June 6, 2015
Phoenix Chorale Steering Committee
Linda Atherton, Leigh Mundhenk, Rory Sellers, Margaret Merrill, Fernando
Hinojosa, Deirdre McClure
Gift for Angie at Canco Woods (Sally Waite)
The year in review
Deirdre: Bigger steering committee needed; organize committees to do
other things
SC members’ responses on how we felt about our inaugural year; reflection
on our current status and position (who we are now):
Leigh: New people who not from FP – need to be sensitive and excited
about new people coming – be mindful they do not share our history
Growth equals change in the group dynamics
Fernando: Encouraging some kind of a dinner or event – bring everyone
together
Ask Mettie to open their ice cream social to others
Potluck on a non-rehearsal night –
Linda: This year clarify what others’ roles are – how to participate in the
group
Linda: Two-tier membership fee
Leigh: Help others find jobs that match interest – everyone needs to
volunteer
Deirdre: Have some start-up paper work – to guide others’ understanding
of what the commitment to PC really looks like
Margaret & Leigh: Start-up paper work for beginner participants in PC &
their interests for tasks
Fernando: It makes it easier for others if they know what expectations are
for group participation
Emails to the members about events and updates
Linda: Create a spot on the website about events
Deirdre: Phoenix Chorale’s focus is on community
Linda: SC/Board focus is on day-to-day decisions
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Recruitment
Growth – Leigh – wants more tenors and basses
Bob Russell – Choral Art Society, those who do not make it with the CAS
should consider PC
Craigslist – post on
Flyer – create a flyer for general distribution
Tasks as we see them now
Communications administrator (MLM) – in-house
Someone needs to be in charge of recruiting
Flyers & craigslist
Next year’s concert 2015 - 2016
Deirdre: March will be too long a wait for one repertoire
Sing something in the fall
Preble Street – we did not do a good job getting their people in to support
us
ILAP – in March – next year at the same time as their fund raiser
Leigh wants to include repertoire this summer in our sessions
Start working on this rep. in June – (Deirdre likes to lift up the hood and
dig down)
Repertoire during the summer
Mettie – works with a group of Burundian women who might sing with us
(Linda – find some ESL people in Portland)
MLM – get my questions ready for ILAP gal – Loretta Prescott
ILAP – what did we get not get from Preble Street
Promotion for the concert
Spread the word for our next concert
ILAP - get publicity help
Chart of the organizational structure – help us know who to talk to
Find out who the key people are at ILAP
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Who will our contact person for them be? (Rory)
Deirdre will get some ideas for the winter concert and pass them around –
She will also decide on timing for it and what we will sing in Nov/Dec or
January
Summer sing:
Work on repertoire
David will be our accompanist during the summer (Deirdre asked him, but
will check)
Concert for 2016 – want specific jobs identified and filled by volunteers not
necessarily from the SC/Board
End of First Season and Update Letter
Post the letter to PC listserve and our website – Linda will post it
Deirdre will finish the letter and send around
Use some of the mission statement (which will be updated later this
summer – (Thursday meeting before PC on July 9)
Accompanist backup
Terry Foster will be our backup accompanist (gift certificate to a restaurant
to pay him – he does not like to be paid $)
Russ Glidden donated $50
Summer dues:
$10 - $15 per month or more if able
Next Business – July 9, 2015
Mission statement
Nonprofit status & process - Linda
Must be incorporated
We will be Phoenix Chorale Portland, Inc.
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Board meet monthly (really meet once a year)
Leigh – do we need both – SC and Board? (No, the SC has morphed
into the Governing Board)
We are required to have someone not associated with Phoenix Chorale
on the Board.
Thoughts about the outside person for the board – Russ Glidden and
or Mettie, and Steve Graves
Greg Dismore – board member
Leigh – have someone in charge of the SC/Board
Executive director/board president (should be a paid position, but we
are not able to pay)
Deirdre can attend board meetings, but cannot vote
Co-Board directors/chairs: MLM and Fernando
Send out invites to Phoenix Chorale to join the board (Joy?)
Maximum number on the board - 9 members
Head of committees are on the board – (are they on the board or do
they just attend when necessary?)
Morphing the steering committee into the board –
Timeline:
Board of directors
9 board members (17 members maximum allowable)
Draft bylaws – borrow some from Portsmouth group Women Singing
Out – Deirdre will ask them for their business plan also.
July meeting to discuss bylaws –
Need a post office box address
Ask for a donation for a PO box $84 for a year – Rory will do it for 6
months (Thanks, Rory)
Deirdre will review our budget for this past year.
Need to find someone to take notes and then follow through and type up
minutes and disseminate
We need to craft a business plan – under develop strategic plan
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Board Jobs or not on the board?
President
Provide, with Artistic Director (AD), leadership and
communication of meaningful decisions within the Portland
Phoenix Chorale. With AD, oversee work of the organization.
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Call meetings and create agendas
Lead and facilitate meetings
Respond to inquiries
Manage correspondence throughout the organization
Interact with partner organization
Secretary
Take and disseminate minutes
Treasurer
Responsible for keeping track of finances
• Enter/track all financial transactions using a spreadsheet
• Calculate, review and pay bills, arrange payment for AD and
accompanist
• Make bank deposits
• Compile financial reports for CC and FC meetings or as
needed
• Collect dues
Fundraising Coordinator
Manage and oversee fundraising ideas.
• Coordinate ad sales for concert programs
• Compose/update and send letter/brochure for ads
• Organize fundraising events, such as raffles, auctions
PR Coordinator
Oversee anything that has the potential to educate the public,
and attract audience members and singers. Ensure that all
printed and online material is current and attractive.
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Manage website
Manage social media (Facebook, Twitter)
Design and print postcards and posters
Coordinate poster display
Write and post press releases to media
Organize Press Release and PSA tasks with Chorale
Create ads
Membership Coordinator
• Keep track of current contact information for all members
• Contact prospective new members by phone or email in a timely
manner
Take attendance at rehearsals
Librarian
Manage the music library
• Distribute music to chorus members
• Maintain copies of music
Production Coordinator
Oversee work for concerts
• Recruit/organize volunteers for concerts
• Coordinate with partner organization on specific, concert-related
tasks
• Oversee design/print of concert program and poster
• Organize concert day bake sales, etc.
• Ensure post-concert clean up
Partnership Coordinator
Interact with the chosen organization
• Organize annual partner discussion and choice
• With AD, plan concert contents, flow
Organize ancillary activities with partner organization
Next meeting:
Invite new board members to attend
Address mission statement
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(Leigh – accounting class at USM– graduate level – to get their help on our
non-profit)
Rory will ask Russ & Steven & Greg
Deirdre will ask Mettie to be on the board
In-house Joy for the board
Deadline for responding – July 1
First Board Meeting – July 9@6:00pm – just for mission statement
Wednesday August 5@noon – Leigh’s house in Orchard Park
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