Minutes
of the Meeting of
the Board of Directors
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April 7, 2009
The meeting of the Board of Directors of the Hopewell Valley Chorus was held on Tuesday, April 7, 2009, at Christina's house. It was called to order by the president, Marilyn, at 7:35 pm.
Present: Marilyn Licciardello, Christina Rowntree, Lynn Ebeling, Sandy Stein, John Kling, Carole Woodford, Jackie Turner, LuAnn Wood, and guests, Chris Piatek and Carol Southard.
The minutes of the last meeting (March 3) were approved.
TREASURER'S REPORT:
Christina distributed copies of data to each Board member, one printout showing the current balances, one showing income and expenses through April 7 as compared to income and expenses from last year, and a third was a two-page report showing the budget as opposed to the actual financial report for the year.
Christina said that the estimate of interest to be earned on accounts is low due to the present state of the economy.
Christina pointed out that this year's budget is very close to that of last year.
As all of these pages could not be closely examined in a timely manner at the meeting, Christina invited the Board to examine the printouts of the budget report at their leisure in the next week, and present comments and/or questions that they might have upon examining it in detail to Christina via email.
Christina stressed her hopes that all of the expenses for any events connected with the 50th Anniversary celebration will be self-supporting, and will not be a financial burden to the HVC budget.
The budget must be voted on by the membership at the Annual Meeting. In order for the members of HVC to have a chance to examine the budget and formulate their own comments and/or questions about, it will be presented to the membership two weeks before the Annual Meeting, along with the slate from the Nominating Committee.
VICE PRESIDENT/MEMBERSHIP REPORT:
Jackie reported that there are 62 members of HVC at the present time.
She reported that the post cards (designed by Carole Allison) announcing the Spring Concert will go out this week to everyone in the data base, many of which are former members of HVC. Post cards will also be made available to Chorus members who might want to send them to friends and family members.
Concert tickets are ready to be distributed.
The poster for Spring Into Song was available on email. Jackie will ask Carole A. to send a poster for the Spring Concert via email as well.
Jackie reported that she was contacted by Lynn Ransom, the director of Voices, who gave her the dates of the Voices concerts and asked Jackie for the dates of the HVC concerts, in an effort to avoid performance date conflicts.
FINANCE REPORT:
Sandy reported that we have received the first installment of $1,500.00 from the Mercer Co. grant, which was applied for last year.
She has sent in her proposal for the Bergen Foundation grant.
Sandy said that Rachel Lindell has offered to assist in writing grant proposals. She also said that Pearl's friend may help with the audit process after tax season is over.
Sandy felt that the concert at the Stony Brook Assisted Living Facility in Pennington was a success. She said that feedback from some members of HVC indicated that they would like to have more practice time in order to know the music better if we do another similar concert in the future. However, feedback from residents of the Stony Brook facility was very positive. They enjoyed the music, and, as it was familiar to them, they were able to join in the singing. Marjorie suggested that for future programs, we might want to entertain requests from the residents, to be sent to her in advance. As many residents said that they had such a wonderful time, Sandy feels that we should perform there with a similar program at least once, if not twice, a year. Not only is it a valuable community service, but it will also be helpful in our application for the Pennington Day Grant each year.
Carole Allison is working on preparing a HVC booth for Pennington Day. Sandy will apply for the Pennington Day Grant after Pennington Day is over.
Sandy reported that the official name for the "Number of the Day" raffle is called a CALENDAR RAFFLE. She is applying for the two permits necessary to run the Calendar Raffle. Each permit will cost $120.00.
Letters have gone out for the Annual Fund Drive. So far, one contribution check has been received.
Sandy is planning to put together a raffle for the night of the Spring Concert. We have received a $50.00 gift certificate from the Wooly Lamb in Pennington, which can possibly be used for the raffle. If any other such "in kind" contributions are received from the Annual Fund Drive instead of money donations, they can also be used for the raffle, if time allows. Christina volunteered to check into the Ferry House Restaurant in Princeton, which has always given an "in kind" contribution of two free dinners to Ben Primer in the past.
CONCERT MASTER'S REPORT:
Marcia was absent from the meeting, but sent in the following report:
Proposed schedule for concert week is as follows:
Monday, May 11 - 7:00-9:30 - rehearsal at UUWC*
Wednesday, May 13 - 7:00-9:30 - rehearsal at UUWC
Friday, May 15 - 6:30-7:30 - rehearsal with orchestra at UUWC (precise time TBD)
8:00 - performance
Sunday, May 17 - need to be in Bloomfield by 1:30 (bus to leave from ?? at ?? )
*will need to find out if pulpit, plants can be removed on Monday night so that risers can be in place and stay there until after Friday's performance.
will need to arrange for possible food and beverages (purchased), parking marshals, ticket sellers, ushers, stage hands to remove orchestra chairs/music stands at intermission, remove risers, replace pulpit, plants, clean up of the Crossing Room, etc.
