Tampa Bay Heralds of Harmony Chapter of the Barbershop Harmony Society

Transcription

1 Minutes of the February 2007 meeting of the Board of Directors The meeting was called to order by Bob Morrissey at the Scottish Rite Masonic Center in Tampa on February 15 at 7:00 PM Board members present: President Bob Morrissey Treasurer Al Kelly Music & Performance VP John Pennington Secretary Lou Wurmnest Imm. Past Pres/Events VP Nick Schwob Director Joe Kane Director Paul Carter Director John Solak Board members absent: Director Lynn Hinneman Chapter Development VP Bruce Yeager Financial Development VP Bill Phipps Marketing & PR VP Steve Matheson Minutes: The Board reviewed the minutes of the January 2007 meeting. They were accepted. Treasurer s Report: Al Kelly submitted the treasurer s report for January (paper copy of report on file). A motion to receive the report was made, seconded and passed. President s Report: President Bob Morrissey is encouraged by the good attendance by guests. He also noted that weekly attendance has been holding steady at about 47 active members. The singing Valentine project was successful. Bob iterated the goal for the chapter is to become better Heralds, to increase the HOH membership, and to become well known in the community. Chapter Development VP Report: VP Bruce Yeager was absent see Music VP comments in this report for reference to potential new members. Public Relations VP Report: The Marketing VP, Steve Matheson was absent no report. Financial Development VP Report: VP Bill Phipps sent in a written report (on file) in his absence. In it he states that 6 Free & Easy arrangements from the Barbershop Harmony Society have been supplied to the Hillsborough High School music program. They would like more charts of a cappella music. The Heralds of Harmony are actively forming a relationship with the school s music department and the music instructor, Eleanor Solomon. (Page 1 of 2)

2 Music & Performance VP Report: John Pennington, Music VP, said that 8 potential members have been voice placed and that 2 of those have passed the audition to join the chorus. Steve Jamison is scheduled to coach the chorus on March 13 and will be coaching at the chorus retreat March 30, 31, and April 1. A process for members learning a song from introduction to qualifying to perform is being written. The Music Committee will inform the chorus members of that process as soon as it is finalized. In order to have a procedure for booking performances, a motion was made that A policy be developed for booking performances and that the chapter president drafts such a procedure. Motion passed. The board is considering hosting the Sunshine District Convention in the fall of 2008 or Nick Schwob will check with the Tampa Bay Performing Arts Center on the availability of Ferguson Hall for the contest. Performance Development VP Report: No report given. Events Chairman Report: The preparations for the International convention are proceeding. Our director, Bill Billings and Tony DeRosa are working on the details of the Christmas Show for December 8, Old Business: None discussed. New Business: None discussed. Barbershopper of the Month: Bob Buhlmann was unanimously selected as Barbershopper of the Month for January/February. Next Meeting: March 21, 2007 at 7:00 PM at the Scottish Rite Masonic Center Adjournment: 9:00 PM Respectfully Submitted: Lou Wurmnest, Secretary (Page 2 of 2)

3 Minutes of the April 2007 meeting of the Board of Directors The meeting was called to order by Bob Morrissey at the Scottish Rite Masonic Center in Tampa on April 18 at 7:00 PM Board members present: President Bob Morrissey Treasurer Al Kelly Music & Performance VP John Pennington Secretary Lou Wurmnest Marketing & PR VP Steve Matheson Director John Solak Financial Development VP Bill Phipps Director Paul Carter Imm. Past Pres/Events VP Nick Schwob Director Lynn Hineman Board members absent: Chapter Development VP Bruce Yeager Director Joe Kane Minutes: The Board members reviewed the minutes of the March 2007 meeting. They were accepted. Treasurer s Report: Al Kelly submitted the treasurer s report for March (paper copy of report on file). A motion to receive the report was made, seconded and passed. President s Report: President Bob Morrissey reported that the chapter meeting attendance has been approximately 40 members per week. He noted that it s nice to have 3 performances booked and that quartet singing is starting up again. The chorus needs to help the new members get up to speed on qualifying for performances. Bob also is urging the board members to sell ads for the annual show program. Chapter Development VP Report: VP Bruce was absent. No report. Public Relations VP Report: Steve Matheson said that the annual show publicity has been sent to the newspapers and TV stations. He also stated that mailers have been printed, posters are out, and an ad will be in the Sunshine District s Spring Convention program. Steve suggested that various quartets go out to clubs to promote the show. Financial Development VP Report: VP Bill Phipps reported that he needs to send a summary report to the Hillsborough County Arts Council. That will be done within 30 days. (Page 1 of 2)

