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Board of Directors
Gloria Hilliard
Christine DeKlotz

          Board Meeting Minutes    Monday, October 10

Katy Herbst de Cortina

2414 Ranch Grove, Westlake Village


In Attendance:Bonnie Hicks, John Thompson, Gloria Hilliard, Barbara Wilsey, Bryan Rickard, Katy Herbst de  Cortina, Ruth Bloom, Arlene Kovalivker,  Absent: Carol Fredricks

Board Meeting: Called to order          7:30PM

I.                  Approval of September, 2017 Minutes
Minutes were approved as amended, Arlene moved to accept

                  #1. In Choral Director, delete “we need such bags”

                  #2. Ways and Means: Shoes are 45 cents a pound

                  #3. Graphics: The printing company is U

II.            Treasurer's Report
A.  Summary:
To the Village Voices Board Members:

Here is the Sept. Treasurer's Report.

III.            September Treasurer's Report


Mon, Oct 2, 2017 5:20 pm

Bryan Rickard ( + 7 more Details


To the Village Voices Board Members:

Here is the September Treasurer's Report.
1.                   The month-end current asset balance was $2,839.04, a decrease of $2,506.59 over the month.  It consisted of $1,612.33 in the checking account, and $1,226.71 in the savings account.  This time last year the current asset balance was $2,890,96.
2.                   This month, we received notice of a grant award of $4,000 from TOARTS, the new name used by the Thousand Oaks Alliance for the Arts.  We have received these Dr. Raymond M. Olsen Performance Credit Grants for many years, but we had never received this much before.  These funds will be credited to us as $2,000 credit on each of our bills from the City for our Fall and Spring concerts.
3.                   We received an additional $495 in membership dues this month, from 9 members, bringing our total membership to 60, for $3,300.  
4.                   This month, our accountant, Janice Wilson, completed the documents to be submitted to the State and Federal tax authorities and the California Attorney General to maintain our non-profit status.  We submitted the documents and paid Janice her $400 fee, which has remained unchanged since she began this service eight years ago.  We paid the $25 fee the Attorney General's office requires from non-profit organizations with gross income between $25,000 and $100,000.
5.                   As the attached budget spreadsheet shows, our income is currently $841 short of budget.  This is due to donations being $649 short of budget and membership dues $275 short.  We will need to review this situation at the next Board Meeting.
6.         Full details are shown in the attachments.  Let me know if you have any questions.

         Income/Expense summary, current month
         Income/Expense summary, fiscal year-to-date 2017-18
         Income/Expense detail, current month
         Income/Expense detail, fiscal year-to-date 2017-18
          2017/18 Budget update for September
        Donations and Grants received fiscal year-to-date 2017-18 

Bryan Rickard
(805) 777-9293

Ruth moved  to accept


III .Board Members' Reports:

      A.  President (Bonnie Hicks)

            1. The Roster has been updated

B.  Graphics/Programs (Katy Herbst de Cortina)

      1. The Ad sales and Dedicate  a Song conclude Oct. 17

      2.The Visuals will be given to the Civic Arts Plaza for the marquis

C.  Concert Master (John Thompson)

1. John spoke with the florist.  They will trade a post in our ads for one bouquet of flowers

2.  The price of poinsettias will be checked. The price to members will be rounded up to include tax

3.  We have some artificial flowers.  John will check if these can be used with fresh flowers to fill out the stage

D.  Choral Director (Gloria Hilliard)

      1.  The purple fabric for jackets is now available from Stage Accents

      2.  We need to check if the same vests are still available.

      3.  Auditions for small group have been completed and the finals call backs for soloists will conclude at the next rehearsals

E.  Publicity (Barbara Wilsey)

      1.  Barbara has sent information to sources to publish our concert

      2.  We have published in free publications. Members have picked up costs of paid ads in the past

      3.  Checking other news sources

F.  Ways and Means (Arlene Kovalivker)

      1. We have over 4500 pounds of shoes.  This will earn 45 cents a pound

      2.  There will be a jewelry sales woman at the Nov. 14 meeting.  This raised a couple of hundred dollars last year

      3.  Arlene has old photos of the Conejo.  She is looking for a way to use these to raise funds

G.  Membership (Carol Fredericks)

      1.  Gloria reported for Carol: We lost one member, but gained two for a total of 10 new members

F.  Secretary (Ruth Bloom).

1.  Nothing to report.

IV .  Old Business
      1.Discussed that Music Committee members shouldn’t serve 2 consecutive terms.  The bylaws committee of John, Ruth and Bonnie wrote that this bylaw will be presented and voted on at the May election. The nominating committee needs to be alerted that the new nominees not currently serve on the committee

1.      There were 36 subscriptions sold this year


V.                 New Business

1.       The concert shell needs to be picked up before the concert and returned after.  We discussed using Boy Scouts or Youth Groups rather than our members

2.      Concert attire: Women: all black first half, Purple jackets second half.  Men Jackets first half, vests second half

3.      Sycamore Canyon choir will perform at our December concert on Friday. A scholarship winner will perform on Satrday


Meeting adjourned at 9:15 PM

Next Meeting:  

November 6  - Bryan


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