Management Team Meeting - Groupanizersvc.groupanizer.com/sites/svc.groupanizer.com/files... · 2015. 10. 21. · Management Team Meeting March 10, 2015 470 Olde Worthington Road Westerville,

Management Team Meeting March 10, 2015

470 Olde Worthington Road Westerville, OH

Present: Miriam Mihok-Hopkin, Dominique Parsons, Gayle Buerge, Betty Sargent, Shirley Bendau, Joan Buckeye, Char Gurney, Bethany Grate, Natalie Dunckel Not Present: Gayle Buerge, Kerry Denino, Kathy Doup, Carol Jameson

Secretary: Natalie Dunckel Meeting minutes: January 27, 2015 minutes were approved. Accountabilities:

Set up grant research meeting with directors and Betty. In Progress

Search community events calendars for potential sing-outs. Ongoing

Send approved minutes to Gayle. Ongoing

Update SVC calendar and send to Christine J. and Gayle. Ongoing

Administrative Manager: Kathy Doup Manager Report is attached. Accountabilities:

Begin tracking attendance for duals. In Progress Discussion:

Discussed appropriating funds for tires and tune-up for the truck. An estimate of approximately $1400 was given. Funds will be budgeted in the next fiscal year. (Beginning May 1.)

Business Manager: Miriam Mihok-Hopkin Manager Report is attached. Accountabilities:

Send booked gig dates to MT. Ongoing

Email Chorus once again seeking help with publicity. Ongoing

Send confirmed gig dates to MT, Christine Jones and Missy Craddock. Ongoing

Discussion Items:

Will be in need of a new gig-seeking coordinator as the current coordinator has stepped down.

2 gigs for the next couple of months have been secured and we continue working to improve the visibility of our chorus.

Chorus Relations Manager: Dominique Parsons Manager Report is attached. Accountabilities:

Procure love gifts and gifts for SVC quartets competing at Regional. In Progress

E-mail chorus members prior to MT meetings. Ongoing

Discussion Items:

Discussed statuses of members with large gaps in attendance

Discussed updates from Sunshine Committee and Joyful Notes

Discussed possibility of private screening for Pitch Perfect 2 on May 16 – after Betty Clipman coaching

Communications Manager: Gayle Buerge Manager Report is attached. Accountabilities:

Teach Membership Team how to track attendance in Groupanizer. In Progress

Devise a mini-presentation for chorus about how to use Groupanizer. In Progress

Look into seeing that SVC MT managers have access to the Google drive. In Progress

Discussion Items:

Discussed whether or not an official Groupanizer training session is necessary and how to make members aware of how to navigate the site. No action is being taken at this moment.

Northwest Chapel is willing to let us use their sound system, but only have a wireless microphone. We will look into purchasing headsets for our use in the future.

Financial Manager: Betty Sargent Manager Report is attached. Accountabilities:

Start 2015-2016 budget. In Progress

Complete the 2014 budget. Completed

Report Monthly who is behind on dues. Ongoing

Send monthly financial reports to MT. Ongoing Discussion:

Received letter from IRS in response to our appeal. They will contact us with a response within 45 days.

Intuit has proven moderately successful in getting members back on track with dues and streamlining payments

Funds Development Manager: Shirley Bendau Manager Report is attached.

Accountabilities:

Talk to Kristy Myers about selling Capital Showcase merchandise at Regional. Completed

Talk to Ruth Pistner about managing the SVC regional booth. Completed Discussion:

Updates on upcoming fundraisers.

Membership Manager: Joan Buckeye Manager Report is attached. Accountabilities:

Plan new member orientation. In Progress

E-mail members about membership status. Completed

Contact members who are absent/on leave/dual about membership status. Ongoing

Send letters to members no longer in Good Standing. Ongoing

Send out SurveyMonkey vote for membership changes. Ongoing Discussion:

Discussed statuses of new members, dual members, resignations, long distance members, short and long term leave of absences, and emeritus members.

Music Managers: Char Gurney & Kerry Denino Manager Report is attached. Accountabilities:

Compose e-mail regarding expected conduct and courtesy with other members on the risers. In Progress

Give Gayle feedback on the dual-member spreadsheet. In Progress

Plan new member orientation agenda. In Progress

Decide date for SVC year-end celebration. Completed Discussion:

“Sunshine Medley” has been revised and Amy Leacock will be doing learning tracks.

