MSBOA DISTRICT ONEMonday, May 6th, 2013

Manton6:30 pm meeting Agenda

Membership Introductions

Officer/Event Reports

Secretaries Report: Craig Jones

Treasurers Report: Jamie Denslow

Band and Orchestra: Brian Balch

Solo and Ensemble: Tim Folmar

Marching Band Festival: John Szczerowski

Adjudicator Report: Debe Mitchell

Medals Up-Date : Jessica Miller

MS Honors Band: Curt Isakson

Presidents Report: Greg VanStrien

From The State Office: Cindy Swan-Eagan

COMMITTEE REPORTS:Festival Improvements- Jodi Bloss-Ehnis

Members Emeritus- John TarankoFinance Committee Report: Jamie Denslow

Marching Band Committee Report: John SzczerowskiElementary Music Committee- Stephanie PurvisMusic Education Committee- Stephanie Purvis

Music Technology- Greg VanStrienDistrict1 – website- Greg VanStrien

Youth Arts Festival- Brian BalchJazz Activities- Curt Isakson

NEW OR UNFINISHED BUSINESS:Festival and Meeting Locations

Officers for 2013-2014Teacher of the Year Nominations

Next Meeting September 10th, 2013

MSBOA District I Winter Meeting Host – Baldwin – Pompeii’s  Pizza January 10, 2013 5:00-6:00pm – Social Time and dinner Call to Order The meeting called to order by Greg VanStrien at 6:00p.m. Those in attendance were: P = Present A = Absent Membership Introduction- Greg VanStrien

Everyone in our District was present and introduced themselves.

Secretary’s  Report-Craig Jones Copies of the minutes of the spring meeting were provided for review. The report was moved by Swan-Eagan and seconded by Balch. Motion carried.

Treasurer’s  Report- Jamie Denslow Written Report was presented and briefly discussed. Our total in our accounts is $13,952.55 Plaques for those who have served on the board were presented (and picture was taken for MSBOA Journal). Passed  out  and  reviewed  the  new  ‘Event  Financial  Packet  Checklist’  to  make  collecting  and  reporting  monies more convenient. The report was moved by Thomas and seconded by Filkins. Motion carried.

Band and Orchestra Report- Brian Balch A written report was presented. B&O forms are due tonight. Directors should receive performance times and work assignments the first week of February. The report was moved by Thomas and seconded by Miller. Motion carried.

P Baldwin – Brian Parent P Manton – Tim Folmar P Bear Lake – Kathy Spalding P Marion – Mark Johnson P Big Rapids Middle School – Albie Todd P Mason County Central – Tom Thomas P Big Rapids High School – Brian Balch P McBain – Heather Wiggins P Big Rapids Crossroads Academy – Debe Mitchell P Mesick – Craig Jones P Brethren - Breanna Richarson P Morley-Stanwood – Greg VanStrien P Cadillac – Mike Filkins P New Era Christian – Stephanie Purvis P Cadillac – Rebekah Klein P Onekama – Kathy Joseph P Chippewa Hills – Jodi Bloss-Ehnis P Pentwater – Dan Root P Evart – Diana Craven P Pine River – Jessica Miller P Hart – John Taranko P Reed City – John Szczerowski P Hesperia – Mark Balcom P Shelby – Curt Isakson P Lake City – Frank Youngman P White Cloud – Jamie Denslow P Manistee – Cindy Swan-Eagan P Manistee Catholic Central - Breanna Richardson

Solo and Ensemble Report- Tim Folmar A written report was submitted. HS work assignments were handed out in the report. The report was moved by Eagan and seconded by Thomas. Motion carried.

Marching Band Festival- John Szczerowski A written report was submitted. In the future, make sure bands have 7 minutes or more of music for their performance. The report was moved by Klein and seconded by Balch. Motion carried.

