New Horizons Bands of Northern New York

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Board of Directors Report - May 19, 2017

Posted by Tim Schwob on July 17, 2017 at 9:20 AM Comments comments (0)

The New Horizons Bands of Northern New York, Inc.

Board of Directors Meeting

Friday, May 19, 2017

Spurbeck Room, SUNY Potsdam

DRAFT MINUTES

Present: Voting Members - Ellen MacMaster, Kathy Benham, Ron Johnson, and Carol Kissam.

Non-voting - Ron Berry, Director and Ex-officio on the Board, and Leah Zelkowitz.

Meeting was called to order at 12:06 p.m.


MINUTES

A motion was made by Kathy to approve the April 14th minutes, and it was seconded by Ellen. The minutes were adopted.

It was noted that the annual meeting minutes need to be approved by the membership at the next annual meeting. There was a discussion about Karen W’s comment during that meeting about paying dues. Board members realized that her comment basically explained how it works out that members pay dues twice a year.


TREASURER’S REPORT

  • Ron Johnson emailed a financial spreadsheet to the Board prior to the meeting,
    • Regarding the monthly budget, Ron said the web site cost may be the only item we are waiting on. He said he will take care of closing out the former bank account and make that note in the final budget.
    • Ellen asked about the Swing Band donation, and Ron J. explained that it is included in the total revenue stream.
    • Ellen reported that she met with Diane and Theresa and explained their 10 month commitment for 2017-2018 which can be spread out throughout the year. Ron J. said that for the sake of the budget, if they keep track of their hours throughout the year, that would work best. There was discussion about the months that have five weeks. In order to be sure that Diane is running clinic during months that have five weeks, Kathy B. moved that we add 5 more hours to Diane’s contract. She will then be paid a total of 45 hours. The motion passed with 3 in favor and one opposed.
    • Carol moved that we approve the financial statement. Kathy seconded, and it passed.
  • Discussion continued on the proposed 2017-2018 budget. There was a discussion about non-members in Swing Band and how to handle their registration. Ron. J. asked who would be in charge of being sure they are registered and pay dues. It was felt that Cherie B. should be responsible.
  • There was also discussion about giving new members time in band before having them pay dues. Ron B. was concerned that if we give them too long we may forget to collect dues. It was agreed that 4 weeks would be a reasonable trial time.
  • Carol moved that we approve the 2017-2018 budget as amended to add the money for Diane. Ellen seconded. The motion passed.
  • Audit – Ellen said she stopped by Dale Vaughn’s, and he would be willing to look over our books. He is not a CPA. She noted that we are not required to do an audit, but Dale Vaughn would cost between $100 and $150.
    • Ellen said that she had sent Kathy O. an email requesting her to consider doing an audit again but hasn’t heard back. Ron J. asked if we could check once again if there is anyone in the house that could handle it. He thought we should appeal to the house rather than go outside. It was agreed that when Ellen send out the minutes she could make a request of the members for an unofficial audit (review of our accounting practices). She will ask Kathy O. once again.
  • Ellen also reported that she checked and dues are not tax deductible.


OLD BUSINESS

  • Rehearsal Practices:
    • There was a discussion of rehearsal practices and the amount of music in our folders. Ellen explained that members feel it is time again to cull some out. Ron B. said he would give us a list of pieces we can take out of our folders.
    • Regarding scales – Kathy thought they were helpful as a tuning practice. Ron B. explained that the scales are actually chorales – part of our warm up procedures. Carol explained that she doesn’t understand why time is spent discussing the minor and major scales since that isn’t as important for players as it is for composers or arrangers. Ron B. said that it is just educational.
    • Ron was asked to provide time in between pieces for members to talk to their sections if they have questions or concerns. He said he would try to remember to do that.
    • There was a reminder too about mixing up the group and tuning.
  • The DeKalb Historical Society Concert:
    • Ron B. reported that he now has a workable ensemble. He is looking at one rehearsal outside of band time. Kathy thought that the chamber group would need to get together a bit more often. Ron explained that we will continue to use some of the music in full band for summer concerts. (Dates for the summer performances include June 24 at DeKalb Junction from 7 to 9 pm and July 15 at the Potsdam Summer Festival.)
    • There was further discussion about dividing time in order to get rehearsal time for the chamber group going to DeKalb. Ron said he will start communicating with the group. He also noted the dates he will be away in June and will need a sub.
    • Carol suggested the DeKalb group meet on Friday, May 26 in lieu of full band rehearsal and Swing Band that day. There was concern that Swing Band will be putting together a program for the Potsdam Summer Festival and will need the 26th to rehearse. Kathy suggested Ron send an email to determine if the chamber group can be there on May 26. Ellen said she would give Theresa a heads up that Swing Band may not be meeting on May 26.
    • Ron J. wanted to know the total number performing in DeKalb and Ron B. reported that he had 18.
  • Annual Elections:
    • Carol had reported hearing concern from a few people that candidates for office were in the room for the election process. It was agreed that in the future the nominees can step out. It was also suggested that when there is a single candidate for each office, the slate of officers be presented with the request that the secretary cast one vote in favor of the slate.


NEW BUSINESS

  • BYLAWS:
    • Ellen found that our BYLAWS had contradictions regarding the announcement about the place and hour of the annual meeting. The contradictions were in Article III, Section 10 A and Article XIII, Section 3. It was agreed that the word Annual in Article II, Section 10A can be removed to accommodate that issue, and that change can be brought to the membership next year.
    • Ellen also noted that there is no wording about when a term starts. It was agreed that Board terms should go along with the fiscal year, so that needs to be noted in the BYLAWS. It was agreed to add that information to Article 3, Section 5 – Term of Office. Wording agreed upon: “Newly elected officers take office at the beginning of the Fiscal Year.”
    • Ron B. said he can change the language and bring it to the body. He wasn’t sure about the process for legally reporting changes to the state. Ron J. reminded Ron B. that in our email discussions there was something left out of the BYLAWS, and Ron B. agreed to look back at the email stream from back then to find it. The changes may require us to call a Special Meeting.
    • Discussion about a Special Meeting and quorum numbers ended with an agreement to get the changes needed in effect and hold a Special Meeting when we are ready to vote on those changes.
  • Michael Schaff’s Offer
    • It was reported that Michael Schaff offered to take any beginners for lessons and in addition to lessons, hold a pre-band session between 9 and noon. Members agreed that it was a nice opportunity and a very nice offer.
    • It was felt that sections help out the newcomers and being in regular band enables beginners to kick it up a notch. Ellen suggested that we have Michael come to band and explain his offer and time frame or we relay the idea to the entire band in the next couple of weeks. Ron J. suggested we see what the numbers are before we take him up on it.


