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Board Minutes Sept 2010
Minutes
Puna Mens’ Chorus BOD Meeting
September 1, 2010
I. Call to Order: Christina Ingenito called the meeting to order at 5:45 pm
II. Present: Christina Ingenito (Pres.), John Puig (Treas), Tracy Hedgecock (sec.), Daron Scarborough (Artistic Director), David Shaw (Director), David Ellis (Director), Elyse Morishita (Director), Erika Ginnis (Director), Wayne Laubscher (Director)
Introduction of new Board members: We went around the room and introduced ourselves.
a. Erika Ginnis (new member) – Sings with Dennis and Sandi Alstrand in their group Teds. She is from Seattle and has group singing experience. She is an author and counselor.
b. Elyse Morishita (new member) – Is a Financial Advisor and has worked with David Shaw’s wife Nancy Kramer. She lives in HPP and has been a drummer.
c. David Ellis (new member) – Presently the fundraising chair.
III. Guest Report: No guests
IV. Secretary’s Minutes: Minutes for the August, 2010 meeting were voted on and approved. (MSP – John P, Wayne)
V. Treasurer’s Report: The treasurer’s report for August was reviewed and approved (MSP – Tracy, Wayne)
VI. Committee Reports:
1. Programming/Production Committee – Daron’s report
a. We have purchased a mobile piano.
b. There are 3 members presently on the production commitee and that seems to be working well.
c. Action item – sound system – David E. and Howard are looking at a sound system that PMC could use if we need it.
d. Honorarium for Susanella (flutist) who will be playing 5 songs for HoliDAZED. She will be doing 3 shows and 2 rehearsals. She would like us to pay for her gas since she will be coming from Volcano. Daron suggested $100.00. There was discussion about this. John P. said that was not enough since she lives in Volcano. After some discussion $150.00 was decided on. A new motion was made to give Susanella an honorarium of $150.00. (MSP – Daron, Erika). To be presented with a card at the last HoliDAZED show.
2. Marketing/PR Committee – (Lyn’s report read by Daron)
a. What will Marketing be doing for the next 2 to 3 years? What are their future goals? These questions will be addressed at the SPM on Sept. 11.
b. Ideas discussed at the Marketing meeting: Get more people to know that PMC is Puna Men’s Chorus; push the logo; tie the two together, so people begin to know who we are.
c. Other ideas discussed were “Join the Ohana” and get a “button” or 5% or 10% off on items we sell. Human interest story to push the new website. Make a CD to take to Gala and sell on the website.
d. The website is up and ready to go. Lots of intensive work has been done by Ken, Lyn and Daron. There are “Buy Tickets and “Donor” buttons amongst many other features.
e. A motion was made to activate the website. (MSP – David S, Tracy)
f. We discussed the use of Paypal, which we will use for online ticket sales and the online store.. Paypal is 2.2% + .30 fee for tickets and shipping t-shirts. Paypal is full service for ` donations made online.
g. Motion was made to charge $18.00 + shipping for ordering t- shirts online. (MSP – Daron, Wayne) Christina will e-mail Nancy Kramer to find out how to handle online ticket sales.
h. Upload party – To be announced
I. Logos, letterheads and business cards – Ken came up with our Hawaiian Name “Papa Himeni” means “Singing Group”. To bind us to the land and who we are. There was some discussion around this. A motion was made to add our Hawaiian Name to our Logo, letterhead and business cards. (MSP – John, David E.)
3. Fundraising Committee – David Ellis
a. County Grant – We will re-apply for next year.
b. David said he will research grants and find the ones that are best for PMC. Hawaiian Peoples’ Fund was mentioned.
David reported the way to write a grant is write it about what they want to hear.
c. Wayne reported that the County Fair is charging $800.00 to rent a food booth. The food booth idea was canceled.
d. Seaview Flea Market at SPACE – rent a space there for sales.
e. Silent Auction We discussed the importance of asking all PMC Members to think about how to find contributors to the Silent Auction, especially for gift certificates of services since these were so popular. Thank you notes to donors will be generated soon.
f. Halloween Party – Scheduled for Friday, October 29, 2010 at David Ellis’s house. David Sanders will be the DJ. Need volunteers to help setup and tear down. David E. will work with Tracy on this.
g. Volcano Garden Art Center – Garage Sale – Ira Ono will be in touch with Wayne to arrange for a date for this.
h. Sponsorships, donors and the new brochure will be discussed at the next Fundraising meeting. On the committee are: Wayne, David E., John and Keath.
4. Volunteer Coordinators – (Tracy and Christina)
a. Tracy reported she has the list of volunteers and is ready to call them to action when needed.
5. Executive Committee report – Christina reported the Strategic Planning Meeting will be at Daron’s house, Sat. September 11, 2010, from 9 to 1. Open to Board members and committee Chairs. Potluck to follow. Christina will report on this meeting next month.
