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Arkansas School Band and Orchestra Association

Minutes – ASBOA Executive Board Meeting Thursday, May 31, 2018

Arkansas Tech University – Doc Bryan Multipurpose Room 242 – 10:30 AM Draft Updated – 7/26/2018

Call to Order – Kara Reynolds, President 2017-2018 Invocation by Grant Brinkle followed by a moment of silence for colleagues, students, family, and friends that we have lost during this past school year. Roll Call by self-introduction Kara Reynolds, President 2017-2018; Greg Bruner, President 2018-2019; Dewayne Dove, 1st Vice President; Matthew Teague, 2nd Vice President; Tammy Sangster, Mark Tenney for Doug Blevins, Julie Konzelman, Keith Matthews, Board Members; David O. Stuart, Sr., Parliamentarian; Ken Williams, Immediate Past President; Julia Reynolds, Executive Secretary-Treasurer Region Chairs – Mike Burkepile, State Orchestra Chair; Casey Buck – South Orchestra; Benji Wilson – North Orchestra; Jay Chipman – I; Sara Jo Morris – II; Gregg Scott – III; Meghan Langley – IV; Richie Williams – V; Tim Hendrix – VI; Jim Spillars for Chris Shelby – VII; Christopher Ha for Kristen Shepherd – VIII; Tina Cornwell – IX; Executive Advisory – Cathy Williams, Trey Reely, Grant Brinkle, Omar A. Taweel, Ken Williams, David O. Stuart, Sr. Julia Reynolds introduced ASBOA Administrative Assistant Joseph Gearhart and ASBOA office assistant Brenda Short and expressed gratitude for their ability to handle the details for the membership and students with servants’ hearts. 2017-2018 President Kara Reynolds expressed appreciation to Ken Williams (President 2016-2017), David O. Stuart, Sr., the entire Executive Board, and Julia Reynolds. Kara then turned the meeting over to Greg Bruner, 2018-2019 President. Greg Bruner expressed appreciation on behalf of the board for the addition of her expertise to countless areas of operation. Explanation of voting procedure – David O. Stuart, Sr., Parliamentarian

AGENDA

Executive Secretary-Treasurer, Julia Reynolds, presented the 2017-2018 ASBOA Financial Report as of May 30, 2018. There were no questions. Action: Accepted Regions II, III, IV, V, VI, VII, IX, South, and North are Complete as of July 26, 2018 STILL OUTSTANDING REGION I

• Senior High Concert Audition and JR Jazz/SR Concert Clinic Sanction Forms REGION VIII

• Mansfield Solo and Ensemble medal payment – said had been sent in April, but has not been received

COMMITTEE REPORTS

State Marching Contest – Clay Hooten (Committee Member) for Jon Shultz, Chair Arkansas State Concert Contest Qualifications: High School Ensembles that earn a 1st or 2nd Division at Region Concert Assessment When: Date to be determined by ASBOA Executive Secretary and AAA Officials Cost: $350 plus the cost of an audio recording that would be handled through an independent contractor that would secure mechanical rights to the recordings.

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For State Contest each ensemble would:

• Compete by ASBOA classification only • Perform once • Perform for 3 highly qualified judges • Ensembles perform for comments and ASBOA Ratings

Schools that earn a 1st Division at State Marching and Concert Contest would receive a State Level Sweepstakes Award (each school would have to pay for this award). In addition, ensembles would have the option to be considered for Honor Ensemble in their classification. It would NOT be a requirement to participate in this event. To enter, each school would be required to obtain permission from their administration to ensure their administration understands the responsibilities of being selected. This could be done via signature on the application. Rationale: This system allows all of the Honor Ensemble Performances to be judged in real time. Each ensemble can be heard in the same venue, with the same acoustics. With the current system, not everyone has the opportunity to perform in quality venues with high quality recording equipment. This will help level the playing field acoustically. This will also allow the judges to have musical scores available while they are evaluating the ensembles. This will help make the Honor Ensemble process more educational for EVERYONE involved. Judges will be able to provide feedback, and give each educator tools to improve their teaching techniques. Awards:

• The Awards Ceremony for said classification immediately follow its conclusion • 1st Division Plaque for each ensemble that earns one • Reserve Honor Ensemble (2nd Place) • Honor Ensemble –This ensemble would receive an invitation to perform at the State Concert Contest the following year.

Each Honor Ensemble would perform at the end of their classification before the awards. This ensemble would only be able to play their contest program for comments and an ASBOA rating. They would also have the right to add 2 selections to their program that would not be judged. If the director of the ensemble changes, the Reserve Ensemble would be given the opportunity to perform as the Honor Ensemble.

