Board Minutes Meeting: October 22, 2009
Attendees: Marge, Karla, Carli, Jo, Sue, Diane, Shelley, Joan, Ann, Allan, and guest Darcy Wold[spoiler title=”Secretary”]Minutes of the last meeting were approved.
[/spoiler] [spoiler title=”Artistic”]Artistic Director Items (20 min)
[/spoiler] [spoiler title=”Committees & More”]Committee Reports
The fundraising letter has been written and has gone to the printer. It will be part of the mailing party on Monday. A special envelope printed that can be used for donations has been printed and will be used with this mailing and on future occasions.
There has been little use of Wecare.com, a method of online shopping that gives a percentage to the chorus.
Food Lion has a program for gift cards which allows an organization to buy cards at a discount, then resell at face value, but Harris Teeter no longer does. Marge has bought $1000 worth of cards for Food Lion. She will also get cards for Lowe’s.
Sue Regier has volunteered to do grant writing. We also need a volunteer to do research on grants
Silent auction plans: The date (April 10) and venue (Briar Creek, near Farrington) are set. The proposed budget was reviewed, revised, and approved.
Governance Board members have supplied job descriptions for many jobs, but we need job descriptions for remaining jobs, even small ones.
Shelley distributed the four articles of the by-laws that are ready to be voted on.
Article 1 defines the board and how it works. (This is the big one.) Board terms changed to 2 years, with half of the positions changing each year. This means that the terms of some of the current members will be up in the spring. Slate would specify who’s going to do what (rather than just a group of people). In addition, the Artistic Director is an ex officio member (i.e., by virtue of the job), and would have a vote (except on items like their own salary). The At Large board member position was added. An At Large board member need not be a chorus member
Article 4 defines the fiscal year.
Article 5 defines annual and special meetings.
Article 6 says that the by-laws can be amended by the board.
The board voted to accept these articles of the by-law.
Logistics No report
Membership One of the purposes of our “in-reach” committee is to support members who need some help, and we currently have members who are in financial need. We talked about how to provide assistance “quietly” (i.e., without sharing the name of the recipient) when needed.
Publicity Preparations for the mailing party are in hand. Judy has volunteered to be Mailing Maven, though after this next mailing party. Janet Buehler has asked for assistance, but we don’t know whether she’s had responses.
The idea of a face book presence for the chorus was raised.
Susan Brown has suggested that we need a professional designer for next year. Several board members suggested graphic artists who might be suitable.
Music No report
Timeline Sue will review the 990 tax form with Judy tomorrow. They discovered that we need to file papers to be considered tax exempt by the state of NC. A “stuffer plan” for exchanges with other choruses needs to be developed.
Volunteers Karla will send out an e-mail with job descriptions that need to be filled.
[/spoiler] [spoiler title=”Next Meetings”]Future meetings:
November 19, Joan’s, Carli will help with refreshments
December 17, Shelley’s house
January 14, Marge’s houses, Sue will provide refreshments.[/spoiler]