NORTHWEST CHORAL SOCIETY
MEETING MINUTES
July 16, 2012

CALL TO ORDER:
The July 2012 Board Meeting of the Northwest Choral Society was held at the home of Penny Perles, 500 S. Crestwood Lane, Mount Prospect, IL.  The meeting was called to order at 7:38 PM by NWCS board president Penny Perles.  The following board members were present:

David Hitch            Penny Perles   
Noreen LaValle            John Schindler
David Martin            Diane Szuberla       
Mary Jane Matecki        Ruta Veitmanis   
Candy Mealer
       
Also present: Alan Wellman, Artistic Director

MEETING  MINUTES:
Minutes of the last three meetings were reviewed.
The meeting minutes of the May 8, 2012 board meeting were reviewed and no corrections were needed.  Mary Jane Matecki made a motion to accept the minutes as presented.  The motion was seconded by David Hitch.  The motion passed.
The minutes of the June 2, 2012 Annual Meeting of the Whole and the Election of Board Members Meeting were presented and one correction was needed.  Under Announcements, the second bullet should read: “Diane presented our ticket sales report….”.  Diane Szuberla made a motion to accept the corrected minutes.  The motion was seconded by John Schindler.  The motion passed.
The meeting minutes of the June 12, 2012 board meeting were reviewed and one correction was needed.  In the table of elected board officers, Candy Mealer was elected as Corresponding Secretary.  Noreen LaValle made a motion to accept the corrected minutes.  The motion was seconded by Mary Jane Matecki.  The motion passed.

TREASURER’S  REPORT:
Noreen presented the treasurer’s report for May.  Cash disbursements totaled $15,424.68.  (This included the $12,428.00 final payment for the World Choir Games).  Cash receipts totaled $3,833.85.  Our regular account balance was $8,287.06.  Including the J. Melcher Memorial Fund and petty cash, our final total was $11,379.06.  Candy made a motion to accept the treasurer’s report.  Mary Jane seconded the motion.  The motion passed.
Noreen then presented the treasurer’s report for June.  Cash disbursements totaled $4,445.18. Cash receipts totaled $7,347.57.   Our regular account balance was $11,189.45.  Including the J. Melcher Memorial Fund and petty cash, our final total was $14,281.45.  Mary Jane made a motion to accept the treasurer’s report.  David Hitch seconded the motion.  The motion passed.
Noreen also presented the Profit & Loss Budget Overview from June 2011 to June 2012.  We ended the 2011-2012 season with a budget deficit of $2280.00.

CONCERT  TICKET  RESULTS:
Diane Szuberla presented an overview of ticket sales for the 2011-2012 season. 
Total income from ticket sales was $14,913.00.  (Dec. 2011 = $6022.00, March 2012 = $3755.00, June 2012 = $5136.00)
Total number of tickets sold was 267 adult and 550 senior/student.  28 free tickets were given as complementary or gift tickets and to helpers during the concerts.
Diane also presented an overview of June ticket sales and attendance for the past four years. 
Income from ticket sales: 2009 = $2125.00, 2010 = $3157.00, 2011 = $3693.00, 2012 = $5136.00.
Attendance for the four years: 2009 = 194, 2010 = 221, 2011 = 227, 2012 = 319.

OLD  BUSINESS:
After a successful and enjoyable time at the World Choir Games in Cincinnati, board members agreed that NWCS should begin participating in local choir competitions.  It need not always be with a full chorus, but with members who are available at the time.