• After being selected as Honor Ensemble, ensembles must wait 2 years before they can enter again. Hosting

• There will be one site • Each year during the Summer Board Meeting, schools will present to the Executive Board to earn the honor of hosting du • Locations will be voted on by the Board • Factors considered for hosting:

o Facilities – Quality of Venue and Warm-Up Area o Staffing o Announcing o Seating Capacity o Date- o Media Coverage o Security o Custodial Services o Judges Lounge o Gate

• Host duties will include: o Maintaining the facilities o Staffing the contest o Securing recording company that can deal w/copyrights o Securing ads for program

• ASBOA will handle all school payments • ASBOA receives all money from entry fees and 20% of profits from ad/program sales • The host will receive all of the profit from t-shirt sales, 80% profit from ad/program sales (this cut will come after the

cost of the programs is paid), and recordings. Financial Potential: ASBOA Potential: Over the last 2 years 40 ensembles have entered the Honor Ensemble Competition and 60 bands competed at the State Marching Contest. We think the average number of ensembles that could participate is 50. $ 350 x 35 Ensembles $12,250.00 Revenue Approximate Cost to ASBOA Judges’ Honorariums $3,000 Airfare and Mileage $1,200

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Hotels $ 900 Food $ 500 Office Supplies $1,000 Total $6,600 $12,250 - 6,600 $ 5,650 Profit It will be the responsibility of the State Committee to secure donations for the plaques for this event. Profits for this event could be used for, but not limited to:

• All-State Clinicians’ Fees • Help offset venue costs for State Marching or Concert Contest • Raise honorariums for Region Clinicians and Adjudicators • Fund All-State facilities • Update the technology in the ASBOA Office • Help endow the Brandon Scholarship

Motion: State Marching Contest Committee meet with the Honor Ensemble Committee and report to the Executive Board Meeting at ABA. K. Williams/G. Brinkle For – Unanimous Board Recommendation: Do Pass to send to both committees Rationale: The proposal crosses over into the duties of the Honor Ensemble Committee in regard to the selection of Senior High Honor Ensembles. The selection and performances for Junior High Ensembles should remain the same. Committee Report Action _____________

State Jazz Committee – Clay Hooten, Chair The Jazz Committee with the support of Arje is recommending to the board to have the All-State Jazz Clinic during the same time as the concert bands, orchestra, and choirs. The All-State clinicians that we invite to work with our kids almost unanimously mention that they don’t come across our situation anywhere else in the United States. It is very hard to produce the quality expected by these clinicians in a one day rehearsal. The literature has to be adjusted as well as the number of tunes played on the concert. No other group besides Chamber Orchestra has a one day clinic. For these reasons and more we are asking for students to choose what group they will perform in if they make more than one musical ensemble. The students will still be acknowledged for making more than one group. Jazz Band II would rehearse across the street from the Convention center in the Webb Community Center. Jazz band I would rehearse in the Maxwell Blade Malco Theatre one block from the Convention center. This would add 46 new spots for students at All-State and generate revenue of $690.00. The following is a Saturday proposed concert schedule: Saturday Dress Rehearsal 8:30-9:30 for Jazz so equipment can be moved to arena 8:30-10:15 for all other groups Jazz II Concert 11:00 pm (arena) Jazz I Concert 11:45 pm (arena) Orchestra 12:30 pm (arena) Concert Band 1:30 pm (arena) Symphonic Band 2:30 pm (arena) Wind Ensemble 3:30 pm (arena) Amend: Send times and locations of concerts to State Jazz Committee and Music Conference Board. Vote on changing the Jazz Clinic to a three day event separately. K. Reynolds/O. Taweel For – Unanimous Board Recommendation on Amendment: Do Pass Rationale: Location and times need further study. Music Conference Board needs to consider best alternatives. Committee Report Action _____________ Remainder of original motion: The Jazz Committee with the support of Arje is recommending to the board to have the All-State Jazz Clinic during the same time as the concert bands, orchestra, and choirs. The All-State clinicians that we invite to work with our kids almost unanimously mention that they don’t come across our situation anywhere else in the United States. It is very hard to produce the quality expected by these clinicians in a one day rehearsal. The literature has to be adjusted as well as the number of tunes played on the concert. No other group besides Chamber Orchestra has a one day clinic. For these reasons and more we are asking for students to choose what group they will perform in if they make more than one musical ensemble. The students will still be acknowledged for making more than one group. Jazz Band II would rehearse across the street from the Convention center in the Webb Community Center. Jazz band I would rehearse in the Maxwell Blade Malco Theatre one block from the Convention center. For – 15 Against – 8 Board Recommendation: Do Pass Rationale: All agreed that the three-day clinic would allow for the jazz students to have a more indepth clinic. Some still wanted students to have the opportunity to do both jazz and concert. Action _____________

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Concerning Still in Committee -

2-1. Jazz Drum Set Guide: Neal Moss presented a revised drum set guide for All-Region and All-State drum set audition packets. N. Moss/A. Brown Rationale: The cymbal and hihat notes on the current drum set guide are not notated in a way that a student would normally see them written in drum set music. While I understand there is a guide to the notation on the current sheet, I feel it is a good idea to revamp this so that it is more “readable” and consistent with other printed drum set music. The attached drum set guide has the changes notated. NO CHANGES WERE MADE to any of the expected patterns. They were just changed to clean up their notation. For – 27 Against – 0 Abstain – 0 Region Recommendation: Do Pass Motion: Refer to All-State Jazz Band Committee R. Loretz/M. Williamson Board Recommendation on Motion to Refer to Committee: Do Pass Rationale: Notations vary from publisher to publisher so students still must be able to adapt when reading new music. The current senior high and proposed junior high music follows the current drum set guide. Need to get input from the All-State Jazz Committee.