Director’s Report – None


Other Business

  • Recruitment:
    • Discussion began about using the Civic Center for recruitment in August. There was also discussion about being on the radio program B99.3 during the Community Connections show. Ron B. said he would be willing to be interviewed.
    • Leah suggested we consider having an Open House during band practice in place of a separate event in the Civic Center. We could send out info about it and have interested people sit in on our rehearsal and talk to band members.
    • There was a question about SOAR, and Leah said she felt her efforts to schedule another petting zoo was met with one of those “we’ll let you know when we can schedule you” responses. Ron J. said he would ask Jim Barry and see if we can do something in the spring 2018 semester.
    • Members discussed a date for Open House, and the week after Summer Fest was considered a good time. The idea was to advertise well. A target date of July 20 in Room 123 was set. Visitors could be seated amongst the band and be give information about lessons. Ellen and Ron will coordinate the Open House, and they can have Kathy send something to the papers and radio.
    • It was suggested that we can get our weekly rehearsals published in NCPR and in North Country Now in their calendars of events.
  • Committee Reports:
    • Ellen will be reminding people about their committee updates and reports.
    • Regarding the Sunshine Committee – Julie said she will help and perhaps Kate too.
    • There was a discussion about a grant committee. Ellen noted that Carol had volunteered, and Ellen would get one or two people to join her. Ron B. wanted to know why we needed grants. Kathy said that wasn’t so much how much we want to aim for – it was to find out what grants are available to us – a research group. She added that grant money could help pay for Theresa and Diane. Ron B. noted that our dues structure is comparably low, but he understood that there are scenarios that might come up with a need for money.
    • There was discussion about the Publicity Committee and the programs we hand out at our concerts as well as the one handed out at the SOAR luncheon. Ron. B. said he has been the one to take care of that. There were questions about sponsors and who is working to get new sponsors. Ellen said that Kathy O. has asked for help for the Publicity Committee to get sponsors and create programs which is a task of that committee. Ellen said Jim M. had volunteered. Leah suggested that Maplewood could be considered to be a sponsor. Cherie Baker could be the person to ask people there.
    • Ellen reported that Cherie B. is working on the pieces to be played on Wednesday for SOAR. Ellen wondered if we should be putting a program out for Wednesday. Ron B. said he thinks the left-over programs from the past might be missing. It was suggested that Jim M. might have them.
    • Ron B. said he could run off new programs for SOAR and needs to get them to someone in Swing Band. It was agreed that 25 copies can be put out at the luncheon.
    • Meanwhile the Publicity Committee needs to get a fifth sponsor for the current program.
    • There needs to be a set of job descriptions for each of the committees.
    • Kathy said we need to get on top of committees. Ellen said she agreed and that we especially need to get sponsors for our brochures.


Other Items:

  • Leah reported that she had her last lesson for the year with the Crane student, and the student was sorry that she as unable to do a class for us.
  • Carol said she needed to know which dates we will need to request the church for rehearsals in the summer. The dates noted were June 29 and July 6. Carol said she isn’t sure the church will be available on Thursdays but she will try. She was told that our contact person for the church is Bob Ludlum.
  • It was agreed that we would email one another about the best date for the summer meeting.

Kathy B. moved for adjournment. The meeting adjourned at 2:30 P.M.


Respectfully submitted,

Carol Ann Kissam, Secretary NHBNNY

Board of Directors Report - April 2017

Posted by Tim Schwob on May 20, 2017 at 9:25 PM Comments comments (0)

The New Horizons Bands of Northern New York, Inc.

Board of Directors Meeting

Friday, April 14, 2017

Spurbeck Room, SUNY Potsdam

DRAFT MINUTES


Present:  Voting Members - Ellen MacMaster, Kathy Benham, Ron Johnson, and Carol Kissam.

Non-voting - Leah Zelkowitz.

Meeting was called to order at 12:08 p.m.


MINUTES

A motion was made by Ellen to approve the March 24 minutes, and it was seconded. The minutes were adopted.


TREASURER’S REPORT

Ron Johnson emailed a financial spreadsheet to the Board prior to the meeting. He pointed out that we currently have a balance of $4,786 in the budget and 47 members with the potential that Larry, Judy, Tim, JoAnn, and Pat R. will be joining when they return.

Ron J. checked about the payment to the St. Lawrence County Arts Council. Leah said she paid rental fees to the arts center for an alternate practice venue.

Ron J. explained that he has checks for the incorporated account, and once the checks from the unincorporated account are cleared, he will move the balance to the incorporated account.

It was agreed that the remaining budget this year ($500 over the base budget) shows the type of a draw down we had planned for and anticipated this year. 

Ellen suggested we should have enough funds for a full year and to keep the budget around $4000. Ron J. wondered why we didn’t consider half a year since a prime driver of our revenues was dues. There wasn’t a clear ending to the discussion.

Carol moved to pass the financial report. Ellen seconded and it passed unanimously.


SURVEY RESULTS

Board members had been emailed a copy of the survey results. Ellen reported that 37 people had completed surveys. Discussion about the survey included how it may affect any changes in the proposed budget.


BUDGET for 2017- 2018

It was agreed that there be an increase in the budget ($250) for the Ottawa event.

Ron J. agreed to base the dues revenue for the budget on 45 members.

There was discussion regarding the concert program and adding sponsors. Ellen said she would ask Ron B. about how many programs were distributed last year because people donate as sponsors, and we want to be sure they get the advertisement they expect for their donations.

There was also discussion on the revenue the bands draw from performance venues. Ellen agreed to get that information from Ron B. to add it to the revenues in the budget.

Members looked at each line item and discussed them as well as any changes to be made to them.

Ron. J. will put together a preliminary budget based upon the discussions and get them to the Board for approval before they are presented to the members.

Ron J. offered to pursue the idea of sponsoring a musical composition competition for Crane Music students. He said that the competitors could attend a rehearsal or rehearsals and write a piece for us. We could provide a monetary prize. Ellen moved to have Ron pursue the possibility of hosting a composition competition. Since we cannot act on his findings until we know that could happen, the Board just agreed by consensus.

It was agreed that the annual meeting be held on May 12 at 10 am.


OLD BUSINESS

Carol asked if there was any concern about the new registration form she developed or about the form to get member permissions for photos, videos, or sound recording. There was no opposition, so she will get the new registration forms to Ron B. and have the members sign the permission form at the annual meeting.

Ellen said she would ask her husband to take a photo at our annual meeting. Band members could be encouraged to wear band shirts.

The nominations committee report by Leah Z. was presented during the Executive Session prior to the meeting. The slate is as follows:

Ellen MacMaster – President

Cheri Baker and Ron Johnson – Treasurer

Kate MacKay – At-Large Member


NEW BUSINESS

Ellen heard from a Crane student (Nicole Damon) who is doing a musician wellness project and is willing to do a presentation for us. Carol moved that Ellen request that Nicole offer a half-hour presentation. Kathy seconded. It was agreed that similar presentations had been given during band time in the past. The motion passed.

Ron J. asked about Thursday rehearsals in the summer. The survey supported that potential. Ellen said she would check with Ron B. to see if that will work for him. Ron B. will need to check to be sure the band has access to a rehearsal space at Crane.

The members will be presented with the proposed budget in May. According to the Bylaws, the Board needs to vote on it at their meeting after the annual meeting.


The next meeting of the Board will be on May 19 at 12 pm.

Ron J. noted that we need to have an audit within two months of the new fiscal year. Ellen said she would check with Kathy O. about doing our audit.

Ron moved that we adjourn and it was seconded by Kathy. The meeting adjourned at 1:56 p.m.


Respectfully submitted,

Carol Ann Kissam, NHBNNY Board Secretary

Board of Directors Report - March 2017

Posted by Tim Schwob on May 20, 2017 at 9:00 PM Comments comments (0)

The New Horizons Bands of Northern New York, Inc.

