Buffalo Community Orchestra, Inc.
Minutes of Board Meeting of May 1, 2005

Members Present: Jolyn Halvorson, Gretchen Katzenberger, Tom Larson, Kristi Brown, Sandy Millerbernd, Rosie Tabbut, Mary Ellen Lundsten, Erin Walsh, and Eva Walsh. Brendan Caldwell attended the meeting briefly, but had to leave for another appointment.

NEW BUSINESS:

First Item of Business: May 14th Concert Program Update
Erin Walsh was unable to prepare a draft of the program for the meeting, but was able to give the board an update of what is needed to complete the program. A couple of days before the board meeting, Brendan Caldwell asked Erin to find the lyrics for all of the vocal numbers and to include them in the program. The lyrics for the “Candide” pieces were located (and are rather lengthy). Not all of the lyrics for the “Old American Songs – Set I” could be found, but Gretchen found a synopsis of the set of songs which gave a good background on the folk songs. The board was concerned that including all of the lyrics for these songs (5 of them), would be too much to include in the program, and instead asked Erin to use the synopsis. Gretchen will provide Erin with the source of the synopsis so that proper credit can be given in the program.
Erin will email the program to board members for review when completed.

Tickets for the May concert are available at Buffalo Books, and there was a press release in last week’s ­Wright County Journal Press on Eva Walsh. This week, a press release featuring David Coward will appear in the Journal Press. There will be one additional press release (general) which will appear the week of the concert.

Linda Emmel is currently out of the country, so Erin Walsh and RosieTabbut will coordinate the details of stage decoration for this concert.

Dress rehearsal is Saturday morning (May 14th) from 8:30 a.m. to 11:30 a.m. Erin will contact Community Ed to make sure that the PAC is reserved for the rehearsal.

Second Item of Business: June 5th Concert in the Park Update
Brendan Caldwell has selected the following pieces for the June 5th concert in Sturges Park:
Fanfare for the Common Man
Old American Songs (with David Coward)
Candide Overture
West Side Story Suite
Body & Soul (with Willie Morris on saxophone)
Armed Forces Suite (this piece selected by board & Brendan at this meeting)

We will need at least one additional piece of music to be played during the Photo Contest presentation. Mary Ellen Lundsten suggested “Twentiana” which was a piece that we borrowed last year from the Linden Hills Orchestra courtesy of Walter Ostrom. It is a light piece featuring several 1920’s songs which several board members thought would work well. Jolyn Halvorson will also look at the BCO library to see if she can come up with any pieces which would require a minimal amount of rehearsal time. Jolyn will discuss the selection with Brendan at the May 8th rehearsal. At this point, we do not know how much music will be needed as the length of the photo contest presentation is undetermined.

Mary Ellen Lundsten volunteered to contact Janice Marshall and Zanna Joyce about having balloons available for the children at the June concert (Wells Fargo Bank donates to BCO to cover this expense).
The June concert will be Deloris Hatfield’s last concert as a performing member of BCO. The board would like to make a special presentation to Deloris at the June concert, including a lifetime season pass to BCO concert. In addition, it was suggested that we present her with a memory book, in which BCO members could share their thoughts and well wishes for Deloris. Gretchen volunteered to purchase a memory book for this purpose, and to distribute the memory book pages to BCO members for them to complete.

Jolyn Halvorson also suggested performing the “Gentle Spirit” composition which was written by Michael Halstensen for BCO when El Gervasio retired, and presenting Deloris with a bouquet of flowers as well.
A motion was made by Eva Walsh that Gretchen Katzenberger be authorized to purchase a memory book to be given to Deloris Hatfield by BCO. The motion was seconded by Jolyn Halvorson. Vote: All in favor. Opposed: None. Discussion: None. Motion passed.

