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Minutes
Puna Mins’ Chorus BOD Meeting
October 6, 2010
I. Call to Order: Christina Ingenito called the meeting to order at 5:35 pm
II. Present: Christina Ingenito (Pres.), John Puig (Treas), Tracy Hedgecock (sec.), David Shaw (Director), David Ellis (Director), Elyse Morishita (Director), Erika Ginnis (Director), Wayne Laubscher (Director)
Absent: Daron Scarborough (Artistic Director)
Guests: SoulDancer, Nancy Kramer
III. Guest Report: Soul’s fundraising presentation. Soul proposed using our Website as an online store to raise funds for PMC. To do this he’s asking if he and Ken could create a survey to pass around to find out what people might want to purchase on our website. There was some discussion and questions asked. The Board decided that we do not want to use PMC website to sell non-PMC items
IV. Secretary’s Minutes: Minutes for the September, 2010 meeting were voted on and approved. (MSP – John P, David S.)
V. Treasurer’s Report: The treasurer’s report for September was reviewed and approved (MSP – Tracy, Elyse)
VI. Committee Reports:
1. Programming/Production Committee – Daron’s report read by Christina. Refer to Daron’s report
a. Daron will share more production details at November meeting.
b. A motion was made to buy the Yamaha MSR speakers that are available locally. (MSP – John, Wayne)
c. We have been asked to sing at two events; Black & White Night and MCC Talent show. A motion was made to perform at both events with a total expense of $100.00 for accompaniment at each event. (MSP – David S, John)
d. There was a motion made to approve an honorarium of $150.00 for Amy for singing in HOLIdazed. (MSP David S., Tracy).
e. Zeke was not willing to stay on as accompanist at the current rate of $50/hour. Thus, I asked Glenn Matthew’s to take over and he was thrilled. He is good for all rehearsal and performance dates currently scheduled. His rate is $50 per rehearsal and performance and $60 for the all day retreat.
f. The Alaka’i met on Sept. 14 and created an orientation plan for each new season. The plan includes an agenda for a meeting between the Alaka’i, A.D., and new members as well as an agenda for a short and concise meeting with all singers after the first rehearsal of the season. We feel this orientation process will greatly serve the organization and are committed to making it happen come 2011 when a new season begins.
g. Regarding the AD search. Should you all feel confident based on all the feedback from the interviews of a direction to go in hiring the new AD, please don’t feel like you must wait for me to return to make and move on that decision. My hope is it will be an easy decision to make. If you feel like you really need my feedback, then please get those videos copied down to DVD’s and mail them to: 4601 18th ave, San Francisco, CA 94114. I’ll be there from Oct. 11-18 and could review them then.
2. Marketing/PR Committee – (Lyn’s report by Erika) ( See Lyn’s report for details)
a. Posters for HoliDAZED are finished. Nov. 14th they will be passed out to Chorus members for placement.
b. After Oct. 15th Nancy Kramer will take over handling the tickets.
c. Radio budget – Motion made that $500.00 should be the maximum for the radio budget. (MSP David E., Wayne)
d. A Motion was made that the Banner budget should be $100.00. (MSP David E., John).
e. Contact Phone number – It was decided that we will temporarily use John’s cell phone number 305-281-4013 for PMC voicemail. Erika will do research on costs of voice mail only systems and Nancy Kramer will present an offer to us for the use of one of her phone lines.
3. Fundraising Committee – David Ellis – (Refer to David E. report)
a. The fundraising committee is in dire need of volunteers; to procure program advertisements for HoliDAZED, Wayne needs volunteers to help setup a garage sale in Volcano from 10-25 to 10-30, Soul needs volunteers for his Staff Subcommittee to investigate possible giveaways to Donors and Sponsors and David E. needs volunteers to help with the Halloween Party Oct. 29th.
b. Thank you letters for Donors to ABBA silent auction. There will be a mailing party at Elyse’s Oct. 16th.
c. Everyone pays to attend the Halloween Party, even the volunteers.
d. Grants – Hawaii Tourism Authority has a due date of Oct, 11th. Focus will be on this grant. Up to $40,000.00, for next year submit in Sept. for grant money in 2012. This will be for Gala. David E. will follow through on this one. Second grant – County grant will continue to fund for 2 more quarters. Wayne will follow through on this one.