Adjudicator Report- Debe Mitchell A written report was submitted. The report was moved by Folmar and seconded by Craven. Motion carried. Medals Update Report- Jessica Miller Order forms were handed out. The report was moved by Thomas and seconded by Klein Motion carried. Middle School Honors Band Report- Curt Isakson A verbal report was given. Everything went well. The report was moved by Thomas and seconded by Balch. Motion carried. President’s  Report- Greg VanStrien A written report was submitted.

Thank you to the District 1 members who attended the State Meeting at CMU. Thank you to Cindy Swan Eagan and Jamie Denslow for being on the Finance Committee and

helping come up with a financial plan for our district. Thank you to Tom Thomas for lending us his pianos – saving our district money every time they

are used. The report was moved by Folmar and seconded by Bloss-Ehnis. Motion carried. From the State Office – Cindy Swan-Eagan A verbal report was given. Please contact the officer in charge for answers to questions – and then the President if needed. State office should be for assigned duties from executive board. Discussion on what the State Office actually does – and if their time used is warranted.

Committee Reports

Festival Improvements- Jodi Bloss-Ehnis A written report was submitted.

Members Emeritus- John Taranko No Report Finance Committee Report A written report was submitted. The following was recommended:

Focus on a three year cycle of evaluating festival fees – MB, SE/HB, BO Focus on rainy day expenses, equipment (assets), Office Expense, Medals, Technology. Evaluate MSBOA End of Year Expenses.

Communication between Medal Chair and Festival Chairs to keep track of the number of medals

given out at each event.

Marching Band

o recommendation of $75 for application fee.

o recommendation of $5 gate fee with a $20 family maximum – 5 and under would be

free.

o Gather a head count at Marching Band Festival (tickets or count clicker).

o District workers at gate, carefully monitoring cash boxes.

Elementary Committee- Stephanie Purvis

No Report.

Music Education Committee- Stephanie Purvis/Albie Todd A written report was submitted. The survey was very enlightening. They are trying to get a summary

with results completed.

Music Tech- Greg VanStrien District 1 Website – Greg VanStrien Make sure you are receiving an e-mail from District 1 after items have been posted. If not, contact Greg

to get the issue fixed.

Youth Arts Festival- Brian Balch The dates this year are May 9-11. District HS S&E is the qualifying event.

Jazz Activities- Curt Isakson

No report. Members suggested to check out Essential Ellington, the Hastings Jazz Festival, and

MindForMusic.com.

New and Unfinished Business

1. MSBOA Fee Restructuring. The State Executive Board brought forth a recommendation on new plan.

Group read over letter and proposed drafts given to District 1.

Greg VanStrien asked for ideas and suggestions about the proposals.

1. Suggest State Office look at cost cutting measures before looking at fee restructuring.

2. What is our dues being used for? Just the State Office? Not any of the festivals?

3. Do we need mailings (yearbooks, journals, etc.) if we could have access to them online?

That would save State money and State time.

4. How would this fee be collected – and would the districts S&E fee’s be going to the

State?

5. What about MSBOA fees for directors – not buildings. Schools would pay for each

school’s directors and not for buildings.

6. Look at where the fees are going to? The Future Committee had a pie chart – could that

be available to post on the MSBOA website for all to see?

7. Concerns about new joint school fee and fairness compared to larger schools.

* Overall District 1 concert was #1 and #4.

2. Proposed Calendar 2013-2014. Group looked at possible dates. We will hear back at our next

meeting for finalized dates and places

3. MSBOA Hosted Conference. The State Executive Board was looking at ideas from membership about

clinics, classes, etc. they would like to see if we had our own MSBOA music conference.

1. Include general music teachers.

2. Have directors sit to play/read through old music together.

3. Clinics on every single instrument – maybe led by band directors instead of professionals.

4. Repair Clinic.

5. Grant Writing and managing Booster groups.

6. Young/new teacher clinics.

7. Teacher evaluation and student growth model tools.

8. Panel discussion with directors.

9. Administrative discount.

10. Administrative classes.

4. Motion by Taranko to purchase 2013 Quicken Books for District 1, seconded by Root.

Motion carried

5. West Shore Community College, under the leadership of Ted Malt, wanted to let everyone know that

there are more ensemble and studio offerings for HS students.

