REGIONAL MANAGEMENT TEAM MEETING

Saturday 3 November to Sunday 5 November 2017

Venue: Medina Apartments North Ryde

MINUTES

FRIDAY 3 NOVEMBER – Medina Serviced Apartments, 2-12 Busaco Rd, North Ryde Meeting commenced at 7.30pm

In attendance:

Education Coordinator – Lindsey DyerCommunications Coordinator/ Minute Taker – Sue GilkesMembership Coordinator – Val NorrisTeam Coordinator – Kate Hawkins

Directors’ Coordinator – Kali CaramiaMarketing Coordinator – Anna-Marie ShewEvents Coordinator – Annette ConnollyFinance Coordinator – Annet Wezenbeek

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Action Who When

1.1 Agenda review, highlight the hot topics / decisions and note any amendments

1.2 Accept the minutes from the January 2017 and June 2017 meeting

CONSENSUS - Agreed to accept June 2017 minutes

Val questioned the existing positioning of merchandise under membership - as it is under marketing

Ratify consensus issues June – November 2017

a) That Region 34 will participate in the Regional Governance Pilot for the calendar year of 2018.

CONSENSUS - Agreedb) The region funds the flight costs for ONE assistant director per chorus for the 2018 Director school.

CONSENSUS - Agreed2.0 Regional Governance Pilot – Resource Team roles

Whole team - directors and resource team should meet once a year. (Possibly working with Region 35 to cut costs.)

Under the pilot, the existing RMT roles will no longer exist in their current form. The standing rules allow for a minimum of three directors so we are covered legally in Australia.

We can ‘tweak’ the model to suit our region but the hierarchy will remain eg there will still be three directors with resource teams under them. International will apparently still have the final word on director appointments. We are to submit two candidates per position with a

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recommendation for the preferred candidate (as per policy book). Recommended that we always nominate two candidates for each of the

Director positions Questions: After the pilot - will the election of the three directors be

elected in rotation or simultaneously? How will the Director positions be decided after the pilot? Who

nominates the candidates?

2.1 Positions and job descriptions for Regional Governance Pilot Resource Team All Directors shall be called Team Coordinators eg Education Team Coordinator

CONSENSUS - Agreed

All ‘resource team’ members shall be called ‘coordinators’

CONSENSUS - Agreed

KH is determined that the existing RMT be acknowledged and recognised during the pilot, and that the coordinators team of 24 be acknowledged as running the region, not just the three Directors.

Director positions are for three years, resource team positions for one year.

Discussion that, under the pilot it may happen that one of the present RMT may end up taking on two positions if any can’t be filled.

Roles and suggestions

Administration

Team coordinators to contact possible resource coordinators asking if they are interested in filling team positions. They must provide a half-page application and a reference.

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Communications Coordinator - Sue Gilkes Approach Roz Beste as IT expert Finance coordinator - Janet Caldwell Roles which could be separated under Finance - fund raising and

contracts Michelle Neller, Traci Ezzy , Linda Wareham - potential candidates Marketing - Separate social media? Sally Piracha, Fiona Petty, Henrietta Farr Regional Standing Rules and ByLaws/Policy Document - Kali Caramia Leadership Development Specialist - (Michelle Neller?) Strategic goals and regional calendar need to be allocated to a

coordinator - maybe to Secretary - Recommendation - Helen Burke Education Education Specialist Coordinator - Jenny Fahey Chorus Director Liaison - Kali Caramia General Education Specialist - Bec Hewitt Arranger Education Specialist Lyndal Thorburn Quartet Education Specialist Faculty Specialist (REF Admin)- MRP online programs YWIH Specialist REF Admin - Alison Hamersley Suggested members for director’s coordinator role Trish Tuffin?

Henrietta Farr? Facilities now General (Other) Events Coordinator - Laurel Santry, Janet

Caldwell Jan Lovegrove

Contact Roz about being IT coordinator.

Role description and processes to be written.

AW

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Chair of the Regional Convention to be known as Convention Coordinator

Membership Chartered Chapters Liaison- Val Norris Membership Growth, Retention and Expansion - Traci Ezzy Revitalisation Specialist and Prospective Chapter Coordinator - Michelle

Neller Alternate Membership Liaison (CAL) - Jennie Harrison These last three plus Kris Dodd to be given the opportunity to apply for

one of these roles.

