Buffalo Community Orchestra, Inc.
Minutes of Board Meeting of February 6, 2005
Members Present: Kara Stonecipher, Rosie Tabbut, Jolyn Halvorson, Gretchen Katzenberger, Tom Larson, Kristi Brown and Sandy Millerbernd.
NEW BUSINESS:
First Item of Business – Reminder of No Rehearsals:
There will be no orchestra rehearsals on March 20th, 2005 (Palm Sunday) and on March 27th, 2005 (Easter). There will be a rehearsal on March 6, 2005, the day after our concert.
Second Item of Business – GTYCS Outreach Pre-Concert Supper on 2/25/05:
At the January 2005 Board Meeting, the BCO Board agreed to host a supper for the student performers in the GTCYS Outreach Concert at the BHS Performing Arts Center on February 25, 2005, at 7:30 p.m. The initial idea was to host a potluck type supper for the performers (and BCO members) prior to the concert (approximately 5 p.m.). A sign-up sheet for potluck items was routed amongst BCO orchestra members, however, there was not sufficient interest from BCO members to successfully carry off a potluck supper. Kristi Brown reported that she contacted Red’s Café, Pizza Hut, Domino’s Pizza and Buck’s Pizza for quotes to cater in the main portion of the meal. Buck’s Pizza gave BCO the best offer, including an offer to donate some of the pizzas. Their quote for 25 large pizzas @ $4.00 per pizza comes to $100.00. The Board agreed that this offer was our best offer, and that is would be especially appropriate to patronize Buck’s Pizza as they have been a financial sponsor of BCO on several occasions. A motion was made by Kara Stonecipher to purchase 30 pizzas from Buck’s Pizza (at an approximate cost of $120.00) to be served to the GTCYS musicians prior to their concert in the PAC on February 25th. The Motion was seconded by Kristi Brown. Vote: All in favor. Opposed: None. Discussion None. Motion passed. Kristi will coordinate with Erin Walsh to see if those BCO members who volunteered to bring an item for the potluck supper, would be willing to donate bread, salad, dressings, or bars/cookies. Sandy Millerbernd will bring canned pop and water, and Kristi will take care of getting paper goods. Tom Larson and Gretchen Katzenberger volunteered to come early/pick up items and help with the serving of the supper. Set up for the supper will start at 4:15 and a 5 p.m. supper will be served to the GTCYS musicians. Kristi will also confirm with Erin Walsh that the commons area at Buffalo High School has been reserved for this supper. The BCO Board hopes that its’ members will attend the performance as a show of support for this organization. Important Note: A special thank you to Buck’s Pizza for their food donation should be either printed in the GTCYS program or mentioned during the concert, and should be printed in BCO’s March 5th concert program.
Third Item of Business – Personnel/Part Issues:
Questions have arisen regarding the appropriate number of musicians on a part…how many is too many, and regarding the rotation of first parts within a section. Shortly after BCO was organized, and prior to its non-profit status, rules for the orchestra were created (these rules are posted on BCO’s website under the “Members Only” section). All of the board members agreed that it was time to re-visit these rules, and to revise them as needed. This matter will be addressed at the March 6th Board Meeting.
Fourth Item of Business – March concert details:
Linda Emmel has agreed to take care of the decorations for the stage and common area tables for the March concert. Kristi Brown will take care of purchasing an honorarium for Andy Burgdorf for his cello solo. Volunteers for ticket sales, ushers, and stage take down have already been taken care/coordinated by Jolyn Halvorson.
Fifth Item of Business - 2005-2006 Conductor:
The Board was unanimous in their desire to see Brendan Caldwell continue as the Conductor of Buffalo Community Orchestra. The Board members were especially impressed with Brendan’s enthusiasm and his ability to infuse orchestra members with the same. A motion was made by Sandy Millerbernd for the Board to offer Brendan Caldwell the position of Conductor of Buffalo Community Orchestra for the 2005-2006 concert season. The motion was seconded by Rosie Tabbut. Vote: All in favor. Opposed: None. Discussion: None. Motion passed.
A motion was made by Rosie Tabbut to increase the Conductor’s salary for the 2005-2006 concert season an additional $100 per concert for a total salary of $7,500.00. The motion was seconded by Kristi Brown. Vote: All in favor. Opposed: None. Discussion: None. Motion passed.
