2005-1-14

OCDA BOARD MEETING
January 14, 2005
All-OCDA Festival
Oklahoma City

Meeting called to order at 10:03 a.m. by President Steven Curtis.

Minutes were distributed to the members and checked accuracy. Brent Ballweg moved to accept the minutes as read, seconded by Carolyn Wilkins. Motion passed.

TREASURER REPORT – Jan Hulsey
Current balance is $2471.53.

Jan is prioritizing how to invoice outstanding bills and make deposits. Acceptance checks are going in the bank first, then bills will be paid for the festival weekend. She thanked the board for the purchase of the laptops. It was very helpful in getting things done while she had some time at the festival.

She will, after everything is processed, give a report of income and outgo for the festival.

She also presented the new checks that were designed just for OCDA and is working on an updated member roster.

JUNIOR HIGH CHORUS REPORT – Peggy Shelby
Peggy reported that things are going well with Dr. Torkelson. So far no one has been sent home.

WOMEN'S CHORUS REPORT- Gail Simpson
Gail reported that the girl’s are always early, very respectful. The only problem has been a few names that are misspelled for the program.

Next year’s coordinator will be Carolyn Daugherty from Bethel.

Gail also said that we may need to consider an additional source for some of the CDs for next year to relieve some of the load from Kevin Zinn. Joann said that we should also consider having one person to do pronunciation for the foreign languages.

Bill King reported the mechanical license letters were sent to publishing companies and there were no responses. He will give copies of the letters to Jan to Hold to cover all bases if needed.

SOONER STYLE REPORT- Brent Ballweg
Brent distributed fliers to the members with the proposed slate for the next issue. Deadline for submissions for the next issue will be April 1st. The issue will focus on Summer Convention, among other things.

DISCUSSIONS
Joann discussed ways to distribute fliers for the summer convention to all Oklahoma schools. We discussed possibly doing a large push on schools this year since last year the focus was churches.

Peggy Expressed concern about the quick turn around between auditions and festivals for name corrections, learning music, etc. Can we move it earlier? Possibly two Tuesdays before Thanksgiving? We will continue this discussion in New Business.

Dr. Curtis thanked Joann for her help in getting the elections back on schedule.

SUMMER CONVENTION: July 17-19 (Sun-Tue)
Clinicians:
     Elem. – Francisco Nunez – Young Peoples Chorus of New York
     Secondary/Univ. – Dr. Jeffrey Johnson – Univ. of Kentucky
     Junior High/Middle School – Dr. Don Collins, University of Central Arkansas
     Church- Bill Green asked for help in tying church and secondary school together because of a surge in young people in music in churches. Dr. Curtis suggested a youth person on one day and an adult person on the other. Bill said that he would have the BGCO (Baptist General Convention of Oklahoma) absorb the cost of a mailing to churches to promote the convention.

Dr. Curtis will contact vendors. Board discussed ways to contact additional vendors; also ways to expand while still making the convention beneficial to the vendors. Dr. Curtis also asked the Board to make contacts for attendance prizes. Told us to "Beat the Bushes!" The "2 for 1" incentive will remain for this summer’s convention. July date for 2006 is 16th – 18th (Sun-Tue).

NEW BUSINESS:

Church – Bill Green is focusing on recruiting new members.

Coll./Univ. – none

Elem. – none

Secondary – none

Next Board Meeting will be April 9th, 10:00 A.M., University of Oklahoma, Catlett Music Center.

Carolyn Wilkins expressed concern about not getting emails. A list was passed for corrections.

Jan Hulsey proposed buying a printer for sec/treas to help speed up the processes at conventions. She will shop around for best prices. Moved by Bill Green, Seconded by Susann McDaniel. Motion passed.

Jan discussed whether mileage should be paid for this meeting. Board decided that it will be paid to those who come only for the meeting, i.e.; they have no students participating in the festival. Moved by Joann Struck, Seconded by Susann McDaniel. Motion passed.

Stephania Abell, Peggy Shelby, and Lynette McKeithan, along with Carolyn Daugherty will work on call back procedures for festival auditions and report back to the board in April for a vote.
Help for New Teachers:

Dr. Curtis asked when new members get the Sooner Style. Some new members didn’t know the deadline for auditions was or where they were being held. Brent reported that members stay on the roster for 14 months. The summer convention form will be changed to ask new or renewing members to send in their member registration directly to the national office to help ensure they get on the roster sooner. Jan also discussed buying an ad for notification of OCDA Honor Choir deadlines and website information.

Dr. Curtis suggested finding a mentor for new members after convention. At the Board Meeting in July we will designate a "buddy" for each new member.

