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Board of Directors
Gloria Hilliard
Christine DeKlotz

BOARD MEETING Minutes

Monday April 10, 2017

All Member Sotheby’s International Realty        971 Westlake Blvd. (805) 446-1827

In Attendance: Katy Herbst de Cortina, Bonnie Hicks, Jerry Shaw, Bryan Rickard, Gloria Hilliard, Arlene Kovalivker, Carol Fredericks, Judy Berke Absent:  Russ Stone

7:30pm            Board meeting starts

  1. Approval of March 2017 Minutes – Jerry moves that we accept the minutes. 2nd. Approved.
  2. Treasurer's Report
    A.  Summary
         
    1.  The month-end current asset balance was $15,077.57, an increase of $3,952.59 over the month.  It             consisted of $8,451.60 in the checking account, and $6,625.97 in the savings account.  This time           last year the current asset balance was $14,570.34.
          2.   This month, our major income was from the first two weeks of concert ticket sales, totaling $4,625.       We also received $905 in donations, much of which was specifically designated to be assigned to     our vocal scholarship awards
          3.   Since Ladera school had not responded to our request for a specific individual to receive a        replacement for the $150 check they had lost, we reversed that entry in our Income/Expense            records.
          4.   This month, I submitted our closeout report for our 2016-17 CEEF grant.
          5.   This month, we paid $225 for the insurance required by the City of T.O. for our Spring concerts at        the Scherr Forum.  This was a $15 increase over the same insurance for last Fall concerts.
          6.   The monthly actuals-to-budget update is attached.  This month's figures are in columns U through            X.  Year-to-date, our actuals are just $150 favorable to budget (cell X108). 

            7. We need to sell 280 more tickets to match budget.

      Arlene moves to accept the treasurer’s report. 2nd. Approved.

  1. Board Members' Reports:    Possibly incorporate the production schedule into member reports

A.     President (Russ Stone)

B.     Graphics/Programs (Katy Herbst de Cortina)

      1. Katy submitted a Black and White ad to The Happenings.

      2. We are continuing to sell ads and song dedications; as of today we have 9 ads sold and 11 “Dedicate-     A-Song”.

      3. Katy is planning on finishing the program this week and will send it to the board to approve. Then             she will bring it the following week to rehearsal for members to review.

      4. Program is going to the Printers on May 3. All changes need to be made before that date.

C.     Concert Master (Judy Berke)

       1.  Judy received the folder from Debra and is getting familiar with what her duties are.

D.    Choral Director (Gloria Hilliard)

       1.  The program info has been turned into Katy. All we need is a Violinist for the last song.

            We have hired a bass player and percussionist.

      2.  Katy needs the name for the next concert

E.     Publicity (Jerry Shaw)

       1.  Publicity is moving along. Jerry received a Beyond the Acorn and our concert is listed. Concert               information went out to 13 publicity outlets on April 1.  We should be seeing them in Late April or             early May.

      2.  Jerry has also contacted the Civic Arts Plaza about making sure our information is in their publicity.

      3.  It was suggested that we publicize with Next Door.

      4.  Constant Contact Discussion – We will talk to Doug about updating our Constant Contact mailing          list. Jerry is going to talk to Doug and get the login information for Katy to look at.

F.      Ways and Means (Arlene Kovalivker)

       1.  We have 7 bags of shoes.  Arlene would like to continue the fundraiser until next semester. We will        see how it goes in the next month.  Arlene will see how much storage we have.  We also will start    to remind people every week with the manna

      2.  We haven’t gotten our check from CPK but she has been in contact with them and will be getting it             soon.

      3.   It was suggested that we do a kickoff event for the season after the first rehearsal, a dinner at a restaurant that we can       make money. 

G.    Membership (Carol Fredericks)

      1.  Michelle is going to have an end of a year party at her house on June 10.

      2.  Carol wanted to make sure all the music was turned in by people who dropped out.

      3.  Carol sent out an email reminding people to be there on time. It was well received by most people.

      4.  Carol updated the new member information sheet.

H.    Secretary (Bonnie Hicks)

 



Old Business
            A. Scholarships and Grants

     1.  Scholarship notifications- Letters and checks have been sent out
     2. School Elementary School Grants
$350 to Round Meadow.  The chorus from Round   Meadow will sing on our Friday concert.  No chorus as yet for Saturday.

            $150 to Los Primeros School of Science and Arts

            $100 to each of the following schools:

                        Earths Magnet school
                        Brookside Elementary
                        Walnut Elementary
                        Township Elementary
                        Madera Elementary
                        Santa Susana Elementary
                        Chaparral Elementary
                        Oak Hills Elementary
                        Weathersfield Elementary
                        Lang Ranch Elementary

The board approved to accept their recommendations from Gloria and Arlene

  1. New Business

    1. Liability insurance for the storage unit- we do not have any insurance for our music. Russ is looking into it.

Next Meeting:  May 8, 2017hostedby Katy Herbst de Cortina


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Published 03-Apr-2018

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