Board Minutes – Nov 2010

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Board of Directors Minutes – November 2010

Minutes

Puna Men’s Chorus BOD Meeting

November 3, 2010

I. Call to Order: Christina Ingenito called the meeting to order at 5:33 pm

II. Present: Christina Ingenito (Pres.), John Puig (Treas), Tracy Hedgecock (sec.), David Shaw (Director), David Ellis (Director), Erika Ginnis (Director), Wayne Laubscher (Director) Daron Scarborough (Artistic Director)

Absent: Elyse Morishita (director)

Guests: Lyn Howe (Marketing Chair), Nancy Kramer (Advisory Board Member)

III. Guest Reports: Lyn Howe – Marketing report

1. Posters – For Palace, businesses and chorus and Board members.

a. Daron will post at the Palace, Wayne will post at Volcano and Nancy will post at Maku’u Market and Hilo Coffee Mill. Volunteers are needed to post in other areas.

b. There will be a list made of places where we have left posters this season. Check with Henry Horton to see if he has a list from last season.

2. Online classified event lIsting, calendar listings in papers and radio ads.

a. All these items need a phone number and contact person. This will be addressed in Nancy Kramers’s report.

3. Banner – 36X60″

a. After some discussion it was decided to move forward with the Banner. Lyn will take it to the printers.

4. Business cards for Amy Yamasaki and directors -

a. Amy wants a PMC phone number and website address on her card.

b. After some discussion it was decided to buy 500 printed cards for Amy and 500 blank ones for directors.

5. Radio and newspaper Ads –

a. After some discussion on these items it seems that radio ads are preferred. Lyn said that she needs help with this. Tracy will contact Dennis and Sandi Alstrand and Ken G to help out with this.

6. Calendar -

a. Not ready. Tabled to next year. 16 month calendar was suggested by Christina.

7. Erika – Sub-committee report.

a. Erika reported that marketing is overwhelmed with the list of items needing to be done this year. Daron told her to go through the list and decide what is doable and push the rest up to the following year. That will be work in progress.

Nancy Kramer’s report – Phone contacts

1. Nancy has a spare phone line in her office that she is willing to let PMC use for free.

a. There was discussion about this, addressing options available. The line will take one call at a time and if there is another call it would get a busy signal.

b. Erika made a report about her inquiry to Hawaiian Telcom. Costs are approximately $60.00 a month.

c. A motion was made to accept Nancy’s offer of her 3rd phone line and voice mail. (MSP – Daron, Erika). David S. said the phone line is set up with a message on it and the phone number is 965-2799. He agreed to set up the voice mail box message.

d. Lyn asked if there could be an information Box set up for ticket information.

e. Lyn chose “Jurok Julius” for a phone contact name.

IV. Secretary’s Minutes: Minutes for October, 2010 meeting were voted on and approved. (MSP – John P, David E.) Abstained – Daron

V. Treasurer’s Report: The treasurer’s report for September was reviewed and approved (MSP – Wayne, David E) This report doesn’t reflect the donation from the David Ellis Halloween Party of $2150.00. The treasurer’s report was approved as is. Note: There was a question about the honorarium for Johnny and Wailana. As per July minutes; Johnny’s was $200.00 + a photo and Wailana’s was $100.00, presented at the Palace.

Nancy Kramer”s Report – Tickets for HoliDAZED – Old Business # 11.

1. Ticket set -up

a. Each Chorus and Board member will get 3 envelopes of tickets. 8 for the Palace, 4 each for HPP and Volcano.

b. A special cash box will be set up for Volcano for selling tickets there.

c. Per our theater use agreement, we are required to give KMC guests presenting a room key to us on site that night, 1Ú2 price off on our general admission.

d. Ticket outlets – Jungle Love, Basically Books & Volcano Art Gallery. Each will get some tickets for each venue. Nancy will decide how many.

e. Checks are OK.

f. David Ellis has agreed to pay for 2 tickets per ticket outlet so that we can gift the outlet managers tickets to attend any upcoming PMC concert of their choice.

