SHENANDOAH VALLEY CHORUS BOARD MEETING 

MINUTES – January 10, 2012


President, Sharon Barnhill, called the meeting to order at 6:05 pm at First Christian Church.  Besides Sharon, those present were Vickie Catlett, Sarah Ryker, Sue Fleming, Debbie Coulson, Jeanne Morton, Sally Barile and Becky Lilly.

MINUTES – The December Board minutes were approved as read.  Reminded by the reading of the minutes, Sharon complimented Vickie on her fine work on our website and keeping it up-to-date.

TREASURER’S REPORT – The December report was approved.  The ‘thank you’ gift card to Gayle’s sister-in-law was free to the chorus because of the bonus points on the credit card.  Sue reported that the chorus is still in a good cash-flow position.  We will cash in our CD when it matures (4/26/12) because the interest is so low, and the money will be put in our checking account.

OLD BUSINESS –

1.       Retreat at 4H Center, Front Royal – Sue presented the attached information.  (NOTE:  Becky updated the directions) 

2.       2012 show – Sherry has agreed to chair the event and will be delegating duties.  The date will be November 10 at James Wood Middle School on Amherst Street.  We are on the school calendar for the hours of 10 AM to 6 PM.  It will be a love theme.

3.       Competition – The International registration will be paid by credit card.  Vickie presented lodging information.  The room rate is $160.10 per night.  The Board tabled a decision regarding a hospitality room, and Sharon will check on the options available to us.  It was agreed that a chorus gathering room is needed. 

4.       Singing Valentines – Vickie showed pictures of possible gifts.  Sharon has gifts left over from last year.  We need to find out if there is such a thing as a ‘disposable’ polaroid-type camera.  (NOTE: Vickie volunteered to check on the camera.) Jeanne will ask her friend to redo our flyer to eliminate the blue background as it’s hard to see the words and uses a lot of ink to print.

5.       Performance contact person – Becky has agreed to handle this job.

6.       Move to Region 19 – This will occur May 1, 2013 versus 2012.  Our final competition in Region 14 will be April 11 – 14, 2013, in Winston-Salem, NC.

NEW BUSINESS –

1.       Installation dinner – A date was not discussed.  Jeanne is in contact with the George Washington Hotel and will negotiate a cost of $20-$25 for a nice meal.

2.       Nominating Committee – Sharon will appoint three people by February.

3.       Cardinal-theme quilt raffle – The Board approved a $100 gift card (using our credit card points,) to offset the cost of supplies.  Gayle’s sister-in-law will again do the work.  The drawing will be held at our show.

4.       Angel Fund – A special donation earmarked for retreat registration is available.  If a member needs help, she may call Sharon confidentially, and Sharon will coordinate with Sue.

5.       Singers School in Region 19—“Accidental Harmony” quartet is planning to attend, as well as Jordan.  Sally Barile is interested.

NEXT MEETING – February 13 following rehearsal

ADJOURNMENT –  7:05 pm

Respectfully submitted,

Becky Lilly, Secretary

SHENANDOAH VALLEY CHORUS BOARD MEETING
MINUTES – December 6, 2011

 President, Sharon Barnhill, called the meeting to order at 6:02 pm at First Christian Church.  Besides Sharon, those present were Vickie Catlett, Sarah Ryker, Sue Fleming, Debbie Coulson, Jeanne Morton, Sally Barile and Becky Lilly.

MINUTES– The October Board minutes were approved as read.

TREASURER’S REPORT – The October and November reports were approved.  We need to find out how our credit card rewards points work.  It was noted that each member needs to take responsibility for dues, making timely payment on the option they have chosen—monthly, quarterly, or biannually.

OLD BUSINESS –

1.       We have a one-year agreement versus six months for our website, Shenandoah Valley Chorus.  Vickie advised the sing-out schedule is posted on the “Events” page.

2.       A lady near Linda and a friend expressed interest in the chorus.

3.       CU Blast was a success.  A thank you from the chorus to the church is not necessary.  Becky did not have information as to the proceeds made by the church ladies for the lunch that was served.

4.       The retreat will be the first weekend in February at the 4H Center in Front Royal.  A deposit of $200 is needed.  Sue has been in touch with the Center.  Each member will be asked to pay a $50 registration fee, and the chorus will cover the balance of $23.42 per person.  This includes lodging for one night and three meals. Jordan’s and the coach’s expenses will be paid and include linens.  (NOTE:  Sue and Becky visited the 4H Center and verified that the lodging building will be very adequate for the coaching session.  The risers can be easily unloaded and rolled into the area where the coaching will take place.  Meals will be in the dining hall down the hill from the lodge.  The Center also has a fairly liberal cancellation policy in case of inclement weather.  Sue devised a signup sheet for this event, which will be available at the January 2 rehearsal.)

5.       The quilt raffle brought in over $600.  The Board approved a thank you of a $50 gift card for Gayle’s sister-in-law who made and donated the quilt.

6.       Sue reported that there was no membership meeting at the International convention, but a meeting of Regional Management Team members.

7.       Becky will check on information about possibly performing at Dayton Days with Skyline Harmony next October.

8.       We still need someone to step up and volunteer to be the show chairman for a 2012 show.

NEW BUSINESS –
      

1.       A Leave of Absence from 11/21 through 2/21 was approved for Donna Peterson.

2.       Competition registration with International must be done by Sharon or Sue.  Vickie will handle Regional paperwork.

3.       International is sponsoring an OPEN HOUSE during the month of January and encouraging every chorus to participate.  Jeanne is taking care of press releases.  Becky will update the guest books with “What a Wonderful World,” (and other missing music) and will see that the chorus banner is available to sit outside the door each week.  EVERYONE should invite friends.

4.       Singing Valentines will be February 14.  Special requests for the preceding Saturday will be considered.  The Board voted to raise the fee to $35.  Vickie will collect the gifts.  It was suggested that a picture of the event be offered to each recipient and/or requester.

5.       It was suggested that the Performance Coordinator use email as the means to notify about performances.  A new Coordinator is needed.  Becky has the performance book (for now) and is keeping track of responses.

6.       The Board approved use of our credit card, if possible, for Christmas gifts.

NEXT MEETING – Not discussed

ADJOURNMENT – 7:23 pm

Respectfully submitted,

Becky Lilly, Secretary