CALL TO ORDER:
The August 2016 Board Meeting of the Northwest Choral Society was held on August 9, 2016 at the Hitch Residence, 251 Good St. Des Plaines, IL. The meeting was called to order at 7:15 PM by NWCS President Penny Perles. The following board members were present:
Angela Carlson Mary Jane Matecki
Kelsey Green Penny Perles
David Hitch Diane Szuberla
Noreen LaValle Kristie Webb
MEETING MINUTES:
- The meeting minutes from the May 1st and May 18th meetings were reviewed. Noreen LaValle made a motion to accept the May meeting minutes. The motion was seconded by Mary Jane Matecki.
- The meeting minutes from the July meeting were reviewed. It was stated in the July meeting minutes that Mary Jane paid $62 for the website. The July meeting minutes have been updated to state that NWCS paid $62 for the update. Noreen LaValle made a motion to accept the July meeting minutes with the aforementioned changes. The motion was seconded by Mary Jane Matecki.
TREASURER’S REPORT AND DONATION ENVELOPE:
- Noreen LaValle presented the treasurer’s report for July 2016. Cash disbursements totaled $987.17. Cash receipts totaled $50. Our regular account now has $15,585.79. Including petty cash, our final total was $15,620.79. Mary Jane Matecki made a motion to accept the treasurer’s report. The motion was seconded by Diane Szuberla. The motion passed.
- The proposed new Donation Envelopes were shown to the board. For 1000 of the old envelopes, NWCS paid $157. For 1000 envelopes through Harper publishing, the following options were presented: Black and white – $126.02, 1side with color (NWCS in red on photo side of envelope) – $198.10, 2 sided with color – $270. The board decided on the 1 sided color envelope with NWCS in red. A space for the CVS code for debit cards will be added to the envelope.
- Additionally, it was proposed that the donation envelopes have preset donation values starting with a smaller denomination. The proposed check boxes were $500, $250, $100, $50, $25, Other.
- Kristie also suggested that we send an email for contributions to our database of email addresses.
- NWCS Profit and Loss Budget vs. Actual for July 2015 to June 2016 was reviewed. The budget for Marketing is to be increased to $500 resulting in a net income of -1,790.00 in the budget. Kelsey Green made a motion to accept the budget with the aforementioned changes. David Hitch seconded the motion.
REHEARSAL SPACE:
- The current rental rate at St. Martin’s is $43 per rehearsal. It was proposed that we begin looking for a new rehearsal space.
- Soon after the meeting, St. Martin’s informed Penny that they wished to increase the rental price. At which time, NWCS decided to not renew the contract with St. Martin’s and a temporary contract was signed with Immanuel Lutheran Church. The board continues to look for a more permanent rehearsal space for NWCS.
MEMBERSHIP COMMITTEE:
- Kristie and Mary Jane were working on the donation letter. It was proposed that we update the bullet points within the donation letter to give donors an idea of NWCS’s expenses. (e.g. $200 for monthly rehearsal space, $400 for professional concert recording).
- Meet and Greet
- Jade will give a group voice less on to all those who attend the meet and greet. Jade could give individual voice lessons to any choir member who has been having lessons with her during the summer.
- Flyers were sent out for the Meet and Greet and an article was placed in the newspaper advertising the Meet and Greet. Additionally, a Facebook event has been created.
WEBSITE:
- The June concert is up on YouTube with a link on the NWCS website.
- Tickets for upcoming concerts are not yet up on the website
- A link to the Annelies concert will be added soon.
- Mary Jane will continue to do research on a password manager such as LastPass.
PROJECT SOOTHE THE SOUL:
- No Christmas 2016 outreach concert for Diane’s church because the proposed concert date was moved to the same day as our concert dress rehearsal.
NEW BUSINESS:
- Meredith will take over the Sunshine committee.
- Kristie will be added to the proofing committee.
- Angela will update the 2016-2017 Handbook by August 16th. Penny has a list of changes.
- Board members will contact select past members to determine if they will be singing with NWC
S for the upcoming season. - Choir Dues will remain the same price for the 2016-2017 season.
- Current Time table
- Donation letter – September 9th.
- Season flyer – September 30th
- Annual Support Fund – October 4th
- Printed Press Release for season – October 6th
- Postcards and Posters to the printer – October 6th
- Press release for the December concert – October 24th
- December concert program to printer – November 1st
NEXT MEETING:
- Our next Board Meeting will be Tuesday, October 11th, at Immanuel Lutheran Church .
ADJOURNMENT:
The Board Meeting was adjourned at 8:55 PM by a motion from Noreen LaValle and a second from Kelsey Green. The motion passed.
Angela Carlson
Recording Secretary
Northwest Choral Society