6. Next meeting in Cadillac on Monday, May 6, 2013 in Cadillac – with the location to be determined.

Dinner will begin at 5pm and the meeting begins at 6pm.

Adjournment

Motion made to adjourn at 8:00pm by Miller and seconded by Jones!

Minutes submitted by Craig Jones, MSBOA District I Secretary

Our accounts currently are at $7524.66 in checking and $1,547.20 in savings for a total of $9071.86.

Looking at a new banking institution over summer months to make more convenient for treasurer.

Recommendation of events policy being to provide for income of 150% of cost to run event. This may need to be a tiered approach.

Thank you for your understanding as my first year as treasurer comes to a close while learning how the accounting software works, and how to balance the duties of the office of treasurer. This should get better as I’m understanding how this works and am seeing more of the ‘behind the scenes’ needs of the membership.

To be deposited:MSBOA State $87White Cloud $30

Respectfully Submitted,

Jamie Denslow

M.S.B.O.A. DISTRICT 1Jamie Denslow, Treasurer

White Cloud Junior/Senior High School 231.689.3386555 East Wilcox denslowj@whitecloud.netWhite Cloud, MI 49349 whitecloudbands.weebly.com

Jul '12 - Jun '13

Income1. Solo and Ensemble Festival1a. S/E JH Fall 2,526.251b. S/E Senior Level 4,702.001c. S/E JH Spring 2,478.25

Total 1. Solo and Ensemble Festival 9,706.50

2. Band and Orchestra Festival 4,760.004. Medals and Plaques 2,973.005. Saving Interest 0.136. Marching BandMarching Band Festival Gate Fee 1,804.00Marching Band Registration Fee 600.00

Total 6. Marching Band 2,404.00

Deposit 312.50Middle School Honors BandStudent Entry Fees 810.00Middle School Honors Band - Oth... 100.00

Total Middle School Honors Band 910.00

Total Income 21,066.13

Expense11. Officers11b. Mileage 403.34

Total 11. Officers 403.34

12. Solo and Ensemble - JH Fall12a. JH Fall S/E Adjudicators12i. JH Fall S/E Adj. Fees 1,050.0012ii. JH Fall S/E Adj. Housing 460.0012iii. JH Fall S/E Adj. Mileage 408.2712iv. JH Fall S/E Adj. Meals 90.00

Total 12a. JH Fall S/E Adjudicators 2,008.27

12d. JH Fall S/E Pianos 90.00S&E District Lunch 250.00

Total 12. Solo and Ensemble - JH ... 2,348.27

13. Solo and Ensemble - HS13a. HS S/E Adjudicators13 i. HS S/E Adj. Fee 1,400.0013 ii. HS S/E Adj. Housing 384.6013 iii. HS S/E Adj. Mileage 614.7213 iv. HS S/E Adj. Meals 120.00

Total 13a. HS S/E Adjudicators 2,519.32

13d. HS S/E Pianos 595.00HS S/E District Lunch 157.71

Total 13. Solo and Ensemble - HS 3,272.03

14. Solo and Ensemble-JH Spring14a. JH Spr. S/E Adjudicators14 i. JH Spr. S/E Adj. Fee 700.0014 ii. JH Spr. Adj. Housing 268.6414 iii. JH Spr. S/E Adj.Mileage 355.8814 iv. JH Spr. S/E Adj. Meals 310.00

Total 14a. JH Spr. S/E Adjudicators 1,634.52

Total 14. Solo and Ensemble-JH S... 1,634.52

16. Band and Orchestra Fest. HS16a. HS B/O Adjudicators16 i. HS B/O Adj. Fees 3,300.0016 ii. HS B/O Adj. Housing 690.8816 iii. HS B/O Adj. Mileage 676.97

9:52 AM MSBOA District 1

05/06/13 Profit and Loss StandardCash Basis July 2012 through June 2013

Page 1

Jul '12 - Jun '13

16 iv. HS B/O Adj. Meals 300.00

Total 16a. HS B/O Adjudicators 4,967.85

16b. HS B/O Host/Site Expenses 240.0016c. HS B/O Officer Expenses 55.0916d. HS B/O Recording 1,148.7016e. HS B/O Sight Read Music 355.00