Board of Directors Meeting

Friday, March 24, 2017

Spurbeck Room, SUNY Potsdam

DRAFT MINUTES

Present:  Voting Members - Ellen MacMaster, Kathy Benham, Ron Johnson, and Carol Kissam.

Non-voting - Ron Berry, Director and Ex-officio on the Board, and Leah Zelkowitz.

Meeting was called to order at 11:59 p.m.


MINUTES

A motion was made by Kathy to approve the Feb. 17 minutes, and it was seconded by Ron J. The minutes were adopted.

TREASURER’S REPORT

Ron Johnson emailed a financial spreadsheet to the Board prior to the meeting. He pointed out that we currently have $5,136.92 in the budget and 45 paid members.

Ron also reported the following activities:

- checks for the incorporated account have been ordered

- an anonymous donation of $50 for Swing Band music was received

- donation letters have been sent

- Ron B. had made a transaction on the corporate account (Ron B. handed Ron J. the receipts for the transaction); Ellen and Kathy assured Ron J. that the deposit for Dodge Pond camp will be reimbursed to the budget in September.

There was a discussion about if dues are tax exempt, and Ellen said she would check into it.

Ellen moved to accept the treasurer’s report and Carol seconded. The motion passed.


OLD BUSINESS


COMMITTEE REPORTS: Ellen had contacted the chair of each committee (Sunshine, Nominations, Facebook, Web Page, Publicity, Equipment, Audit, Gig, and Librarian) to request an annual report.


SUNSHINE COMMITTEE - Kathy B. reported that she has sent out lots of cards this year – illness, death, and thank-you cards. She didn’t have a final tally, but said she would provide that to Ellen. Board members praised her for her work.

There was some discussion about having cards made with a photo of the band. Kathy reported that she has been given and will be given a host of cards to use, so we appear to have enough.

Carol moved that we have an annual photo taken. Ellen seconded. The motion passed. Ellen said she would ask the publicity committee chair about how that might be set up.


WEB PAGE – Tim Schwob said he would continue maintaining the page.


PUBLICITY COMMITTEE – Ellen said she would ask Kathy O’Shaughnessy about a list of publicity contacts.


GIG COMMITTEE – Ron B. had announced the commitment to Dekalb Junction. It will be June 24 from 7 to 9 p.m. He said there would be a half hour break. He has not checked out the venue to see how many of the band might fit.

Ron B. heard from Ruth McWilliams about the Colton summer concert, but he has not emailed her back yet.

Kathy B. noted that June 24 is graduation weekend and we may not have many who can attend. Ron B. said he hasn’t yet worked out the plan for that venue but there would definitely need to be fewer players, and he would need to know what instrumentation would be covered.

Leah said she heard that Canadians are generally unwilling to cross the border into the US, and that might affect our fall invitational. Meanwhile, our group has been invited to play in Ottawa on May 6.

It was also reported that Pat Fay is willing to join Ron and Leah on the gig committee to help find locations for a gig in Massena.

Ron J. asked about a follow up from Waddington. Ron B. reported that he has reached out but has not heard back from anyone there. It was agreed that Waddington needs to reach out to us if they want us to perform there.

The Potsdam Festival will feature the Swing Band on Market Street at 5 p.m. on July 13. The regular band will perform at the gazebo on July 15 from 11 a.m. to noon. There was some discussion about the size of the gazebo. It was noted that perhaps the percussion could set up on the grass outside the gazebo.


NOMINATIONS COMMITTEE – Leah reported that there are three people who will be up for nomination at the annual meeting. Ellen has agreed to stay on as president. Ron J. remains undecided about his position, and Jim will be leaving the board. Leah will be looking for someone for the at-large position and possibly someone for treasurer. She indicated that she has one or two people who may be interested.


EQUIPMENT INVENTORY: Ron B. explained that the music inventory is outdated. He was asked if he needed help, and he said he hasn’t forgotten, it just hasn’t been a priority.


REVIEW OF GOALS: Ellen reported that one of our goals was to encourage informal gatherings of the band. Typically there is an event in the spring at Ron’s Garage. Many gather after the SOAR luncheon concert, and there is usually a pot luck too. The camp could be added to the list in the fall.

After discussion a date was set for Ron’s Garage. It will be June 14 this year. Ellen said she would see if she could find someone to organize that event.

Carol asked if there is a way to be sure everyone is invited to the lunch gatherings after band. It was agreed that if a place is decided upon before the break at rehearsal, it would be announced during break.

Overall the board felt that the goal is being met.


NEW BUSINESS


BAND SURVEY : Ellen had worked on an electronic version of a survey that she sent out for board members to try. Because there was a limit of 10 questions, and because it would cost money to extend that, Ellen said she would take our ideas into account and send out the survey via email.

Leah said that next year Ellen might try the Google survey program.


JOB DESCRIPTIONS AND RESPONSIBILITIES: Ellen noted that the librarian and the president have intersecting jobs when it comes to welcoming new members. She wondered if the librarian could distribute the music folders along with the music. She said that the president would then continue to take care of the health form and name tags and other basic information. Everyone agreed that made sense. Ellen said she would stop at Brick and Mortar to see if they will provide us with more folders.

Carol asked about the registration forms. She wanted them to have a place for a date so we have record of when members join. She also wants them to have a place to sign off for permission to have their contact information shared with other band members.

It was suggested that Carol make a new registration form. Ron. B. said he would email her the form he now has.

Ron J. asked if Leah’s student instructor was going to be working with other band members. Leah reported that her instructor had gotten busy with the ONNY concert, but she said she would check again about her availability.


DIRECTOR’S REPORT: Ron B. reported that his biggest challenge is organization of files of music. He is constructing a new printer table and has been looking for specific bins to store band music. He explained the ones he had purchased weren’t strong enough to hold the music. He talked about other options.

There was discussion about those options. Members agreed that Ron could use money from the music budget line to purchase the files he likes and needs. The cost will be about $100.

Ron reported that he now has a tax- exempt card for the band at Walmart. If anyone needs to use it, they must contact him.

Ron B. also reported that his directorship of the Chautauqua New Horizons Orchestra camp is something that will help our band grow. He did note that there is a need for two bassoons and four trumpets at that camp.

The next meeting is the April Budget Meeting, and it was set for April 14.

Kathy moved adjournment and Ron J. seconded. The meeting adjourned at 1:24 p.m.

Respectfully submitted,

Carol Ann Kissam, NHBNNY Board Secretary

Board of Directors Report - February 2017

Posted by Tim Schwob on March 23, 2017 at 7:35 AM Comments comments (0)

The New Horizons Bands of Northern New York, Inc.

Board of Directors Meeting

Friday, February 17, 2017

Spurbeck Room, SUNY Potsdam

DRAFT MINUTES

 

Present: Voting Members - Ellen MacMaster, Kathy Benham, Ron Johnson, Jim Murray, and Carol Kissam.

Non-voting - Ron Berry, Director and Ex-officio on the Board, Cherie Baker and Leah Zelkowitz.

Meeting was called to order at 12:03 p.m.

MINUTES

Carol noted a spelling change for Marylee Ballou as an amendment to the minutes of Jan 27.

