VBODA Executive Board Meeting Wednesday, June 21, :00 P.M. Glen Allen High School

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1 Call to Order Approval of Agenda Motion to approve agenda as amended: S. Rice, seconded J. Hargis, approved Review of Voting Procedures Three types of motions: Andrew Loft Doug Spruill 1) The Cons+tu+on and its By-Laws may be amended by a two-thirds majority of the members present at any regular general mee+ng. No+ce of the proposed amendment shall be published in VMEA Notes prior to a required electronic vote. Two-thirds majority of the e-vote responders are required for approval. 2) An Administra+ve Handbook amendment deals with structural items that significantly change an event; first vote requires a simple majority to pass; second vote requires a two-thirds majority e-ballot vote to pass. 3) A Procedural Amendment deals with procedural changes; a simple majority is required to pass; one vote only. Please remember to vote with your NAfME card Vo+ng members of the Execu+ve Board include the Elected Officers, the Treasurer, the Orchestra Director Emeritus, and Past Presidents in good standing. CommiTee Chairs (who are not included in the aforemen+oned list) are not vo+ng members of the board. The Execu+ve Board will review shortages reported by the Chairs of All-District/All-Regional and All-Virginia Bands and/or Orchestras and All-Virginia Band and Orchestra audi+ons to determine any financial adjustments the Associa+on is obliged to meet. Ac+on involving a change of procedure will be submited to the general membership for approval. The Execu+ve Board shall insure that rules and regula+ons of the Associa+on are enforced. Roll Call Minutes Laura M. Thomas Present: Carl Bly, Carrie Finnegan, Allen Hall, Jonathan Hargis, Joe LaBrie, Dwight Leonard, Andrew Loft, Steve Rice, Stan Schoonover, Doug Spruill, Denny Stokes, Keith Taylor, Laura M. Thomas, and Steve Turner. Posted online. D. Stokes moved to accept, seconded S. Rice, approved Laura M. Thomas

2 Treasurer s Report Budget 15 month CD: $13, Checking: $88, Savings: $24, GENERAL REPORTS Total Cash and Bank Accounts: $126, K. Taylor moved to approve report; accepted Steve Turner Steve Turner Event surplus was $12,601.33; had budgeted 8K. Spent $71,571.72, had budgeted $68,150. Honor band plaques were $3K more than last year ($90 each.) Can we do this less expensively? VBODA Operations 1. VMEA/VBODA Fall Professional Development Andrew Loft a. Performance groups have been announced. Clinic sessions have been determined by not announced. i. Orchestra: Centreville HS Orchestra, Frost MS Orchestra, and Battlefield HS Orchestra ii. Band: Langley HS, Oakton HS, and Cooper MS iii.shenandoah U Wind Ensemble and Lynchburg College Jazz Ensemble Bob Phillips (orch) and Robert Shelton (band) are doing multiple clinic sessions. 2. All-Virginia Auditions Doug Spruill Went well; some technology issues but are working on it. Appreciation expressed to JMU for hosting. D. Stokes: What is backup when tech goes down? Paper tabulation. 3. All-Virginia Event Andrew Loft 2018 Event Location Richmond: Center Stage (With VCDA) Orchestra: Robert Gillespie, Ohio State University Concert Band: Rob Carnochan, University of Miami Symphonic Band: Peter Boonshaft, Hofstra

