August 2015 Executive Committee Minutes

SAINT LOUIS AGO EXECUTIVE BOARD MEETING MINUTES

Monday, August 31, 2015 (approved 10-19-15)

6:00 p.m., Christ the King Church, Monsignor Ryan Center

7316 Balson Avenue

University City, MO  63130

agostlouis.org

Attendees:

Dean: Dawn Riske Sub-Dean:  Mark Scholtz
Treasurer: Dennis York Secretary:  Cathy Cassy

Present: Burnell Hackman, Brent Johnson, Suzanne Manelli, Mark Scholtz, Nanette Tornblom, Jeff White, Mary Beth Wittry, Rene Zajner; Nancy Barbee – OPUS; Brent Johnson- Registrar/Website/Exam Coordinator;

Al and Fern Black – Directory; Mike Kaberline – Convention Treasurer

Absent: Bill Aitken, Philip Brunswick, Stephen Eros.

Call to Order: Dean Dawn Riske called the meeting to order at 6:03 pm.

Review of the Minutes: Minutes from the May 4th meeting were unanimously approved, with revision of the attendance/absence roster with a motion made by Brent and seconded by Mark.

Treasurer’s Report: Dennis reported for the period ending June 30th: Total Checking/Savings: $11,637.37. Total Accounts Receivable: $59.00.  Total Liabilities and Equity: $11.696.37; and for July through August 30th – Total Checking/Savings: $12,591.37. Total Accounts Receivable: $59.00. Total Liabilities and Equity: $12,650.37. Motion was made by Brent and seconded by Mark and approved unanimously.

Dean’s Report: The Regional Convention was amazing. The Convention Committee was highly complimented on their work.  The 501c3 forms were sent off and filed on time thanks to the help of Bill Wade. There were charges for the officer name changes.  AGO is working with Tom Grady and Fr. White at College Church to get a new organ. The 2015-2016 Chapter program was approved through an email motion and second. The motion passed with quorum of nine “yes” votes. Two items for printing, the Opening Event with National Pastoral Musicians on September 21 could be called “A Festival of Psalms”; the proposal Mary Beth Wittry sent looks wonderful! The Location would be The Basilica of Saint Louis King (Old Cathedral). There’s a possibility of an organ course being offered at the university in the future.

Sub-Dean Report: The Program Year is underway with the first event September 21st at the Old Cathedral and this year’s program venue came in under budget. Stephen Eros was a big help in getting the program flyer done. There are 142 on the membership roster so 500 flyers were printed at a cost $155. One hundred sixty were mailed to members at a cost of $106.75. Total costs were $137.25 under budget. Thank you Stephen and the Program Committee: Bill Wade, Mary Beth Wittry, Brent, David Irwin, Andy Peters, Mark Scholtz.

Parking will be available in the Old Cathedral Lot for September 21st which Mary Beth Wittry coordinated with NPM. The October meeting will be at Ladue Chapel and the Executive Board will meet before the venue at 5:30. Room to be announced. Mark will make the arrangements for the room.

Registrar: Brent reported that 142 active members and there are 19 he will make final contact with to verify their membership intent. September 1st is the end of the grace period. He has set up email blasts that allow notices and updates to get out to members. They worked great for the November 7th Fundraiser publicity.  We should have two members who are under the age of 30.  National had some sort of notice on this earlier in the year as part of “Grow the Guild” campaign.  Brent will check on this to see if this has any benefits or was just a goal National was seeking chapters to reach.

OPUS Newsletter: Greta is the new contact at Gateway Printing. They will close again this year on December 24th open January 2nd – no December OPUS . The Opus deadlines are: September 15th for October; October 10th for November issue.  MODOT will now be placing our events on the schedules and they are providing Nancy with specific directions to print for venue locations. Nancy made a recommendation to honor the caterer at the May Awards Dinner.

On-line Media Coordinator: https://www.facebook.com/agostlouis. 237 Likes on Facebook- before the convention there were 180. Rene reinforced that we now have multiple venues of communication with Facebook, Vimeo and the website. Thanks to Brent, there are significant changes on the website. Facebook is taking care of other innovations having to do with photographs. Right now there are 30-50 looking at the posts and a tentative Goal is 200. Rene would like to promote use of the Facebook pages, especially by members, to advertise events to be able to bring more people and events forward to the community. It is possible to create vignettes as ads. He showed a test one he did with Dawn promoting AGO membership. Brent motioned that Social Media coordinator be given $20.00 for each AGO event this year to advertise each on Facebook and an additional $20.00 for the initial membership fee – a total of $140.00 for 2015-2016. Mark seconded and the motion passed unanimously. Rene challenged all to invite friends to join St. Louis AGO Facebook. Rene is also working on the possibility of getting High School students or others to help with some of the internet work.

