Final OVBoard Minutes 21 August 7-9pm Chair: Linda Williams Host: Mary Gauthier Scribe: jerry Weller Attendance: Alan Kary, Linda Williams, Skot Caldwell, Pam Bandy-Defoe, Mary Gauthier, Jerry Weller, Andy Rush, Graham Stratford MINUTES 1. Approve the Edits to June Brd minutes a. Item 3, concert Planning- Syrian Concert “Building Bridges” is Saturday 27 October b. ADD fee of $1000 for CoCo Love c. Meeting adjourned at 10:15pm 2. Approved: Board Meeting dates to be 2nd Tuesday every month: 11 September (host: Linda), 9 October, 13 November (host: Pam), 11 December, 8 January2019, 12 February (host: Pam), 12March, 9 April, 14 May, 11 June. Action: Alan distributed to Board members the date list and Board contact wallet cards. 3. OV 2018-19 Term Schedule (Alan and Mary) Approved: the new layout of the Schedule was applauded. Action: switch Columns 1 and 2 (Regular Practise followed by Sectional); page 2 will add major dates and list rotating Sectionals. Action: (Alan and Graham) organize printing of the first copy only; check with OV webmaster to post subsequent copies on the members page; (Alan and Andy) organize rehearsal hall storage before Library Committee’s first meeting. 4. Treasurer's Report (Pam) Approved: Treasurer’s Report of OV financials. Action: (Pam) arrange digital and hardcopies of Audited Statements for the AGM; scan OV archive materials onto website. B/F at next Board Meeting: (Andy) additional accompanist/musician Pay issues. 5. Member Relations Report (Mary) Discussion: update of membership recruitment, retention, Section member status; new online registration form, Graham’s expression of interest system. Action: (Mary) send Andy detailed lists; (Mary and Pam) study and report status of the 18 new members’ dues for the next Board meeting, 11 September; (Mary) liaise with Debbie Earl to Welcome new members at week 2 rehearsal; (Linda) get last Spring's Bass accessibility survey for choir. Action: (Alan and Graham) produce the attendance sheets from the member lists and have them available ; (Graham) to liaise with OV webmaster to ensure PayPal receives OV’s Charitable Status; (Skot) Announcement in week 2 about volunteer roles. 6. Membership Management Report (Graham) Discussion: assembling registration and how-to-volunteer materials for OV website; Action: (Graham) meet an OV member to exchange concert publicity with other choirs, etc.; recruit a backup for OV emails in his absence; discuss with OV webmaster if a new recruit is needed, then if so, prepare volunteer signup sheet. (Alan and Graham) produce the 2018-2019 Section attendance folders from the member lists. 7. Music Committee Planning Report (Alan) Action: (Alan) prepare Section Leaders' attendance folders for the first rehearsal; advise Section Leaders that they are to arrange any extra Section rehearsals for their members - dates, space, accompanist, with Janice and/or Andy. 8. AGM PREPARATION (Skot) Chair; prepare Opening Welcome; Establish quorum; type up and print AGM Agenda copies; review Agenda; Motion to Approve previous AGM Minutes; (Skot and Linda) recruit three readers for this year’s AGM Minutes; (Alan and Graham) send email notice of AGM to full Member List this week; plus print & bring list of 2017-2018 members for AGM sign-in sheets, each Section separately on a page; (Pam) email digital OV Audited Statement of Revenue & Expenses to Graham for members; prepare report and motions; send digital copy to scribe by Sept 12; print 10 copies at AGM (seven for Directors, three to circulate, digital copy to Andy for data screen projection); at AGM, call for Motion and seconder to accept the auditor’s report; Motion and seconder for the board to appoint auditor, and Motion and seconder to pay the auditor for the next year; (Mary) develop short summary of highlights of 2017-18 (concerts, gigs, educational events, approx. $4,000 in grants, Special Projects like CD or videos); email to scribe;(Marilyn) by Sept 12; develop short summary of 2018-19 Membership numbers; (Andy) bring projector and laptop; develop short Director’s Report of 2017-18; email to scribe by Sept 12; at AGM, honour Past Volunteers/Recruit New Volunteers (name the Roles, ask people who did any of these to stand, ask new members to volunteer); (Alan) organize Section Leaders to recruit one Section member each for AGM sign-in and binder distribution table in the hall; (Andy and Skot) develop list of OV volunteer roles in order to honour/recognize past volunteers by naming the Roles at the AGM (include Library Committee, Stage Crew, Church Liaison, website, Poster Production/Distribution, Concert Lobby/Ticket Volunteers, etc.); email to rest of Board for any additions; (Skot) adjourn AGM. 9. Director's Report (Andy) Discussion: Andy's planned absences 2018-19 early October, November and end-March; Approved: Andy to sell or donate Yamaha mixer/Yorkville speakers; liaise with a composer for a commissioned choral piece; buy and test 10 new music binders. Action: Andy to book vocal health choir workshop. 10. Publicity Report (Jerry) Discussion: two bound copies of the 64-page Publicity Report of media “press clippings”: 12 pages were generated for “Latin Heat”, 16 pages for “Tuskegee”, and 28 pages for “Kids World” concerts; the purpose of publicity is to help choir members to sell tickets. Action: (Jerry) recruit more publicity volunteers to help him; liaise with Andy on PeaceQuest concert publicity; liaise with Andy and Concert program coordinator on full page OV Season ad in PeaceQuest concert program (Alcorn, Tate concert/workshop, Open Sing). 11. Skot to announce at a later rehearsal that we will no longer have a Suggestion Box that solicits anonymous input but rather we invite all members to directly and openly contact Board members with questions, concerns or suggestions. 12. Next Board meeting: Tues Sept 11, 7-9pm. Agenda/Chair: Alan. Host: Linda, at 46 Colborne St, just west of Clergy. November and February meeting Host: Pam. 13. Adjourn 9pm.