A motion was made by Kathy to approve the amended minutes, and it was seconded by Jim. The minutes were adopted.

TREASURER’S REPORT


  • Ron Johnson emailed a financial spreadsheet to the Board prior to the meeting. He pointed out that we currently have $5,167 in the budget and 42 paid members.
  • Ron received an anonymous donation of $40 for Swing Band music. He asked if there were plans to purchase music. Cheri noted that there are plans to purchase 3 pieces at about $40 each.
  • Ron said he needs to find a way to keep track of conductor fees and keep record per calendar year in order to issue 1099 IRS Forms by the end of January each year. He will work on that.
  • Ellen called for a vote on the financial report, and all were in favor.
  • Ellen asked about the Board’s plans for preparing the budget for the annual meeting in May. The Board agreed that it would work on the budget in April and present it for approval at the annual meeting in May. Ron J. checked to see if he needed to prepare that budget proposal for April. It was agreed that the financial statement distributed monthly can be the basis for preparing the budget.
  • There was some discussion about preparing a budget before elections thus presenting a completed budget to potential new officers. Ellen explained that when she took office, her first meeting was to put a budget in place, and not having been involved, it was very difficult. That was one of the reasons she suggested we do the budget before elections and annual meeting.

OLD BUSINESS

REPORT FROM THE RETREAT COMMITTEE

  • The Retreat Committee (Ellen, Kathy B., Leah, Tuba Cheri and Roland) have met and discussed some plans for the September retreat. Ellen has plans to send out an email to the people who agreed to teach ( Diane, Teresa, Noa, and Ron) because Roland has requested that the group perform a concert on the last day of the retreat (Sunday). He offered to publicize the concert.
  • Ron B. asked about the format and if one piece should be prepared or if there will be several pieces to sight read.
  • Ellen explained that the faculty should have ideas about what they want to do. Ron offered to coordinate with the other faculty. Who attends, what they play, and their skill level would determine the format. Ellen said she would share a list of potential attendees to get that conversation started.

REVIEW OF GOAL # 1 Remember the mission of NHBNNY and be sensitive to the needs of those in your section by helping and encouraging them.

  • Carol shared her pleasure as a newbie at being mentored and encouraged by her section (Julie and Kathy B.) Jim agreed and said that he thinks Mark is fitting in well in his section.
  • Ron J. wanted to know if we should leave it to individuals to take on the goal, or if the Board should have some specific objectives towards meeting this goal.
  • Some ideas for improving the goal included encouraging new members to perform at Ron’s Garage; tuning by section; talking through questions about a piece of music before we begin the piece (i.e. road map, key signature, time signature) and the like. The ensuing discussion didn’t appear to reach any decision.
  • Ellen suggested that we continue as we have been doing and check in with one another regarding ways to be more helpful.


NEWS ARTICLE


  • It was reported that the article about NHBNNY hosting Ottawa, Montreal, and Oswego was submitted to North Country Now. There is no information about when it will appear in the paper so we need to keep looking for it.
  • There was discussion about an old email distribution list for news articles. Ellen said she would check with Kathy O. to find out if that list is available and can be used for wider distribution of news releases.


OTHER OLD BUSINESS


  • Ron J. pointed out that items in the minutes requiring completion do not always appear on the agenda under Old Business. He said an example is the inventory that needs to be done. Ellen said she would get better at making sure those items are on the agenda in the future.
  • Ron B. reported that we still haven’t heard from NY State about our tax-exempt number. There was discussion about sales tax at Brick and Mortar. Ellen noted that she paid sales tax for two books she purchased, but Ron J. said he had a purchase receipt without sales tax on it. Ron B. said the may be honoring the band’s tax exempt status in anticipation of the tax-exempt number.
  • Kathy asked if the band could purchase in bulk copies of music books under the tax-exempt number rather than having individual members make personal purchases. That possibility didn’t appear to be resolved in the discussion.

NEW BUSINESS

SUBSTITUTES FOR MUSIC DIRECTORS (ASSOCIATE CONDUCTORS)

  • Ellen wondered if we needed to have a policy regarding the protocol when an associate music director needs a substitute. She said that the issue came up recently. There was discussion related to the process, the schedules, and the expectations of those who assist Ron with clinics, as substitutes, and with Swing Band.
  • After discussion, it was agreed that the conductors who substitute for Ron and/or run clinics and Swing Band shall be referred to as associate conductors and the following protocol should be followed when they know they will be absent:
  • If an associate conductor can’t be at a rehearsal, that person should call the music director (Ron. B.) for a substitute.

SUMMER GIGS

  • Cheri said that the Swing Band wanted to perform at Potsdam Summerfest, but knowing that Ron B. is scheduling a performance by the full band, she wondered if the separate request would create a problem. Ron offered to have the two of them meet with Marylee Ballou to make that work. Cheri deferred to Ron B., and he said that when he meets with Marylee, he would voice the interest of the Swing Band and see if he could arrange to have the Swing Band perform during the block of time set aside for the New Horizons Band.
  • Ron B. said we have an applied to perform in Colton for its regular summer series. Ellen said she thought the date he had presented was August 30. Ron B. said that he is waiting to hear back from Ruth McWilliams regarding Colton’s application for a grant for that summer series. Carol said Northern Lights Orchestra is scheduled for that concert series, so she believes Colton received the grant. Ron B. said he would email Ruth to follow up.
  • The planned performance at DeKalb Junction featuring historic music was discussed. No date has been set. Kathy said several people were wondering how it will happen - how members will be selected to perform. Ron B. said that hasn’t been worked out yet. He said he still needs to visit the venue to get an idea of the size of the group that will perform. The venue is the meeting house across the street from the school. He said he is starting to collect music for the hour- and- a- half performance. He will also be looking for people to do research and to narrate.
  • Leah reported that there is an open invitation to perform at Partridge Knoll. The open pavilion area is available, and there is room enough there for the whole band. Ellen said we need to start looking at dates to perform there.
  • Ron J. asked about gigs in Madrid, Massena and Waddington. Ron B. said we had been invited to perform at the new Madrid Dam series. The gig committee needs to be working on that for 2018.
  • Ron B. also talked about potential summer concerts in Waddington and Massena. It was suggested that Pat Fay be the contact for Massena since she had said there was interest there. Ron said he would get back to Pat. He also mentioned that he was having difficulty connecting with someone from Waddington, and Carol suggested he contact Louise Smith.

DIRECTOR’S REPORT

Ron said he is getting music ready for the DeKalb Junction performance.

OTHER BUSINESS

BAND SURVEY

Ellen said that a membership survey is conducted each year and she would take suggestions form the Board as to what to ask on that survey.

NEXT MEETING – The date set for the next meeting is March 24.

Jim moved adjournment and Kathy seconded. The meeting adjourned at 1:20 p.m.

Respectfully submitted,

Carol Ann Kissam, NHBNNY Board Secretary

Addenda to the Minutes

Addendum #1

Leah’s flute tutor (Crane student) has offered to teach a music theory class for us. Leah will get more details next week on possible schedule.

 

Addendum #2 for the minutes:

Ron reported via email that NHBNNY finally got its tax- exempt certification from NYS. The ID# is the same as the band’s federal tax ID#.