4 Music & Performance VP Report: John Pennington, Music VP reported that the qualifications are being centralized. He also told us that a Pirate theme will be used in the fall contest and that the songs are being worked on. John is concerned about bringing the new guys up to speed Performance Development VP Report: Dave Roberts is working out the details with the Sun City Center performance scheduled for December 7, The contracts for Advent Christian Village and MacDill AFB are done. Events Chairman Report: Nick Schwob said that the annual show is moving along OK, the signed contract from TBPAC for the June event has been received and that work is being done on the production of the 2007 Christmas show. He has concerns about the costs of the Performing Arts Center for our annual show. Old Business: None discussed. New Business: A motion was made and seconded to proceed with planning a chorus retreat for Motion passed. Barbershopper of the Month: John Pennington was selected as Barbershopper of the Month for the month of April. A thanks for the hard work done for the chorus retreat. Next Meeting: May 17, 2007 at 7:00 PM at the Scottish Rite Masonic Center Adjournment: 9:15 PM Respectfully Submitted: Lou Wurmnest, Secretary (Page 2 of 2)

5 Minutes of the June 2007 meeting of the Board of Directors The meeting was called to order by Bob Morrissey at the Scottish Rite Masonic Center in Tampa on June 20 at 6:50 PM Board members present: President Bob Morrissey Treasurer Al Kelly Music & Performance VP John Pennington Secretary Lou Wurmnest Marketing & PR VP Steve Matheson Director John Solak Financial Development VP Bill Phipps Director Paul Carter Imm. Past Pres/Events VP Nick Schwob Chapter Development VP Bruce Yeager Board members absent: Director Joe Kane Director Lynn Hineman Minutes: The Board members reviewed the minutes of the April 2007 meeting. (There was no board of directors meeting in May.) A correction was made, changing the Barbershopper of the Month for the month of April to John Pennington. The minutes were then accepted Treasurer s Report: Al Kelly submitted the treasurer s report for May (paper copy of report on file). A motion to receive the report was made, seconded and passed. President s Report: President Bob Morrissey reported that the annual show was an artistic success, although not a financial success. Ticket sales were up approximately 22% and ad sales were about $400 higher than last year, so the downward trend in the annual show revenue was stopped this year. The Heralds of Harmony s performance in the Flag Day ceremonies at the Scottish Rite Temple program was well received, but it was disappointing to have only 35 chorus members on stage. Bob is pleased with the increase in guests and new memberships but is concerned about new members that have joined but are not participating now. There is a need to find a way for the Heralds to become more useful in the community. The chorus members need to realize the importance of good public relations and community involvement. Chapter Development VP Report: VP Bruce Yeager said that Dan McFarlane is going to be contacting former active members. (Page 1 of 3)

