February Board Meeting Minutes

February 27, 2015

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.

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