3 2019 Event Location Richmond: Center Stage (With VCDA) Orchestra: Professor Foster Byers, JMU Concert Band: Dr. Michael Hancock, University of Oklahoma Symphonic Band: Dr. Stephen Davis, University of Missouri, Kansas City Mike Horanski working on logistics, site visit in early August. Mike has created a brochure to solicit corporate sponsorship of All-Va event. Working with regional tourism office in Richmond. VMEA also looking into corporate sponsorship, not of a specific event, but of our organization in general. Will per student fee be higher than previous years? M. Horanski hopes to keep fee reasonable. Corporate sponsorship is solicited to pay for the performance space. S. Turner: how will finances work in terms of band/chorus split? K. Taylor: It s actually two bands, plus orchestra; how will the financial split work? A. Loft: please contact M. Horanski to discuss. D. Spruill: question re piano rental, discussion re All-Va event falling on spring break. Choir date wasn t used because of NASCAR event in Richmond and because it was a week before AP exams start. All-Virginia Jazz COMMITTEE REPORTS Steve Turner Auditions posted now. Auditions are Oct Event at VMEA Conference, start on Tuesday night as we did this year. Opening concert kicks off conference on Thursday. Conductors: Denis DiBlasio and Chuck Dotas. Parents have option to stay at Homestead on Tues/Wed nights. Recommendation from committee to hire Bryan Kidd to compose a selection for the AVJE II to be performed at 2017 Conference. Looking to secure composer/commission for 2019 performance with AVJE I, in conjunction with the 75th anniversary of VMEA. All-Virginia Middle School Event Awards Joe LaBrie We have been collecting data on audition requirements throughout Virginia; our committee is meeting electronically. Hopefully we will have a proposal for November. Could we hold auditions during District Band and JRO events? Discussion re recording devices. Doug Spruill Committee report presented; Discussion re nominees. Much discussion about the differences between Berg (previously VBODA Service Award) and Fuller award criteria; descriptions of awards read from website.

4 Concert Adjudicator Training Continues, will have another session at Conference. Concert Assessment Review Sharon Jeanes Kevin Engdahl Recommendation 1: Combined groups can go to Assessment for comments only, not Blue Ribbon or Honor Band Recommendation 2: any options (director evaluation, etc.) should be implemented in all districts Recommendation #3: current sight-reading procedures stay intact Questions re make-up of committee (are all areas and perspectives represented?) Legacy Recording No report VMEA Legislative Report Rob Carroll Linda Gammon Summer training session for 40 vocal teachers will be held by state this year on a college campus (next year instrumental). A. Loft suggests offering orchestra session first year, then band. Marching Assessment Grayson Fore 140 bands have already registered. Invoices go out this month. Same sites as last year. Recommends Copyright Compliance position for $1,000 stipend. We need more bands at western site. C. Bly: We need to fill in the gap that exists from C ville to Richland County. Bands are not participating because of the length of drive. Publications and Fees S. Schoonover presented report. Not much has changed since April report. Scholarship Committee Inactive at this time of year. All recipients still in music education! Sight Reading Committee Band Sight-reading for 2018 event has been completed and is being evaluated by the committee Sight Reading Committee Orchestra Dan Kosko Carl Bly Diana Love Carrie Finnegan Tina Hans stepped down as chair; Cheryl Seamster and Austin Isaac will co-chair. Discussion re full orchestra sight-reading; Todd Parrish is willing to write, but we will need to know who is planning to do this, as they will bear the financial responsibility.

5 Strategic Planning Committee Website T. Jonathan Hargis Met this morning on a variety of topics. We referenced VMEA Strategic Plan to see how we can support and/or align. One area in which we need to step up: training for directors who host (handle funds and complete financial report.) We want to encourage more opportunities for string players in the commonwealth. We recommend establishing a committee to look into adding a region or possibly two. Recommend C. Finnegan serve as chair. We recommend developing a budget template for those who are planning an event. Michael Hackbarth Continues to have moderately high traffic; members are using job posting and marching competition areas most frequently. Current server (BlueHost) not meeting needs; will go with new server. May require users to enter new credentials. Will be cost-neutral. Workshops at All-Va Event Daniel Upton No report, will continue. C. Finnegan: How many rooms will we have for this next year? A. Loft: Not sure, but will be equitable. Orchestra OLD BUSINESS 1. Rewrite of Orchestra Commission Carrie Finnegan a. B. Balmages willing to rewrite the 2015 commissioned piece to make more practical for our members to program (grade 5 or 4+ single string orchestra rather than grade 6 double string orchestra) b. Motion by D. Stokes, seconded by S. Schoonover to pay B. Balmages $3,000 to rewrite. Discussion, passes. 2. Shenandoah Regional Assignment Carrie Finnegan Shenandoah directors requested they come to South Central SRO a decade ago; VBODA board approved because we expected VMEA to redistrict. That didn t happen; now we have All-Va eligibility issues because some wind students went to South Central SRO and some went to North Central SRO. Motion by D. Stokes, seconded by S. Rice to strike the words Shenandoah County from part 6, section 3, A-3 from the Administrative Handbook. Discussion. Motion passes unanimously. Will now go to general membership in November for vote, then goes to e-vote. Would take effect Jan. 1, though 2018 all-state eligibility will be based on current status.

