February Board Meeting Minutes

Hudson Valley Singers

Board Meeting Minutes

February 22nd, 2015

Meeting called to order 12:45pm.

All Executive Board Members in attendance.

• Announcements made.

• Financials

  • Accurate budgeting of Winter Performance

  • Current remaining funds around $12,000

  • Return of payment from Natalia

• Winter Concert Post Mortem

  • Greater success with raffles

  • Motion to request singers to either contribute food or $10 for concert reception.

    • Motion made by Randee G.

    • Seconded by Verna M.

    • Motion passed.

• Planning for St. Matthews Passion

  • Discussion of concerts in the city and Westchester

  • Possible alternative to White Plains venue – St. Casimir

  • Push for recruitment

  • Concert date options for concert dates:

    • Sunday, May 15th in White Plains

    • Saturday, May 21st in the city

• Concert Program

  • Implement processes to make program creation easier

    • Deadlines for each piece - ads, content, member’s names, etc.

    • Quality control – a week prior to print date, the program goes out to review

    • Pursue more information on InDesign and Creative Cloud

      • Shared access to a single license?

• New Policy for Concert Recordings and Photography

  • Motion: The Board may make or commission audio recordings, video recordings and photography of any concert performance, which shall be the property of The Hudson Valley Singers.

    • Motion made by Melanie A.

    • Seconded by Verna M.

    • Motion Passed.

  • The board will request that a given person be responsible for the distribution, collection and tracking of release forms for musicians and soloists. Randee G. will follow up.

• Motion: The executive board will hold a 30 minute meeting prior to rehearsal (at the rehearsal venue) on the 3rd rehearsal of each month.

  • Motion made by Carol M.

  • Seconded by Randee G.

  • Motion passed.

• Nominating Committee

  • Carol M. and David P. will discuss this.

• Ads and Mailing Lists

  • One free raffle ticket for joining the mailing list

  • Informational slips in each program?

  • Volunteer to cover collecting emails at concerts

  • Elena P. has agreed to maintain the marketing and fundraising email list

  • Encourage corporate and business ad purchases in the summer/fall to include in both the Winter and Spring programs, and personal ads in the winter/spring for the Spring program.

  • Section leaders collect 4 emails for marketing purposes from each singer in their section – calls will be made to people who do not give emails

  • Email for personal marketing (to be written by Randee G.)

• HVCS Update

  • Applied for grants from ArtsWestchester and St. Barnabas and should receive status updates shortly

  • Another Barnes & Noble concert

  • Performance at the St. Barnabas dinner

  • Upcoming Public Concerts

    • April 26th at Andrus Springfest

    • May 17th at the Will Library

• Website

  • Contact information for the members of the board of directors and section leaders will be added to the website.

  • Ask members for their opinions about a public list of information

  • Add a History page for all program history and flyers

  • Add an “In the News” page with articles, links and press releases

  • Add Amazon Smile link

• David M. will print out 2 copies of the current members roster to pass around at rehearsals for confirmation and correction.

Meeting adjourned 3:30pm.

#board #minutes