Total 16. Band and Orchestra Fest... 6,766.64

18. Medals and PlaquesExecutive Board 328.9518a. B/O Medals & Plaques 675.0018b. MB Medals & Plaques 240.0018. Medals and Plaques - Other 5,993.27

Total 18. Medals and Plaques 7,237.22

21. Marching Band21a. MB Adjudicators21 i. MB Adj. Fees 525.0021 iii. MB Adj. Mileage 130.20

Total 21a. MB Adjudicators 655.20

Total 21. Marching Band 655.20

22. JH Honors Band22a. JH HB Conductor 425.0022d. Hon Band Meals22 v. HB Breakfast 25.0022 vi. HB Lunch 260.3522 vii. HB Dinner 300.00

Total 22d. Hon Band Meals 585.35

Total 22. JH Honors Band 1,010.35

MSBOA End of the Year 807.13Technology 264.98

Total Expense 24,399.68

Net Income -3,333.55

9:52 AM MSBOA District 1

05/06/13 Profit and Loss StandardCash Basis July 2012 through June 2013

Page 2

MSBOA DISTRICT I Brian Balch, V.P. Band and Orchestra

(231) 796-7651 x514 (O) / (231) 408-8367 (C) bbalch@brps.org or balch.brian@gmail.com

Dear Directors, May 6, 2013 With never-ending snow days and a major power outage at exactly the wrong time, this was certainly an interesting year for Band & Orchestra Festival! Overall, sites ran well, and most glitches occurred in the adjudicator comment CDs at the Manistee site. We were very fortunate to reschedule all 7 groups that missed the Friday Big Rapids site without any major problems. A small committee of us who are directly involved in the B&O process met in March to discuss the entire Festival much like the marching band and finance committees. After a good discussion, we came up with some proposed solutions to issues in the whole process. Financial – we will discuss this next year and propose changes for the ’14-15 school year. We know the Festival runs in the red at this point. Adjudicators – We discussed expanding our horizon to other retired directors that could adjudicate; several are in the Traverse City/Northern Michigan area. Work Assignments – We are proposing full-day work assignments to directors taking more than one group to Festival. It takes a minimum of 4 directors to run the event, and we had 3 on the schedule each day at District. Full-day work assignments put 4-5 people at a site every day without forcing hosts to fill in. This also includes a director as a recording person, not volunteers. Recordings – We will continue to use Doug Thorstenson as long as we can. However, we would like both his recordings and the adjudicator comments to be saved and backed-up in the “cloud” versus burning CDs on site. District 9 does this and Cindy saw great success while judging outside our district with this process. Directors could access the Drop Box online (quality is still good). Kids could still order CDs from directly from Doug. We save $ on discs, labels and printer ink on this change. We would also like to propose a one-day pilot project to rent out a district’s recording equipment to do our own concert recordings alongside Doug’s. We are not looking to replace Doug - only to prepare for when he can no longer do this job. This is “for our information” to test out some recording equipment for future purchase. In-house recordings would save around $1,000/year. Sites – Assuming sites stay the same for next year, Manistee may not have to have the long break in the day and have fewer scheduling problems. Keep your fingers crossed! At this point, we will keep 4 days of B&O next year versus trying to shrink down to 3 full/overtime days. This will also keep work assignments shorter with 12-13 events per day versus 16-17. For ease of travel and flexibility, we are entertaining thoughts for a 3rd venue like we’ve done in the past. I still have a lot of previous year’s sight reading music, especially JH C/D Band and Strings at half price. Please see me if you’re interested. This year’s music has already been spoken for. Respectfully Submitted, Brian Balch VP, Band and Orchestra