6 Band 3. All-Virginia Jazz Ensemble Commission Steve Turner a. Committee recommends to approve two commissions; one for 2017 (JE II, Bryan Kidd); other in 2019 for JE I.) This first commission would be for $3,000. Motion carries. 4. Copywriter Compliance Administrator Andrew Loft a. A. Loft amended request for stipend to be $500. Discussion re job description. If a band performs and does not have copyright clearance, VBODA is responsible. A compliance date is set by the MBA committee. Question called. Committee recommendation to set stipend at $500 passes. Officers Slate 2017 Orchestra NEW BUSINESS President-Elect: Jenny Ryan and David Webb Secretary: Laura M. Thomas Orchestra Rep: Carrie Finnegan Middle School Rep: Joe LaBrie Doug Spruill Bios will be posted in Fall Notes late August. S. Schoonover: Can we post this info on our website? A. Loft directed the secretary to request M. Hackbarth post this on the VBODA website as well. 1. SRO Southeast finance report Carrie Finnegan SE SRO ran a $1300 deficit. Much discussion. Event was in early December and deficit noted in January; financial paperwork received only recently. S. Turner will call SE SRO Chair and school bookkeeper to review. President s Committee will convene if necessary to discuss action. A. Loft will discuss with J. Brewington. 2. Band/Orchestra manager stipend Carrie Finnegan?

7 Band 1. Stipend Personnel Review B/O Andrew Loft VMEA has directed section presidents to review performances of people who receive stipends for positions. Input was gathered from executive board members; A. Loft will follow up with individuals. A. Loft: We should dissolve all committees when new president takes over every other year. Action Items from Committees 1. Voting took place on Awards Committee recommendations; results not public yet. D. Spruill will communicate with W. Powell to share results of vote. A. Loft: Let s do our best to get honorees to conference for presentation. 2. Assessment Committee recommendation #1: Combined groups can perform but are not eligible to receive rating (comments only) and they will not be eligible for Blue Ribbon or Honor Band status. Extended discussion re common practice, particularly in rural areas. D. Spruill: Could we set up a system by which applications are made for combined groups? D. Stokes: Perhaps this recommendation is not ready to be voted on. Discussion on how participation on this committee was publicized. A. Loft: I will dissolve committee and reestablish with broader representation (orchestra, rural areas, etc.) Recommendation #1 defeated Budget (amended with commissions) approved. Discussion re truck and piano costs for conference, line item for Orch Rep to go to ASTA or Mid-West (not used in recent years but we need to preserve.) Compliance Officer stipend would go under Marching Band Assessment budget. Discussion re Bale plaques. J. Hargis: Concern re counting on event overages for income in budget. S. Turner: Consider raising program fee to address $6-7K gap. Current fees: HS Band: $58, HS Orchestra $53, MS: $38. Fees have remained static for two years. Much discussion. S. Rice: We shouldn t go backwards; it s not that much money. S. Schoonover: Propose raise HS Band by $5, others by $2. (HS Band: $63, HS Orch: $55; MS: $40) Budget passes. Motion to adjourn by D. Stokes, seconded by S. Rice, meeting adjourned. ANNOUNCEMENTS November Executive Board Meeting on Thursday, November 16, 2017 at 9:00 a.m.

8 COMMITTEE REPORTING 1. Committee chairs, please submit your report to the Secretary in PDF form 2. Please list all members of the committee 3. VBODA inventory and contracts go to Steve Turner Respectfully submitted by Laura M. Thomas, 7/2/2017