ANNUAL GENERAL MEETING: May 18^th


Meeting called to Order at 7:30 PM

30 members in attendance (President Melinda Hainsworth absent; meeting headed by Sheron Johnson)

Reading of Minutes
Approval of Minutes: D’Arcy, 2nd Aaron

BUDGET:
Caroline read some bottom line figures; Actuals are not available this time of year; Budget not made this year and will be made by the Executive in the Fall to be approved by the membership at GM.
Bottom line: $4662.73 as of May 18th, but some things are still outstanding.  BCCF Raffle still to come.  Insurance, SOCAN, printing still to pay.

Kirstin:  Is concert attendance going up, down, or staying the same..?  Based on ticket sales:  much better at Christmas, not as well this Spring; on average the same as last year

Aaron moved to approve; Teresa 2nd; Passed

President’s Report:  Melinda’s Travel Report was read aloud.

Director’s Report:  Veronica read report; did not wish to post on website, but provided written forms for those interested.

Secretary’s Report:  Sheron took minutes at few Exec. Mtgs.

BCCF Report:  Cathy finished up raffle (from Melinda)

Librarian Report:  Sue:  6 members have not yet returned Spring repertoire (Joe Rommel, Nicole Sims, Marian Lindsay, Shannon Kerr, Cathy van Tassel, and Brad Prevette).  They have been contacted and given 3 ways to return the music.  This year, we acquired about 8 new pieces.  We will need to have a work party to record new repertoire and re-file the songs.

Sunshine Report: Marion reported on sending 3 get well cards, 1 sympathy, 1 Thank You to Camp Jubilee and one to be sent to Magnolia Chorale  

Hospitality Report:  Teresa explained roles/responsibilities.  We had a donation from Fran of assorted herbal teas.  There were some new things to learn at our new venue of St. John’s.  Marion was helpful.  Wal-Mart provided a donation of $50 which was used to purchase coffee, etc.  Teresa thanks all helpers at the church and at the Mine [Thanks to Rory and Bobby for set-up.]

Phil reported on Fundraising.  Unfortunately, due to a stroke, he did some this year, but the job was also shared by Melinda and Domenica.  Need to form committee of “people who know people” that will create a solid foundation to approach businesses through letter and in person.  Domenica was instrumental in asking for sponsorships this year.  Phil is prepared to continue, but would like 4-5 people to share the load.  

Rory has prepared the roster for the last 6+ years and would like to pass the job along this year.  Harpa has expressed interest via email.

D’Arcy updated us on the website.  Roy made updates this year.  Perhaps it is time to hire a webmaster that can update the website to a more modern format, including one with passwords for members to access Member Only information.

Dorte reported that she enjoys making the posters;  Next year, our fees will increase due to our “connection “, Marina, at the West Van School Board Print Shop going on a leave of absence.

Business Arriving from Minutes:

Outstanding Society Act; we are no longer a registered Society.  There were no changes on this during this year.  One advantage of registering is Director’s and Liability Insurance.  There is a lot of work to the formalized process.  Now, we meet the requirements, perhaps we don’t need to actually formalize the process.  One advantage is to keep our name secure.  Veronica made a motion that the President research advantages and disadvantages of being a Society and report back at the General Meeting in the Fall.

Elections:  

Expand the Executive to Vice-President..? Kirstin moved to have VP; Cathy 2nd;
President:  Melinda Hainsworth (one year left)
Vice President:  Sheron Johnson is acclaimed (2 years) and resigned from Secretary.
Secretary: Fran Martin is acclaimed
Treasurer:  Bob Sokoloski is acclaimed
BCCF Liason: Cathy van Tassel is acclaimed
Sunshine:  Marion Mills is acclaimed
Hospitality:  Domenica Tedaldi is acclaimed
Congratulations to all new Executive Members!

New Business

Kathaumixw Tour Sunday, July 11th.  Aaron is producing for HSPAA.  Harpa and Veronica will help arrange billeting (2/home) for the choir from the Phillipines.  Aaron will contact STSS members in June regarding this.  Billeting families will receive 1 ticket to the concert each.  HSPAA is also responsible for providing a dinner and Aaron is looking for volunteers, perhaps to provide food, or just to serve.

Compensation for Seattle drivers; all members received $25 to give to the driver.

Discussion Items:

Retreat: returning to Camp Jubilee for end of September approved: 12; 0 against.  We will book in advance so that there may be a possibility of staying in main house and using basement room for more space.

Road trip; open to every 2nd year or hosting

“once a month” community outreach.  Hilltop and Renaissance well-received and members in favour; Continue

Rehearsal attendance; Webmaster or Captain could be provided with conductor’s Lesson Plan after the rehearsal. Member is responsible for finding out what was missed

Social engagements; when someone new joins, members can personally take on welcoming/retaining members;

Pub invitation can be more formal.

Rehearsal and concert venues; Kirstin would like Mine as a consideration every 3-4 years; Church lovely, piano lovely;

Colleen has decided to step down as accompanist.  She feels the need to be more present with her boys.

Francine’s idea for fundraising: provide demo tape to restaurant; perhaps it can be a marketing tool for Valentine’s Day, etc.

Adjourn: moved by Veronica 2nd: Cathy

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