From the Jazz Committee – Recommend Do Not Pass Rationale: Although similarities exist, there is no standardized format. Students need to be able to read and perform from guides from various publishers, arrangers, and composers. Against – Unanimous Board Recommendation: Do Not Pass Rationale: Agree with Jazz Committee Action _____________

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2-2. Brushes for Drum Set Requirements: Neal Moss presented a proposal to include a “brushes” pattern on the All-Region and All-State drum set guide as a possible pattern to play for auditions. N. Moss/H. Hinesley Rationale: Most all clinicians program some piece that calls for brushes (either a ballad, laid-back swing, etc…). This will push the students to work with this very common requirement for jazz drum set playing as it is very likely they will need to perform it at a clinic. Attached is a sample brushes pattern that I feel would work well in the drum set guide. For - 25 Against - 0 Abstain - 0 Region Recommendation: Do Pass Motion: Refer to All-State Jazz Committee R. Loretz/M. Williamson Rationale: Need to get input from the All-State Jazz Committee to see if they feel there is a need for the addition of a brush pattern.

From the Jazz Committee – Recommend Do Pass For – 16 Against – 2 Abstain – 5 Board Recommendation: Do Pass Rationale: Agree with Jazz Committee Action _____________

R E G I O N P R O P O S A L S Orchestra – Mike Burkepile, State Chair

O-1. Add the following to the ASBOA constitution in Section VIII.D.10 and Section IX.I.A after both appearances of the word “detache”: “(smooth and connected, but not slurred).” S. Hughes/C. Pinkston Rationale: At auditions each year, some students play the scales in a staccato style, because the word detaché looks so similar to the word detached. Including the additional text helps to clarify the specified style and avoid confusion. Motion passed unanimously

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Orchestra Recommendation: DO PASS Amend: Change from Section VIII.D to VIII.E. C. Buck/C. Williams Rationale: Make correction. For – Unanimous Board Action on Amendment: Do Pass Motion as Amended: O-1. Add the following to the ASBOA constitution in Section VIII.E.10 and Section IX.I.A after both appearances of the word “detache”: “(smooth and connected, but not slurred).” For – 21 Against – 0 Abstain – 2 Board Recommendation: Do Pass Rationale: Agree with Orchestra for clarification Action _____________ O-2. Only alto clef for viola, and only bass clef for cello and bass, should be used when selecting and/or writing sight-reading for both region and state orchestra auditions. S. Hughes/C. Pinkston Rationale: Most students at the all-state level are just beginning to explore playing in alternate clefs, or may not have even been introduced to them yet. Our current all-state audition material does not use alternate clefs for this reason. Though treble clef for viola and tenor or treble clef for cello and bass are typically used in more advanced solo and orchestral literature, this would pose a considerable challenge for students when sight-reading. Motion passed unanimously Orchestra Recommendation: DO PASS Motion to Amend: Include ‘only treble clef for violin.’ T. Cornwell/M. Tenney Rationale: Include all auditioned string instruments. For – 10 Against – 12 Abstain – 2 Board Action on Amendment: Recommend Do Not Pass Rationale: Orchestra directors explained that choosing a clef other than treble for Violin would not be considered, therefore did not need to be included in the motion. Action _____________ Action on Original Motion: O-2. Only alto clef for viola, and only bass clef for cello and bass, should be used when selecting and/or writing sight-reading for both region and state orchestra auditions. For – 22 Against – 1 Board Recommendation: Do Pass Rationale: Original rationale from orchestra directors. Action _____________ O-3. Amend the ASBOA Constitution, Section VIII (Region and All-State Clinics), section E, line 22 to read: “String players must be enrolled as a string player in an ASBOA member school’s music class during the school day. All rules and regulations apply to the student. A director/teacher in that school must declare responsibility for the student, which includes registration and filing of all forms and entry fees by requested deadlines.” This language is also contained in Article III, Section C under eligibility. K. Rulli/S. Hughes Motion to Amend: Section VIII, section E, line 22: “Orchestral string players must be enrolled in an ASBOA member school’s orchestra class during the school day. All rules and regulations apply to the student. A director/teacher in that school must declare responsibility for the student, which includes registration and filing of all forms and entry fees by requested deadlines.” J. Michaels/K. Keiser Rationale: Band and choir do not have individual members. The individual string membership was originally included as a way to populate the all-region and all-state orchestras when the number of orchestra programs and their enrollment numbers were significantly lower than they are currently. Since the individual string members must first make contact with ASBOA, it is also difficult to communicate with them well enough in advance to inform them of eligibility guidelines, audition procedures, and clinic procedures. We have experienced problems with proper chaperoning of individual string players, validating students’ eligibility, rehearsal attendance, and tardiness. The potential for miscommunication and accountability opens us up to liability issues. Vote in favor of the amended wording: For – 17 Against – 1 Abstain – 4 Vote in favor of amended motion: For – 14 Against – 3 Abstain – 4 Orchestra Recommendation: DO PASS Substitute Motion: Orchestra string players must be enrolled in an ASBOA organization and meet all of the eligibility requirements thereof. D. Dove/O. Taweel For – Unanimous Board Recommendation on Substitute Motion: Do Pass Rationale: Students who are members of ASBOA member bands should still be allowed the opportunity to participate in ASBOA events on strings. Action _____________

