Management Team Meeting April 26, 2017 445 Hutchinson ......2017/04/26  · Management Team Meeting April 26, 2017 445 Hutchinson Ave. Suite 183 Columbus, OH 43235 Present: Kim Calland,

Management Team Meeting

April 26, 2017

445 Hutchinson Ave. Suite 183

Columbus, OH 43235

Present: Kim Calland, Kerry Denino, Kathy Doup, Bethany Daley, Natalie Dunckel, Char

Gurney, Kristy Meyers, Miriam Mihok-Hopkin, Betty Sargent, Cheryl Shaw

Not Present: Cheryl Shaw, Monica Parsons

Secretary: Natalie Dunckel

Meeting minutes: February 15, 2017 minutes were approved.

Accountabilities:

• Email approved minutes and calendar updates to Kim C. Ongoing

Administrative Manager: Kathy Doup

Manager Report is NOT attached.

Accountabilities:

•

Discussion:

•

Business Manager: Miriam Mihok-Hopkin

Manager Report is attached.

Accountabilities:

• Coordinate the painting of the logo on the SVC truck. In Progress

• Create flyers for upcoming lottery. In Progress

• Send booked gig dates to MT, Kim Calland, and Missy Craddock. Ongoing

• Contact chorus members seeking help with publicity. Ongoing

• Corporate sponsorship search. Ongoing

Discussion Items:

• Sponsorship committee needs assistance

• SVC International send-off will take place on October 1, with a location still TBD

Chorus Relations Manager: Kristy Meyers

Manager Report is attached.

Accountabilities:

• Notify chorus members prior to MT meetings. Ongoing

Discussion Items:

• Year-end party is set for May 1 @ Spaghetti Warehouse

• The annual slideshow will be taking place at another time.

Communications Manager: Kim Calland

Manager Report is attached.

Accountabilities:

• Teach Kathy Doup how to track attendance in Groupanizer. In Progress

• Devise a mini-presentation on how to use Groupanizer. In Progress

• Look into seeing that MT Managers have access to the Google Drive. In Progress

• Get the learning CD duplicator from Jodi Back. In Progress

• Get with Miriam to store advertising documents on Groupanizer. In Progress

• Upload minutes to Groupanizer. Ongoing

Discussion Items:

• There had been some bugs in the Groupanizer and we now think that things are running

smoothly.

• Calendar dates on Groupanizer have been verified

Financial Manager: Betty Sargent

Manager Report is NOT attached.

Accountabilities:

• Get with Bethany regarding a Financial Breakdown class for our members. In Progress

• Research new Visa to replace American Express. In Progress

• Report monthly on and contact who is behind on dues. Ongoing

• Send monthly financial manager reports to MT. Ongoing

• Email Members who are behind on dues. Ongoing

Discussion:

• Updates on budgets, account balances and payments

• Updates on members behind on dues

Funds Development Manager: Shirley Bendau

Manager Report is attached.

Accountabilities:

• Continue planning and implementing chorus fundraisers. Ongoing

Discussion:

• Updates on fundraisers currently in the works, and ongoing fundraisers

Membership Manager: Cheryl Shaw

Manager Report is attached.

Accountabilities:

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

• Send letters to members no longer in Good Standing. Ongoing

• Send out Survey Monkey vote for membership changes. Ongoing

• Update chorus on recent membership changes (Resignations, Leaves, Transfers, Etc).

Ongoing

• Email all individual members missing more than 5 rehearsals - Ongoing

• Send informational email of expectations for attendance, how to contact svc-absent,

etc. Ongoing

Discussion:

• Updates on new members, member not in good standing, resignations, and members

on leave of absence.

Music Managers: Char Gurney & Kerry Denino

Manager Report is attached.

Accountabilities:

•

Discussion:

• Musical audits are in full-swing

• Becky Ballagh will be joining Betty Clipman at the August SVC retreat. Venue TBA

• SVC will hold a "Friends and Family Night" in both August and September where SVC will

be able to practice performing for an audience

• SVC needs a rehearsal venue for June 19, while VBS is in session

Special Projects Manager: Monica Parsons

Manager Report is NOT attached.

Accountabilities:

• Brainstorm potential pizza fundraiser chairs. In Progress

Discussion:

• New pizza chair needs to be determined, and discussions regarding who are still in

progress.

Team Manager: Bethany Daley

Manger Report is NOT attached.

Accountabilities:

• Select people to drive the SVC truck to Las Vegas. In Progress

• Solicit ideas for Cabaret venue. In Progress

Discussion:

• Scenic City Chorus is selling used risers that are in better condition than our risers. Are

we interested in purchasing?

• Need to establish a nominating committee, and gather slate for elections.

•

Meeting Adjourned @ 8:13

Next meeting is scheduled for May , 2017 at 6:30pm at 445 Hutchinson Ave.

Columbus, OH 43235

Administrative Manager Report (Kathy)

Business Manager Report (Miriam)

Business Mgmt Report April 2017

- Establish: MARKETING COORDINATOR, PERFORMANCE COORDINATOR, AND MEMBERSHIP

RECRUITMENT/ CAMPAIGN COORDINATOR – ongoing

• Gig seeking committee: Miriam, BJ Wilke

• Corporate Sponsorship Committee – Susan McKinley, Miriam; looking for more help – awaiting

results of survey

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

• Need contacts for local TV channels – working on contacting this summer to advertise our Send-

off show in fall

- Advertisement/visibility for chorus – ongoing

• Columbus Dispatch Classified ad for ongoing “Auditions/Hire Us” done weekly – Sarah Kersey

• Strategizing on approaching Channels 6, 10, and Fox 28 for their morning shows

• Truck painting – on hold for now

• Billboard ads at Regional 2017 – Done

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

ongoing

• EVENTS: Clippers Game National Anthem – Friday 7/21

International Send Off – Sunday 10/1/17 ?

