Tapestry Singers Board Meeting Minutes
Wednesday, August, 12, 2015
Members Present: Norma Jost, Gareth White, Lindsey Ehlers, Barbara Wilson, Nayana
Shahane, Joy Strother, Leah Foster, Stephanie Pellegrin
Opening
Call to Order 7:00
Approval of minutes from previous board meeting: Gareth White moved, and Stephanie
Pelligrin seconded. Motion carried. Barbara asked about the minutes of the annual meeting.
Review status of action items from previous board meeting. Everyone reported completing her
tasks.
Committee Updates
Human Resources
• New member packet: Joy and Leah have consolidated the new member packet, the
new member information sheet, the history sheet will be revised, permission to be
photographed and the confidentiality agreement for ASH. They’ll make the packet twosided, for easier HR use. They asked about printing. Gareth explained that we have an
account with Office Max/Office Depot. The information is in the HR binder on one of
the first pages. Gareth suggested starting with 40 copies, and seeing how far they will
go.
• Members made suggestions for modifications to the new member packet including
adding expectation for ad and ticket sales to the financial obligations page, and noting
that our Capitol Rotunda concert is a free concert.
• There were 4 members who had emailed interest, one of whom was a PayPal account,
and had submitted a payment. They asked if Nayana had received an August $180
payment.
• Database fixes have been made.
• HR had a question about what to do with stuff that comes to the info2sing account,
besides inquiries about joining the choir, such as invitations to sing, opportunities for
concert tours in Europe, and offers to compose music for the choir. Norma asked if the
bill for the storage unit had come to the info2sing account. Leah and Joy should forward
legitimate invitations to perform to Jenn and use discretion with other “offers”.
• Joy and Leah had compiled answers to frequently asked questions to be used for
orientation sessions with section leader/ board members.
Artistic Director was not present.
• The music has been chosen for the fall concert and is available on the website. The
theme is What Dreams May Come.
Concert Committee
• There is a conflict with the availability of the church for one of the dress rehearsal dates
for the May concert. When Jenn returns, we’ll work to resolve the issue.
• There was a question about concert ticket prices. Everyone concurred to use current
ticket prices for this season.
• Rececca Wood will continue to create the cover art for the program.
• We’ll have photographer.
• We’ll discontinue paying volunteers, since we don’t seem to have a dearth of
volunteers.
Funds Development Director was not present.
Treasurer
• There are specific forms needed for grant information, and Nayana needs to know what
information will be required. Gareth said that the summary for the past grant was due i
in May, and the new grant proposal is sometime in the fall.
• We reviewed the Profit & Loss vs Budget documents that Nayana provided, and it seems
we are on target for the year.
• Concert Rough Comparison: We discussed Tapestry Season comparisons for the past
two years. Ticket sales income has steadily declined over the years even though
membership has increased. Partly this reflects a restructuring of ticket prices, offering
discounts for seniors, students, and early purchase of tickets. Ad sales have also
declined. Emphasizing this responsibility to members seems important.
• Nayana suggested that we use targeted concert announcements to people who have
showed interest in the choir but not joined. This would involve a collaboration between
the Publicity Director and HR.
President / New Business
• We continue to need Publicity and Volunteer Coordinators.
• Board Meeting dates: Aug 12, Sep 9, Oct 14, Nov 11, Dec 9, Jan 13, Feb 10, Mar 9, Apr
13, and May 11.
• Concert dates: 11/21 (7:30), 5/15 (4:00) and we will sing at the Capitol Rotunda 12/5 at
noon.
• We sign contracts with our artistic director and principal accompanist in August,
although our new fiscal year begins in January. Barbara moved and Gareth seconded a
motion to increase Andrea’s monthly salary by $100.00 per month, to $600.00 per
month for the 2015-2016 season and fiscal year 2016. This is an increase above the
budgeted amount for fiscal year 2015. Motion carried.
Closing
Summary of new or outstanding action items from this meeting
• Find a Publicity Director and a Volunteer Coordinator.
• New Publicity Director will coordinate with HR to create a targeted list of women who
inquired about Tapestry, but did not join, to announce upcoming concerts.
• Nayana will contact Public Storage and PayPal to get them to send future invoices to
[email protected].
• Leah and Joy will send Nayana the PayPal email, so she can check to be sure she has that
information.
• Joy and Leah will forward the city of Austin grant information to Liegh.
• Joy and Leah will edit the history page of the new member packet, and make copies of
the new member packet for the choir’s first rehearsal.
• We will ask members to let us know their birthdays as part of the electronic welcoming
slideshow.
• Barbara will send Janet Williams the approved minutes of the July meeting to post on
the website.
• Barbara will write and send the minutes of this meeting to the members of the board
for their perusal before the next meeting.
• Nayana and Norma will work to reconcile the July bank statement.
• Lindsey will check with the chaplains to see if there is available on-site technology for
showing things on the screen.
• Nayana will notify Judy Trejo about Andrea’s new salary amount.
• Nayana will make the changes to the financial page to the new member packet, will
send to Joy in time to copy on Saturday and will send the revised document to Janet to
upload on the website.
• Stephanie Pelligrin will create the minutes of the June annual meeting to be posted on
the website.
• We tabled a discussion of the concert survey results until the next meeting.
Adjourn: 8:59 p.m.
Next meeting: September 9, 20157 pm, ASH
Respectfully submitted,
Barbara Wilson, Secretary