VII. Old Business:
1. New A.D. Search – a. Christina reported we have two candidates to interview for the A.D. position, Amy Yamaski and Adrienne Cherry. There was some discussion about this. It was decided to select an interview committee. Daron, Christina, David S. and Tracy will be on the interview committee. We will try to interview them on the same day. Tuesday, morning, September 7, 2010 was decided on. Christina will call the candidates and confirm date and times.
b. Interview committee will submit questions to ask the A.D. candidates.
c. There will be a feedback forms for the Chorus to fill out.
2. Daron’s Vacation -
a. There will be three rehearsals to cover. Amy Yamaski will cover September 27, 2010, Adrienne Cherry will cover October 4, 2010 and we will contract Amy Yamaski to cover October 11, 2010.
b. A motion was made to contract Amy Yamaski to cover October 11, 2010 rehearsal for $100.00. (MSP – John, David S.).
C. All rehearsals will be video taped.
VIII. New Business:
1. Strategic Planning meeting – Come early, ready to go.
2. Accompanist compensation -
a. There was discussion on this issue as Christina read Zeke’s letter stating his requirement for greater financial compensation, not only for his accompanist role, but also for his arranging work.
b. Daron stated he didn’t think we needed Zeke to do arrangements and especially not for this current season. c. After lengthy discussion, we decided that we cannot meet Zeke’s request for increased compensation. Christina will write a letter to Zeke explaining this and welcoming him to stay if he still wants to. If not, Daron is ready to ask Glenn Matthews to return.
3. Compensation for arranging music -
a. There is a budget of $2000.00 to pay for men’s Choral arrangements that has not been tapped as Daron has done all the arranging so far.
b. We agreed that we will need to start paying for arranger fees, especially as we approach the Hawaiian music. This will be a task for the AD to take on.
4. We discussed inviting Nancy Kramer to sit on our Advisory Committee – we will email her to invite her to do so.
5. Chorus credit and/or debit card -
We had some discussion about the need for a PMC debit and/or credit card. It is difficult when it is time to buy something to expect board members to use their own cards for this. Christina stated that it is also more professional to have a business card. After much discussion, it was moved and approved that we apply for a credit/debit card and that John Puig will look into it (MSP Daron, Erika).
IX. Other Business and Announcements: none
X. Next BOD Meeting: The next board meeting will be held at David Shaw’s house on Wednesday, October, 2010 at 5:30 pm.
XI. The meeting was adjourned: At 8:53 p.m.
Respectfully submitted by: Tracy Hedgecock, SecretaryMinutes
Puna Mens’ Chorus BOD Meeting
September 1, 2010
I. Call to Order: Christina Ingenito called the meeting to order at 5:45 pm
II. Present: Christina Ingenito (Pres.), John Puig (Treas), Tracy Hedgecock (sec.), Daron Scarborough (Artistic Director), David Shaw (Director), David Ellis (Director), Elyse Morishita (Director), Erika Ginnis (Director), Wayne Laubscher (Director)
Introduction of new Board members: We went around the room and introduced ourselves.
a. Erika Ginnis (new member) – Sings with Dennis and Sandi Alstrand in their group Teds. She is from Seattle and has group singing experience. She is an author and counselor.
b. Elyse Morishita (new member) – Is a Financial Advisor and has worked with David Shaw’s wife Nancy Kramer. She lives in HPP and has been a drummer.
c. David Ellis (new member) – Presently the fundraising chair.
III. Guest Report: No guests
IV. Secretary’s Minutes: Minutes for the August, 2010 meeting were voted on and approved. (MSP – John P, Wayne)
V. Treasurer’s Report: The treasurer’s report for August was reviewed and approved (MSP – Tracy, Wayne)
VI. Committee Reports:
1. Programming/Production Committee – Daron’s report
a. We have purchased a mobile piano.
b. There are 3 members presently on the production commitee and that seems to be working well.
c. Action item – sound system – David E. and Howard are looking at a sound system that PMC could use if we need it.
d. Honorarium for Susanella (flutist) who will be playing 5 songs for HoliDAZED. She will be doing 3 shows and 2 rehearsals. She would like us to pay for her gas since she will be coming from Volcano. Daron suggested $100.00. There was discussion about this. John P. said that was not enough since she lives in Volcano. After some discussion $150.00 was decided on. A new motion was made to give Susanella an honorarium of $150.00. (MSP – Daron, Erika). To be presented with a card at the last HoliDAZED show.