 

 

 

 

 

 

 

Board of Directors Report - January 2017

Posted by Tim Schwob on March 23, 2017 at 7:30 AM Comments comments (0)

The New Horizons Bands of Northern New York, Inc.

Board of Directors Meeting

Friday, January 27, 2017

Spurbeck Room, SUNY Potsdam

DRAFT MINUTES

 

Present: Voting Members - Ellen MacMaster, Ron Johnson, Jim Murray, and Carol Kissam.

Non-voting - Ron Berry, Director and Ex-officio on the Board, Cherie Baker.

Meeting was called to order at 11:56 a.m.

MINUTES

A motion was made by Ellen to approve minutes of December 16, seconded by Jim. The minutes were adopted.

TREASURER’S REPORT

Ron Johnson emailed a financial spreadsheet to the Board prior to the meeting.

  • He reported that we currently have 40 paid up members for this semester and more to add. Carol asked for an updated list for the roster she keeps. It was decided that rather than report each time there is an update, the current roster will be updated in later spring after several people have returned to the area and in time for the May meeting when a finalized membership list is needed to elections.
  • Ron paid the $50 deposit for Dodge Pond and received paperwork for his records.
  • There was discussion about how the money for Dodge Pond would be handled. Ellen reported that Leah Z. offered to be the treasurer (registrar). It was decided that registration checks will be written out to The New Horizons Bands of Northern New York Inc., and Ron would issue the final check to Dodge Pond.
  • Cherie gave Ron J. a bill for music purchases which included some O’Reilly books for flute and English horn and two books Teresa purchased. Ron Berry explained that Jeremy at Brick and Mortar usually sends us a month-end bill.
  • Ron J. asked Cherie if the swing band was anticipating using the budgeted $100 set aside for music purchases. Cherie said she would ask Teresa and Tim.

Carol moved to approve the Treasurer’s Report. Kathy seconded. In a vote, the motion passed.

OLD BUSINESS

RETREAT AT DODGE POND

Ellen reported that there was a request from Dodge Pond for our tax- exempt number, and Ron B. reported that we are still awaiting that paperwork from New York State. It was agreed that we send a copy of our federal letter of incorporation instead and let them know we are awaiting the state number. Ellen offered to send that to Roland who is our liaison to Dodge Pond.

GOALS –

  • Board members discussed strategies for improving listening skills.
  • Members discussed tuning with the oboe, sitting with other instruments, and being seated in a circle as strategies they liked and wanted to experience more.
  • Kathy noted that because we don’t have concerts coming up, over the winter months it is a good idea to revisit these strategies.
  •  Cherie said there are warm up scale books in the library that could be revived and used again.
  • Kathy said that listening also includes what people are saying, and she has heard people say that spending time on some pieces and not getting through the entire program is helpful.
  • Carol noted that she is used to working on a few pieces several weeks in a row before moving on to others.
  • Ellen added that Happy Birthday is supposed to be in the line-up once a month.
  • Cheri pointed out that tuning to the oboe is a skill band members can use as they join other musical groups.
  • Ron B. said he isn’t comfortable having people tune one at a time, and that we cannot have people telling other people whether they are sharp or flat. That should be the rule and understood if we tune to the oboe.
  • Ron B. said he would cut back on the number of pieces and woodshed more where needed. He also said he would give it a try with tuning. He added that in general the band sounds very good.

 

 

 

 

NEW BUSINESS

CLINIC AND MAPLEWOOD REHEARSALS

  • Ellen reported that Diane will be running the hour-long clinic at 9 a.m. on Fridays starting next week. Ron has agreed to the plan, and Diane will no longer be doing the Tuesday rehearsals. She will do some stuff from the rhythm book and Accent on Achievement 2 and then review music for the rehearsal at ten.
  • Ellen said she would email out the schedule changes. Maplewood rehearsals will be in Room C101, and will be from 9 – 10:50 on Feb. 7. Mar. 7, April 4 and May 2 with concerts the first Tuesday of each month.
  • It was reported that Michael Schaff will work with intermediate beginners at 10 each Friday in addition to the new members at 9.
  • There was discussion about a new music book. There is a patriotic book and a Christmas book much in the style of the Broadway book - with solo parts and band parts. Ellen was interested in getting them for Maplewood. She will look them over, and they may be added to the books band members purchase.

FELLOWSHIP GATHERING

  • Cherie reported on plans for a fellowship/ get-together luncheon like the one held last year. She has checked out the First Presbyterian Church in Canton, and they let in non-profit groups. Costs include $15 for Fellowship Hall, $15 for use of the kitchen, and $6 toward heating fuel. The $36 will get us use of the hall on Feb. 25 from 11:30 – 4. She requested a check for that amount.
  • It was noted that while we don’t have money in the Events Budget we do have enough money overall. Kathy moved we have a social gathering on Feb. 25 and pay the First Presbyterian Church the $36. Jim seconded. The motion passed.
  • Ron J. noted that the paperwork he was given indicated payment was due on the day we use it, but Cheri had received an email requesting it be paid now. Cherie will send Ron that email to put with the paperwork for the records.
  • Cherie’s plan is that everyone brings something to share and each person brings his own place setting. The plan is to use the kitchen just for clean- up and the occasional utensil, but not to cook there.

UPCOMING ELECTIONS

Ellen reviewed membership terms. Ron J., Jim, and Ellen’s terms will be up in May.

DIRECTOR’S REPORT

  • Ron B. reported that he had an upcoming telephone conference about his appointment to be a NHIMA Delegate, Co-sponsor and Co-Camp Director of a New Horizons Rochester String camp this summer. It’s a Friday through Sunday camp that will include string groups and a full orchestra with band members participating. Roy Ernst told Ron that he was impressed with our band and tapped him for this honor. Board members offered their congratulations.
  • Ron B. also noted there are some upcoming gigs but none that are planned with dates. The Dekalb group received funding for this summer but no date has been set. He didn’t know about Colton, and he hadn’t heard about Potsdam Summer Festival. Board members noted that band members were surprised when we didn’t play in Potsdam last summer. There was discussion about the time slot and the amount of walking from the parking area. Members noted that that they thought the concert would be on July 15th this year, and Ron said he would speak with Mary Lee Ballou. There was some discussion about playing where some bands do on the street, and Ron said he would toss that idea out when he speaks to Mary Lee.

DODGE POND

Ellen reported that she has received 20 yes votes for Dodge Pond (15 was the minimum to cover Diane and Teresa). The cost will be $125, and the committee will meet soon to set things up.

PUBLICITY

  • A news release with photos was passed around. Kathy O worked with a partner in the Ottawa band to complete it, and it has been submitted to the NHIMA newsletter.
  • Members agreed to ask Kathy to send it out to local press (with photo captions) and to include contact information if someone wants to join the band.

NEXT MEETING

The next meeting was set for February 17.

Kathy moved to close the meeting. The meeting closed at 1:12 p.m

Respectfully submitted,

Carol Kissam

Secretary, The New Horizons Bands of Northern New York, Inc.

 

Board of Directors Report - December 2016

Posted by Tim Schwob on March 23, 2017 at 7:30 AM Comments comments (0)

The New Horizons Bands of Northern New York, Inc.