NEW  BUSINESS:
1.  ASSIGNMENT  OF  COMMITTEE  CHAIRS:
Promotions:  Diane Szuberla
Advertising Committee:  Noreen LaValle and Geoffrey Green
We may need to raise our rates for advertising in our program books.  For example, Alan suggested that for a full-page ad in one issue we charge $60.00, but $100.00 for the entire concert season.
Development Committee:  Mary Jane Matecki and David Hitch
Mary Jane, David, Penny and Alan will work together to formulate a strategy to ask area corporations for financial support.  This may include a PowerPoint presentation, a request letter and deciding what we can offer them in return for their support.  We are also going to ask each chorus member for a monetary donation; the amount will be left to their discretion.  A similar request will be sent to each person on our mailing list.  This new strategy will replace the fundraisers from previous years.
Membership  Committee:  David Martin
◦  David will continue with the strategies he already has for membership recruitment.  However, he would like help with party planning.  Chris Stukel has already planned the Meet and Greet party for August 21st and we hope that she will continue with party planning.  Candy Mealer has also volunteered to help.
◦  David Hitch belongs to the Notes of Thanks, his high school alumni choir.  He will try to recruit members from there for NWCS.
Facilities  Committee:  John Schindler
Besides the concert venues, John is also in charge of our rehearsal space at St. Martin’s.
Publicity:  Penny Perles and Mary Jane Matecki
◦  In the fall, Penny and Mary Jane hope to ask Martha Moss to help.
◦  Board members agreed that our website is not being kept up to date.  To attract new singers and audience members and keep the interest of our present audience, we need to show that we are a very active group.  David Hitch and David Martin both volunteered to help Geoff Green with updating our website on a regular basis.
Sunshine  Committee:  Jonna Guendling

BUDGET:
Noreen presented the concert income and expenses for the 2011-2012 season.  Our income from concert tickets and bake sales was $16,280.48.  This was $3,580.48 more that we had budgeted for.  Our expenses for orchestra/soloists, church rentals and stipends were $8,840.00.  This was $1,660.00 less than we had budgeted for.  Last season we had 2 concerts in December and 2 in June.  This next season we will only have one concert each program: December, March and June.
Alan presented the proposed artistic costs for the 2012-2013 season.  The orchestra/soloists cost for December will be $3,200.00 and for March a second pianist/soloists cost will be $1,450.00.  June concert needs have not yet been determined.
Noreen presented the Profit & Loss Budget vs. Actual for July 2011 through June 2012.  Using these guidelines, the following budget was proposed for the 2012-2013 season:
(The changes from the previous budget will be in italics and in blue ink.)
Income:  Item #47230 = $ 3,000.00   (Membership dues will remain the same)
                       #7101   = $11,500.00
                       #7402   = $  2,500.00
                       #7404   = $     200.00
                       #7410   = $         0
                       #7916   = $  1,200.00
                       #7403   = $  1,250.00  Membership Contributions (50 x $25.00 average)
                       #7904   = $  1,000.00
                       #7905   = $          0
                       #7906   = $  2,000.00
                       #7908   = $     300.00
                    Total Income = $ 22,950.00
 
      Expenses:       #8106   = $   4,800.00
                             #8108   = $   4,080.00
                             #8110   = $          0
                             #8111   = $   1,000.00
                             #8114   = $      600.00
                             #8115   = $      600.00
                             #8116   = $   6,000.00
                             #8118   = $   1,000.00
                             #8120   = $      200.00
                             #8500   = $   1,500.00
                             #8504   = $      350.00
                             #8505   = $      500.00
                             #8506   = $      150.00
                             #8508   = $      175.00
                             #8510   = $      500.00
                             #8512   = $      525.00
                             #8516   = $          0
                             #8518   = $      100.00   
                             #8520   = $          0
                             #8522   = $   1,000.00
                             #8525   = $      250.00
                             #8530   = $      100.00
                             #8540   = $          0
                             #8702   = $   1,000.00
             #8704   = $      100.00
           #8706   = $      100.00   
            #8708   = $   1,650.00   (December = $450, March = $300, June = $900)                        #8710   = $   1,650.00
           #8712   = $          0
           #8716   = $      200.00
           #8719   = $        50.00
                             #8800   = $      100.00
                 Total expenses = $  28,280.00
This proposed budget leaves us with a deficit of $5,330.00.  The biggest unknown at the moment is what to expect from donors – corporations, chorus members and our audience members.  We could borrow some from the J. Melcher Memorial Fund for artistic costs and then replace it when our income improves.

MEET & GREET:
Chris Stukel has prepared games and other entertainment for the evening.  We will need help in running these activities.  Candy is organizing the food for the evening.
We will be sending invitations for this event to area churches.

NEXT MEETING:
Our next Board Meeting will be August 7, 2012, at Mary Jane’s home.
 
ADJOURNMENT:
The Board Meeting was adjourned at 10:00 PM by a motion from Noreen and a second from Mary Jane.  The motion passed.

Ruta Veitmanis
Recording Secretary
Northwest Choral Society