equipment to be used at a church fund-raiser. The request was approved.

Following short discussion, a motion was made, seconded, and passed for the chapter to secure Accidental Medical Expenses, Plus Accidental Death & Dismemberment Coverage for chapter members through the BHS at a cost of $2.06 per member per year.

A motion was made, seconded, and passed to donate $200 to Avow Hospice from show proceeds.

VP Music-Shuss briefed the board on theTaping Evaluation Program and the Teaching Ensemble Program, which would both be introduced to the chapter this month. He also updated the board on the scheduled section leaders meeting and their involvement with the membership program.

Show Chairman – Gibbons reported on the show ticket sales status and commended the ladies who would be participating in supporting the show and the luncheon between the Saturday performances. He said he was being assisted by Glenna Gibbons, who would chair the luncheon committee, and also ladies who had previously assisted in the past.

Old Business

France reported on efforts to get dates to sing at the Ft. Myers Miracle baseball games and performance opportunities in the Fort Myers area. He would coordinate with Poehler to finalize the opportunities.

Meeting adjourned at 9:30 PM

Next meeting: March 15, 2011 at Kensington CC at 7:00 PM

Respectfully submitted,

Robert W. Slade, Secretary