Summer Board Meeting Minutes

Hudson Valley Singers

August 24th, 2014

Meeting called to order 12:15pm.

All Executive Board Members in attendance except for the Secretary.

Susanna Morse acting as Secretary substitute.

Announcements made.
Minutes of previous board meeting approved as corrected.
Moved and passed.
Announce resignation of Erika Zamek as HVS Secretary and appoint Interim Secretary.
Motion to appoint Susanna Morse as Interim Secretary.
Motion made by David P.
Seconded by Carol M.
Passed

Financials
Discussion of Spring 2014 production and estimated budget costs for Fall 2014 and Spring 2015.

Summer Rehearsals
Discussion of informal summer rehearsals – announcement to the group. No obligation to have attended
Move to make an announcement to the group at first rehearsal
Motion made by Carol M.
Seconded by Verna M.
Passed
Move that the Executive Board discuss summer rehearsals with Eugene regarding frequency and compensation
Motion made by Carol M.
Seconded by David P.
Passed

Google Ad Words
Explanation of how Ad Words works for advertising for HVS.
Additional thoughts on internet advertising
Add Google Analytics to website
Google display ad
Facebook ads?
Possible inclusion of Linkedin?
Motion to start a committee to discuss internet advertising and to report back to the board within 6 weeks. Committee: Melanie A., Susanna M., Randee G., Scott A.
Motion made by Carol M.
Seconded by Randee G.
Passed

Mailing List
Discussion of old mailing list and ideas for improvement
Contest for emails within chorus? Contest on the website? Contest on Facebook?
Motion to add a separate, pre-cut mailing list slip to the chorus program for the next year – Winter 2014 & Spring 2015. Coordinated by David P. Deadline for slips is August 27th.
Motion made by Carol M.
Seconded by Melanie A.
Passed
Motion to collect email addressed from the musical organizations in Westchester with the purpose of sending emails prior to concerts. David P. will come up with 15 emails.
Motion made by Carol M.
Seconded by Verna M.
Passed

HVCS Update
Explanation of upcoming free concerts
Ways to utilize the HVCS concerts to market the HVS.
Mystery Song idea?
Move that the Executive Board and any other interested members meet to discuss ways to optimize the HVCS free concert series for HVS promoting/advertising. Encourage singers to come to HVCS concerts and use them to advertise for the larger HVS concerts.
Motion made by Carol M.
Seconded by Gunner A.
Passed

Winter Concert
Raffle
Ask for specific donations in select categories to reduce the number of baskets and increase the quality.
Concert Name idea – Shades of Rameau and French Baroque
Art Concert
Determine artwork specifications
Verna will write a contest input document for students which will include concert title, description of music, and ways to access audio samples.
Ad Sales
Move that we ask Cynthia A. to chair the ad committee again.
Motion made Carol M.
Seconded by David M.
Passed
Susanna will update forms to include a request for email address and digital copy of artwork.
Motion to appoint Seth to be completely responsible for everything technologically based for the upcoming concert.
Motion made by Susanna M.
Seconded by Randee G.
Passed
Motion for Melanie to contact Natalia regarding her availability/interest in preparing the program for the upcoming Winter concert – participation in art contest selection committee.
Motion made by Melanie A.
Seconded by Carol M.
Passed
Make sure Eugene provides Randee with updated bios for himself and all soloists for upcoming concert by November 22nd.

Website
Motion to charge the website committee to: Make alteration to members information list and make possible the inclusion to Google Docs and create sponsor, outreach and media pages on the website.
Motion made by Carol M.
Seconded by Melanie A.
Passed

Fundraising letter
Move for Melanie to contact Lucia to see if she will look at and edit the fundraising letter. Target date of completion is September 30th.
Motion made by Carol M.
Seconded by Randee G.
Passed

Meeting adjourned 2:45pm.

Recent Posts