Casual discussions (not minuted) Girl Guides and Indian Blue

3.0 Education Coordinator – A Cappella Bay visit was very successful, as they have implemented all

suggestions. REF visit still to take place A Cappella August very successful. Recommendation that another venue

be researched for Melbourne. Recommendation that for future events, hosting be closer to venue. Recommendation that hand-outs for August A Cappella be uploaded to

Dropbox or similar. Guidelines for procedures Frenzy - Judy or Ann to be asked to sign contract during their upcoming

visit REF requested to give immediate feedback after visit on Google Docs

To be decided

Job for REF Admin assistant

Structure plans for one MLP module a month to be

Kali

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MLP program modules to be written up. 5 modules still to be uploaded. uploaded and investigate possibility of paying someone (Roz Beste?) to do it. Ask her to quote on job bearing in mind the limited budget.

Lindsey Within 2 weeks

Administrators’ Program Participants will be able to complete all modules or just the modules

relevant to their role with their chorus

Parked until pilot program is implemented

Quartet education - needs to be done.

Weekend workshops to be run by REF to assist quartets in the lead up to convention.

Each session run by 2 REF - one taking quartets for a private session while the other works with the group.

Suggestion that each quartet is able to book an hour session with REF followed by a performance in the evening.

Lindsey to formulate a proposal for quartet education

Lindsey

3.1 Formalisation of REF Feedback procedures To be formalised after appointment of REF admin assistant

4.0 Directors’ Coordinator4.1 Jan Carley Boot camp

Kali has followed up with Jan Carley for her Teleseminar, Boot Camp and Kali

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Finding Your Overtone Facebook page. The Teleseminar (webinar) will be an RMT initiative to be held on

Saturday 25 November 2017 and will be open to those who attended One Direction - others may attend but should be informed that it is a follow-up session only. The session will be offered free to members.

Promotional material is to be sent out together with an invitation to chorus leaders to participate.

As members register, Jan Carley will send the links for people to participate.

Jan’s books to be advertised as available at Director’s school Boot camp to be held January 27 2018. This will be a 90-minute session

paid for by participants. Finding Your Overtone Facebook page will be open to all interested

Kali to liaise with Jan re. registration link etc

Kali to email to attendees

Promotional material to AM

Advertised in OzE-notes

Advertised in OzE-Notes

AM

SGSG/AM

Fern Bay

Conversation with Diane James about which document Fern Bay should be using to set up their Standing Rules

Kali to follow up with DianeKali

4.2 Marion Clarke Award for Novice Directors

Wording needs to be changed to say the ‘last recorded score’ Awarded to an eligible SAI novice director whose chorus receives the

highest score in competition over 400 points. Award to be referred to as Marion Clarke Award

To be changed on website

“

KC

KC

Banners for choruses - it needs to be reinforced to prospective choruses that they can’t advertise as Sweet Adelines until they have chartered.

LD

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4.3 Directors’ School – Assistant Directors’ Classes

The Assistant Directors’ Taskforce to be wound up after Directors’ School but may be formed again as needed.

Lindsey to contact LD

As various choruses have different understandings of the role of the assistant director, the Assistant Director job description from Chapter guide is to be sent to choruses

Lindsey to send to choruses and RMT for reference.

LD

4.4 REF Visits

‘Book early and receive one extra REF visit’ Cut off date for 2017 REF booking to be 1st December. There are 2 extra visits available and eligible choruses will go into a draw to win one.

Parked

It is recommended that the Directors’ Coordinator use her knowledge of the various chorus directors to appoint an appropriate REF member to work with them.

This procedure is to be formalised between the Education Coordinator and the Directors’ Coordinator.

LD & KC

4.5 Payment of Male Director’s fees was discussed. There needs to be an adjustment to minutes and the policy book

In June 2014, RMT minutes noted that there was consensus decision that ALL directors should pay regional fees including the male directors.

These fees are Regional fees that include an Education Levy and an International Competitor's Assistance Levy, and also go toward the airfares for each Director to attend Directors School each year. They are not labelled Membership Fees (as your directors are not 'members' by SAI guidelines), however we will research our Regional Standing Rules and Bylaws to ensure we are using the correct terminology before proceeding. We believe this is what the last team did, we just

Kali to contact choruses Kali

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can't confirm if it was communicated to you all officially.

