Acalanes Choral Booster Club

Advisory Board and Not For Profit Board Committee Meeting

September 27, 2007

Meeting called to order in the PAC by President Vangie Long at 12:45pm.

Attendance

Vangie Long, Kathy Biro, Louanne Klein, Robin Album, Nancy Rogers, Laurie Shaffer, Linda Nevin, Marianne Burns, Teresa Gerringer, Sandi Smith-Grove

Introductions

All Advisory Board and Not for Profit members and Liaisons to the Board, and    their positions, were introduced for the 2007-2008 year.

President’s Report – Vangie Long

Bruce runs the Choral Program. Bruce works with the both Boards. The Advisory Board acts as advisory and supportive role and the Not for Profit Board works to have ACB as a Not for Profit. The Boosters Club supports the Choral Program.

The agenda for the General Boosters meeting is created by Bruce. If anyone has items to submit, email him.

New this year:

• Not for Profit Board was created and is a two year commitment. It will have             its’ own Board Meetings.  This allows the regular Board to concentrate on                supporting the program.

• Liaisons to the Board for each ensemble to help with communications.

• Binder with Job Descriptions for each position.

Nice to see more people volunteering, coming to meetings and helping out. It is hard to run a program when the same 5 people do all the work.  This year the goal is to spread out the work and have more people learn the process. The General Boosters meeting typically has 5-7 attendees and more would be ideal. 

Choral website has been very helpful and a real success. Thanks to Robin Album for maintaining the site.

Advisory Board

The Advisory Board support of the program ranges from helping organize events, getting chaperones, assisting with costumes, encouraging new parents, and more.  It is a one year commitment.

Fortunate to have board members with experience in the Choral program and other similar programs (Drama, Music). 

Not for Profit Board

Beginning stage of becoming a Not for Profit.

By Laws, Statement of Purpose, and other documents are all being created. Templates are available to assist. Once drafts are available, Board members will review.

This will be a process where the Board will establish and approve By Laws etc. and then the ACB will have to follow them.

Job Description Binders

New binders were provided to be used as a resource. They will be living documents where information is accumulated throughout the year. Each Board Member was asked to write-up their job description as the year progresses.

Liaisons to the Board

Laison positions were created so each Ensemble would have a representative.

The Liaison plays an important role to communicate to each ensemble and provide feedback to the Board.

Each Liaison should stay informed. Parents will look to them for information and guidance.  Keep checking the website for updates.

First responsibility will be to find chaperones to ride the busses to Occidental.  Four chaperones - total - are needed, two per bus.  Chaperones ride the bus with the kids to Occidental, then return the same evening, on the bus, without the kids.

Important to let the parents know they need to provide students with a ride home on Sunday.

Suggestion was made to have a parent meeting with each Ensemble Liaison.

Website

Thanks Robin for creating and maintaining the website. It is very useful and helpful for all.

Decided the best way to communicate was to email Robin and she will email the entire Choral group or individual ensembles.  This way there is a central source for all communications.

Upcoming Meetings

Tentatively the next Board Meetings will be Nov. 29 - Night, Jan 31.- Day,  March 27 - Day, May 22 - Night.  General Boosters meetings will follow the Jan. 31 and May 22 Board meetings.

Mandatory parent meeting for New York Tour - November 7.

Meeting adjourned at 1:10pm

Minutes by Linda Nevin

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