4. Volunteer Coordinators – (Tracy and Christina)
a. Tracy reported she will contact volunteers to help with fundraising needs.
5. Executive Committee report – Christina reported there will be an Executive committee meeting at Daron’s house on Oct. 24th from 1-4. Board, Chairs, and committee members are invited to attend. See Hutt’s report.
VII. Old Business:
1. Tickets for ticket outlets – There was discussion a. It was decided that we give two tickets for each outlet. David E. will buy the tickets as a one time gift.
2. Mission statement revision – Motion was made to have a marketing subcommittee work on revising the mission statement and report next month. (MSP David E., Wayne)
3. Contact phone list for Chorus – Soul will follow through and report back.
4. Website redo – Donations: who will respond? John will pass info to Ken so he can set it up. Needs to be automatic.
5. A.D. discussion and decision – (Note guests were asked to leave at this time so the Board could have an executive session) Christina summarized chorus feedback forms. Interview committee members shared impressions of both candidates. Board members present at one or both rehearsal practice sessions expressed their opinions. Both candidates seen as technically strong and competent at leading the group. Erika proposed that we convey to Adrienne that we would like her to lead a future workshop for the Chorus.
a. Motion was made to appoint Amy Yamasaki as our new A.D. (MSP John, David S.)
b. There was much excitement and discussion as to what the next step would be. Christina called Amy to tell her the news and arrange a meeting to discuss terms and salary. If that is agreed on then a contract will be drawn up by David E. and another meeting will be arranged for Amy to sign the contract. After the contract is signed Christina will write Adrienne and inform her we have chosen another.
6. Who will be responsible for next season? – Discussion of repertoire and performance opportunities for next season. Board unsure how many decisions can/should be made prior to BoD and A.D. change. Will continue discussion next meeting Nov. 6.
VIII. New Business:
1. Publish article in Big Island Weekly – Christina circulated a draft of a personal interest story written by Lyn to be published in Big Island Weekly.
2. Zumba class noise and PMC rehearsal space – Christina spoke to Glenn at the Community Center about the problem with the noise and will wait to hear back about what his reponse.
3. BOD involvement in performances/events. Is it BoD role to approve performances? Christina stated that A.D. decides; if less expenditure than dollar limit, no need to involve BoD in decision, just information supplied to BoD of dates and venues.
4. Request for a performance – May 1, “Volcano May Day Fest” Discussion about Volcano wanting PMC to perform. Several previous attempts have been made to schedule events there. John reported that they were eager to have us perform. Repertoire an issue John suggested that we could use old-timers who know previous years songs to perform at this event. David S. suggested that perhaps by May new music would be well-enough learned to present then. It was mentioned that perhaps it is a bad precedent to agree to a performance even though it has not been presented to the chorus nor approved by the A.D. Short time length for decision the deciding factor to go ahead.
a. Motion was made to do the performance in Volcano. (MSP David E. Wayne) What is it worth? “David E. suggested that we leave it up to the Volcano Festival people to compensate us through an honorarium, as we may get more that way.”
5. P.O. Box Key – Who will carry? Nancy Kramer volunteered to keep the key. Nancy will collect mail and give to David S. to bring to chorus rehearsals and pass to appropriate recipients.
6. PMC Radio Blog Talk Show for website – To stream on our website. Free and weekly. Soul will research and bring more info.
7. Credit/debit Card – The Board approved doing this, but when we looked into what needs to happen with the bank and with who can use the credit card and that it would be 2 or 3 months and it would all have be changed again in January, we decided it made sense to wait until the new year. Tabled until January meeting.
IX. Other Business and Announcements: none
X. Next BOD Meeting: The next board meeting will be held at Erika Ginnis’s house on Wednesday, November 3, 2010 at 5:30 pm.
XI. The meeting was adjourned: At 8:53 p.m.
Respectfully submitted by: Tracy Hedgecock, Secretary
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