The Chatham Chorale
Tel: 888 556 2707
Minutes of Board Meeting July 18, 2017
Tel: 888 556 2707
Minutes of Board Meeting July 18, 2017
Present: P. Antonucci, Betsy Ferris, M. Giorgio, L. Herbst, B. Howerton, S. Kuhrtz, W. Leigh, MJ Nabywaniec, T. Philips, M. Schlansky, G. Sink, C. Vancisin, A. Viekman.
Absent: J. Marchio, J. Mongelli
Guests: Kent Arnold, V. Cook,T. Dewing , M. Doherty, Bud Ferris, A. Perkins
1.The Meeting was called to order by President Betsy Ferris at 6:05 pm. The President welcomed all invited guests including recently retired Board members Vivien Cook, Mairead Doherty, and Andy Perkins, Ticket Development Committee members Kent Arnold and Tom Dewing, and CC Business Manager Bud Ferris.
2.Reorganization. Motion was made to approve the following proposed officers of the Board:
Betsy Ferris, President
Thomas Philips, President Elect
Steven Kuhrtz, Clerk
August Viekman, Treasurer
Motion was approved.
Motion was made to reappoint Bud Ferris as Business Manager of the Chorale. Motion was approved.
Motion was made to authorize Betsy Ferris, Tom Philips, August Viekman, and Bud Ferris to have access to the financial accounts of the Chatham Chorale. Motion was approved.
3.Secretary’s Report. Board Meeting minutes of 6/20 and the Annual Meeting of 6/22 were approved as revised with comments. April Minutes were posted on the website. Due to delays we will skip the May minutes and start the postings with the June Board Meeting minutes and the Annual Meeting minutes. Also, it was agreed that the Clerk’s Annual Report would be posted on the website.
4.Treasurer’s Report. August Viekman. The final year end results were presented against the final budget proposal for the 2017 – 2018 fiscal year. The only change in the final budget proposal is a revision of the Concert Fees revenue line to $12,500. The proposed budget for 2017 – 2018 is in balance. The final end of year results for FY 2017 shows a negative cash flow of $24,561. Of this ticket sales were below budget last year by $8,194. This stresses the importance of making a big push to the membership for selling tickets. A motion to approve both the end of year financial report and the propose budget for FY 2018 was accepted.
Betsy will send a notice to the membership identifying the elected officers for FY 2018 and note that the Board approved a balanced budget for next year referring any questions concerning the budget to August.
Betsy indicated that the Chamber Singers will be singing at St. Andrews By The Sea on July 30 and asked for any Board member volunteers to collect free will donations at the door to see her. On August 18 the Chamber Singers are singing in Wellfleet at the Cape Cod Chamber Music Festival. Chorale members may buy reduced price tickets for $32.
It was agreed that the Holiday Pops concerts will be allowed to be counted as one of the four eligible pin concerts as they have in the past.
5.Membership. Tom Philips. Cindy O’Leary will be serving as Co-Chair in anticipation of taking over as Membership Chair next year. Member Handbook revisions include the physical handicap policy, and documentation that members are eligible for a 20% discount on Chamber Singers concerts. Motion to approve the Handbook as revised was accepted.
6.Ticket Committee. Pat Antonucci. Pat had a number of questions concerning the handling of member ticket sales for the benefit concert with the South Harwich Meetinghouse. How will the Meetinghouse personnel fulfill their commitment to ticket sales, and how will we distribute tickets to our members for selling. Many questions were raised concerning how expenses are covered between the two organizations, and how revenues are shared. We must have a contact person with the Meetinghouse concerning the status of ticket sales. The audience capacity for the Meetinghouse is 160 – 200, and the singer capacity is 50. The ticket price for the benefit was discussed. It was the sense of the Board that the ticket price should be $35. It was decided that we would print the price of the tickets on the brochure but not on the ticket.
7.Development. Chris Vancisin. Kristen Heinz-Perkins has no new news on the grant she has applied for. Marilyn would like to have Kristen provide education for the Board on soliciting funds as part of her contract. Marilyn will pursue this with Kristen. Kent suggested that we invite the general membership to participate in such training.
8.Advertising and Promotion. Lynne Herbst. The Symphony ad is done. The next project is the brochure for the year’s program. The Symphony ad will be the template. Following that is the concert program book. The members’ bio’s were very well received. Gene agreed to do these again for next year’s program book. Kent Arnold suggested that we provide short promotional “blurbs” for the members to use to help them sell tickets. Betsy is trying to update the Chimp Mail distribution of the Chorale message. We also need a contact for Cape Week. Stephanie Riley is responsible for managing our Facebook page but there has not been much activity. We need more help on Facebook. We need more help on social media in general.
9.Ticket and Audience Development. Kent Arnold. Data is still coming in from the member questionnaire sent out in June. The committee has had two meetings with Joe and Betsy. They have received 30 responses to the questionnaire. The questionnaire results and ticket sales data for the last two years will be analyzed and reviewed by the committee. Kent expects to report to the Board with conclusions and recommendations during the last half of August. It was agreed that a special meeting would be preferable rather than trying to fit it in to a regular Board meeting.
10.Bud Ferris reviewed the functions and tasks of the Chorale Business Manager ( see the attached outline). Bud said he would be more than happy to share any of these tasks with other Chorale members.
11.Tom Philips suggested that we publish a newspaper announcement that the Chatham Chorale is soliciting new members. Our membership is currently 100 plus a few students.
12.The meeting was adjourned at 8:55 pm by President Betsy Ferris.
Steven G. Kuhrtz