Annet W requested that there be a procedure to get information aboutthe number of male directors, and the membership of prospective choruses and notification of when they reach step 2 so they can begin to pay membership fees.

Prospective chorus’ fees are to be discussed with the Prospective chorus coordinator (when appointed) with the possibility of a set fee rather than a per member amount.

Kali said that she had communicated with SAI asking about Male Directors and the DCP and also if SAI was considering allowing male directors to be members. Valerie Renz in Membership advised that the Board has created a task force to look into different memberships and a male option is one of them.

Directors’ school is to be moved to a new date - 5-7 July 2019

St Joseph’s Centre to be booked for 2019 and 2020

Annette to book Kali to contact Sandy

Marron or Lori Lyford and Jana Gutensen re availability

AC

KC

4.6 Regional Education Grant

Has not been awarded for a couple of years Parked - update to Policy

Book needs discussion

Directors’ School –

Clarification of Annette’s events role under the pilot project. It was felt important for the position that Annette to learn how to use CVent for future event bookings.

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Debra Griffiths, who is experienced in Cvent, is to be asked to organise CVent for Directors’ School - information to be found on Trello.

Annette is to liaise with Di Bagulho to get reports from CVent for future Directors’ School event planning

Registrations will be open to 1 director and 1 assistant director with the possibility of a second AD on the understanding that some may have to share a bed or sleep on a rollaway.

If places remain, bookings will be opened to New Zealand Region 35 on 1 December.

NZ registrations will need to be increased from $250 to $275 to cover a disparity with overseas participants not paying Australian GST.

Kali to ask Debra to prepare Cvent registration page

Note to be in OzE-notes to explain NZ reciprocal arrangement

SG/AM

Document Control –

Discussion that we should change from Groupanizer to G Suite (free to non-profit organisations) which includes unlimited Gmail accounts and 15Gb storage on Google Drive.

Annet W. has registered us as a non-profit organisation with G Suite. Decision to transition from Groupanizer

Decision: That we transition from Groupanizer to using G Suite to commence with pilot project - CONSENSUS

6.0 Membership Coordinator6.1 Chorus Directory

DISCUSSION - under pilot, who will have/need access to International reports?

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6.2 Diversity Survey – where to next?

Results can be accessed through Survey Monkey but data hasn’t been analysed yet.

Suggestion that AM can use demographic data for marketing.

6.3 Southern Sounds Update

Sharon Cartwright has visited Southern Sounds in an effort to help resolve their differences. She has asked to be paid consultancy fees due to the extensive nature of the visit, but it was decided that she will not be paid a consultancy fee as she is already being paid as a REF member.

Director Karen to be supported by Director’s Coordinator Karen’s REF mentor to be Traci Voss Team’s decision is that Sharon should communicate her findings to the

Southern Sounds board, and then it is up to them to resolve the situation.

Lindsey and Kali to email Sharon

KC

Membership Taskforce. Task Force 1 (Membership recruitment and retention) are in the final stages of collating the responses to their surveys. They will be asked to make some recommendations to help choruses

On the Facebook page for Membership Coordinators, Val shared a welcome letter for CAL members

Val attended a meeting in Las Vegas, which brainstormed ways of reinvigorating Sweet Adelines, or, it was said, the organisation will not exist in 7 years. Suggestions such as renaming, new music, less rigid costume requirements.

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Region 34 Membership has increased membership has increased by 19 members this year.

The ‘SweetAdds’ campaign -where any member who introduces 5 new members over a year gets free international membership, should be promoted.

Choruses need to inform the regional Finance Coordinator of new members so they can be charged membership fees.

Advertise in OzE-Notes

7.0 Communications Coordinator

7.1 OzChords & OzE-Notes

OzE-Notes’ name is confusing to members so it is to be renamed Short and Sweet Choruses to be informed of types of brief submissions required- Upcoming chorus events, shows etc.- Classifieds (anything to sell, shows to advertise etc.)- Regional calendar

OzChords - choruses to be given a style sheet with word limit, photo size guide.

OzChords to continue to be published in March, June, September and November with Short & Sweet (OzE-notes) in between:

- February - post Directors’ School- April - Pre-convention- May - post convention- July - pre August A Cappella- August- October - pre International

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- December Sarah Matthews to be Content Editor Sue Gilkes to be Production Editor Inform Sarah of job sharing

with SueSG

8.0 Marketing Coordinator8.1 Publicity PR Consultant Geoff Sirmai - He is going to make us a plan, but we need to give him guidelines.