2. Website – Ticket set-up -

a. An e-mail is automatically sent by Paypal whenever someone purchases tickets online. Log into Paypal to see how many tickets have been sold; all tickets sold will be held at Will Call. John P. will send Nancy a Paypal report.

b. Online ticket sales will close the evening before the concerts. Ken G will pull the tickets for the Palace and HPP on 12/2 so they canÕt be sold online anymore. Ken will remove online sales for KMC on 12/9. Tickets will still be available at the door the evening of these concerts.

c. Will call tickets that are not paid will be held separately at the office.

VI. Committee Reports:

1. Programming/Production Committee – Daron’s report

a. It is verified we can set up at the Dec. rehearsal and leave it set up until after the show on Dec. 3.

b. Glenn Matthews accompanist – Our accompanist Glenn Matthews is working hard and we are appreciative of all that he’s doing. While he’s happy to be involved at the present time, he is also aware that as the new Artistic Director, Amy will decide who will be the accompanist for next season and it is likely that she will not choose him as she has many contacts with other accompanists in the Hilo area who she may be more interested in working with.

c. Motion was made to ratify that we pay $211.00 to BMI for a license. Based on our discussion at our last Executive Committee Meeting, the Board has agreed to pay $211 to BMI for music licensing rights. We recognize the importance of keeping up with these legal requirements and will continue to do so when they request it of us. (MSP David E., Erika). It was suggested that we wait and let them come to us for the next payment.

d. There was a motion made to approve an honorarium of $150.00 for Amy for singing in HoliDAZED. (MSP – David S., John P.) e. Tryouts for next season will be Dec. 13, before the General meeting, then again on Jan 31.

f. The first scheduled rehearsal will be Feb. 7. There will be 3 performances in mid to late July. Palace, HPP and Waimea’s Kahilu Theatre. Daron has agreed to volunteer to book the Palace, HPP, and research the Kahilu theater for this next season. If the Kahilu Theater doesnÕt work out, we may possibly go back to the HonokaÕa PeopleÕs Theater. Who will book venues for future seasons?

g. Video footage from ABBA – Now all on one hard drive. What to do with this footage? Needs to be edited and redone. Christina reported she is still working with Adi in hopes heÕll follow through and eventually give us a completed product. Otherwise, weÕll stick with the TV version we received from NaLeo and forgo our own edited version.

h. How are we going to video our HoliDAZED shows? Daron agreed to get an estimate from professional community show videographers to cover our Dec. 3rd concert.

i. Insurance is covered until June 2011.

j. Daron and Bob’s visit to KMC – All fixture and sound equipment were removed. Everything was cleaned out. $175.00 as is. The manager said to call the people that did the last production and make a deal with them. Talked to Kenneth. He has everything needed and will do the whole set-up for $200.00. A motion was made to hire Kenneth to set up and take care of lighting needs for KMC performance. (MSP David e., Wayne).

k. We need X’mas decorations for the set. If you have any holiday decorations PMC could borrow for our concerts, please let David Dobson know ASAP.

l. John P. to play Santa, entry half way through show.

m. Thank you card for Johnny, Susanella and Amy and David Groth Ready tonight for signing.

n. Issue of backing off of the gay mens chorus issue: The issue was brought up by David Shaw about our identity as a Gay Men’s Chorus. We had a lengthy discussion about our identity and how we present ourselves. While we are aware of the community’s stereotype of us, we also do not want to be untrue to our Puna roots, which means we do things a little more quirky and campy than others and while we are not a gay-only chorus, we are a chorus that has many gay men in it and we don’t want to deny that. We also want to be open to continue to have these discussions as they are extremely important so that everyone’s voices are heard. We agreed to print our PMC Comes Out? article in the HoliDAZED! Program which could help educate people about who we are.

o. What to pay Johnny for doing the sound set up? There was discussion about whether it is Johnny’s ÒresponsibilityÓ that the sound is not always 100%, or is it the equipment? Daron felt the issue was more with the borrowed equipment. We have new equipment now. A motion was made to give Johnny an honorarium of $200.00 for doing the sound set up for HoliDAZED. (MSP David E., Erika)

2. Marketing/PR Committee – (Lyn’s report ) See above

3. Fundraising Committee – David Ellis, chair – (refer to David E.’s report)

a. The fundraising committee is in dire need of volunteers; to get silent auction items. Need volunteers to walk the streets and ask for donations and /or silent auction items for Palace and HPP shows. Deadline for ads two weeks before show, Nov.19th.