I have no further information on the location of the winter '09 concert. Will contact Pennington Presbyterian Church after their anniversary events are over in mid-May.
Rehearsals in fall/winter:
I have requested for the Chorus Room for the Mondays from 9/14 through Nov. 30 (will have to arrange for UUWC on Sept. 28). Lynn Gray (my contact) was not there when I went to the school to submit the request. In a subsequent email exchange, she said that she had entered our dates into the Events Calendar and sent the form on to the Board Office for approval. She noted, however, that the school activity calendar has not yet been set and that after that happens there may be "a conflict here or there." She said she would advise me as soon as she knows of any such conflicts.
MAY 10 CONCERT:
Marcia, Marjorie and Kate visited the TCNJ on 4/6 and learned that the Kendall Hall at TCNJ is beautiful and would be a wonderful site for our 50th anniversary concert.
questions/issues:
Would doubtless need some kind of acoustical shell so that sound doesn't evaporate
Would need risers for everyone (since chorus would be behind orchestra on stage) - might be able to rent from the music department.
College has 24 "opera" music stands with lights that we could use for the orchestra.
Would need to rent a piano - ideally, have delivered on Saturday to sit covered in hall, placed on stage and tuned on Sunday (tuner would need 1 hour in quiet hall for this).
Small amount of parking close to Kendall Hall; Majority of people would have to park in an area 4-5 minute walk away.
Will need to provide a certificate of liability insurance of $1 M naming State of NJ and TCNJ as additional insureds for date of concert.
Could schedule concert either 3:00 or 4:00 on Sunday, May 23
Could rent attractive atrium/lounge in social science building for pre-concert reception for chorus, orchestra members, and VIP's (very close to Kendall Hall, en route from parking lot)
Could arrange to have performance recorded or videotaped.
Sample schedule for the day:
8:00-11:00 - hall cleaned from dance performances
10 - 12 - set up risers and shell
12 - 1 - piano tuned (reception for chorus members et al.)
1:00 - 2:30 - rehearsal
2:30 - doors open
3:00 - 5:00 - performance
or move everything an hour later
we will need approximately 6 ushers/ticket sellers
Costs:
flat fee for 4-hour performance $1,500.00
load-in time @ $125/Hr 250.00
rehearsal time @ 225/hr 350.00
3 students @ $15/hr ?
1 professional staff @ $35.00/hr ?
piano rental ?
rental of acoustical shell ?
rental of reception hall and clean-up ?
food reception (provided by TCNJ) ?
recording of concert ?
A discussion followed, regarding whether or not to provide refreshments for the orchestra when they arrive before the concert on Friday night. The Board considered the tight time schedule and the expense of providing food, and decided that, unless Marjorie has already promised refreshments to the orchestra, we would rather not provide food.
LIBRARIAN'S REPORT:
Carole W. reported that she was able to sell two HVC logo mugs at the Boro Bean.
Carol S. volunteered to ask the Pennington Market if they will display the mugs for sale in their store.
Carol S. suggested that Kate put an announcement in the Pennington Post and the Hopewell Valley News about the sale of HVC logo mugs in the Boro Bean and the Pennington Market (provided the Mkt. agrees to sell them).
Sandy volunteered to ask a friend who is on the Board at McCarter Theater if they will sell the mugs at their gift shop or coffee bar there.
PUBLIC RELATIONS REPORT:
Kate was absent from the meeting, but sent in the following report:
Report for Board Meeting, April 7, 2009 (Kate O’Neill)
PROJECTS:
Stony Brook Assisted Living Facility Sing a long:
I haven’t done any publicity on this, but I can. I think it would be good to supplement our information going back to the Pennington Day Committee by having a news article about our “extra concert.”
Scholarship/Spring Concert
Spring into Song
· I’m planning a letter to the editor thanking the community for supporting SiS, mentioning the 10th year, etc. Marilyn: I would ask you to sign that, or we could co-sign.
· My Spring into Song triptych seemed to appeal to visitors and created a nice little focus for the mugs.
50th Anniversary
· Carole A. suggests we save PR about Cabaret and Cabernet until after the event.
· We have five full cartons of mugs left, or 124 mugs. I imagine that some will sell at Pennington Day and at our spring concert.