Erin suggested that instead of printing a one page program for this concert, that we instead use poster boards mounted on easels at the sides of the stage as this would save paper and avoid littering. After discussion the board decided that this would probably not work well, as we are required to provide a copy of all of our concert programs to copyright organizations, in the event we may owe for the use particular pieces.
Last year for the June concert, BCO rented a small U-Haul truck for the purpose of transporting the percussion equipment to the bandshell in Sturges Park. That worked very well, and Erin Walsh requested that we rent a U-Haul for the same purpose for the June 5, 2005 concert. A motion was made by Jolyn Halvorson that BCO rent a small U-Haul truck to transport the percussion equipment from BHS to Sturges Park for the June 5th concert. The motion was seconded by Mary Ellen Lundsten. Vote: All in favor. Opposed: None. Discussion: None. Motion passed. Jolyn will talk to Marshall Carlstad to see if he would be willing to rent/drive the U-Haul for BCO.

As of today’s date, the rehearsal dates for the June concert have not been set. Jolyn will talk to Brendan to see what days he is planning to rehearse.

Erin has red, white and blue lights that can be used to decorate the bandshell stage for the June concert. We will need duct tape to secure the lights to the stage. Based upon our experience last year, it was suggested that we bring along a couple of push brooms to sweep off the stage. Erin and Gretchen will each bring a push broom.

Erin will reserve the PAC for the evening of June 5th, in the event that the outdoor concert is cancelled due to bad weather.

Mary Ellen Lundsten will talk to Brendan about doing a radio spot for the June 5th concert.
Erin will add BCO’s website address to the May concert program, and also to the final press release.

Third Item of Business: April Meeting Follow-up (Concertmaster Update)
Eva Walsh has agreed to serve as BCO’s concertmaster for the 2005-2006 season. Allison is not yet sure if she will be able to continue as the associate concertmaster as she will be teaching private lessons at the University next year, and Sunday will be her only day off. It is possible that she may play with BCO and not attend every rehearsal.

Fourth Item of Business: General Manager Position
Erin Walsh announced to the board that she will be taking a one year leave of absence from her duties as BCO’s general manager. Erin’s duties will be covered by the following individuals for the 2005-2006 season:
1. Weekly email to orchestra members re: rehearsal schedule: Sandy Millerbernd
2. Facility reservations: Mary Ellen Lundsten*
3. Concert programs, posters, tickets and press releases: Rosie Tabbut
4. Opening & lock up of bandroom: Gretchen Katzenberger
*Mary Ellen will check with Community Ed to see where BCO will rehearse next year at BHS: in the bandroom or in the new orchestra room (note: the bandroom may have better percussion equipment).

Fifth Item of Business: June 5th Potluck Gathering
The potluck gathering of BCO musicians will take place after the June 5th Concert in the Park at the home of John and Mary Ellen Lundsten. Erin offered to provide Kristi Brown with a complete email list of BCO members for Kristi’s use in sending an email invitation to past and present BCO musicians. Guests will be asked to bring an appetizer or a dessert. Board members will provide beverages.

Sixth Item of Business: May 8th Board Election (Officers)
As of today’s date, the only volunteer candidate for a board officer is Gretchen Katzenberger, who is willing to serve as President for the 2005-2006 season. No one has volunteered for the Vice President/Secretary and Treasurer offices. Gretchen will review BCO’s By-Laws to determine whether an officer must also be a member of BCO. A suggestion was also made that the VP/Secretary office could be shared by two members to cover all meetings. Jolyn will contact those persons in the orchestra who at one time indicated that they may be interested in serving as an officer for BCO.

There being no further business, Jolyn Halvorson made a motion to dismiss. The motion was seconded by Gretchen Katzenberger. Vote: All in favor. Opposed: None. Discussion: None. Meeting adjourned.

The date, time and place of the next board meeting will be announced by the new President.

There being no further business to discuss, a motion was made by Rosie Tabbut to adjourn. The motion was seconded by Mary Ellen Lundsten. Vote: All in favor. Opposed: None. Discussion: None. Motion passed and meeting was adjourned.

Respectfully submitted,
Gretchen Katzenberger
Buffalo Community Orchestra
Vice President/Secretary