New costume is still in the progress of being designed

Thanks to everyone who is working so hard to get new members and duals fully incorporated into SVC

Special Projects Manager: Carol Jameson Manager Report is attached. Accountabilities:

Discussion:

Pizza making yielded a profit of $3,064. Will possibly purchase gift card for Matt Roahrig in appreciation of his willingness to co-chair with Marcie.

Singing Valentines yielded a profit of $507.22. We will be thinking about what to change and improve upon for next year.

Team Manager: Bethany Grate Manger Report is attached. Accountabilities:

Organization chart. In Progress

Organize name/face introduction of chorus leadership. In Progress

Make announcement about dues. Completed

Create SurveyMonkey about possibility of MT incentives. Completed

Send Gayle information on Sweet Adeline of the Year. Completed Discussion:

Sent letters to members competing that were not in good standing and most off them have made payments!

Regional Afterglow Plans are underway, and the next committee meeting will take place on March 11.

The nominating committee will announce the slate on March 30, and the chorus will vote on April 6. We are hoping that those elected can attend the April MT meeting.

Meeting Adjourned @ 9:15pm

Next meeting is scheduled for April 21, 6:30pm at 470 Olde Worthington Road, Westerville, OH

Administrative Manager Report (Kathy) Hi ladies Things are going very well with the church - they have been very helpful when I've checked with them! Gayle met with Mike and discussed using their sound system in the gym - it looks very good that we will be able to do that. Gayle also met Jim, who is the church's sound guy, he is willing to look at our microphones and see if he can fixed them. More to come on this! We will need to think about what amount to set aside for repairs to the truck - it Is going to need brakes and tires!

Have no other busy! :) Kathy Adm. Mgr.

Business Manager Report (Miriam)

Business Mgmt Report March 2015 - Establish: MARKETING COORDINATOR, PERFORMANCE COORDINATOR, AND MEMBERSHIP RECRUITMENT/ CAMPAIGN COORDINATOR – ongoing

Gig seeking committee: Kristy Meyers, Marilyn Dolbeare, Natalie Dunckel, Miriam

M., looking for more help here

Corporate Sponsorship Committee – Betty Sargent, Susan McKinley, Miriam M.

- Approach Chorus members once again seeking help with publicity – ongoing

Ruth, LeeAnn, Nancy Meyer and Cheryl can help with smaller tasks

Carolyn Konicki helping with some flyers (e.g. cabaret)

Another email went out and few people were approached in person_____________

- Advertisement/visibility for chorus – ongoing

Gig seeking committee working on setting up events for 2015 – ongoing – Nancy

Myers is following up on setting up those events (several are in works)

Creating strategies to involve more visibility for chorus - ongoing

o Emailed Columbus Dispatch Classified about ads for ongoing “Auditions” –

Wylda cannot help – looking for another helper – suggestions? - ongoing

2 Regional Ads for big screens - DONE

- Help increase community/event performances throughout the year to promote chorus – ongoing

Gig seeking committee update_________________________

Ruth already setup performance for end of April at Prince of Peace Lutheran Church in

Dublin

Memorial Day Parade in Powell - packet to be turned in by end of April – Nancy to

followup – ongoing

Summer Concert in Delaware?

- Corporate Sponsorship drive – ongoing

Met in mid November with Betty Sargent and Susan McKinley

Sponsorship letter created and brainstorming on packet to be done this month

Next meeting ____________ - ongoing

Accountabilities:

o Focusing on Christmas/Holiday gigs (e.g. tree lighting ceremonies, mall sing-outs, etc.)

o Sending all confirmed gigs/events to MT and Christine Jones + Missy to advertise on Social

Media

o Seeking weekly classifieds ad coordinator – Wylda is unable to help at this time

o Start actively focus on Sponsorship search

Discussion Items:

Chorus Relations Manager Report (Dom) Chorus Relations Manager – Dominique Parsons March 10, 2015 Accountabilities

Procure love gifts and gifts for SVC quartets competing at Regional. In Progress

E-mail chorus members prior to MT meetings. Ongoing Report Attendance (Kathy D.)

Bonnie Greer – missed 3 rehearsals

Pat Morgan – was on LOA in November and returned in December; has missed January, February, March?