8.2 ASME Conference - this was a huge amount of work for little return. It is our turn to run it next time but the response from teachers was lukewarm.

The Curriculum unit of work (approved for use in NSW schools) written by Lyn Lollback and Steph Wallbank should be revived and marketed to music teachers.

State events are felt to be really good because they also target people other than teachers, such as musical directors or singing teachers.

Next ASME event in WA - follow up with contact. Curriculum assessment organisation (Board of Studies in NSW) could be

contacted

Kate to speak with Steph Wallbank about marketing unit to teachers.

8.3 Frenzy marketing - ‘Save the date’ for Frenzy tour in August 2018 to members delayed but

coming soon.8.4 Certificates of Appreciation now Pens of Appreciation

Marketing Coordinator Report - general highlights/discussion/actions in

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progress

Marketing Strategic Plan/Five Year Plan ‘Current’ strategic plan is 2013–2016; new version needs further consultation and must be adapted to the new governance structure.

Briefing for marketing items to be produced - requests to be submitted on the briefing form (on Groupanizer) or Trello.

Members’ area of website all done beautifully by Roz Article in OzE-notes about website change Done in the July edition Approach PR company re Pitch Perfect launch and performance opportunity

Have been in touch with The Event Company(?) and was told to email our media kit. Have done, and have followed up with phone call although we’re not clear if they are doing the event as yet. The kicker with any possible gig for choruses is that the Pitch Perfect 3 is being released very close to Christmas. It will make it very hard for us to get any full strength choruses prepared. ACW have been approached in Perth; maybe CKC could pick it up in Sydney.

SCRAP and Directors’ and Quartets’ newsletters to be designed and produced Nothing as yet. Maybe a job for education staff specialist.

Mailchimp. Subscribe to paid version No need as the master list has been segmented.

Sweet Adelines Australia Bumper stickers In progress. Article in OzE-notes about the differences between OzChords and OzE-notes.

Done in the July edition Explainer for how to monitor Regional Fees info from chorus TCs and

Membership managers. Partly done. Worked with Annet on an OzE-notes article in June and for the Finance info sheet on the website. Yet to do a more general standalone piece for general member info on website. Pending further info and briefing.

August A Cappella marketing Done. Logo designed, banners for Cvents, event pages for Facebook and social media before and during the events.

New branding for Hervey Bay Seabelles - offering advice to correct the spelling of A Cappella in their new name.

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New REF badges - new team will need badges Send photos from convention of choruses and party to Roz Beste Done RMT convention stall investigate use of cash register Not as yet - will

investigate a second-hand machine. Didn’t work last time, as users couldn’t be trained.

Proforma for OzChords submissionso In progress. Still finding our feet with determining the process. Will

work it out with Sue during our OzChords working group at RMT meeting.

RMT elections advertising and information packs. Done for Facebook, OzE-notes and website.

World Congress PH paper and update. Have requested this but haven’t received anything from Deb Scott.

Speak to Sally (Redlands) about researching Eisteddfod project - decision was not to continue Sydney eisteddfod sponsorship, as it doesn’t benefit the whole membership.

Follow this up and communicate status of report to those people involved.

Kate

New items to report on: OzChords Lite - was eventually released in September. Sarah Matthews needs

a lot of support and guidance to follow through with the job.

New marketing items from International should be useful after we have been given permission to alter their wording.

Vegas! What items did we send to our competing quartet and choruses?

Hobart in Harmony 2018 convention - collateral needs to be thought about now.- New Chorus Banners - approved- PowerPoint - rolling screen - suggested by Andrew Harcourt. Costs could be covered by choruses paying eg $50 for a slide.