- Corporate Sponsorship drive – on hold

• Looking for more members to help; current members- Susan McKinley and Miriam;

• Suggestions on future work/members – awaiting results of survey

Accountabilities:

• Coordinate the painting of the logo on the truck On Hold

• Send booked gig dates to MT, Kim Calland, and Missy Craddock. Ongoing

• Contact chorus members seeking help with publicity. Ongoing

• Corporate sponsorship search. Ongoing

• Email Kim with updated Bio for SVC website – Done

• Flyer for May Lottery – awaiting info from new Funds Development Mgr

Discussion Items:

Chorus Relations Manager Report (Kristy)

MONTHLY REPORT

SCIOTO VALLEY CHORUS

MANAGEMENT TEAM

Chair #1 ___ Social Coordinator – no coordinator

1. Discussion items:

a. None.

Chair #2 ___Joyful Notes Coordinator – no coordinator

1. actions taken : sent note to Harmony Roses (new chorus)

Chair #3 ___Sunshine Coordinator – Anita Ratliff_________________

1. Actions to take:

a. donation Judy Caviggola’s sister $50

b. donation for Barb Heiner’s brother $25

c. donation for Marcia Ward’s mother in law $50

Chair #4 ___Year-End Celebration Coordinator – no coordinator for 2017

2. End of Year celebration/Sweet Adeline of the Year award.

a. Spaghetti Warehouse for May 1, max 80ppl. $20 each. See accompanying program

b.

Chair #5 _____ Membership Recognition – no coordinator.

1. ongoing discussion items: should ask Toledo pool (or other out-of-towners) to handle.

Accountability Results

Notify Chorus members prior to MT meetings. Ongoing.

Review Budget Worksheet for 2016-2017

Increased budget to $600 for FY17 Currently have given 12 recipients so far this FY.

Calendar Items

Action Taken

Year-end celebration (ongoing):

Under way.

Communications Manager Report (Kim)

Communications Manager: Kim Calland

Report

April 26, 2017

Accountabilities:

● Upload minutes to Groupanizer - Ongoing

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

● Devise a mini-presentation on how to use Groupanizer. In Progress

● Look into seeing that MT Managers have access to the Google Drive. In Progress

● Get the learning CD duplicator from Jodi Back.

● Get marketing documents on Groupanizer. In Progress

Developments:

● I “think” Groupanizer is finally working smoothly. There was a rough few weeks when it seemed

like nothing was working but, thanks to Cheryl Shaw, we got through it!

● Verified calendar dates on Groupanizer with newest long range calendar that Kerry sent out

● Working on converting the marketing docs to PDFs to get them uploaded. Should be done soon

with that.

Finance Manager Report (Betty)

Funds Development Manager Report (Shirley)

Shirley Bendau........Fundraising Manager 4-24-17

Nothing to report, but here is the info for the new Fundraising Manager

Fundraising workers.....These people have done these jobs. You can ask them to do these jobs again or

ask new people. Have fun.

Linda Sharp..........Kroger and I-Give

Christy Bachrath........Water

Susan Howell..........Candy bars

Missy Craddock.........Amazon Smile and Dining Out Dom.......orders tickets for Lottery game Susan

McKinney........helps draw winners for Lottery game Betty Sargent..........sent out checks to lottery game

winners Carol Jameson........$5 party Ruth Pisner........Adopy-A-Song

Shirley

Possible fundraisers.....

Garage sale.....Carol Jameson at her church

Trash bags.......Linda Sharp said she would do this again.

Membership Manager Report (Cheryl)

Accountabilities:

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

• Send letters to members no longer in Good Standing. Ongoing

• Send out Survey Monkey vote for membership changes. Ongoing

• Tell chorus about recent resignations. Ongoing

• Update chorus on recent membership changes (Resignations, Leaves, Transfers, Etc). Ongoing

• Email all individual members missing more than 5 rehearsals - Ongoing

• Send informational email of expectations for attendance, how to contact svc-absent, etc. –

Ongoing

Membership Updates:

New Members:

o Cathy Dunlap- [email protected]

Dual

Resigning from SVC:

o Natalie Dunckel

Other Membership Updates:

o Sarah Taylor was sent a termination letter and international has been notified.

o Lauren Hansel-hoping to keep her CAL, instead of resigning. Email sent.

Long Distance Members:

o Chelsea Selvaggio

o Shannon Underwood

o Nancie Jaicks

Short Term Leave of Absence:

o None

Actions:

• Processes/relationships between welcoming committee, membership and costumes

o Working on a smooth transition when folks leave us and collecting the costumes

• Sent email reminder of attendance, dues paid by April 3rd, dual responsibilities, svc absent

email, etc.

• Transparency with members-Add links (more tools) on Groupanizer under the Members Only

Tab with specific information regarding membership information & forms, rules, attendance, Vegas

information-Still needs to be completed

• Completed member survey (results shared MT meeting)

• Celebrated “Name Tag Awareness Month” in March with a contest; will repeat in September

Music Managers Report (Char & Kerry)

Music Coordinators Report

April 24, 2017

In full swing with musical audits.

Becky Ballagh will be joining Betty Clipman at our August retreat. Amy Keller is looking into a venue.

Will probably be at a hotel this time.

New costume has been ordered. Any issues with purple dress will be fixed.

Will have two nights (one in Aug and one in Sept) where we invite some friends and family at 8:00 so we

can get used to performing for an audience.

Sent out updated long term calendar

Special Projects Manager Report (Monica)

Team Manager Report (Bethany)