Peggy moved that the late fee of $100 plus the regular $8 fee be accepted up to and including the day of audition for any change necessary. Seconded by Gail Simpson. Motion Passed.

Meeting adjourned at 11:15.
Respectfully submitted,
Stephania Abell

OCDA General Meeting
January 14, 2005
All-OCDA Festival
Oklahoma City

Meeting was called to order by President Steven Curtis at 2:00 p.m. He thanked everyone for their hard work and then gave directions to the performance site.

Dr. Curtis asked for first time convention attendees to stand and be recognized.

He recognized Festival Chairs Peggy Shelby-Junior High, Gail Simpson-Women’s, and Justin Ediger- Jazz. He asked for the members’ support of next year’s chairs: Stephania Abell - Junior High, Carolyn Daugherty - Women’s, and Justin Ediger - Jazz.

He also gave an extra thanks to Jan Husley for her hard work.

GENERAL ANNOUNCEMENTS:
-Next year’s dates for the festival will be January 12-14, 2006.

-We repeated the discussion form the board meeting held earlier in the day about helping out first year teachers with OCDA business/deadlines, etc.

-OCDA luncheon at OMEA will be in Friday of the convention at 12:15. All were encouraged to attend. Jan announced that pre-registration for the luncheon will still be $10 if paid here at OCDA convention.

Summer Convention will be July 17-19 at OU. Also, clinicians were announced:
Elementary – Francisco Nunez (Young Peoples Chorus of New York)
Secondary/University- Dr. Jeff Johnson (Univ. of Kentucky)
JH/MS- Dr. Don Collins (University of Central Arkansas)

FESTIVAL COORDINATORS REPORT:
-Justin (Jazz) reported that appr. 550 students auditioned for 24 spots in the All-State Jazz Choir. Jennifer Barnes is doing a great job with the kids.

-Gail (Women’s) reported that 135 girls are participated and Debra (Spurgeon) was very complimentary.

The floor was opened up for discussion on moving the audition day earilier:
Lynette Mckeithan said that it would be a great help to the coordinators.
Bob Humble said that weather might not be as much of an issue.
A member said that she was concerned about being able to devote the time to 9th graders with not as much time between OMEA auditions and OCDA auditions.
Greg Johnson said that earlier date would help with acceptance paperwork and with those who have to have board approval to travel overnight.

Also about auditions: Lynette talked about audition consistency between JH and Women’s with callback procedures. She wrote down the current procedures and gave to Dr. Curtis. (In the Board Meeting, it was discussed that Stephania Abell, Peggy Shelby, Lynette McKeithan, and Carolyn Daugherty would work on a consistent procedure and report back to the board at the April Meeting.)

Dr. Curtis thanked Tony Gonzalez for his work and improvements on the program for the festival concert.

Doug Woolery asked about putting results on the website. Stephania reported that emails were sent to all of the email addresses that Peggy had. Bill Perring said that ACDA put their results on their website concerning regional/national honor choirs. There was concern about privacy and putting students’ names on a website.

Linda Pollack asked about fermata differences on Women’s/JH with OMEA. Kevin Zinn said that kids were having trouble holding fermatas when they weren’t on the CD, so they were added to help when the festival arrived. OMEA has not requested this.

Brent Ballweg talked about the possibility of website announcements for job openings on the OCDA website.

Dr. Curtis also talked about getting younger members into OCDA. Many current members will be retiring soon.

Jan Hulsey thanked the membership for helping to eliminate parent- and student-written acceptance checks. She also said that she would work with next year’s chairmen to have a uniform acceptance letter.

GENERAL ANNOUNCEMENTS:
Carolyn Dougherty announced that the festival shirts are available for purchase. If you are ordering a shirt to be mailed to you, please pay $13 instead of $10 to cover shipping costs.

Shermie Potts announced that on Feb 12 there would be an opera workshop at OU for HS students. It is free of charge and there are cash prizes to be awarded. The only requirement is that the student needs to be prepared to sing an aria.

Janis Dawson asked for help in remembering a song.

Practice CDs will still be reproduced by and ordered through Mark Powell even though he has left the public school setting. He has a new address and it is on the website and order form.

Laura Collins introduced herself as a new elementary teacher and said she was glad to be here. Dr. Curtis asked for other new members to be recognized:
Doug Woolery — Oologah-Talala
Leslie Lemaster — Altus MS
???? — Cushing
Ruiel Doonkeen — Broken Arrow HS
Christine McDonald — Wagoner MS
Suzanne Gett — Del City HS

Meeting Adjourned at 2:36 P.M.
Respectfully Submitted,
Stephania Abell
SW Rep.