Sunshine (Anita R.)

Char's birthday celebration

Anita continues to do a fabulous job with birthdays, cards, etc. Joyful Notes (Dominique P.)

Working on love gifts for SVC quartets competing at Regional

◦ $360 total in love gift money - $40 for Reg 4 quartets, $20 for quartets in other regions

Other Business

Sending an email to SVC before each MT meeting

◦ Lorie L. asked a few questions about Groupanizer, I passed the questions on to Gayle :)

Communications Manager Report (Gayle) Communication Mgr Report – Gayle Buerge

I will be cancelling the chorus voicemail Grasshopper here in March unless the decision

is changed. How should be information be released to the chorus?

I’m supposed to be putting together a mini-training session for Groupanizer. The

problem is…when? Our rehearsals already have early choreo and then there are the

education classes and hot seats – when & how should this ‘training’ take place? Would

the directors prefer we now wait until after Regional? And do they want it early or can

we plan on taking rehearsal time?

I met with Mike from the church to go over the sound stuff. Jim their sound guy was

around as well. Good news is that they are very willing to let us use it, but the bad news

is that they currently only have a wireless microphone. I spoke with them about our

need for wireless headsets. Jim is willing to look at our unit and see if there is any way

to fix it. He is also doing some research to see what it would take for an adapter to make

a wireless headset work – we are in email communication. My goal is to get 2 headsets,

however, at this time, 1 would even be good. This process may take multiple weeks to

get things figured out.

Teach Membership team how to track attendance in Groupanizer – not completed

Finance Manager Report (Betty) Finance Manger Report to SVC MT: 03/10/2015 Financial Manager (Betty Sargent)

Complete the 2014-2015 budget. Completed and uploaded into QuickBooks

Start 2015-2016 Budget. In progress.

Report Monthly who is behind on dues. In progress o Copying Joan and Bethany on statements to members who are more than 2

months behind. Joan will address them individually with their membership options.

o Dues Activity report: Attaching Open Invoices report for both Dues and Costumes separately.

E-mail members who are behind on dues. In Progress

Agenda Items: 1. Account Balances as of 3/9/15:

Stmt Bal 2/28/15 Bank Bal 3/9/15 QB Balance 3/9/15

Checking #2701 $ 35,166.86 $33,873.44 $33,374.43 Savings #8469 $ 4,331.57 $ 4,431.57 $ 4,431.57 Savings #8451 $ 4,660.63 $ 4,960.63 $ 4,960.63

2. February bank statements and QuickBooks reconciliation reports, American

Express Statement and Reconciliation report, Dues open invoices report,

Costume open invoices report, and current financial reports are attached

including budget for discussion and review by team members.

3. IRS Penalty Letter:

a. 1/30/15 Update: Received letter stating they are reviewing our appeal and they will give us a response in 45 days.

4. Intuit Payments a. Number of users has increased from 5 per month to 29 in January.

February user count was 14. At end of February there were a total of 60 payments made using the link on their invoices or automated payments set up through Intuit Payment Network. YTD Cost at end of February in fees is around $95.00.

Funds Development Manager Report (Shirley) Fundraising report 3/5/15 Shirley Bendau ............Manager Candy Bars.........2/20..$158 3/5......$105 Susan Howell Water........3/2/15......$10 Linda Sharp Kroger..........2/28/15.......$474.50 Linda Sharp Amazon Smile,.......3/4/15,,,,,,$29.57 Missy Craddock $5 Party........1/19/15.........$160 2/2/15......$95 Carol Jameson Adopt-A-Song.........2/8/15,,,,,,,$300 Ruth Pisner Coming Events.... March 23........$5 Party with Joe Carol J. March 31.......Der Dutchman Marilyn D. April 16-18........Regional Booth Ruth P. Will be selling.........SVC CD's, other small items, and items from Kare Ent for 30% of their profit. Shirley Bendau Sent from my iPad

Membership Manager Report (Joan) Membership Manager Report

Joan Buckeye

March 10, 2015

MEMBERSHIP MANAGER TEAM: Membership Manager & Membership Records Coordinator: Joan Buckeye

Guest/Prospective Member Co-Coordinators: Carol Jameson, Tracy Doyle

Meet & Greet: Annie McClenathan, Kathy Doup

Correspondence: open

Retention & Recognition Coordinator: Joan Buckeye

Membership Interest Survey: Missy Craddock

New Member Assimilation Coordinator: Darla Luebbe

Membership Handbook: Joan Buckeye

Activities Completed:

Sent in member’s papers for new members, dual membership

Ordered name tags for new members, dual members

Updated SAI records using information from SVC roster of all members who did not update their own information

Contacted a member – not in good standing

In contact with a member’s mother who would like to pay what she owes SVC.