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O-4. Strike the following wording from Article VII, Section A (Annual School Participation Fee): “Individual Orchestra String Membership (In schools where there is no string program, individual string players who are not members of an ASBOA Band may pay an individual membership fee to be eligible to participate in ASBOA sponsored events.” K. Rulli/L. Maybry Rationale: This language is no longer needed (see XIV). For – 18 Against – 0 Abstain – 3 Orchestra Recommendation: DO PASS For – Unanimous Board Recommendation: Do Pass Rationale: If O-3 passes – no longer needed. Action _____________ O-5. Strike Article III, Section C from the ASBOA Constitution. K. Rulli/L. Maybry Rationale: This language is no longer needed (see XIV) For – 16 Against – 0 Abstain – 5 Orchestra Recommendation: DO PASS For – Unanimous Board Recommendation: Do Pass Rationale: If O-3 passes – no longer needed. Action _____________

North Orchestra – Benji Wilson, Chair; Kari Keiser, Secretary; Curtis Hansen, Treasurer No Proposals

South Orchestra – Casey Buck, Chair; Megan Guthrie, Treasurer

No Proposals

Region IX – Tina Cornwell Chair; Nathan Cunningham, Secretary-Treasurer

9-1. To play one Major scale, one minor scale, and the proposed chromatic scale by memory for every wind instrument at region and state tryouts C. Hooten/D. Barkhimer Rationale: Students need to learn the full range of their instrument and all of the notes and fingerings. Students would know every year that they have to play the chromatic scale. Many band forums have been asking for this. Many university teachers are in full support of this proposal. Ray Chappa from Houston Texas who teaches clarinet workshops in many of our Arkansas schools said it best. “I’m not making them learn the chromatic scale, I’m making them play all of the notes on their horn”. For – 35 Against – 4 Abstain – 4 Region Recommendation: DO PASS Motion: Send to Clinic Audition Materials Committee G. Scott/R. Williams For – Unanimous Board Recommendation to Send to Committee: Do Pass Rationale: May be considered for the next revision of the material. Committee Report Action _____________

9-2. A change to require high school students to play the harmonic form of the minor scale for region and state auditions (currently students are required to play the natural minor form).

ASBOA Constitution, Section VIII, E. Audition Procedures, 4…… Senior High band students will be required to know all the major and minor scales (natural form ONLY – ABA 2011) and a designated chromatic scale

Change to read: 4……..Senior High band students will be required to know all the major and minor scales (harmonic form ONLY – ABA 2011) and a designated chromatic scale Also, 6. Students will be required to play one flat scale, one sharp scale and one minor scale, with the following exceptions: the C major scale and/or the chromatic scale may be required in lieu of one or both majors scales. (Revised ABA 2000) Wind and percussion players may only play the natural form of the minor scale(s) asked At All-Region/All-State auditions. (Revised ABA 2011) Orchestra strings are required to play melodic minor scales. Change to read: 6. Students will be required to play one flat scale, one sharp scale and one minor scale, with the following exceptions: the C major scale and/or the chromatic scale may be required in lieu of one or both majors scales. (Revised ABA 2000) Wind and percussion players may only play the harmonic form of the minor scale(s) asked At All-Region/All-State auditions. (Revised ABA 2011) Orchestra strings are required to play melodic minor scales. M. Wells/J. Church Rationale: The purpose for learning scales is to practice patterns that occur most often in music. In music written in a minor key, the harmonic minor is the most commonly used. This would make our scales better prepare our students for patterns they encounter in music. For – 38 Against – 1 Abstain – 4

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Region Recommendation: DO PASS Motion: Send to Clinic Audition Materials Committee G. Scott/R. Williams For – Unanimous Board Recommendation to Send to Committee: Do Pass Rationale: May be considered for the next revision of the material. Committee Report Action _____________

9.3 - A change to require junior high students to play the harmonic form of the minor scale for region and state auditions (currently students are required to play the natural minor form). M. Wells/S. Strickland Rationale: The purpose for learning scales is to practice patterns that occur most often in music. In music written in a minor key, the harmonic minor is the most commonly used. This would make our scales better prepare our students for patterns they encounter in music. For – 35 Against – 4 Abstain – 4 Region Recommendation: DO PASS Motion: Send to Clinic Audition Materials Committee K. Reynolds/D. Dove For – Unanimous Board Recommendation to Send to Committee: Do Pass Rationale: May be considered for the next revision of the material. Committee Report Action _____________