6 Public Relations VP Report: Steve Matheson is getting started on the Christmas show publicity. He requested that chorus quartets help with publicizing the Heralds of Harmony and the Christmas show by performing for the radio and TV guest shots that get arranged. Financial Development VP Report: VP Bill Phipps reported that the final report was sent to the Arts Council of Hillsborough County. He is asking for grant ideas for Bill passed out a sheet with possible suggestions for each potential grantor. (A copy is on file.) Music & Performance VP Report: VP John Pennington said that 56 chorus members have qualified on the contest set and that 54 are going to Denver. An mp3 file of a pirate theme up tune will be posted on the HOH website around June 22. He reported that sectionals rehearsals are working very well. John presented an amended budget for Music and Performance expenses. A motion was made to accept the budget as presented. It was seconded and passed. A hard copy is on file. Performance Development VP Report: There was nothing new to report. Events Chairman Report: Nick Schwob has submitted the Competitor Verification Form to the Barbershop Harmony Society s Contest and Judging Administrator. The housing requirements for the chorus members have been finalized. Old Business: None discussed. New Business: The spare trailer that had been used for hauling risers has been sold. The board reviewed the 2007 Annual Show and Bob Morrissey noted that a high percentage of last year s ads were not renewed. Bob asked Nick Schwob to make a recommendation to the Board about show time or times for the 2008 Spring Show. He also asked the board members to communicate their thoughts about show times and anything else to Nick that could help in his developing a recommendation. President Bob Morrissey presented a draft of The 2007 Christmas Show Fact Sheet. A motion was made and seconded to accept the Fact Sheet (on file). The motion passed. The board discussed the status of the Heralds of Harmony Foundation. Nick Schwob was appointed to serve on the board and Al Kelly will be treasurer of the foundation. (Page 2 of 3)

7 A motion to Clarify the criteria of the HOH Member Denver Expense Award to mean that Only those members going to Denver to compete are eligible to receive compensation was made. The motion was seconded and passed. A motion was made to Supplement Paul Helbig s travel money with $100 from the Publix grant. The motion passed. Pursuant to a discussion about a Heralds of Harmony Show of Appreciation to it s contributing alumni, Bruce Yeager agreed to look for choruses in the Sunshine District that have an alumni group and find out how they are organized. Nick Schwob said that he will check with the Vocal Majority because they have such an organization. Barbershopper of the Month: It was unanimously decided to select the four section leaders as Barbershoppers of the Month for the month of May. For the Good of the Order: Bob Morrissey said that he would organize a breakfast or lunch for the chorus members and their spouses if there was enough interest. The event would be held on Saturday. Next Meeting: Thursday, July 19, 2007 at 7:00 PM at the Scottish Rite Masonic Center Adjournment: 9:40 PM Respectfully Submitted: Lou Wurmnest, Secretary (Page 3 of 3)

8 Minutes of the July 2007 meeting of the Board of Directors The meeting was called to order by Bob Morrissey at the Scottish Rite Masonic Center in Tampa on July 25 at 7:00 PM Board members present: President Bob Morrissey Treasurer Al Kelly Music & Performance VP John Pennington Secretary Lou Wurmnest Marketing & PR VP Steve Matheson Director John Solak Financial Development VP Bill Phipps Board members absent: Director Joe Kane Chapter Development VP Bruce Yeager Imm. Past Pres/Events VP Nick Schwob Director Lynn Hineman Director Paul Carter Minutes: The Board members reviewed the minutes of the June 2007 meeting. The minutes were accepted as presented. Treasurer s Report: Al Kelly submitted the treasurer s report for June (paper copy of report on file). A motion to receive the report was made, seconded and passed. President s Report: President Bob Morrissey reported that the Pirate motif is underway, looks great, and will dramatically affect the Heralds of Harmony chorus for the next eighteen months. He is eager to see if we will maintain the good attendance. The President s concerns are that the annual show was not a financial success, that there are no performances scheduled until the Christmas show, and that the goal of making the public more aware of the chorus is not happening. President Bob Morrissey appointed a committee made up of Bill Phipps, John Solak, and Steve Matheson to make recommendations to the board in September of this year on how the Heralds of Harmony can become helpful, be appreciated, and become better known in the area. The Heralds want to appeal to good singers and draw financial support. Chapter Development VP Report: VP Bruce Yeager was absent no report. Public Relations VP Report: Vice President Steve Matheson told the board that a reporter form the Tampa Tribune will be writing a story about the Heralds. He also said that promotion of the (Page 1 of 3)