MSBOA District ONE Spring Solo & Ensemble Report 2012 Thank you to the Cadillac staff for hosting the HS and the Manistee staff for hosting the winter HS and spring  MS  solo  and  ensemble  festivals.    I’d  also  like  to  offer a big thanks to Debe Mitchell for her continuous efforts in locating and hiring adjudicators for our festivals. There were some problems at the Cadillac site that reflect poorly on the District. We must accept the responsibility for every student, parent, and family member that walks in a warm up or performance room and makes a mess. How the mess gets taken care of doesn’t  matter  (to  a  certain  point),  but  it  must  be  taken  care  of.  We  are  guests  in  other  teachers’  environments  and  cannot  leave  the  mess  there  for  them  to  find.   HS Solo & Ensemble Wrap Up Spring MS Solo & Ensemble Wrap Up Eight sections: Four sections: Total events this year - 364 Total events this year - 224 Total events last year –363 Total events last year - 225 Adjudicators + housing -$2,519.32 Adjudicators+ Housing- $1384.52 Food - $157.71 Food $ 250.00 Piano service - $595.00 Total expense - $3,272.03 Total expense - $1,634.52 Entry fee income - $4,632.50 Entry fee income - $ 2,477.75 Profit/Loss +$1,360.47 Profit/Loss +$843.23 Last year +$1,180.59 Last year +463.96 Items recommended for consideration (in New Business):

District Standard for Pianos o For our students to have the best opportunity for a successful performance

experience, we need to create an environment to support that. Guidelines or standards for pianos that are consistent across all 3 S&E Festivals will help to ensure quality performances from accompanists.

o Possible starting points: Key Height – approx.  28”  above  floor Bench Height – approx.  20”  above  floor,  no  wheels  or  stacked  

chairs

Arms roughly parallel to floor when seated in playing position (if key and bench height cannot both be altered)

Sustaining pedal working o What are the benefits or challenges in renting pianos for the events?

High upfront cost No maintenance cost Delivered to festival site Guarantee of quality

Thanks for the great year! Respectfully submitted, Tim Folmar VP Solo & Ensemble District One

MSBOA District One John Szczerowski, V.P. Marching Band

Email: band@reedcity.k12.mi.us Phone: (h) 231-679-0033 (w) 231-832-6174, ext. 144

Marching Band Committee Report

1. Site Chair vs. Host

Due to the size of the festival, the committee feels as though there is no need for separate positions. Site Chair duties include: creating schedule, collecting payment/submitting payment to treasurer, adjudicator liaison, director liaison, etc. Host duties include: provide appropriate facilities (painted field, parking, warm up, etc.); provide staff workers in warm up, concessions, etc. Maintain the schedule and keep steady flow of performers.

2. General Admission Fees The fees we established are as follows: $5/person, $20 family cap, children 5 and under are free. These fees were derived from the MHSAA playoff rates. The committee felt as though this were appropriate since this is the only District One festival in which parents will pay to see their kids perform. Until now, there has never been a District set fee in our bylaws.

3. Performer Entrance Fees The committee feels as though it is time to raise entrance fees. We believe a tiered approach will work best as less than half of District One’s membership attends. Our current fee is $50/band; our proposal is: $75 – 2013 $90 – 2014/beyond We would like for the entrance fees to cover all expenses (awards and adjudicators). 12 Bands at $75 is $900 – 2012 expenses were $895

4. District One Gate Workers The Marching Band Committee would like to suggest we add two District One workers to work the entrance gate at each Marching Festival. The 2012 gate take in was upwards of $2000; this is money that, as a host, I would like to have in District One hands the entire night. We don’t believe it’s fair for a band parent or booster to be responsible for that much money. We would propose that the money also be sent home with the District One Treasurer upon the festival’s conclusion. So, how do we make this work…? We would like to keep participating directors away from the work assignment so they can travel with their groups and supervise. The committee would like to propose that the Marching Festival work assignment fulfill a director’s B&O assignment. Respectfully Submitted, John Szczerowski, Reed City V.P. Marching Band, MSBOA District One

