2013 November Executive Committee Minutes

SAINT LOUIS AGO EXECUTIVE BOARD MEETING MINUTES

Monday, November 11, 2013

6:00 p.m., Trinity Presbyterian Church

6800 Kingsland

University City, MO 63130

agostlouis.org

 

Attendees:

Dean: Bill Wade Sub-Dean: Stephen Eros
Treasurer: Dennis York Secretary: Cathy Cassy

 

Executive Committee Present: Kathleen Bolduan, Horst Buchholz, Stephen Eros, Brent Johnson, Bob Mullgardt, Andrew Peters, Mark Scholtz, Nannette Tornblom, Dennis York, Rene Zajner

 

Additional attendees and guests: Al Black (directory)

 

Absent: Denis Doelling (excused), Wes Kassulke, Suzanne Manelli, Andrew Peters (excused), Dawn Riske (excused)

 

Call to Order: Dean Bill Wade called the meeting to order at 6:00 pm.

 

Review of the Minutes: Minutes of the September 9th meeting were approved with minor corrections of spelling of member’s name: Buchholz; and correction of names present. Bob Mullgardt should be listed as present and Kathleen Bolduan listed as excused. Motion was made by Dennis York and seconded by Stephen Eros and unanimously approved by the executive committee.

 

Treasurer’s Report: Net worth: $16,505.39. Current Checking: $2,750.33; Regional Account: $2,352.34. Treasurer’s report was unanimously approved with a motion from Stephen Eros and seconded by Bob Mullgardt

Dean’s Report: The federal 990-N forms are complete and up-to-date. Must refile June 30, 2014 for Tax exempt Status. State on-line Registration for Charter number is due June 1, 2015. It can only be filed after June 1, 2015.

Sub-Dean Report: The September Worship Service had minimal attendance but the feedback on the evening was very positive. The Organ Crawl is scheduled for Saturday, November 23rd. The 4th venue at the Scottish Rite is no longer available. Therefore 3 organs to visit will be the final venue for the day: Shrine of St. Joseph, Third Baptist on Washington and Eighth Church of Christian Scientists.

A new venue is needed for March 24, 2014 event since Kathleen Bolduan is no longer there.

Third Baptist will pay for security fee for Jane Parker event but custodial fee is requested.

The Epiphany Party will be held Monday, January 20th at the home of Wes Kassulke and hosted by Wes and Norbert Kraus. 3248 Copelin Avenue, St. Louis, MO 63104; 314-307-1106; weskassulke@gmail.com.

Auditor’s Report: Dennis Doelling sent the auditor’s report to Bill Wade to present. The report stated that the finances are being adequately tracked. Sufficient documentation is being retained related to expenditures and receipts. A monthly reconciliation report is being generated from QuickBooks in order to balance the checking account each month and verify the bank’s statement.

Status recommendations from last audit:

  • Continue use of Intuit QuickBooks. Implemented

 

  1. Provide auditor with a copy of the June Balance Sheet and Profit and Loss statements. These reports should be produced at the end of each program year and distributed to the Executive Board as well as the auditor? Provided to the Board. Step 2: Send to the auditor. Auditor did receive the QuickBooks reports which verified the statements.
  • Provide auditor Transaction Detail by Account report out of QuickBooks for each year to be audited. Implemented

 

  1. Contracts for guest artists should accompany requests for payment. Although the checks are paid directly to the artist, a copy should be provided to the treasurer due to the large check amounts. Not Implemented – Reason: auditor is assuming we did not sign any contracts – co-sponsorship would not apply.

Registrar’s Report: Brent reported that present membership is 155. He is continually updating the website. He is working on sending emails without addresses showing. Chuck Peery volunteered to maintain the calendar.

Convention Report: Andy has not received budget approval from National as of yet. The organ book convention souvenir was presented to the Guild as a possible project rather than it being a Convention Committee project. Discussion ideas included: possible donations to secure the project; would it include commission or competition pieces?; include composers who are marketable. Wayne Leopold said it would be $1000 a composer to print. Horst made a motion to include choral pieces and it was seconded by Dennis.

Nanette will bring 2 proposals with specific details back to the Executive Board.

Programs and Directory: Al Black brought proof copies of the directory and left one with Bill Wade and one with Cathy C. The programs have gone out and the directory has been sent to the printer. Al will make an invoice for advertisers and send Dennis to send out in a PDF.

Wicks and Ken Kohler may want to change their OPUS Ad size to a full page.

OPUS Newsletter: December 15th is the deadline for the January OPUS.

Old Business: A possible calling tree to notify members quickly. In the past the directory was divided into sections and a specified phone committee member was assigned to that section to call members. Bill and Cathy B. will go through the directory to determine who might be secured for the phone committee.

New Business: It is time to organize the Avis Blewett Committee and call for nominations to be in the next OPUS. Nominations would then be sent to the committee and due by March 1 so the Executive Board determines the Avis Blewett Awardee.

Committee includes:

Chairman: Mark Scholtz

Members: Horst Buchholz and Bob Mullgardt

Brent Johnson is head of the nominating committee for new members of the executive board.

The by-laws must be reformatted to change: we do not pay for programs venue; and the executive committee meetings are presently listed in the bylaws as January 13, March 13 and May 13th.

Dennis motioned to adjourn the meeting and Bob Mullgardt seconded. Meeting was adjourned at 7:10pm.

Upcoming Dates:

Next Executive Board Meeting: January 13, 2014, 6:00 pm; Trinity Presbyterian Church; 6800 Washington Ave., University City, 63130.

Monday, January 20, 2014 – Epiphany Party; 6:30 pm – 8:30 pm at home of Wes Kassulke, 3241 Copelin Ave. Saint Louis, MO 63104, phone 314-307-1106 or e-mail: weskassulke@gmail.com.

Monday, January 27, 2014 – Choral reading session 6:30 pm dinner, 7:30 -9:00 pm program at Emmanuel Episcopal Church, 9 South Bompart Ave, Webster Groves, MO 63119; Host: Chuck Peery

Friday, February 28, 2014 – 7:00 pm to 8:30 pm. Outstanding Indiana University Students in Recital, Christ Church Cathedral, 1210 Locust St., St. Louis, MO 63103, Pat Partridge, Host.

Monday, March 24, 2014 6:30 pm Dinner, 7:30 pm program: Improvisation Workshop with Richard K. Fitzgerald; Venue: TBD.

Saturday, April 5, 2014 – Charles Callahan here in St. Louis; details to be announced.

Monday, April 28, 2014 – 6:30 pm Dinner, 7:30 pm program: Members’ Recital: Organ plus one, King of Kings Lutheran Church, 13765 Olive Boulevard, Chesterfield, MO 63017, phone: 314-469-2224.

Monday, May 19th, 2014 – 6:30 pm dinner, 7:30 pm program; Annual Meeting – Blewett Award Presentation and Organ Recital, First Presbyterian Church of Kirkwood, 100 E Adams Ave, Kirkwood, MO 63122.