9 Christmas show for groups is being started. The Toast of Tampa has asked that some promotional material be posted on our website. A motion was made that we have a link on our website that will open a page showing a Toast of Tampa flyer advertising their annual show and an order form for tickets. The motion passed. A motion was made that President Bob Morrissey form a committee to develop a policy regarding the use of the HOH website by groups outside the Heralds of Harmony. The motion was approved. Financial Development VP Report: VP Bill Phipps sent a press release to the Arts Council of Hillsborough County describing our success in Denver at the International Convention. He also ed the ACHC informing them of our receiving the $10,000 grant money. Bill also sent letters to 42 state legislators thanking them for not cutting funding to the arts. Music & Performance VP Report: VP John Pennington told the board that the Caldrons are working on the choreo for the contest uptune. He is planning on having them present the choreo package to the chorus on either the weekend of September 21/22 or September 28/29. He reported that we are starting on Christmas music now because of the many new members. The music committee will introduce a taping/coaching program as way of coaching people earlier in the learning of the new songs. Performance Development VP Report: There was nothing new to report. Events Chairman Report: Nick Schwob informed the board that the times for the Christmas show has changed to 2:30 PM and 7:30 PM. He is trying to get a firm date for the June 2008 annual show so quartets can be hired. There was an error with an HOH room cancellation at our hotel in Denver and the board agreed to reimburse the member the room charge of $ Old Business: Analysis of the HOH Foundation requires more time to determine if it could or should be dissolved. President Bob Morrissey will reassess the viability of continuing the HOH Foundation. (Page 2 of 3)

10 New Business: VP of Music and Performance John Pennington informed the board that the 2008 Chorus Retreat is scheduled for February 29-March 2. A contract has been received from the campground and pricing and other details are being worked on. The Calderons and Steve Jamison have been contacted to coach at the retreat. Bill Phipps is looking for ideas that could be used to write grant requests form the Arts Council of Hillsborough County he needs specific projects for the application. President Morrissey raised the intention of the Heralds taking risers to Jacksonville in October for the District Contest. The plan was tabled. Barbershopper of the Month: Larry Gilhousen and his wife, Julie were selected as Barbershoppers of the Month for the month of May. For the Good of the Order: Several ideas were brought before the board by chorus member, Ed Burt. He suggested a mentor program for the new members; was requesting information about the Christmas show as soon as possible to aid in group ticket sales; and advocated having the annual show in March or April. Next Meeting: Thursday, August 15, 2007 at 7:00 PM at the Scottish Rite Masonic Center Adjournment: 9:40 PM Respectfully Submitted: Lou Wurmnest, Secretary (Page 3 of 3)

11 Minutes of the August 2007 meeting of the Board of Directors The meeting was called to order by Bob Morrissey at the Scottish Rite Masonic Center in Tampa on August 15 at 7:00 PM Board members present: President Bob Morrissey Treasurer Al Kelly Music & Performance VP John Pennington Secretary Lou Wurmnest Marketing & PR VP Steve Matheson Director John Solak Financial Development VP Bill Phipps Director Lynn Hineman Chapter Development VP Bruce Yeager Director Paul Carter Board members absent: Imm. Past Pres/Events VP Nick Schwob Director Joe Kane Minutes: The Board members reviewed the minutes of the July 2007 meeting. The minutes were accepted as presented. Treasurer s Report: Al Kelly submitted the treasurer s report for July (paper copy of report on file). A motion to receive the report was made, seconded and passed. President s Report: President Bob Morrissey requested help with indoctrinating the new members. Chapter Development VP Report: VP Bruce Yeager reported that membership is progressing well and that he has sent s to several members that are active but have not been in attendance lately. Public Relations VP Report: Vice President Steve Matheson told the board that a Christmas flier is ready to be produced that can be used as handouts. He will be contacting the media informing them of our Christmas show in December at the TBPAC. Financial Development VP Report: VP Bill Phipps has the grant application for the Arts Council of Hillsborough County nearly finished. It is to be delivered to the Arts Council by 5:00 PM this Friday, August 17. The use for the money is for general support of chorus marketing and for generating community awareness. Other uses include training and coaching of the chorus and for youth outreach. Music & Performance VP Report: John Pennington, Music VP said that the director team is expanding to include Byron Poore, David Mills, and Steve Jamison. (Page 1 of 3)