Region VIII – Kristen Shepherd, Chair; Christopher Ha, Secretary

8-1. Change in the bylaws the deadline for State Marching Assessment entry fee. K. Beirne/J. Uhrich Rationale: Right now, the way the bylaws read is that only school that don’t qualify with a I or II at region assessment may get a refund for their state marching entry fee. If someone that makes a I or II and decides not to go due to extenuating circumstances or they feel their band still is not ready, would lose their entry fee because it is due before the qualifying region assessment. For some programs, $350 is a large portion of money that could go towards other areas if they chose not to go. For – 35 Against – 0 Abstain – 7 Region Recommendation: DO PASS For – 1 Against – 20 Abstain – 3 Board Recommendation: Do Not Pass Rationale: The fee is $300 and, yes, is a large portion of money. However, the schedule must be made well in advance. Extenuating circumstances can already be appealed. Any band that is scheduled to perform at the state contest, regardless of whether they made a I or a II at region, can benefit from the comments of the national adjudicators. The students and directors would also have the opportunity to see and hear many fine bands. Action _____________ 8-2. Centrally locate ASBOA All-State Auditions to within a 35-mile radius of Little Rock each year. This even will be hosted at an appropriate venue. Examples: high school, college campus, large church, or convention center. J. Sillavan/L. Davis Rationale: Our school districts are responsible for being good stewards of Arkansas tax dollars. A central location will allow schools the opportunity to save money on transportation, hotels, substitute teachers, and meals for staff and students over long distances that require an overnight stay. Districts with budgets that are already stretched can save money and use it for other necessities. (Ex. Equipment repairs, upgrades, or new purchases; music library; or adjunct teacher.) While some may say, “Wait…it’s not fair, we have to travel every year and some schools won’t have to.” The average distance of travel for each school should be less, and the number of groups that must (not the ones that want to) stay overnight should be fewer. Therefore, saving tax dollars. This activity should be student driven. It seems difficult for administrators and parents to believe that the students’ best interests are being met, when kids are bussed across the state, (sometimes 6 hours or more each way) just to make it easier on a local grouping of schools that want to stay closer to home or to make it seem fair to college campuses that may want to hose the auditions. For – 39 Against – 2 Abstain – 4 Region Recommendation: DO PASS No Action – Music Conference Board Decision 8-3. To parallel the ASBOA State Marching Championship, I submit the official title of the proposed “ASBOA State Concert Assessment” be changed to the “ASBOA State Concert Band and Orchestra Championship.” R. Smith/B. Reeves Rationale: In accordance with the ASBOA State Marching Championship I also submit that a rubric and scoring system be devised similar to the scoring system used at the ASBOA State Marching Championship where competing performing ensembles are scored on a point system of 1-100, and then ranked within ASBOA classification from high score to low score. The performing ensemble with the highest combined adjudicator score from each classification would then be crowned the ASBOA State Concert Band and Orchestra Champion and be invited to perform the following year as the honor ensemble at the Arkansas All-State Music Conference. To eliminate the opportunity for any impropriety, favoritism by association or reputation, or tampering, I also propose that performing ensembles be scheduled for performance times in random order with each classification, that adjudicators be placed behind a screen to avoid visual contact of the preforming ensemble, and that all information that an adjudicator would have access to identifying the performing ensemble (i.e. adjudication score sheets, music scores, public address announcements, etc.) be identified by a random identification number similar to the procedure for all region and all state auditions. For – 30 Against – 3 Abstain – 14 Region Recommendation: DO PASS

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Motion: Send to State Marching Band Committee R. Williams/T. Sangster Board Action on Send to Committee: Do Pass Rationale: Many details are listed in the rationale that are not a part of the proposal. This should be considered with the State Concert Contest proposal. Committee Report Action _____________ 8-4. Revise the senior high playing order at region concert assessment to: D; N1; N2; N3; A; AA; DDDD-AAAA; DDDD-AAAAA; DDD-AAAA; DDD-AAAAA; DD-AAAA; DD-AAAAA; AAA; 10-AAAA; 10-AAAAA; 11-AAAA; 11-AAAAA; AAAA;AAAAA G. Manley/A. Clark Rationale: Under the current format, AA bands, many with small numbers and limited instrumentation, must follow DDDD and DDD groups from large schools that have full instrumentations. Recent examples of this include a 17 piece AA band with a sparse instrumentation immediately following a 90 piece full ensemble of AAAAA students. For – 47 Against – 0 Abstain – 1 Region Recommendation: DO PASS No Action – We begin AAA 7A Classification System this year

Region VII – Chris Shelby, Chair

7-1. That ASBOA provide a statement in the ASBOA constitution that clearly states its position regarding the participation of special needs students in the annual ASBOA schedule of competitive events. O. Taweel/J. Ford and C. Church Rationale: PER Omar Taweel - I have a blind student who auditioned for the junior high all region clinic. He does not read Braille music but learns by rote in his weekly private lesson. However, he cannot do the sight-reading portion of the tryout. His parents felt that there should have been a modification to his tryout because of his special need. With the level of modification that schools do to provide services for special needs students, I think it would be prudent for the ASBOA to make very clear its stance regarding special needs students’ participation in our annual schedule of competitive events. It has generally become accepted in our culture that if one has a special need or situation that accommodations are to be made. In explaining these types of situations to band parents it would be helpful for a director to have a definite statement from the ASBOA to support why or why not a student may or may not be allowed to participate in one of the ASBOA’s competitive events. For – 26 Against – 0 Abstain – 5 Region Recommendation: DO PASS Motion: Send to Executive Advisory Committee to Develop Statement K. Reynolds/D. Dove For – Unanimous Board Recommendation to Send to Committee: Do Pass Rationale: Students have a right to participate in music, but interscholastic competition is considered a privilege. Enlarging sight-reading music has been allowed because it does not, in effect, alter the process. Modifications can be made, but cannot fundamentally alter the character of the competition. We need a clear statement in our constitution. Committee Report Action _____________