Board of Directors Meeting

Friday, December 16, 2016

Spurbeck Room, SUNY Potsdam

DRAFT MINUTES

 

Present: Voting Members - Ellen MacMaster, Ron Johnson, Jim Murray, and Carol Kissam.

Non-voting - Ron Berry, Director and Ex-officio on the Board.

Meeting was called to order at 12:05 p.m.

Motion by Jim to approve minutes of November 18, seconded by Ellen. The minutes were adopted.

Treasurer's Report – Ron Johnson had emailed a spreadsheet and spoke about elements of the budget.

  • - He reminded the Board again that Artworks Creperie has not yet sent in its promised donation. Jim explained that he talked to the owner in person without any luck.
  • - Ron mentioned that since we gave to CYM we have received a general solicitation from SUNY Potsdam. I was agreed not to act on this request.
  • -Ron received an insurance audit form in regards to our policy. Ellen will complete it and return it.
  • -We are still awaiting our tax exempt number for New York State. Ron B. said he would call again to check on its status.
  • -Ron J. noted when dues are payable is not covered specifically in the BYLAWS. He thought that we may need to create a policy. There was discussion. Rather than a policy, it was agreed that each semester we set a deadline date. Ellen moved that dues for the spring semester are due by January 27, 2017. Jim seconded and the motion passed. The dues are $30.
  • -Leah has paid the $10 room charge (she will be reimbursed) to the St. Lawrence Arts Council, and Ellen explained that Leah planned ahead and secured the site for a rehearsal since the Crane space will not be available in early January.
  • -Ron J. asked about having an update of the asset list. Carol suggested it be done in January, and Ron B. said he would work on it.

Carol moved the financial report as presented. Jim seconded and it passed in a vote.

OLD BUSINESS

There was a question about the status of the donation letter. Carol presented a format and noted that the logo was outdated. Ron B. said he would update the logo and would email it to Carol. The letter will include the tax-exempt I.D. number. Donors noted for the past year were listed and Ron B. noted that we were tax exempt as of July 27th, so each should receive a letter acknowledging their contributions and thanking them. Ron J. will send the letters out.

Carol moved to approve the letter format with the new logo. Jim seconded and the motion passed.

RETREAT COMMITTEE - Ellen reported that Roland reserved Dodge Pond from Sept. 22 – Sept. 24, 2017. They would like 25% down as soon as possible. She said that if we get out a registration form in February with the details of the stay (lodging options and food) and include in the individual price the $220 to cover Diane and Theresa’s stay, we should be able to get the down payments then. Details about the lodging options were shared with the Board. There was a mention of an Early Bird registration deadline. Ellen said she is looking for one or two more people to add to the committee.

Jim asked about the rooms being unlocked for rehearsals. He arrives early to practice and has to find someone to open them. Ron B. said he thought they were being opened and would talk with Lorelei about it again.

Carol asked about the registration forms for new members. She suggested a permission statement be added to the forms so we get permission to share contact information. She also felt that the date be included on the form in order to keep record of when people joined.

Ron J. noted that we haven’t spent anything on publicity and wondered if there was any publicity happening. Ellen explained that Kathy O. had written an article for local papers and was working with Ottawa for a release to the NHB newsletter.

NEW BUSINESS

Ellen reported on Christmas Gigs and said that the Village Diner and Maplewood were well-received. For next year we might include the two nursing homes in Massena.

Diane did some research into Christmas Favorite – to order for next year for the band to purchase or individuals to personally purchase. Ron B. looked at information Ellen printed out and said he would research it. It was noted that the size of the books may be too small to read, and the music didn’t appear to include holiday favorites other than Christmas.

Director’s Report – Ron B. explained that he had checked on the tax exempt number status. He was going to continue to pursue it.

In January the Board will choose a goal to review at the meeting as part of its agenda.

The next meeting will be January 27.

Jim moved to adjourn and the meeting closed at 12:58 p.m.

Respectfully submitted,

Carol Kissam

Secretary, The New Horizons Bands of Northern New York, Inc.

 

Board of Directors Report - November 2016

Posted by Tim Schwob on December 15, 2016 at 7:20 AM Comments comments (3)

The New Horizons Bands of Northern New York, Inc.

Board of Directors Meeting

Friday, November 18, 2016

Spurbeck Room, SUNY Potsdam

DRAFT MINUTES

 

Present: Voting Members - Ellen MacMaster, Ron Johnson, Kathy Benham, Jim Murray, and Carol Kissam.

Non-voting - Ron Berry, Director and Ex-officio on the Board; Kathy O’Shaughnessy, and Leah Zelkowitz.

Meeting was called to order at 12:07 p.m.

Motion to approve minutes of October 21 and special meeting to adopt the new BYLAWS on October 28 was made by Jim and seconded by Kathy. The minutes were adopted.

Treasurer's Report – Ron Johnson had emailed a spreadsheet and spoke about elements of the budget.

- He reminded the Board that Artworks Creperie has not yet sent in its promised donation.

-The Ottawa Event overspent the budget by over $184. Ron J. explained that we budgeted $60, and there was $120 for Trinity Hall, $100 for food, and the amount Karen W. spent for the paper items she purchased. He said we need to keep these items in mind as we plan our budget for next year.

- The budget set aside for federal incorporation was $400, but the expenditure for that was $275.

-Ron received an anonymous donation today to fund Theresa for next semester

Ellen agreed to let Theresa know that we have received a donation to cover her services for two additional times a month thus covering her for three times a month.

- It was agreed that we need to acknowledge that donation in the form of a letter.

- Ron J. requested feedback on the types of checks and notebook and stamp he should order. Comparisons between the Deluxe Checking orders and North Country Savings options were discussed. Costs and value per cost was also discussed. It was noted that the North Country Savings option was a one- time purchase of the notebook and stamp and that the costs per check will be spread out over several years.

A motion was made to accept the financial report. It was seconded, and all were in favor.

Carol moved that we purchase our checks (with notebook and stamp) from North Country Savings. Jim seconded. In a vote, there was one abstention, but the remainder were in favor. The motion passed.

Financial Policies – Ellen had provided a list of four policies to consider at the last meeting, and they were discussed at this meeting. Kathy O’Shaughnessy was on hand to offer expertise in the matter.

-Kathy O basically encouraged documentation, receipt submission, and records for payments.

Board members and guests explained some of the types of expenditures that don’t appear to meet that criteria in the policies such as a donation to West Stockholm Church for their donation of chairs for Ron’s Garage event.

Kathy said that an email or piece of paper accompanying that payment needs to be dated and signed for record of that donation.

There was also discussion about adding layers of complexity vs. how things are currently being done.

During further discussion, Kathy O’ clarified information about the process of payment for services. She said, for example, that an email from Diane or Theresa regarding their hours would serve as an invoice. It was also noted that generally invoices go to the Board or the President as an added check on that type of payment, and the Treasurer is then charged with creating the payment check.

Board members discussed purchasing items within the budget such as printer ink or music without the preapproval of the Board.

Carol moved that the financial policy be adopted with amendments, and her motion was seconded by Jim.

The group discussed the amendments.

The policy to be adopted – as amended – reads as follows:

1) All checks or payments will have an invoice or receipt or equivalent included in the financial records.