12 (August 2007 minutes cont d) The cost of the retreat for Spring 2008 is being negotiated and will include coaching from Steve Jamison and Rosemary and Bob Calderon. John noted that each of the new Heralds of Harmony member has been assigned a coach. Also mentioned is that there will be an all day coaching session for the chorus on September 22. The songs that the chorus is going to perform for the Fall Competition will be Oh, How I Miss You Tonight/When I Lost You Medley and You re Nobody till Somebody Loves You. Performance Development VP Report: There was nothing new to report. Events Chairman Report: Nick Schwob informed the board that the times for the Christmas show has changed to 2:30 PM and 7:30 PM. He is trying to get a firm date for the June 2008 annual show so quartets can be hired. There was an error with an HOH room cancellation at our hotel in Denver and the board agreed to reimburse the member the room charge of $ Old Business: Analysis of the HOH Foundation requires more time to determine if it could or should be dissolved. President Bob Morrissey will reassess the viability of continuing the HOH Foundation. Old Business: Brad Grabill submitted a policy for use of the HOH website by outside organizations was reviewed and approved. There is a copy on file. New Business: President Bob Morrissey requested that the Tampa Chapter Bylaws be revised to establish the number of Board Members at Large at three with each one being elected to a three year term that will expire in staggered sequence with the other two. The board gave its approval to proceed to notifying the chapter members of the proposed amendment. A vote by the membership will be held on August 28 at the regular chapter meeting. Bob presented a lapel pin to the board a pin that would a Heralds of Harmony pin. The initial outlay to the Heralds to have 200 pins produced would be $325. The pins would be purchased by the chorus members at $3.00 per pin or some other agreed upon amount and we would have enough pins produced to give some as comp pins to coaches, et al. Larry Clapp has volunteered to handle the project for the chorus. A motion was passed that we accept this proposal and Mr. Morrissey will notify the vendor of the decision to proceed with production. (Page 2 of 3)

13 (August 2007 minutes cont d) Bob Thames suggested to the Heralds of Harmony board that it request the Sunshine District to convey sincere thanks and grateful appreciation to the Central Florida Chapter for its outstanding support of the District s representatives to International competition. President, Bob Morrissey will convey that request to the Sunshine District board. The board decided to give a DVD of the International chorus and quartet competition to the Central Chapter as a way of saying Thank You. The results income?- from the internet sales was questioned. Al Kelly will contact Café Press for a report. Barbershopper of the Month: A barbershopper of the month was selected for the month of July For the Good of the Order: Several ideas were brought before the board by chorus member, Ed Burt. He asked if choruses get notified of our Christmas Show and also suggested that Byron Poore s father has coached us in the past and could be a possible source of coaching for the Heralds again. John Pennington reported that the Sunshine District is discussing having choruses install a Program Vice President. Al Kelly requested that board members start working on requests for the 2008 budget since approval needs to be before January Bruce Yeager suggested a golf outing for sometime in October or November. The newly formed committee to improve awareness of the Heralds of Harmony in the community has met and will be making suggestions to the board at the September meeting. Next Meeting: Thursday, September 19, 2007 at 7:00 PM at the Scottish Rite Masonic Center Adjournment: 8:40 PM Respectfully Submitted: Lou Wurmnest, Secretary (Page 3 of 3)