Convention Report: Convention Treasurer, Mike Kaberline, reported for Coordinator Andy Peters and the Convention Steering Committee. Andy was unable to attend as he has been appointed the Assistant Conductor of the Maryville Symphony. Andy sent a letter thanking the hard working committee and reporting that all required documents have been submitted to National Headquarters, the regional councilor, the chair of conventions, and the chair of the 2017 North Central Regional Convention. He gave them some things to consider for future conventions based on what he learned through our process. Each member of the convention steering committee wrote a report and these were also included in the materials to the above mentioned people. Andy thanked all for their support of our chapter’s successful convention. “We represented our chapter and city well to our convention attendees.” He believes that our attendees left glad that they attended our convention. He believes that St. Louis has the potential to host a national convention in the future because of its organs and venues; however before undertaking such a project this Chapter would have to make sure there are enough people willing to serve on the steering committee for a project. If anyone has any additional convention questions, please call or email Andy. Mike reported that the income realized was just 1.5% over our projected budget, but the final expenditures were under budget due in major part to very smart spending, cost-cutting (which in no way diminished the quality), creativity and many in-kind donations which would have normally been expended. The final total profit of the Convention was $29,073.96. Mike recommended to maintain an established bank account, to include a debit/credit card, which could be used in the future for conventions or POE’s. The separate bank account is important when seeking grants and consideration must be given to what is required by the banks to start new accounts – a lengthy, detailed process that could be avoided if the account were maintained and not expected to be set-up for each new project. The bank account will hold $5000 and the account name will be changed from Convention Account to Special Activities Account. A motion was made and approved unanimously.

Recommendations were also made to “pay-it-forward” by earmarking funds for use within the AGO and our own AGO region: l) make a “donation” (a program ad or monetary donation) to the 2016 National Convention in Houston; 2) make a “donation” (ad, sponsor a performer or recital) to 2017 Iowa North Central Regional; 3) make a “donation” to the 2018 National Convention in Kansas City (reciprocating their contributions and sponsorships to us); 4) purchase ads in the two upcoming Cathedral Concert recitals featuring Paul Jacobs in October and Nathan Laube in January (the Cathedral Concert Series provided the building and organ for our closing convention recital for a very nominal fee, as well as provided staff, copying of additional programs. Mike stated that “all the above contributions embody the goal of the AGO in encouraging, promoting and educating our lives through organ music in both sacred and concert settings.”

Suzanne motioned that we purchase 2 full page ads in the Cathedral Concert series programs, one for the Paul Jacobs concert in October and the second for the Nathan Laube concert in January. Jeff White seconded and all approved. After research was done on the cost of program ads, Suzanne amended her motion, through email by the Dean and the Executive committee.  The amended motion is to purchase a ½ page full season ad in the Cathedral Concert Series for a cost of $750.00. The motion was seconded by Mark and passed by a quorum of 10 votes.

Audit Reports:  The 2013-2014 and 2014-2015 audit reports are not yet complete but being worked on.

Chapter Directory: Al and Fern Black reported on the Chapter Directory. Al has checked with advertisers this year as there has not been an advertising coordinator. He offered to now function as the Ad Coordinator for the Chapter Directory. September 15th is the cut-off date for all membership information to be in. Printing will start on October 1st.

Meeting adjourned at 7:30 pm.

Next meeting:  October 19th, 5:30 pm at Ladue Chapel. Meeting location to be determined.

Cathy Cassy

Executive Committee Secretary

Official Documents & Dates to Remember:

September 21, 2015 – Psalm Fest – Old Cathedral – 7:30 pm

October 19, 2015 – Jack Bethards of Schoenstein & Co, Ladue Chapel Presbyterian; 6:30 Dinner; 7:30 Program

November 6, 2015 (Fri) – Dr. John Schwandt; 7:00 pm; Scottish Rite Cathedral

January 30, 2016 (Sat) – Nathan Laube (Master Class), 9am Breakfast at First Presbyterian Church of Kirkwood

March 1, 2016 – Deadline for Avis Blewett Committee to present suggested awardee and possible other awardees to Executive Committee

March 1, 2016 – Nominating committee to present candidates for Executive Committee.

March 7, 2016 – Dr. Agnes Armstrong’s presentation on Alexandre Guilmant; Second Presbyterian-Central West End; Dinner at 6:30;

                             Presentation at 7:30pm

April 25, 2016 – Brad Colby of Colby Organs; Manchester UMC; Dinner at 6:30pm; Program at 7:30 pm

May 16, 2016 –   Avis Blewett Award ceremony and “The True Story of Cinderella”; Dinner at 6:30; Presentation at 7:30. Grace Episcopal 

                            Church in Kirkwood.

June 1, 2016 –    State on-line Registration for Charter Number is due.

June 30, 2016 –  Refile Tax Exempt forms 990-N

2016 – Review of Operating Procedures for 2017.