2) All receipts, invoices, vouchers or equivalent not budgeted for shall be approved by the Board before payment. All will be marked as paid when the check is written to avoid duplicate payments.

3) Payment for Services requests stating name, dates, and hours, will be done by email to the President for approval.

4) A letter of acknowledgment will be prepared and sent to donors.

On a vote on the amended policies, four were in favor and one opposed. The motion passed.

OLD BUSINESS

Discussion of Insurance

Ron J. had sent an email with several questions about the current insurance policy. He is seeking the ID number and a list of the officers to make the change for the incorporation. Ron Berry said we now have that information and can move forward.

Ron J. wondered if we still needed to keep Potsdam Central School on our list of insured locations. It was agreed that that was no longer necessary.

Ron J. was also concerned that our guest conductors are not members and not covered. Ron B. explained that the policy is a liability policy for suits against the corporation not for individual members.

Discussion of the International Event

Ellen reported that she heard from various people that the event went well. Looking ahead she is checking into the Presbyterian Church because they can handle more people, but they have a policy against alcohol.

Kathy B. asked if there was a venue on campus that could be used. She was told that there would probably be a rental fee for use of the space, and we couldn’t bring in food from off campus.

There was further discussion, and Ellen agreed to check about the alcohol policy at the Presbyterian Church as well as parking.

SOAR Review

It was reported that people said they appreciated the quieter music. There was concern expressed about hauling equipment for the half-hour gig. There was brief discussion on having the Swing Band perform at the function in the future. Ron B. said we could pull the plug on the event or make changes. He said this was the least orderly start of any of the performances we’ve done.

People were happy with the dancing element that was added.

Ron J. wondered what had happened to the brochures, and Ron. B. explained that he forgot and ran out of energy but that we used to put that information on the tables. He did note that someone approached him showing interest in becoming a percussionist.

NEW BUSINESS -

Director's Report – Ron B. reported that we now have our incorporation letter. He noted that we still need to get the New York State Tax Exempt number. He handed out a copy of the Federal Approval letter to each of the Board members and gave the Secretary the records that need to be kept on the incorporation.

Other Business –

There was a question about playing in Waddington in December. No one had heard from the people there, so it is not being planned.

Everyone was reminded about the performance at the Village Diner as 12:30 on Dec. 11.

The next meeting was set for December 16.

Kathy B. moved to adjourned and that was seconded by Jim.

The meeting closed @ 1:15 p.m.

Respectfully submitted,

Carol Kissam, Secretary

 

 

Steering Committee Minutes, June 2016

Posted by Tim Schwob on July 6, 2016 at 9:45 AM Comments comments (0)

Present: Ellen MacMaster, (President), Ron Berry (Music Director), Jim Murray (At-Large) and Carol Kissam (Secretary). Officially excused from meeting – Ron Johnson (Treasurer) and Kathy Benham (At Large).

Meeting was called to order 12:12 PM.

Secretary’s Report

  • The minutes of May 13 and May 20, 2016 were moved by Jim and seconded by Ellen. The minutes were unanimously approved.

Treasurer's Report

  • Ron J. provided Board members with an updated report via email. Ron B. moved the report and Jim seconded. The report was unanimously accepted.

OLD BUSINESS

  • It was reported that Kathy O’Shaughnessy agreed to conduct an audit of our budget, and the paperwork she needed for the review was given to her this morning.
  • The Steering Committee discussed sponsorship. Sponsors from the past were reviewed and the Committee agreed to approach them to see if they wanted to continue sponsorship. Ellen agreed to continue sponsorship. Ron B. said he would approach Brick and Mortar and North Country Savings Bank. Jim said he would approach Mark Scott at The Creperie. Ron Johnson was assigned to ask Nikki Coates Realty. The amounts for sponsorship are the same as in the past.
  • Ron B. noted that if we continue to pursue 501C3 status, we may be able to up the ante on sponsorship since there is a tax exemption for such donations. He said we would need to have a purpose in mind for such donations.
  • Reviewing Goals for 2016-2017: Ellen shared the goals that were agreed upon in July 2015 and asked the Committee for input on them for 2016-2017 or input for additional ones.
    • Goals for 2015-2016
      • #1 - Remember the mission of New Horizons of Northern New York and be sensitive to the needs of those in your section by helping and encouraging them.
      • #2 - Incorporate a variety of methods to improve listening skills and thus improve ensemble playing.
      • #3 - Schedule more events throughout the year, especially during the months of November through May
      • #4 - Strengthen relationships with Crane School of Music and Communities.
    • GOAL 1 – It was agreed that members automatically provide support and mentoring in each section, and that the goal should remain as it stands.
    • GOAL 2 – The committee discussed several strategies for improving listening skills.
      • Tuning at the start of rehearsal with the oboe giving the tuning tones needed for different sections.
      • On occasion members could sit with other instruments (mixing it up) for the first half of a rehearsal so that they become aware of different parts and the sounds of the other instruments. Another idea mentioned was the possibility of the band being seated in a circle on occasion.
    • GOAL 3 – It was agreed that the band plan more events like ones in the past – informal gatherings and covered dishes to share.
    • GOAL 4 – It was agreed that connections with the Crane School appear to be good, and an invitation was extended this morning to Ron. B. by Brian Doyle (Director of Bands at Crane) to have NHBNNY members play side-by-side with one of the Crane ensembles in the Fall semester.
  • The Committee noted that Kathy Benham had requested more be done for new members, and Ellen noted that the potential workshop Diane offered to do is one way to help new people.
  • The Committee discussed document storage. Ron noted that Tim S. would be able to set up a site for the Steering Committee. Carol agreed to be in touch with Tim regarding past minutes and treasurer’s reports.
  • Incorporation Update: Ron B. outlined the next processes including applying for a new EIN number, applying for a new banking account with that number, and finalizing paperwork for NY State. Ron wanted to make sure the entire Steering Committee had membership in the national NH organization, and it was understood that that was the case. Ron B. said he would take care of the paperwork as soon as possible.

NEW BUSINESS

  • Potential Purchases: Jim said that he and Natalia could use a new trap table. Ron B. said he would work with Jim on that order
  • Band Shirts: The Steering Committee discussed the current band shirts. SC members shared information about potential changes and some of the ideas shared with them personally by band members. It was agreed that we ask Julie Degone to head up a committee to poll the band about what they want and share with the Steering Committee some ideas for designs and places to purchase. It was also agreed that the aim was to stay local for any such purchases. Ellen agreed to be in touch with Julie about it.
  • Membership Recruitment: Past member recruitment activities were discussed, and the Committee agreed that during the week of Sept. 12 – whether it be Tuesday or Wednesday (whichever day the Village of Potsdam Court wasn’t in session), the recruitment activity be held. Ellen agreed to be in touch with village officials to set that up.
  • Informal Get-Together: Jim, Ellen, and Carol will meet after the July 4th weekend to plan a covered dish event to take place in Ron’s garage.

The next meeting was set for September 9.

Ellen called for adjournment at 1:20 pm. Jim seconded.

Respectfully submitted, Carol Kissam, Secretary

Steering Committee Minutes, May 20, 2016

Posted by Tim Schwob on July 6, 2016 at 9:40 AM Comments comments (0)

Present: Ellen MacMaster, (President) Ron Johnson (Treasurer), Kathy Benham (At-Large), Ron Berry (Music Director), Jim Murray (At-Large) and Carol Kissam (Secretary).