In contact with resigned members to collect what each owes to SVC and timing of going to Chapter at Large.

Activities in Progress:

Chapter Achievement from Region

New Members

Member #153970 02/2015 Rachel L. Fankhauser SVC member transfer from 701 Clement Ave. Voice of America Belpre, Ohio 45714 Member $35/month starting 03/2015 [email protected] Phone # 740-236-8329 Part: Bass Birthday: 08/15/1963

Member #205882 02/2015 Denise Lawson Member $35/month starting 03/2015 1749 Worthington Run Rd Columbus, OH 43235 [email protected] Phone #

mailto:[email protected]:[email protected]

Part: Bass Birthday: 03/08/1964

Member #205988 02/2015 Brianna Kelley Youth Member 5492 Avonhurst Court $20/month starting 03/2015 Galloway, OH 43119 [email protected] Phone # 614-579-0761 Part: Lead Birthday: 12/14/1995

New Duals

Member # 86621 02/2015 Jayne Herman Dual $25/Month starting 03/2015 6508 Black Diamond Additional Region 4 Assessment = $40 Lambertville, MI 48144 [email protected] Phone # 734-854-1998 Part: Bass Birthday: 01/20

Member # 03/2015 Kathleen Ahmad Dual $25/Month starting 04/2015 6118 Wyandotte Additional Region 4 Assessment = $40 Maumee, Ohio 43537 [email protected] Phone # 419-509-4176 Part: Bass Birthday: 5/31

Member # 03/2015 Barbara Christoff Dual $25/Month starting 04/2015 2433 Yasmin Drive Additional Region 4 Assessment = $40 Commerce Twp., Michigan 48382 [email protected] Phone # 734-775-7966 Part: Bass Birthday: 3/31

Member # 75312 03/2015 Judy Lee Dual $25/Month starting 04/2015 586 Buckthorn Way Gahanna, Ohio 43230 [email protected] Phone # 863-353-8522 Part: Birthday:

mailto:[email protected]:[email protected]:[email protected]:[email protected]

Member # 03/2015 Karen Parsons Dual $25/Month starting 04/2015 2493 Windy Hill Dr. Additional Region 4 Assessment = $40 Pepper Pike, Ohio 44124 [email protected] Phone # 216-346-8122 Part: Bass Birthday: 6/2

Member # 03/2015 Shelly Jenkins Dual $25/Month starting 04/2015 2063 New Drive SW Additional Region 4 Assessment = $40 Warren, Ohio 44481 [email protected] Phone # 330-720-8817 Part: Bass Birthday: 3/4

Member # 03/2015 Grace Schweizer Dual $25/Month starting 04/2015 1379 Hebron Rd. Apt. C Heath, Ohio 43056 [email protected] Phone # 740-641-8688 Part: Tenor Birthday: 05/04

Member # 197273 03/2015 Vicki Stewart Dual $25/Month starting 04/2015 2861 Cooper Ridge Road Columbus, Ohio 43231 [email protected] Phone # 614-230-8438 Part: Lead Birthday: 10/31

Member #20511 03/2015 Vicki VanGorder Dual $25/Month starting 04/2015 268 Jackson St. Additional Region 4 Assessment = $40 Jefferson, Ohio 44047 [email protected] Phone # 440-813-7370 Part: Bari Birthday: 6/16

Returning Member # 171680 02/2015 Susan Pingel Dual $25/Month starting 03/2015

15511 Canyon View Court Additional Region 4 Assessment = $40 Chesterfield, MO 63017 [email protected] Phone # 314-255-8174 Part: Bari Birthday: 02/17

Member #178347 02/2015 Jackie Ross Dual $25/Month starting 03/2015 6129 E. Pleasant Valley Road Additional Region 4 Assessment = $40 Independence, OH 44131 [email protected] Phone # 216-789-2604 Part: Bass Birthday: 06/18/1988

