Summer Board Meeting Minutes

September 4, 2014

Hudson Valley Singers

Summer Board Meeting Minutes

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

 

  • Spring Concert

    • Still unsure of concert dates, program and soloists.

 

  • 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.

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