14 Minutes of the October 2007 meeting of the Board of Directors The meeting was called to order by Bob Morrissey at the Scottish Rite Masonic Center in Tampa on October 17 at 7:05 p.m. Board members present: President Bob Morrissey Treasurer Al Kelly Music & Performance VP John Pennington Director - Joe Kane Marketing & PR VP Steve Matheson Director John Solak Chapter Development VP Bruce Yeager Secretary - Lou Wurmnest Financial Development VP Bill Phipps Board members absent: Director Lynn Hineman Imm. Past Pres./Events VP Nick Schwob Director - Paul Carter Minutes: The Board members reviewed the minutes of the September 2007 meeting. The minutes were accepted as presented. Treasurer s Report: Al Kelly submitted the treasurer s report for September (paper copy of report on file). A motion to receive the report was made, seconded and passed. President s Report: President Bob Morrissey reported that the Heralds are well booked for 2008, with definite events. He said that the budget for 2008 will be balanced. He also reported that the tickets for the Christmas show are selling well. The President has concerns about the newer singers being able to qualify for the Christmas show. He reported that the 2008 annual show will be held had the Scottish Rite Temple, where we rehearse and that there will be challenges for the chorus members to do the tasks of stage hands. The handling and transportation of the risers to various functions is another situation that needs to be resolved. John Pennington has agreed to determine the feasibility of the Heralds having a Very Large Quartet (VLQ) to perform in place of the full chorus for certain events and venues. Events VP Report: No report. Membership VP Report: Bruce Yeager requested the board members to give him any information they might know about members that have stopped attending rehearsals. He will follow up with communications, but wants to be informed of any special situations. (Page 1 of 2)

15 Public Relations VP Report: Steve Matheson told the board he is working on announcements of the Christmas show to send to the media. He will develop a press kit for arts councils and media. Steve is also working on a radio spot, using grant money, for recruiting and for supporting our performances. Financial Development VP Report: Bill Phipps reported that he signed a grant with the Arts Council of Hillsborough County (ACHC). The Heralds of Harmony has received $13,221 from the ACHC copy on file. Music & Performance VP Report: John Pennington said that a contract has been signed with the Lutheran Ministries for a chorus retreat February 29 through March 2. The Calderons and Steve Jamison will be coaching at that retreat. John reported that the Calderons will introduce the choreo for the Pirate set February 1 & 2. Old Business: President Bob Morrissey said recommendation for some changes in the Heralds of Harmony Foundation have been communicated to Bill Fowler, Ray Scalise, and Jack Greenfield. New Business: President Bob Morrissey reported that at the Sunshine District House of Delegates meeting it was determined that the next three conventions will be in Jacksonville. They are considering having the 2009 Fall Convention in Tampa with the Heralds of Harmony as hosts. Steve Matheson will contact the HOH website designer to make so that we can have PayPal capability for consumer purchases of HOH event tickets. President Bob Morrissey will supply a list of awards that will be given at the Installation Banquet. Barbershopper of the Month Dan McFarlane was unanimously selected as September s Barbershopper of the Month. Next Meeting: 7 p.m., Thursday, November 15, 2007 at the Scottish Rite Temple. Adjournment: 9:15 p.m. Respectfully Submitted: Lou Wurmnest, Secretary (Page 2 of 2)

16 Minutes of the December 2007 meeting of the Board of Directors The December meeting, held primarily to discuss and approve the 2008 budget, was called to order by Bob Morrissey at the Scottish Rite Masonic Center in Tampa on December 11, 2007 at 6:00 p.m. Board members present: President Bob Morrissey Treasurer Al Kelly Music & Performance VP John Pennington Secretary - Lou Wurmnest Marketing & PR VP Steve Matheson Director John Solak Chapter Development VP Bruce Yeager Financial Development VP Bill Phipps Imm. Past Pres. /Events VP Nick Schwob Board members absent: Director - Paul Carter Director - Joe Kane Director Lynn Hineman Guest: Larry Clapp Lee Lawrence Director-elect Minutes & Treasurer s Report: The October 2007 BOD minutes and the November financial report had been previously circulated and were approved by consent. President s Report: No report. Events VP Report: Dave Roberts submitted a written report on upcoming events copy on file Membership VP Report: No report. Public Relations VP Report: No report Financial Development VP Report: Bill Phipps reported that deadline for requesting a state grant has passed. Music & Performance VP Report: No report. (Page 1 of 2)

17 Old Business: None New Business: The budget submitted by Al Kelly for 2008 was approved as amended -- report on file. Barbershopper of the Month: None selected. Next Meeting: 7 p.m., Thursday, January 17, 2008 at the Scottish Rite Temple. Adjournment: 7:00 p.m. Respectfully Submitted: Lou Wurmnest, Secretary (Page 2 of 2)