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Marketing Award will be held again. Logo for Hobart 2019 - a slight change each year - party hat, worm? CAL News - August and October issues done OzE-notes - name change to Short and Sweet - Oct/Nov issue to come Christmas cards with RMT faces on design Facebook stats - very good responses to Vegas posts

9.0 Working GroupsFrenzy Tour – Lindsey, Annette, Anna Marie, Annet

Tour promotion to be launched at Directors’ school

Registrations will open after Convention

Venues:

WA - Perth Town Hall

Qld - Alexander Hills

Budget $80 000

$10 000 Catering

$10 000 Airfares

$20 000 fees

$10 000 accommodation

$5000 marketing

$10 000 venue

Times: Saturday 8.30 - 4 + show in evening (open to public)

Sunday 9 - 12.30pm

Investigate insurance and risk analysis

Marketing - team to be organised

Annet

AM

10.0 Finance Coordinator

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10.1 Event registration management system -

Discussion - do we stay with Cvent? We pay for 2000 registrations (for which the contract is for 3 years. If we get fewer registrations we have to have a 5-year contract.) OR do we go to TryBooking or another? The problem with changing is that we would have to rebuild all the contact information etc.

Annet to investigate whether we can have 1500 registrations with Cvent, or what else is available?

Kate to ask other event organisers on LinkedIn for advice.

AW

10.2 Procedures for shared coaching costs and hosting expenses

Discussion of having per diem allocation for all events, maybe $50 - $60 $30 a day for REF expenses eg. for August A Cappella. Suggestion from

Lindsey that REF be accommodated near the venue and that meals be arranged with hosts.

Debra Griffiths started to compile a document - “Guide Draft to Regional Events” which needs updating and completing.

Process needs to be written for each type of event - international, REF visits and workshops.

AW to research per diem payments in other regions.

Policy Book to be updated - deletions from the Policy Book need to be investigated and, if necessary, replaced.

AW

KC

Novice Quartet Award sponsored by Linda Wareham They receive a letter from Linda, which outlines the engraving the trophy

(paid for by region) and a free 2-hour REF coaching session. The REF has agreed to donate their time for this session but Linda pays for the session. This session is to be taken when the faculty member is in the area, visiting a chorus. This letter, which is in Convention documents, should be part of the Policy Document.

Linda to be asked how she would like to be acknowledged for the award eg on the website. AW

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The Policy Book has not been officially updated for 3 years and needs updating.

Old and new versions of the Policy Book to be put on a new folder on Groupanizer so they can be reviewed and deleted sections to be replaced when they have been checked, and new sections added.

KC

Copies of contracts for eg Convention venue agreement, Frenzy contract need to be kept in a folder called ‘Contracts and Agreements’ under Regional Policy Folder

All contracts, agreements etc. to be saved in Groupanizer for easy access.

50% deposit has been paid for two sets of risers, as per the agreement with Hobart Harmony. They have ordered 5 sets. Annette C. wants to get a couple of riser chairs made.

Linda Britt (riser liaison) to be contacted about progress of risers and chairs.

AC

Corporate Traveller costs - they originally quoted $22 not $27.50 fees for Directors’ School bookings in January

Annet to confirm correct amount

AW

Finance Committee - Jan Mahoney to be added to the Finance Committee as a professional adviser, in addition to what was decided at the last meeting.

CONSENSUS - Agreed

11.0 Events Coordinator

11.1 Tiered registrations fees (for the three Hobart Conventions) -

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these were worked out in consultation with Corporate Traveller. Lindsey asked that the far north Qld choruses be given same fee concession as Perth due to the distance they have to travel and flight availability. We can keep track of registrations by using postcodes. The number of delegates is available from the number of choruses registered to compete plus quartets.

Registrations open early January - tiered costs based on chorus state/location

11.2 Convention budget

Convention budget - AC can’t locate..

AW to locate and forward budget to AC

AC and AW

11.3 Convention Staff

CRC – Jan Lovegrove

CC – Chris Jones

EVC – Annette Connolly

OPL – Elidia Rymer – assisted by Teena Caithness

Additional Convention Staff

Panel Secretary – Therese Cooney Page – Stage Manager – Amy Hawkins Assistant stage manager – Aaron Hewitt; Ken Jones will assist also Program coordinator – Eva Blanda MC Coordinator – Helen Bolton Parade of Champions – Deb Griffiths or Kate Hawkins

AM to contact riser company for possible sponsorship

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Webcast - Due to expected profits from Convention, the webcast will be free to members (members not to be told until closer to convention)

- Presenters – Kate and Traci Voss (Choruses) and Vicki Dwyer and someone (Quartets)

STAR Chorus Director – Lea Baker- Lea to be asked to choose a Star Chorus Coordinator, maybe from Endeavour

MIC testing chorus Director – Traci Voss to be asked. How We Sang and San Francisco Bay Blues.Discussion on the need for a mass sing up tune, maybe an Australian up tune for the 30th Anniversary.