· Forthcoming anniversary plans will include
o a state and or/local proclamation in honor of our 50th.(This is something you arrange for. A new project!)
o a display for the libraries depicting our history
Spring into Song Report
· This felt like the best Spring into Song ever, and I thank every single person who attended, signed up to volunteer, pitched in when they saw tasks to be done. I was particularly pleased that without prior planning, the music and the subjects of the songs seemed to tie in together.
· I don’t think anyone regretted not having a post-concert reception, but Christine’s nice idea of the candy basket in the lobby was very nice and was appreciated (especially the chocolates).
· The UU Church was, as always, an invaluable partner in this endeavor. I’ve written a thank you to their pastor and will also thank the “rental” coordinator, Jane Shafer, by letter.
· Attendance was down from last year, but I think the more comfortable fit for guests and performers made the afternoon more pleasant for all.
· The Gospel choir was so cooperative! They were very concerned about our “issues” from last year, and did everything they could to fit in with program. They have become a valued member of the team.
· I will send every group a photo and a hand-written thank you note.
· Finances
o We raised $2,800 from the collection at the church, including one individual check for $1,000. About $100 came in after the event. There may be more, but we should end up between $2,800 and $2,900, enabling us to sponsor at least two Trenton Children’s Chorus members at Albemarle this summer.
o CD sales were not as successful as last year, but raised more than $100. The charge for programs was only $88 (Thank you, Triangle.) Party Things donated the balloons. (Thank you, Howard Sunshine!) The costs for the triptych were about $15. Please make a point of visiting these businesses and thanking them.
o Marjorie donated her conducting services.
· Susan Haig, a supporter of the TCC, hired (with my blessing) a well-known videographer to record the event. They recorded testimonials from the children and two of the TCC directors, and also recorded each of the 7 performing groups.
NEW BUSINESS
Opera Company of New Jersey:
The company is seeking hosts for its out of town performers and tech people this summer. I would love to see us collaborate with this group, raise our profile in a new way, and have a summer cookout for our guests. Yes! This is excellent PR!
Bus to Bloomfield:
Only 24 people said they would like this option. I’ll check with A-1 to see whether there’s a smaller bus than the 42-person one we’d been discussing. Putting 24 people in a 42-person for $600 would raise the cost per person.
End of report. The following items in Kate's report were discussed by the Board:
The Board discussed the merits of the sponsorship for WWFM in May, and the one month sponsorship for Princeton Online, mentioned in Kate's report under the heading, "Scholarship/Spring Concert," and agreed to commit to both sponsorships.
Sandy made a motion to pay $100.00 for each sponsorship; the motion was seconded by Christina, and it was carried.
Jackie will send out an email informing members of HVC about the availability of the bus to Bloomfield, (as some members were absent from rehearsal on Monday when it was announced), in the hopes that more people will become interested in using the bus. After Christina has an accurate count, she can decide how much to charge for the bus ride.
MUSIC CONSULTANT'S R EPORT:
John reported that we have a talented singer, Robinson Meyer, as the winner of the scholarship.
50th ANNIVERSARY CHAIR REPORT:
LuAnn reported that invitations to the winery event will be sent out only after members of HVC have had a chance to buy tickets.
Marjorie has agreed to listen to any potential talent for the caberet.
The committee has hired two servers to set up and clear up.
The committee can use the kitchen at the facility to prepare the food.
So far, 33 tickets have been sold.
Beverages will be available for guests who do not drink wine.
In order to break even, 100 tickets must be sold.
The committee plans to purchase napkins with the HVC 50th Anniversary logo printed on them.
NEW BUSINESS:
The Annual Meeting will be held on April 27. Marilyn will make announcements concerning the budget and the Board nominees to the membership at rehearsals on April 13 and April 20.
Nominees are Kate O'neill, returning for a second term for Public Relations; Sandy Stein, returning for a second term as Finance Director; Christina Rowntree, returning for a second term as Treasurer; and Chris Piatek, nominated for a first term as Vice President/Membership.
Christina will make up a sheet announcing the nominees on one side and the budget on the other to be distributed to the membership.
Trenton Thunder - June 18.
Jackie suggested asking Bill Williams to organize the Trenton Thunder anthem performance, as he has done so in the past. Marilyn said that she will ask Bill if he will do this.
Sandy questioned the need for another Board meeting before the Spring Concert, and the Board agreed that the next meeting will be after the concert, on June 2, at 5:30 pm at Marilyn's house.
Marilyn will once again organize a beach party at her beach house, probably on July 18.
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Hopewell Valley Chorus home page: http://www.princetonol.com/groups/hvchorus/index.html
PO Box 93 - Pennington, NJ 08534 - 609-737-2468 (membership) - 609-737-3177 (information)