2. Marketing/PR Committee – (Lyn’s report read by Daron)
a. What will Marketing be doing for the next 2 to 3 years? What are their future goals? These questions will be addressed at the SPM on Sept. 11.
b. Ideas discussed at the Marketing meeting: Get more people to know that PMC is Puna Men’s Chorus; push the logo; tie the two together, so people begin to know who we are.
c. Other ideas discussed were “Join the Ohana” and get a “button” or 5% or 10% off on items we sell. Human interest story to push the new website. Make a CD to take to Gala and sell on the website.
d. The website is up and ready to go. Lots of intensive work has been done by Ken, Lyn and Daron. There are “Buy Tickets and “Donor” buttons amongst many other features.
e. A motion was made to activate the website. (MSP – David S, Tracy)
f. We discussed the use of Paypal, which we will use for online ticket sales and the online store.. Paypal is 2.2% + .30 fee for tickets and shipping t-shirts. Paypal is full service for ` donations made online.
g. Motion was made to charge $18.00 + shipping for ordering t- shirts online. (MSP – Daron, Wayne) Christina will e-mail Nancy Kramer to find out how to handle online ticket sales.
h. Upload party – To be announced
I. Logos, letterheads and business cards – Ken came up with our Hawaiian Name “Papa Himeni” means “Singing Group”. To bind us to the land and who we are. There was some discussion around this. A motion was made to add our Hawaiian Name to our Logo, letterhead and business cards. (MSP – John, David E.)
3. Fundraising Committee – David Ellis
a. County Grant – We will re-apply for next year.
b. David said he will research grants and find the ones that are best for PMC. Hawaiian Peoples’ Fund was mentioned.
David reported the way to write a grant is write it about what they want to hear.
c. Wayne reported that the County Fair is charging $800.00 to rent a food booth. The food booth idea was canceled.
d. Seaview Flea Market at SPACE – rent a space there for sales.
e. Silent Auction We discussed the importance of asking all PMC Members to think about how to find contributors to the Silent Auction, especially for gift certificates of services since these were so popular. Thank you notes to donors will be generated soon.
f. Halloween Party – Scheduled for Friday, October 29, 2010 at David Ellis’s house. David Sanders will be the DJ. Need volunteers to help setup and tear down. David E. will work with Tracy on this.
g. Volcano Garden Art Center – Garage Sale – Ira Ono will be in touch with Wayne to arrange for a date for this.
h. Sponsorships, donors and the new brochure will be discussed at the next Fundraising meeting. On the committee are: Wayne, David E., John and Keath.
4. Volunteer Coordinators – (Tracy and Christina)
a. Tracy reported she has the list of volunteers and is ready to call them to action when needed.
5. Executive Committee report – Christina reported the Strategic Planning Meeting will be at Daron’s house, Sat. September 11, 2010, from 9 to 1. Open to Board members and committee Chairs. Potluck to follow. Christina will report on this meeting next month.
VII. Old Business:
1. New A.D. Search – a. Christina reported we have two candidates to interview for the A.D. position, Amy Yamaski and Adrienne Cherry. There was some discussion about this. It was decided to select an interview committee. Daron, Christina, David S. and Tracy will be on the interview committee. We will try to interview them on the same day. Tuesday, morning, September 7, 2010 was decided on. Christina will call the candidates and confirm date and times.
b. Interview committee will submit questions to ask the A.D. candidates.
c. There will be a feedback forms for the Chorus to fill out.
2. Daron’s Vacation -
a. There will be three rehearsals to cover. Amy Yamaski will cover September 27, 2010, Adrienne Cherry will cover October 4, 2010 and we will contract Amy Yamaski to cover October 11, 2010.
b. A motion was made to contract Amy Yamaski to cover October 11, 2010 rehearsal for $100.00. (MSP – John, David S.).
C. All rehearsals will be video taped.
VIII. New Business:
1. Strategic Planning meeting – Come early, ready to go.
2. Accompanist compensation -
a. There was discussion on this issue as Christina read Zeke’s letter stating his requirement for greater financial compensation, not only for his accompanist role, but also for his arranging work.
b. Daron stated he didn’t think we needed Zeke to do arrangements and especially not for this current season. c. After lengthy discussion, we decided that we cannot meet Zeke’s request for increased compensation. Christina will write a letter to Zeke explaining this and welcoming him to stay if he still wants to. If not, Daron is ready to ask Glenn Matthews to return.
3. Compensation for arranging music -
a. There is a budget of $2000.00 to pay for men’s Choral arrangements that has not been tapped as Daron has done all the arranging so far.
b. We agreed that we will need to start paying for arranger fees, especially as we approach the Hawaiian music. This will be a task for the AD to take on.
4. We discussed inviting Nancy Kramer to sit on our Advisory Committee – we will email her to invite her to do so.
5. Chorus credit and/or debit card -
We had some discussion about the need for a PMC debit and/or credit card. It is difficult when it is time to buy something to expect board members to use their own cards for this. Christina stated that it is also more professional to have a business card. After much discussion, it was moved and approved that we apply for a credit/debit card and that John Puig will look into it (MSP Daron, Erika).
IX. Other Business and Announcements: none
X. Next BOD Meeting: The next board meeting will be held at David Shaw’s house on Wednesday, October, 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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