Convention Photographer – Amber Scobie confirmed. She is happy to fly herself to Hobart. Accommodation subsidy for Amber to be considered.

Videographer - Andrew Harcourt confirmed for next 3 years

Ask Glenda Lloyd for an arrangement. Kali to keep directors informed/in discussion about song choice.

Amber to be briefed with size of choruses so she can line up shots appropriately

AC

LD

AM

11.4 CONVENTION TASKS (to be allocated to choruses)

Task job descriptions, the procedure of allocating tasks to choruses and payment amounts to be entered into policy book.

Convention Tasks (History) - In response to the feeling that it wasn’t fair to keep asking choruses to a lot of work for no payment, the RMT at the

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time of the Sydney Convention drew up a list of tasks and decided on a job description, and appropriate remuneration (based on time and effort required), for each. The job descriptions were sent out to all the choruses and they were encouraged to apply for a job. When deciding who should get these jobs, it was first allocated to the choruses of the planning committee, then any chorus going to International that year (to fund-raise) then the local chorus.

With the upcoming convention, certain jobs had to be done by the local Hobart chorus and some jobs were already allocated eg registration to Vocal Vibes. Also it was thought to offer some jobs to Queensland choruses as compensation for not hosting the convention.

- AW asked for a record to be kept of which choruses have done a job. A record of this procedure to be written for the policy book

- Annette clarified the medal ribbons - that we would adhere to the GRC in terms of ribbon colour for AA and A chorus awards.

- Convention T-Shirt Transfer - awarded to Indian Blue Chorus

- Discussion by Anna-Marie about the use of the official convention logo by choruses for fundraising, and the possible need for a policy for their use.

- Convention badges are a fundraiser for ACW, which took them over from the RMT. As compensation for the loss of income, ACW donate $1 per pin. ACW do all the admin., postage etc. The donation of $1 per pin was so they could be sold on the RMT table. It then became easier to include them on Cvent registration. The issue is keeping track of how many have been sold (maybe a cash register will help here).Annet W. raised a point that, due to the payment of GST, the Region is

Annette to record her actions in awarding jobs to choruses for this convention.

Annet and someone from ACW write a short agreement to clarify this.

AC

AW and ACW

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losing money. Suggestion that all money collected on Cvent after GST goes to ACW and they pay back the region $1. Lindsey suggested that this be raised to $2.

Annette hopes to have the Convention Booklet out to members by mid-November.

11.5 Leaders’ Breakfast - the Derwent Room is booked

Coordinator - Annet Wezenbeek and Kate Hawkins to discuss

Annet Wezenbeek and Kate Hawkins to discuss

Rehearsal rooms have been booked - the allocations and times will be worked out after the draw, when the accommodation location of all choruses is known.

Hobart Harmony is looking into the possibility of using school buses to transport choruses on comp. day rather than giving a bus subsidy for choruses staying offsite.

12.0 Team Coordinator Report

Consensus decisions have been implemented

-Participation in Governance Pilot Project

-Funding Assistant Director flight for Directors’ School

12.1 RMT Policy Book

Sharon Cartwright has provided an updated Policy Book and Strategic Plan.

Strategic Plan to be discussed in light of governance pilot when Therese Antonini visits

Unrecorded changes need to be reviewed and deletions replaced, if appropriate

Kate

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12.2 Funded trips to International for RMT members in 2018.

All the privileges of the current RMT will remain under the Governance pilot. The 5 people currently on RMT will be going to International.

Kate to ask other regions what they are doing about this under the new Governance scheme.

Sue to contact Corporate Traveller re. travel cap.

KH

SG

12.3 30th Anniversary Taskforce

Three people expressed interest – Debra Griffiths, Susan Grigson and Roz Beste. Maybe also Jan Lovegrove and Jan Mahoney? Debra Griffiths has offered to lead the Taskforce. Discussion that celebrations be spread over the whole membership, maybe over the whole year. Suggestion of a formal dinner, and/or something at convention, birthday cakes at choruses and/or visiting coach tour like Dede Nibler

Taskforce to investigate possible celebrations

12.4 Project Constitution Oz -

Progress updated by Annet. Choruses to have changed their financial year to Jan - Dec. by 31st December 2017.