Region VI – Timothy Hendrix, Chair; Wayne Root, Secretary; Matt McCool, Treasurer

6-1. I propose the ASBOA S&E Assessment Entry Cover be modified to clarify, simplify, and facilitate the gathering of information during the solo and ensemble entry process. In addition, the form could be used by the host to gather the initial number of solo/ensemble entries from each participating school for the purpose of contacting judges for the event. G. Vera/N. Moore Rationale: Each year, the ASBOA S&E host has the monumental task of gathering information from directors. Some communication gets lost in the sea of emails received daily by the host and current forms do not sufficiently obtain the critical data needed. For – 28 Against – 0 Abstain – 2 Region Recommendation: DO PASS No Action Needed – Being Handled 6-2. Change meal per diem for clinicians and judges from $4 for breakfast, $4 for lunch, and $7 for dinner to $10 for breakfast, $10 for lunch, and $20 for dinner. J. Taylor/B. Rowan Rationale: The current meal reimbursement is outdated, as most restaurants don’t even have meals on their menus under $7 and our current per diem has not been updated since 1996. Raising the per diem will allow freedom for judges/clinicians to pay for meals. For – 30 Against – 0 Abstain – 0 Region Recommendation: DO PASS Motion: Send to Executive Advisory Committee K. Reynolds/D. Dove For – 22 Against – 2 Board Recommendation to Send to Committee: Do Pass Rationale: The Executive Advisory Committee would like to be able to raise the honorarium and/or the meal per diem for clinicians and adjudicators, however, there is not sufficient balance for some regions at the end of Jazz Clinic and/or Concert Assessment (especially when there is more than one date). Committee Report Action _____________

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Region V – Richie Williams, Chair; Peggy Jeffries, Secretary; Grant Harbison, Treasurer

5-1. Bands at State Marching Contest must meet one of the two following criteria to earn 1st place at that event: 1. There must be at least 4 bands in that class OR 2. At least one band in that class must earn a First Division (Superior). If any band earns a First Division, then all awards

for that class will be presented. T. Hogard/G. Bruner Rationale: There are 3 places in each class. It is not logical nor fair to bands in larger classes for a band to be guaranteed a place just for showing up to an event that we are trying to make prestigious. The way contest is structured now, in some classes, bands can show up, play one tune (as poorly or as well as they wish), march off and win 1st place and be declared State Champion down to 3rd place. For – 37 Against – 5 Abstain – 11 Region Recommendation: DO PASS Motion: Send to State Marching Contest Committee K. Reynolds/G. Scott For – Unanimous Board Recommendation to Send to Committee: Do Pass Rationale: Would like to have insight from the State Marching Contest Committee. Committee Report Action _____________

Region IV – Meghan Langley, Chair; Tony Luzzi, Secretary-Treasurer

No Proposals

Region III – Gregg Scott, Chair; Rachel Loretz, Secretary-Treasurer

No Proposals

Region II – Sara Jo Morris, Chair; Devin C. West, Secretary; Scott “Rudy” Villines, Treasurer

2-1. Change the wording in the ASBOA Constitution in Article VIII, Section A, #1 to the following: “A committee of at least three (3), including the Region Chairman and the host director, shall have the authority to select and contact judges for region events. In regions where there are two different sites and dates, the judging panel does not have to be the same. (ABA 2016)” T. Show/R. Villines Rationale: This allows the region to select its own judges for ALL region events including Concert Assessment. If a region can select its own judges for marching assessment, it should be able to select its judges for concert assessment. There is a large list of ‘qualified’ judges to choose from, but the same few are called each year to assess. Letting the region pick would ensure that a variety of judges are chosen and allow for some less experienced or even new judges to gain valuable experience. For – 22 Against – 5 Abstain – 7 Region Recommendation: DO PASS For – 1 Against – 22 Board Recommendation: Do Not Pass Rationale: Eight region assessments on the same date decreases the available pool. New adjudicators are incorporated when available. 2-2. An ensemble who cancels (or is disqualified) within 15 days of region marching assessment or concert assessment will still owe the full entry fee for the event (including late fees, if applicable). The director of a group can petition the ASBOA Executive Director to waive the fee if they feel the circumstances warranted cancellation. The ASBOA Executive Director will notify region chair of the decision. R. Villines/N. Moss Rationale: This will make it very clear to all directors and region officers how they are supposed to handle cancellations or disqualifications. Currently I cannot find where this is spelled out in the constitution. For – 35 Against – 0 Abstain – 4 Region Recommendation: DO PASS Motion to Amend: Change Executive Director to Executive Secretary. R. Williams/K. Matthews For – Unanimous Board Recommendation on Amendment: Do Pass Action _____________ Motion as Amended: An ensemble who cancels (or is disqualified) within 15 days of region marching assessment or concert assessment will still owe the full entry fee for the event (including late fees, if applicable). The director of a group can petition the ASBOA Executive Secretary to waive the fee if they feel the circumstances warranted cancellation. The ASBOA Executive Secretary will notify region chair of the decision. For – Unanimous Board Recommendation: Do Pass Rationale: In practice, but will be in writing. Action _____________