MSBOA District One Adjudication Report

2013-2014 Adjudicators

Marching Band 10/9/13 (rain) 10/16 Don Sherman –Accept Monte Sheedlo – Accept Susan Gould – Accept (not rain date) MS Fall S & E 11/9/13 Jean Brack Hudson – Flute- Accept Matt Bishop – Sax – Accept Michael Moors –Clar. - Accept Nancy Ruebke – Brass – Accept Leo Ruebke – Brass –Accept Roger Stevens – Perc. – Accept HS S & E – 1/25/14 Christina Gibson – Flute – Accept Michael Lewis– Dbl Reeds- Accept Michael Moors – Clar/sax -Accept Marc Townley – Sax- Accept Michael Eagan – Brass – Accept Julie Mathews –L Brass/Piano –Accept Jon Nichols – Perc/Brass ens – Accept Iris Haynes – Strings/multi – Accept

MS/HS B & O week 1 2/20-21/14 Jon Nichols – Accept Larry Zomer – Accept John Blakemore – Accept Nancy Ruebke – SR – Accept MS/HS B & O week 2 – 2/27-28/14 Mark Edwards- Accept Larry Zomer – Accept John Blakemore – Accept Nancy Ruebke – SR- decline MS Spring S & E 4/12/14 Rebecca Kilgore-Longtin – Flute- Accept Patricia Gordon – dbl reed/clar-Acept Matt Bishop – ww/sax – Accept Don Sherman – brass –Accept

Presidents Report5-6-2013

• Thank you to all our e-board members who made this year run very smoothly and for their numerous ideas and contributions.

• Thank you John Szczerowski, Curt Isakson, Cindy Swan-Eagan, Brian Balch, Mike Filkins and their flexibility and time commitments to host our festivals and make our events run well.

• We established two committees this year that help guide and form new district policies to help our district move forward in a positive manner. Thank you for your time and commitment to making these happen.

• Thank you for the opportunity to serve as district president. I have learned so much about how MSBOA is run and structured and had the opportunity to meet many caring music educators across our state. It has been a great experience and I look forward to the year ahead.

MSBOA Spring State General Membership Meeting

District 1 has been showing great representation at our State General Membership Meetings and something I hope to see continue and grow. With potential new changes in adjudication and festivals your input at the state level is very valuable. The spring meeting is:

June 1st at 1:30 pm - Michigan State University Rehearsal Room

Tonight may be a great time to set up potential carpools and to make plans to attend.

Respectfully submitted,

Greg VanStrien

MSBOA DISTRICT 12013 – 2014

CONFIRMED DATES

Event: When Date location Marching Band 2nd Wed./Oct. 10/9/2013 ___________

Rain Date 3rd Wed./Oct. 10/16/2013

MS Solo and Ensemble 2nd Weekend/Nov. 11/9/2013 ___________ MS Honors Band 2nd Tue./Dec. 12/10/2013 ___________

Weather Date 1/7/2014

HS Solo & Ensemble Last Saturday/Jan. 1/25/2014 ___________ Michigan Music Conference dates are January 16-18, 2014

MS & HS B&O 1st Weekend 2/20 – 2/21/2014 ___________ 2nd Weekend 2/27 – 2/28/2014

Michigan Merit Exam dates are March 4-6, 2014 Make-up dates are March 18-20, 2014. STATE S&E 3/22/2014

MS Solo and Ensemble 3rd Weekend/April 4/12/2014 ___________

Meeting Dates 2013-2014

Location

Fall Meeting 2nd Tuesday/Sept. 9/10/2013 ___________

Winter Meeting 2nd Thursday/Jan. 1/9/2014 ___________

Spring Meeting 1st Monday/May 5/5/2014 ___________

Proposed Slate of Officers for 2013-2014

Secretary Craig Jones _______________________________ - agreed to continue in position

Treasurer Jamie Denslow Completed 1st Year

B&O Brian Balch _______________________________ - agreed to continue in position

Solo Ensemble Tim Folmar Completed 1st Year

Marching Band John Szczerowski Completed 1st Year

Adjudicator Debe Mitchell Completed 1st Year

President Greg VanStrien Completed 1st Year

- Confirm all Committee Chairs