12.5 2017/2018 AGM format

The 2018 AGM will again be online in July and then, once the RMT has moved to the Jan-Dec financial year, it will be moved back to Convention in 2019.

12.6 Sydney Eisteddfod Sponsorship

The Sydney Eisteddfod support to be suspended Discussion that this money doesn’t benefit our members across Australia Contact Reading cinemas AM

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so we should look to spend money on other advertising eg cinema advertising

Regional Governance Pilot Following the consensus motion being passed for the region to enter

into the Regional Governance Pilot, members were notified by email on 29th September.

Patricia Veen, Region 35 TC and incoming Regional Admin Director have confirmed Region 35 would be interested in discussing options for sharing a visit to our regions by Therese Antonini.

Suggestion that they be invited for Feb meeting (9,10,11th Feb) in Melbourne (or possibly WA), which will include all 15(?) team members

Kate to contact Therese Antonini re availability for this meeting; ask International to help fund this visit

RMT Nominations Letter of thanks to Committee

Kate

Team Coordinator Report - general highlights/discussion/actions in progress

Annual Report and Annual General Meeting – thanks to Sharon Cartwright for working with the team to finalise the 2016-2017 Annual Report.

The Annual General Meeting was held on Sunday 27th August, using Facebook live, and saw 14 choruses represented by 23 members with one CAL member in attendance.

BHA Pan Pacific Convention – Sweet Adelines was well represented both as performers and volunteers.

Regional Governance Pilot-Recommendations for the three director positions sent to HQ for ILS sign-off – 23 October-Resource Team roles and job descriptions to be finalised at meeting-Resource Team recruitment decided upon to commence immediately following the meeting – 5 November

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-Resource Team to be appointed 1st December-Email to region notifying Regional Governance Team – Friday 8th December

RMT Nominations - Three applications were received for the position of Membership Coordinator, two for Communications Coordinator and one for Team Coordinator. Approval was given by Janell Mason that only one name need be submitted for the position of Education Coordinator. Those who applied for these roles have been contacted to advise they will potentially be offered the opportunity to consider a role on the Resource Team under the new Regional Governance Pilot.

Thanks to the nominating committee – Val Norris, Michelle Neller, led by Debbie Elea.

ICAP Funding - presentations were made to the Brindabella Chorus, Debacle Quartet and Perth Harmony Chorus at their respective family and friend’s performances before heading off to International. The personal touch of these presentations was appreciated and it also provided the opportunity to create awareness with our members about the ICAP funding.

International Convention 2017 – in addition to networking with other regional leaders at various opportunities during International Convention, Val and I attended L.E.A.P Day. I attended the Young Singers Foundation Breakfast on behalf of Lindsey and attended a workshop on Diversity. At the request of the directors, the Rah, Rah was kept short and sweet. With thanks to Anna Marie, the marketing collateral was extremely well received and appreciated by the competitors.

30th Anniversary Taskforce – after a shout-out for interest for the establishment of a 30th Anniversary Taskforce to recommend appropriate celebrations to happen during 2019, three people expressed interest – Debra Griffiths, Susan Grigson and Roz Beste. Debra Griffiths has offered to lead the Taskforce. How can we make it a celebration for as many members as possible?

IBOD Nominations – our congratulations to Sharon Cartwright who has once again been named on the slate for the International Board of Directors. Chorus TCs/Presidents and CAL members have been sent a reminder to submit their e-vote before 6 December.

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13. Parking LotRegional Education Grant

Not awarded for a couple of years

REF Visits

‘Book early and receive one extra REF visit’ Cut off date for 2017 REF booking to be 1st December. There are 2 extra visits available and eligible choruses will go into a draw to win one.

Administrators Program Participants will be able to complete all modules or just the modules

relevant to their role with their chorus

A ‘Regional Education Grant Program’ is to be reinstated for individual states and programs.

Finance committee to identify mechanism for that program.

The following dates for the coming Sweet Adelines Australia year were discussed:

2018 RMT meeting dates Other important dates in 20189,10,11th February - Full team meeting Melbourne 17-20 May 2018 Hobart Convention

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Perth 17–19 August; Brisbane 24–26 AugustFrenzy Tour

15-20 Oct 2018 International ConventionSt. Louis, Missouri, USA.

Meeting closed – 2.00pm

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