Region I – Jay Chipman, Chair; Mary Poppelreiter, Secretary; Kris Smith, Treasurer

1-1. Because we now have a State Marching Competition and not just a Region Marching Assessment, we recommend that the State Marching Competition mean something more than a t-shirt and a trophy. We would like for State to remain optional because many schools may have an issue with the date or may not have the funds to attend the State Marching Championship. However, we believe that if a band receives a 2nd division at Region and still chooses to perform at State, that band should be

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eligible to receive a sweepstakes trophy at the end of the year from ASBOA if they earn a 1st division rating at the State Marching Assessment. L. Leggitt/K. Blakemore Rationale: We base an entire year’s success or failure on one set of judges’ opinions on one day. Having this rule in place would provide a needed second chance to push the students to reach their full potential. It also validates our State Competition by allowing it to count for something within the ASBOA sweepstakes process. For – 26 Against – 2 Abstain – 8 Region Recommendation: DO PASS Motion: Send to Constitution/By-Laws Committee K. Reynolds/K. Matthews For – Unanimous Board Recommendation to Send to Committee: Do Pass Rationale: Requires a Constitutional change Committee Report Action _____________

NEW BUSINESS NB-1. Section VI. A. Each organization is to play three numbers for concert performance in Region and State assessment. Each band must play a march; each orchestra may play a piece from any source in lieu of the march. No two selections may be by the same composer. After “No two selections may be by the same composer,” add “or arranger.” K. Reynolds/T. Sangster For – Unanimous Board Recommendation: Do Pass Rationale: Documented in other places, but not in this place in the constitution. Action _____________ NB-2. Include statement in eligibility addressing our inclusion of home school students according to the law and the rules and regulations of AAA. D. Dove/K. Reynolds For – Unanimous Board Recommendation: Do Pass Rationale: Currently follow AAA’s guidelines, will add to constitution. Action _____________

STILL IN COMMITTEE S-1. Add “Other” to the error card and include a written stipulation of “no mutes will be allowed to be used during tryouts” on the tryout information sheet. Motion passed B. Osman/G. Bruce Rationale: For: Against: Abstain: Region Recommendation: Do Pass Rationale: Adding “Other” to the card opens the door to a variety of comments being added. Possibly add “No mutes allowed during tryouts” to a string specific error card. Motion: Send to All-State Audition Procedure Committee. Still in Committee

Special Distinguished Performance Series Committee – Jon Shultz, Chair Concerning - Region II #2. To create an Arkansas Distinguished Performance Series. The purpose will be to select the most outstanding concert performances from Concert Assessment in the current school year in the following classifications:

Class 7E-8EEEE Class 9E-9EEEE Junior High Orchestra Class A-AAA Class AAAA Class AAAAA High School Orchestra

These recordings would be made available to all Arkansas Band Directors. This set of recordings would serve to honor truly great performances at concert assessment and also to begin a set of reference recordings for band directors. Also, it would serve to preserve the discography of great bands from our state.

Each classification would be represented by up to 3 marches and 5 selections from our music list (The judging panel will decide on the exact number from year to year. It is totally dependent on the number of participants and quality of submissions). Orchestras could have could have up to 4 selections in each of the 2 classifications.

Each school may only have one recording per year on the compilation. If 2 pieces are selected, the band director will choose which recording will be included in the series. The next runner up will then be added to the set. The submission process will be the following: 1. A band that wants to be considered for the Distinguished Performance Series must receive a composite 1st Division at Region Concert Assessment

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2. Bands that meet this requirement will be allowed to submit a recording of their march and a contest piece to the committee. The recording must be live, unedited, and cut at the concert assessment. In the case of multi movement works, the director will be able to submit the entire work or individual movements. This decision must be made at the time the director fills out the application. 3. Submissions will be heard anonymously by a panel of 3 trained adjudicators that are not teaching, in any capacity, an ensemble that is currently submitting in that classification. The ASBOA Executive Secretary will be charged with hiring 2 panels:

- Junior High 7E-9EEEE - High School A-AAAA

4. The panels will meet the 1st week of June (exact date to be determined by the Executive Secretary). Using an ASBOA approved rubric, the committee will rank the submissions. Honorees will be notified and the recordings will be made available to the membership. Accolades If an ensemble is selected for the Distinguished Performance Series they will be granted the following accolades: 1. The group will be included on the album for the respective year. 2. Each ensemble will receive a plaque to commemorate the achievement. 3. Each group will be recognized in some capacity at ABA that summer.

