Buffalo Community Orchestra, Inc.
Minutes of Board Meeting of January 9, 2005
Members Present: Jolyn Halvorson, Gretchen Katzenberger, Tom Larson, Kristi Brown and Sandy Millerbernd.
NEW BUSINESS:
First Item of Business – December Concert Review: See Attached Preliminary Summary of December Concert Receipts and Expenses for detail.
Overall, everyone was pleased with the 2004 Christmas concert, and there has been considerable feedback from concert patrons that they enjoyed the concert as well. One detail that the orchestra and choir members would like to change for the 2005 Christmas concert, is the stage lighting. We need to be sure to test the lighting at the dress rehearsal to make sure that the spotlights do not affect the vision of the musicians.
While our Christmas concert historically draws the largest audience during BCO’s concert season, we usually do not come out ahead of the concert expenses. This was again the case with our 2004 Christmas concert. The concert revenues amounted to $3,013.20, while expenses have been estimated at $3,379.79 (the PAC rental bill is currently outstanding from the school district, but is included in the totals at an estimated amount).
The reasons for the shortfall were largely in part to the cost of music for this concert, and in particular the rental costs for the combined orchestra/choir pieces. Board members felt that there is little that can be done with the music costs, other than to perhaps borrow what music we can, and to utilize our music library as much as possible.
At the November 7th, 2004, BCO Board Meeting, a motion was passed that in the event that BCO did not make a profit on the Christmas concert, that we would pay out the following sums:
-To the Wright County Chamber Chorus: $250.00
-To Wright Ringers Bell Choir: $250.00
-To BHS Choral Department: $100.00 (Honorarium)
A motion was made by Sandy Millerbernd that BCO proceed to make the above referenced payments pursuant to the November 7th vote by the board. Gretchen Katzenberger seconded the motion. Discussion: None. Vote: All in favor. Opposed: None. Jolyn will ask Kara Stonecipher to make these payments as soon as possible.
For the first time, BCO participated in the Silent Santa program which services families in the Buffalo, Waverly and Montrose communities. In addition to the toys, hats and mittens collected from BCO members and concert patrons, cash in the amount of $490.03 was also collected. Jolyn Halvorson reported that the Silent Santa program serviced 600 families as a result of their 2004 campaign.
Second Item of Business – GTYCS Outreach Concert on 2/25/05:
There will be a GTYCS Outreach Concert at the BHS Performing Arts Center on February 25, 2005, at 7:30 p.m.. The GTYCS coordinators for this concert approached Erin Walsh about the possibility of BCO hosting a potluck type supper for the performers (and BCO members) prior to the concert (approximately 5 p.m.). A suggestion was made that we stick to a theme, such as an Italian dinner. The Board members were agreeable to hosting a potluck supper, but agreed that the idea should be presented to orchestra members to see if there is a strong commitment to this idea. It is possible that a portion of the supper could be catered in/purchased. The supper/concert will take place on a Friday evening, and the set up for the potluck supper would need to take place no later than 4:30 for a 5 p.m. supper to be served to the student performers and BCO members. BCO hopes that its’ members would then attend the performance as a show of support for this organization. The idea will be announced to BCO members during announcements at this afternoon’s rehearsal, and if enough interest is expressed, we will proceed from there. Kristi Brown volunteered to coordinate this event, and will be in contact with Erin Walsh for details as needed.
At the November 7th, 2004 board meeting, the board had discussed having a potluck supper for BCO members after the February 13, 2005 rehearsal. This potluck supper has been canceled.
Third Item of Business – Marketing Report by Sandy Millerbernd:
Sandy Millerbernd will coordinate with Erin Walsh the publication of press releases in area news papers (with photos). In particular, the communities in which BCO members reside with be targeted. Sandy will request that press releases be printed in both The Wright County Journal Press and The Drummer.