Meeting was called to order 12:17 PM.

Secretary’s Report

  • Ellen noted that we had missed approving the Steering Committee April minutes and made a motion to approved them. Jim seconded and the motion passed.
  • Carol asked about the review and distribution process regarding minutes and said will get the finalized May 13 minutes to Ellen as soon as possible.

Treasurer's Report

  • Ron B. noted that the band members voted today to use $200 from the proposed budget to cover a Crane Youth Music scholarship. He said he would be in touch with Julianne about it and how to go about releasing the check.
  • Ron J. prepared a revised draft of the proposed budget. Ron B. also provided alternative budgets for the committee’s review.
  • Ellen noted that after reviewing the surveys once again and talking further with several band members, she felt we needed to revisit our decision about Monday rehearsals. Ellen moved that we request B 115 three times a month with the first Monday of the month for practice for Maplewood and the third and fourth Mondays for extra practice sessions with Diane. Jim seconded the motion.The effect of the motion on the budget would be a change in the amount of remittance for Diane. It was also noted that the motion was contingent on the availability of the room when we need it. The motion passed unanimously.
  • The steering committee discussed the budget proposals by Ron B. that offered a dues reduction. Remittance to Diane and the CYM expense were noted as amendments. The remaining amount after all expenditures was also discussed. Kathy moved that we reduce the dues this fiscal year (2016-2017) to $30 per semester. Ellen seconded. The motion passed unanimously.
  • Ron B. moved that we accept the proposed budget (with the reduced $30 per semester dues) as presented and amended. Jim seconded. The proposed budget for 2016-2017 was accepted unanimously.

Director’s Report

  • Ron. B, announced the information he received from the Potsdam Chamber of Commerce regarding the time slot for NHBNNY at the Potsdam Summerfest. He was told there were changes in how things were being done. NHBNNY was offered a noontime slot. He added that the performance would not be a paid. After some discussion about alternative sites for other summer concerts and the issues with heat and parking related to the Potsdam Summerfest, Ron B. moved that we give the Potsdam Summerfest a pass this year. Ellen seconded. In a vote, five were in favor and one opposed. The motion passed.

Old Business

  • It was agreed that the gift certificate for Ron. B. and his wife be for 1844 House.
  • It was also agreed that the minutes be sent out in a PDF file.
  • Jim pointed out that he was disappointed in John Friot not being able to schedule time with the band this year. Because of the missed appointments with the band, rather than reschedule, it was decided to have him show up when he is able – even though the band members would not be in uniform.
  • Ellen reported that she, Kathy, Jim, Leah and Diane met about the SOAR class in the fall. Ron B. will be making a presentation, and there will be a petting zoo of instruments.

New Business

  • Ellen reported on an idea Leah had. Leah wondered if Diane was willing to do a two or three- day 2- hour intensive course – sample topics could be styles of music or rhythms. If so, she wondered if something like that might be arranged and those attending would cover the $100 remittance. Ellen said Diane had expressed an interest in doing the course. After discussion, Ellen said she would look into the possibility of scheduling that.
  • There was a discussion on changing the day of the week for summer practices. It was agreed that the general response by the band members appeared to be mixed. Ellen moved we stay with Friday rehearsals. Ron B. seconded. Four were in favor and two opposed. The motion passed.

The next meeting was scheduled for June 24.

Jim moved to close the meeting. Carol seconded. All were in favor.

Respectfully submitted, Carol Kissam, Secretary.

Steering Committee Minutes, May 13, 2016

Posted by Tim Schwob on July 6, 2016 at 9:30 AM Comments comments (0)

Present: Ellen MacMaster, (President) Ron Johnson (Treasurer), Kathy Benham (At-Large), Ron Berry (Music Director), Jim Murray (At-Large) and Carol Kissam (Secretary). Meeting was called to order 12:14 PM.

Secretary’s Report

  • Ron B. moved to approve minutes of May 6, 2016. Seconded by Jim. Passed unanimously. Minutes approved.
  • Prior to reviewing Ron J’s draft budget proposal, Ellen called for a discussion of the survey completed by band members with regards to issues related to the budget. Ellen noted the response to the survey was excellent - 31 out of 43 responded. Discussion ensued. Carol moved to take the money in the Commission Fund and return it to the general fund. Ron. B. seconded. After some discussion, it was agreed that everyone needed more time to consider the issue. Carol moved to table her previous motion. Seconded by Ellen. All were in favor.
  • Further discussion included a review of costs for filing for incorporation, a review of the Monday rehearsal schedule and Maplewood commitment, payment of Diane, and the potential for working with Crane students once again.
  • Carol moved that NHB return to the original Monday schedule with the first Monday of the month in rehearsal for Maplewood, the second Monday a performance at Maplewood, and the third Monday in clinic with the aim to increase clinic time in the future. Ron B. seconded.V ote on Carol’s motion. 5 yea – 1 nay. Motion passed.

Treasurer's Report

  • Ron J. then reviewed elements of the proposed budget to check on the suggested amounts. There was some discussion on Ron B’s honoraria, and there was general agreement to keep it as is as well as to offer a $100 gift certificate to Ron and his wife.
  • The committee returned to the earlier tabled motion on the Commission Fund. In a vote it was 4 yea and 2 nay. The motion passed.  Ron B. moved that the $800 budgeted to the Commission Fund for 2015-2016 will be returned to the General Fund because the Commission Fund is defunct. Seconded by Kathy. The vote was unanimous.
  • Ron J. offered to take the proposed budget and rework it given the discussion and votes today He noted we needed to act on it before the end of the month. He also reminded the committee about the appointment of committee chairs and the need to set goals for the upcoming year. He wanted to know what amount the Steering Committee felt was acceptable to have remaining in the budget at the end of the year. General consensus was between $500 and $1000. Ron. B. explained that we could work our way down to that amount over a few years if necessary.

New Business

  • Ellen announced committee chairs she has appointed thus far:
  • Sunshine – Kathy Benham
  • Gigs – Ron Berry and Leah Zelkowitz
  • Nominations – Leah Z.
  • Facebook – Karen Washburn;
  • Web Master – Tim Schwob;
  • Librarian –Cherie Baker;
  • Publicity – Kathy O’Shaughnessy (Jim Murray was thanked for his work on publicity);
  • Equipment – Jim Murray
  • Audit – TBD.

Director's Report

  • Ron B. reported that he will need our names and addresses for the incorporation submission. He will be asking via email. He reminded us to join NHIMA as per the bylaws. There is a membership drive and a challenge to increase membership. (It’s an online application and dues are $10 annually - $15 for couples.)
  • Ron noted that things have changed for the Potsdam Festival, and we are not sure we will be playing this year. He is waiting for word on that. There is a date in Colton that is being discussed – July 20 - and there is interest in Massena and Waddington. Other members brought up ideas for more performance spots, but Ron noted that we need to consider what we want and how many concerts we want.

Next meeting - May 20, 2016 – after band.

Motion to adjourn - made by Jim and seconded by Kathy.

Respectfully submitted, Carol Kissam, Secretary


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