Sixth Item of Business – Future Board Election:
Jolyn Halvorson has submitted her formal resignation as President of BCO. It is Jolyn’s intention to serve as President through the June concert in the park. Kara Stonecipher and Gretchen Katzenberger were asked to think over whether they wish to continue to serve as officers for Buffalo Community Orchestra, Inc. An announcement will be made at the February 13th rehearsal regarding Jolyn’s resignation (and possibly the Secretary and Treasurer positions) to solicit interest in the board positions which may be vacant. The board accepted Jolyn’s resignation, and expressed gratitude for her hard work, enthusiasm, and loyalty which contributed to the growth and success of BCO under her guidance as President. At this point, Jolyn intends to serve as President through the May concert.
Seventh Item of Business – Marketing Report by Sandy Millerbernd:
Sandy will send out a mailing to the local “Red Hat” organizations in the area to generate interest in group ticket sales ($1.00 per ticket discount for groups of 10 or more). Sandy did receive one ticket order from BCO’s website. Tom Larson created a concert ticket order form (available at our website for printing) which was mailed to Sandy with a check for concert tickets. Sandy will have the tickets for this patron (and tickets for additional pre-concert ticket sales) available at the door for pickup.
The Board thought the BCO website magnets that Tom Larson created were very well done, and could be a good marketing tool for the orchestra and the website. A motion was made by Rosie Tabbut for Tom to obtain 200 magnets for marketing purposes. The motion was seconded by Gretchen Katzenberger. Vote: All in favor. Opposed: None. Discussion: None. Motion passed.
Sandy would like to create a mailing list of BCO patrons. Kara Stonecipher will give Sandy a list of sponsors from her records as Treasurer, and Sandy will develop the list from there. Once a mailing list is compiled, we can send postcard to our regular patrons reminding them of upcoming concerts/events. Tom Larson will also create an email link for individuals who may wish to be added to our mailing list.
Tom Larson has also created a publicity poster for BCO that references our website and will hopefully increase awareness of BCO. The poster does include photographs of BCO musicians, and although no individual is identified by name, the Board would like to have the permission of the musicians featured on the poster before publicly displaying them. Gretchen Katzenberger will research this matter further and prepare a permission form to be used for this purpose.
Eighth Item of Business – Music Librarian Position:
Jolyn Halvorson has been performing the duties of Music Librarian in addition to her duties as President due to the lack of volunteers for the Music Librarian position. Initially, Jolyn took on the music librarian position for what was to be only an interim period, however, no one has agreed to assume these duties. This is an important position within the orchestra, and requires that the individual be well organized and able to complete tasks on a timely basis. The position also requires that the individual be able to store the BCO music library (currently housed in approximately 6 large plastic tote containers), as well as, keep/safeguard the laser photocopier recently purchased by BCO for the copying of BCO rehearsal scores, posters, concert programs, and general orchestra mailings. The copier is fairly large in size.
Jolyn will make a list of the duties/responsibilities of the music librarian so that anyone considering the position can make an informed decision.
Ninth Item of Business – BCO Website Report by Tom Larson:
Tom continues to keep our website updated, and response to the site has been very positive. Walt Ostrom is preparing an article about Andy Burgdorf for publication on our website (with Andy’s permission). Tom has also placed the Minutes of the BCO Board Meeting on the website for our member’s information/convenience.
Tenth Item of Business – March and May Concert Dress Rehearsals:
The dress rehearsal for both the March and May concerts will be held from 8:30 – 11:30 a.m. on the morning of the concert date (Saturday morning).
OLD BUSINESS:
Music Selection Committee Meeting.
Rosie Tabbut will contact the members of the Music Selection Committee (Gretchen Katzenberger, Mike Walsh, Rose Tabbut, Mary Ellen Lundsten, Erin Walsh, Walt Ostrom, and Brendan Caldwell) regarding scheduling a meeting to finalize the program selections for the 2005-2006 concert season.
The next regularly scheduled board meeting will take place on March 6th at 3 p.m. at Dunn Brothers Coffee.
There being no further business to discuss, a motion was made by Tom Larson to adjourn. The motion was seconded by Gretchen Katzenberger. Vote: All in favor. Opposed: None. Discussion: None. Motion passed and meeting was adjourned.
Respectfully submitted,
Gretchen Katzenberger
Buffalo Community Orchestra
Vice President/Secretary