b. Erika’s minister wants to buy an ad. To be followed up.

c. David E. will be going to Honolulu to attend a fund raising meeting next week. Thank you to David for doing this.

d. Wayne’s report – Wayne will be out of town for the next grant filing . John will sign and send it in.

e. Wayne reported that last time the grant was almost turned down because of nepotism (no relatives). Need to update by-laws with a clause referring to this issue. David E. will follow up on this.

f. Garage Sale – Not working out at this time because of a misunderstanding between Wayne & Ira about dates. To be determined later

g. Halloween Party – Great success!

h. There was an e-mail contact on the website concerning an ad/sponsorship. One follow-up has been made. We will do another.

i. Daron will make an announcement to the Chorus about helping out with walking the streets seeking silent auction items and ads.

j. Daron suggested that before we hand out audience feedback forms for grant purposes to the audience at the MCC variety show, we must get MCCÕs prior approval to do so. This event is a fundraiser being put on by MCC and we are their guests. Thus, prior approval is appropriate and necessary. Based on this discussion, David Ellis decided to forego the feedback forms for this event.

k. Daron asked for the status of Fundraising’s research on the Hawaii PeopleÕs Fund grants. David Ellis reported he has the information that Daron provided Fundraising and has yet to follow up on that. It is on Fundraising’s to do list.

4. Volunteer Coordinators – (Tracy and Christina)

a. Sign-up sheet for volunteers. Board sign-up now. Christina – House Manager, Tracy – Volunteer manager.

b. Certificates will be passed out at the Volunteer potluck Sunday Nov.7th to all volunteers. John agreed to bring certificates to the potluck. Volunteers will receive a certificate and a short talk-story about them.

5. Executive Committee report – a. The Executive committee meeting at Daron’s house on Oct. 24th was a great success. Action timeline forms were created for all committees. This is to help set up the new Board with a plan to follow and some guidelines in place for next year. Tracy has notes to pass along.

6. Gala Committee – Daron

a. First meeting will be mid to late November. Daron made announcement about the Committee at rehearsal. Some Chorus members have volunteered.

b. Need a Chair person.

c. Amy needs to be on the committee.

d. Elyse will probably not be Treasurer, problem handling money with her job. Need to know more about this issue.

e. David S. said he doesn’t want to be Treasurer.

f. How to get to Gala?? We need to raise money for us all to go to Gala. Sell CD’s and Calendars.

g. Christina researched the cost of getting to Gala – $1600.00 for each member, including air fare. . Right now each member would need to save $80.00 a month to cover all costs.

VII. Old Business:

1. Amy’s Salary – a. A motion was made to ratify vote made by e-mail for Amy Yamasaki’s salary for $15,000.00. Pro voters: Daron, David S, David E., Tracy, Erika. Voters for $14,000.00: Wayne, Elyse, John. $13,000.00: None. (MSP David E, David S)

2. Executive Director position –

a. We need a description for this position. For Dec. agenda. Is this a volunteer or paid position? David S. will scan present form and Christina and Daron will revise it.

3. T-shirts – John will contact Joaquin and Glenn.

4. Brochures – Not ready.

5. Farewell to Daron – Welcome to Amy in program – John will report.

6. Rehearsal noise – Letter to manager

Daron spoke to Ken at the Community Center. He is very sorry for the mess and said it never should have happened. To get some action done PMC needs to write a letter to Ken’s superior explaining the situation and asking if there is anyway to change the zumba class to another night. Tracy will write the letter and send to Christina to fine tune and send out.

7. Nominations for new Officers November 22nd -

a. David Shaw will ask Dennis to make an announcement so everyone can be thinking of who they want to nominate.

b. David S. will speak with the nominees between Nov. 22nd and December 13th.

c. E-mail David S. with any nominations.

d. There are 3 open Board positions.

e. Erika stated that she’d like to nominate Sandi Alstrand once nominations are open.

VIII. New Business: None

IX. Other Business and Announcements: none

X. Next BOD Meeting: The next board meeting, which will be a potluck, will be held at David Ellis’s. house on Sunday, December 5, 2010 at 1:00 pm.

XI. The meeting was adjourned: At 9:20 p.m.

Respectfully submitted by: Tracy Hedgecock, Secretary

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