Sandy is also continuing to market BCO concert tickets to local community organizations. At the November 7th, 2004 board meeting, board members approved a discounted ticket price of $1.00 per ticket (whether adult or senior/student) for groups of 10 or more. This information will included on BCO’s website, and Sandy will email the verbage to be used to Tom Larson, and he will update the website accordingly. Sandy has agreed to be the contact person for group tickets, and upon receipt of funds, Sandy will arrange for the discounted tickets to be picked up at the door on the night of the concert.
Sandy is looking for additional members to help her with marketing strategies, and will ask for volunteers at rehearsal. At the request of the BCO board, the marketing committee will focus on generating publicity with a goal of increasing concert ticket sales.
OLD BUSINESS:
1. Proposed Purchase of Photocopier. At the request of the BCO Board at the December 2004 Board Meeting, Tom Larson researched various laser photocopier options for a proposed purchased by the orchestra. The photocopier would be used to print rehearsal copies of music scores, concert programs and posters, and orchestra correspondence/mailings. The individual who takes on the duty of copying these items will have possession of the copier (and will be allowed use of the copier to make personal photocopies). It is hoped that this will eliminate the stress of last minute photocopying, and allow that individual to complete copying projects on their own timeline. The board also feels that the copier will pay for itself in one year with the savings on copy expenses which were previously done commercially. The orchestra board was interested in a copier that could produce 11” x 17” copies that would accommodate the larger music scores that are often used. Tom recommended a Sharp brand copier that he had researched which has a retail cost of approximately $1,200.00. This copier is capable of producing 20,000 photocopies with a full toner cartridge, which comes out to an approximate cost of 6 cents per copy. The board did discuss the possibility of trying to find a used photocopier, but with the ever changing technology, the board preferred to have a currently manufactured copier which will come with a manufacturer’s warranty. A motion was made by Gretchen Katzenberger that Tom Larson be authorized on behalf of Buffalo Community Orchestra to purchase an 11 x 17 laser photocopier machine (preferably the Sharp model which was presented to the board) for a sum not to exceed $1,300.00. Tom will submit a copy of the sales invoice to Kara Stonecipher for reimbursement to him by BCO. The motion was seconded by Kristi Brown. Further discussion: None. Vote: All in favor. Opposed: None. Motion passed.
2. Concertmaster/Associate Concertmaster Duties. At the November 7th, 2004 board meeting, there was some concern expressed about the duties of the concertmaster and associate concertmaster, and whether they were being fully utilized, especially with regard to bowing instructions for the string players. At the request of the board, Jolyn Halvorson discussed this matter with Brendan Caldwell, and he will oversee these duties and work with the concertmaster and associate concertmaster to see that the string players are receiving assistance on bowing instructions and other technical/performance matters that may arise.
The next regularly scheduled board meeting will take place on February 6th at 3 p.m. at Dunn Brothers Coffee.
There being no further business to discuss, a motion was made by Jolyn Halvorson to adjourn. The motion was seconded by Kristi Brown. Vote: All in favor. Opposed: None. Motion passed and meeting was adjourned.
Respectfully submitted,
Gretchen Katzenberger
Buffalo Community Orchestra
Vice President/Secretary
December 2004 Concert ~ (Preliminary)
Revenue:
Ticket Proceeds $2,552.00
Concert Donations 17.00
CMAB Grant* 444.20
Total Revenue: $3,013.20
Concert Costs:
PAC Rental** $ 280.00
Conductor’s Salary 1,400.00
Concertmaster Salary 200.00
Assoc. Concertmaster Salary 300.00
Soloist Flowers 51.44
Stage Décor 122.14
Music*** 653.20
Honorarium 100.00
Total Costs: $3,379.79
*Total for year of $2,221.00 ÷ 5 concerts = $444.20 per concert
**Estimated Cost (billing statement not yet received)
***Itemized Costs:
-Go Tell it Medley $132.00
-Ave Marie 80.00
-Christmas Carols 97.70
-Many Moods of Christmas 250.00
-Twas the Night Before Christmas 93.50
TOTAL: $653.20