2005-7-19

OCDA Board Meeting
July 19, 2005

Members present:
Beth Berkenbile, Brent Ballweg, Jan Hulsey, Carolyn Daugherty, Justin Ediger, Stephania Abell, Jo Ann Struck, Susann McDaniel, Steve Curtis, Darla Eschelman, Stacy Weger, Jan Smith , andCarisa Scheiner

A wonderful dinner was enjoyed by all at the Curtis’ home.
Meeting was called to order at 6:40 p.m. Members introduced themselves.

The minutes from the March meeting were reviewed and clarification of the late fee was made. The total cost for a late fee entry is $108.00 - $100 for late fee and $8.00 for the initial entry.

A correction to the minutes in regard to the audition dates for Jr. High All State and All State Jazz auditions were made. The audition date will be 2 Tuesdays before Thanksgiving instead of the 2nd Tuesday of November. Brent moved to accept the amendment. Stephania seconded it and the motion passed.

The fall board meeting will be Oct. 20 – the Thursday of fall break. Brent will check about the meeting being at SNU with lunch at 12:30 p.m. The next board meeting will be Jan. 13, 2006 at 10:00 a.m. at the OCDA All State weekend in OKC.

Treasurer report was given by Jan Hulsey.

In actuality the checking account balance is $500. This is unusually low. The capital expense of 4 laptops and a printer and accessories was the reason for the low balance in the checking account. Although Jan could have used some of the savings to make those purchases she did not. Until there is a dire financial need to do so, she will try not to use money from the savings.

Income from the on sight registration for the convention and CD sales etc. hopefully will defray the cost of most of the outstanding bills of the convention.

A breakdown of line items were reviewed. Beth motioned that the treasurer’s report be accepted and Darla 2nd it. The motion passed.

Contracts for all three choirs are needed. Jan will take care of that as soon as she receives the information needed.

Stephania reported about the Junior High All State Choir.
Stephania discussed the fee/late fee. OMEA has a 1 week late fee where the fee is doubled ($16.00). After that week the late fee is $100. Discussion took place about making the double late fee line up as the same as OMEA. Motion was made by Jan Hulsey to align our policy of late fees. The entry fee will double through one week after the entry deadline date. After that week, a late fee of $100 can be paid up to the day of auditions. Susann 2nd the motion and it passed.

Discussion about the mistake on the CD for the Alto I part of the Ave Maria. A decision was made that for auditions the students are to learn the music as recorded on the CD. When the choir is selected after the auditions, a part clarification will be made before final preparations.

Carolyn gave a report about the Women’s choir. Dr. Loyd Hawthorne of Hardin-Simmons University will be the clinician. The music has been selected and Kevin Zinn has the music to begin recording the CDs. Marjorie Malone is also working on the pronunciation guide. Carolyn needs to mail the literature list to Bill King so that he can obtain permission from the publishers to make the recordings.

Justin gave the Jazz choir report. The clinician will be Dave Barduhn. Jan Hulsey expressed that there has been some concern about the level of difficulty of the audition piece. The question was asked if we need to increase the level of difficulty or add another part to the audition. After discussion about changes that could be considered, Jan suggested that we table the decision about audition changes to a later date – Oct. meeting.

Sooner Style – Brent Ballweg stated that articles for Sooner Style are needed. The deadline date is Aug. 1. Encouragement for articles of substance to be submitted as well as informational. Other possibilities are ‘hot topics’ – literature, warm ups, new teacher in your district, etc. There are 3 Sooner Style issues. Every board member was encouraged to submit articles for every issue.

Brent informed us that he would continue doing the Sooner Style for this year. However, since he is President Elect he stated that he would not be doing the Sooner Style during his presidency. He encouraged anyone to consider taking this position.

Brent proposed changing the server for our Website. Current server is “Go Daddy” to another server named “Vodahost” at no change of cost - $94.50. Permission was given about making the change of servers.

No other unfinished business.

Church Representative was not present.

College Representative, Stacy Weger, reported that an All Collegiate Choir is being discussed. The possible date for this event would be April 7 & 8 with Ken Fulton as the clinician. Stacy asked if there is anything that OCDA could do in helping out with this endeavor. Programs?, Badges?, Luncheon?, etc. The different universities will submit 2 quartets (or 3) of singers. The university will be responsible for housing and other fees. OCDA could help with mailing.

Motion was made by Justin for Stacy to work further on an All Collegiate choir with OCDA helping in whatever areas that OCDA could possibly do. i.e. programs, mailings, lunch. (I didn’t get who 2nd the motion) The motion passed.

Darla reported the idea of an elementary choral festival possibility. No details are decided but will be further explored by a committee for this possibility of an April festival.

Summer convention –
Various ideas about the convention were discussed. All are encouraged to help and submit ideas for improvement. Some possibilities are:
Spring mail out about convention dates and information before school is out in May.
Length of sessions - too long!
Reading sessions wanted again.

Jo Ann asked for suggestions for next convention. Some of the suggestions in the suggestion basket were discussed.
Local directors being used as clinicians
Regional directors (R & S)
National names
More info at the October meeting

Discussion about a Director’s choir for the convention. This could possibly alternate with the director’s jazz choir. There was some mix up as to who could participate this in the director’s jazz choir.

New Business –

Consideration for a ‘day rate’ for the convention.
Pre-registration$55.00
On sight registration$70.00
One day registration $35.00

Justin made the motion to approve this and Darla 2nd it. The motion passed.

Discussion about ‘waved registration’ for the director’s Jazz Choir was made. Motion was made by Carisa that registration not be waved. Beth 2nd the motion and it passed. Further discussion was given and it was decided that this issue would be discussed at another meeting.

Jan submitted her resignation as treasurer after the year 2005-06. Beth made the motion to accept her resignation and Susann 2nd it. Jan’s resignation was accepted by the board.

Discussion about the constitutional position of this matter of replacement for her position. A replacement to shadow Jan for this year is needed to be recommended by the October meeting.

Brent talked about officer candidates and how to get new names for these positions. Brent will seek out candidates.

Stacy will take care of the mail out for the Director of Distinction Award.

Carolyn made the motion to adjourn. Jan Smith 2nd the motion and it passed. The meeting was over at 8:45 p.m.

Respectively submitted
Carolyn Daugherty