Sonja Acosta is transferring to Grand Rapids and becoming a dual member. Long Distant Members – dues $35/month Vicki Cordi, Erin Wade, Chelsea Selvaggio, Shannon Underwood

Short Term Leave of Absence - dues $35/month Theresa Cooper through May 4, 2015

Long Term Leave of Absence – dues $25/month Sarah Budd, Jane Leiby, Donna Sprunger, Sandy Vance, Janine Wightman ($15/month)

Emeritus - $90 international dues, $40 Regional dues = $130/year Ruth A., Betty R., Kathy S. and Donna P. (Donna no longer pays dues, not a member of SAI)

_______________________________________________________ Music Managers Report (Char & Kerry) MUSIC - just got revised arrangement of "Sunshine Medley". Amy Leacock

will get

learning tracks as soon as possible and choreographers will then begin

designing

choreo for it.

COSTUMES - Still working on new costume. Kurt Schlosser will

be coming to a rehearsal soon to do alterations on our regional

costumes.

RAH-RAHS - Our new committee of Monica, Sarah and Grace will begin

Vegas hype after regional.

mailto:[email protected]:[email protected]

AUDITS are continuing. Good results so

far.

KERRY and I will be serving as we casters for part of the chorus

contest.

THANKS to Carol and Joan for the great job they are doing with the

overwhelming job of processing our new members from first visit to

membership.

Thanks, also, to Susan Howell for taking the photos of our guests.

Special Projects Manager Report (Carol) Special Projects Manager Report - - March 10, 2015

1. Pizza making at Northwest Chapel – Completed; profit of $3,064.02 (thanks to Marcie & Matt Roahrig) suggest gift a card (or something- open for suggestions) for Matt and his willingness to co-chair with Marcie.

2. Singing Valentines – Completed; Natalie Dunckel to announce final $ made

3. Grant Research – Natalie Dunckel to meet with directors and Betty regarding goals and financials needs for Grant applications

4. Grant tip – South Central Power Company through Operation Round Up Foundation – Natalie Dunckel volunteered to research

5. Grant Tip – Miriam Mihok-Hopkins – Dublin Foundation – Natalie Dunckel volunteered to research

Thanks, Carol J.

Team Manager Report (Bethany) March 2015

PREPARATION FOR MEETING

Positions:

Team Secretary – Natalie Dunckel

Regional/International Events – Christine Jones Standing Rules and Bylaws – Kristy Bockrath Regional Liaison – Open

COMPLETED SINCE PREVIOUS MEETING

1. Sent letters to members competing that were not in Good Standing.

a. Most have since made payments. 2. Las Vegas AET and Regional AET money being collected. 3. Initial round of Regional AETs purchased. 4. Afterglow plans underway. Next Meeting 3/11. 5. Nominating committee underway.

a. Kristy made announcement last night. b. Apps du by March 23rd. c. Slate announced on March 30th. d. Vote on April 6th. e. Hope those elected can attend April MT meeting.

6. MT Incentives Survey a. Sent out results.

i. Most people don’t apply due to time commitment. 1. (Wonder if this is meetings or amount of time spent on chorus

outside of chorus?) ii. Should look into implementing Shadowing Positions.

iii. Reimbursement, Discounted Dues, Mileage/Gas, etc. iv. Duals on the MT?

b. Potential Candidates: i. Kim Calland

ii. Monica P (if duals are allowed) iii. Nancy Smith iv. Alexa Ankrom v. Cheryl Shaw (but may move mid-year)

vi. Maggie Dudrow vii. Darla Luebbe

ACTION ITEMS

1. Job Descriptions, if needed 2. Org Chart

AGENDA ITEMS

1. YE Celebration 2. SAOY Timeline 3. Directors’ Contract 4. Annual MT Meeting 5. Leadership Retreat – June 12/13

6. Calendar Events (See Below)

March MT – Take Applications Appoint Committee Members List of Competing Members for Contest SAOY Elections Review Directors’ Contacts

April Plan Annual Meeting Prepare Tax Forms Prepare Audit Update SAI Officer Info Goal Setting session?

May YE Celebration Ceremony Appoint Committee Members