Funding The main reason for the classes to be broken down into this manner is the financial stability of the project. Here is the number of bands that would have been eligible over the past 3 years.

2012 7E-8EEEE 32 9E-9EEEE 28 A-AAA 27 AAAA 22 AAAAA 38 2013 7E-8EEEE 39 9E-9EEEE 30 A-AAA 27 AAAA 25 AAAAA 40

Here is an average of the number of eligible bands over these years: 7E-8EEEE 36 9E-9EEEE 29 A-AAA 27 AAAA 24 AAAAA 39

The financial model used below is based upon only 50% of the eligible bands participating in the event; and, lends these figures: 7E-8EEEE 20 9E-9EEEE 15 A-AAA 14 AAAA 13 AAAAA 20

Based upon current ASBOA honorariums and reimbursements, this would be the current financial status of this project. 6 Judges (Both Panels) Honorarium $135 x 6 judges x 2 days $1,620 Travel $.33 x 300miles (avg) x 6 people $ 594 Hotel $110 a night x 6 people $ 660 Meals $15 a day x 6 people x 2 days $ 180 Total Expenses for judges $3,054 Plaque for group that is selected *$50 x **40 plaques $2,000 * This is per the current rate we currently get on Assessment Plaques **This would be the maximum number that would be selected in a given year…it could be a significant number less

Mechanical rights for CD copyright is on average $.12 per musical work per copy $.12 x 40 musical works= $4.80 per CD x 400 CD’s = $1920

Total Expenses Judges $3,054 Plaques $2,000 Distribution $1,000 Copyrights $1,920 Total $7,974

If each group paid $150 to participate in the project, that would generate $12,300 in revenue. This would leave a surplus of $4,326.

Surplus Money The surplus money would be set aside in a fund for 3 years. If the project proves to be financially stable after this three-year period (this will be determined by the Executive Advisory Committee) the surplus shall go towards a commissioning project. A committee will be formed to commission musical selections annually (or a designated time period named by the committee) in the name of ASBOA or anything else the committee deems appropriate.

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Government This project should be governed by a committee that is appointed by the Executive Advisory Committee that will be charged with, but not limited to, the following actions:

- Create entry forms and information packets for the project - Set rules and regulations concerning entry procedures - Set all entry deadlines - Keep track of all fiscal information to keep the project from losing money

For – 31 Against – 0 Abstained – 2 Region Recommendation: Do Pass

Board Recommendation: Motion: Send to Executive Advisory Committee Executive Advisory Committee asked for Special Committee to address this project. Rationale: Very interested in establishing reference recordings by outstanding Arkansas bands. Distinguished Performance Series Committee Report The committee met to discuss the proposal for the Distinguished Performance Series. After looking at the proposal and the recommendations of the Executive Advisory, the committee has decided to draft a finalized version of the proposal by January. At this time the proposal should be placed on the website for the Membership to review. An open forum will be set up during All State for the Membership to explain all aspects of the proposal. After this, an online ballot vote will ensue. If passed the proposal will take effect in the following Spring. Still in Committee Clinic Audition Materials Committee Report – Jill Chentnik, Chair The Clinic Audition Materials Committee was tasked to propose music for junior and senior high Region and State auditions, for all instruments, that would consist of 3 sets of 3 etudes each to be ready for the 2017-18 school year. Fortunately, this committee is designed to represent each region and most instruments, so subcommittees were able to be formed. While there was a very limited amount of time, each subcommittee, with the exception of percussion, did submit a proposal. Some groups chose to keep the current books and material and just condense down to 3 etudes. Others chose to completely revamp into new books and etudes. This quick change of materials has a huge impact on our students! Some points of concern addressed by the committee members are

1. A consistent, progressive course of study for each instrument 2. Bridging the gap of rigor between junior & senior high material 3. Equivalent difficulty and length of etudes between instruments 4. Addressing a variety of technical and lyrical etudes, key signatures, time signatures, etc. 5. Can this be done in only 3 etudes?

Motion from Committee: While we have worked to complete our task, it is this committee’s proposal that this remain in committee thru the next 3 year cycle to allow more time for further study, development and alignment. Board Recommendation on Committee Motion: Do Pass For – Unanimous Action: DO PASS Following is a list of the sub-committee proposals that the Clinic Materials Committee will study. Anyone can submit three sets of literature for any instrument. Please make sure the book(s) are in print and readily available. Please include rationale for your selections. The CAM Committee met July 26, 2017. It was the consensus of those present, for the currently proposed NEW material - meeting the requirement of 3 sets of 3 etudes for each instrument - to remain in committee for continued study and development. Although this material was posted to the ASBOA body last summer, the committee has received very little feedback. We would like to solicit more input in the form of additional proposals. Please submit a list of 3 individual sets of etudes each AND copies of those etudes for us to study. Check with the publisher make sure method books are readily available. Keep in mind a progressive course of study that addresses rigor, variety and alignment. The deadline will be December 1, 2017. Note: The committee has only received one proposed sets as of July 26, 2018. If you have comments or suggestions, contact Jill Chentnik and she will put you in touch with the subcommittee for that instrument.

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