Board Meeting Minutes
August 16, 2003

Four Points Sheridan, Wichita Kansas
9:30 A.M. - 2:00 P.M.

PRESENT:

  • John Taylor, Executive Director
  • Rick Ives, President
  • Ron Chronister, Vice President
  • Dee Hansen, President Elect
  • Joel Gittle, NC District President
  • Will Cooper, NE District President
  • Mike Quilling, SW District President
  • Bud Meisel, SC District President
  • Sam Lyle, SE District President
  • David Will, NW District President
  • Erin Bowers, KS CMENC President
  • Jan Ives, Recording Secretary
  • Harold Popp, KMR Editor
  • Troy Johnson, KMEA Webmaster

GUESTS:

  • Shawn Chastain, KCDA President
  • Tom Wine, KCDA
  • Karen Sims, KCDA
  • Denny Senseney, KMMA

President Rick Ives called the Kansas Music Educators Association Board Meeting to order at 9:35 a.m. Minutes of the May 31, 2003 board meeting were approved as transcribed.

ANNOUNCEMENTS:

  • Steve Leuth, Russell, has accepted the position as Tri-M Chairman.
  • The Kansas Bandmasters Association (KBA) web site will carry information on audition materials for the Jr. Sousa Band. This will be noted as such in the next issue of the Kansas Music Review (KMR).
  • Rick shared information about the Lowell Mason Fellowship Award program.
  • Rick shared that plans are being made to recognize and honor Don and JoAnn Corbett for all the work, time, and heart they put into this organization. A reception is being organized for the next Inservice Workshop in February 2004. The board is looking into having a scrapbook made in their honor.

REPORTS:

  • Rick Ives, President, announced the President’s report stands as written.
  • Ron Chronister, Vice President, announced the Hall of Fame Committee members have been determined. They are John Taylor, Ron Chronister, Gayle McMillen, Cecil Riney, Bud Boughton, Jeff Anderson, and Don Corbett.
  • Dee Hansen, President Elect, noted her report stands as written. She shared the progress of the committee working on enhancing CMENC’s involvement with KMEA and the InService Workshop. Dee announced three groups have committed to perform on the President’s Concert at the next ISW. They are: Goddard High School Marching Band, Joe Boley’s Old Tyme Band, Great Bend, and Tropical Shores Steel Drum Band, Haven. She explained how the venue(s) will be set up so only one group will be performing at a time. Dee also shared Rick and John are looking into bringing a Mariachi band from Donna, Texas to the ISW to perform as well as provide clinics.
  • Dr. John Taylor, Executive Director, shared his first few weeks experiences as Executive Director.
    • Has met and continues to meet with Don and JoAnne weekly to gradually gain insight for all the many tasks they took care of and the secrets of their success.
    • Announced the new layout of the organization has been finalized and set with salaries. The following positions have been filled:
      • Exhibit Manager: Don Corbett
      • ISW Registration Manager: Matthew Hanne
      • Festival Group Manager: Randy Filmore
      • Recording Secretary: Jan Ives
    • Shared a concern regarding the companies who take group photographs and who make the recordings at the ISW.
    • Will be looking into this matter and research other companies that provide these services.
    • Announced he is updating the KMEA tri-fold brochures which includes tear off pages to join KMEA and/or MENC. He will distribute these brochures to the district presidents once they have been printed.
    • Don Corbett and John will be visiting with hotel staff at many of the Wichita downtown hotels regarding the ISW. Currently the Hyatt is sold out of the rooms committed to KMEA at the ISW convention rate. Rooms are still available but at a much higher rate. He noted that some rooms might become available after live auditions are held January 10, 2004. John indicated that he would work with the Hyatt personnel to establish a KMEA waiting list.
    • Is creating the KMEA letterhead and envelopes for use electronically. He will share this with all when task is completed.
    • Distributed and explained details of the last audit. He noted the organization has needed to update their technology equipment and has been able to cover these expenses due to Don and JoAnn’s excellent handling of the KMEA accounts.
    • Shared he is establishing a revolving schedule for purchasing technology. John explained how he is redeveloping the expense budget format which in turn will change the budget audit process / format.
    • Attended the No Child Left Behind meeting on August 15, 2003. He noted MENC’s feelings regarding this philosophy which they are not opposed to, but are not totally in favor, but are willing to work together with this task force.
    • Has established the ‘official’ KMEA office at his residence. He stated he has KMR’s dated back to 1947 and has recordings of state groups back to the 1960's.
    • Ron publicly welcomed John to his new position and thanked him for all the hard work he has put in since he accepted this position.
  • Will Cooper, Northeast District President, announced Jeff Hodges has resigned from the position of Facilities Coordinator. Their district’s mini convention is scheduled for January 24, 2004.
  • Sam Lyle, Southeast District President, stated his report stands as written.
  • Joel Gittle, Northcentral District President, stated his report stands as written. He thanked Troy Johnson for helping develop the NC District web site. It is up and running.
  • Bud Meisel, Southcentral District President, stated his report stands as written with the following additions:
    • Todd Hollis returned from his military duties and will resume the position of President-Elect.
  • David Will, Northwest District President, stated his report stands as written with the following addition:
    • Mini Convention will be December 6, 2003.
  • Mike Quilling, Southwest District President, stated his report stands as written with the following additions:
    • announced the names of the outstanding teachers and administrator.
    • Issues that will be discussed at the Mini-Convention include representation of the Southwest District in state festival groups, the elimination of a festival site by KSHSAA, and late entries for district band.
  • Erin Bowers, Kansas CMENC President, stated her report stands as written.
  • Harold Popp, Editor of Kansas Music Review, current issues:
    • Still needs photos from three board members.
    • Discussed the issue of the restructuring of addresses / email addresses and how much can be printed on a page. Outcome: A qualifier will be printed under board member’s names stating “see complete address on web site”.
    • Needs addresses for festival chairpersons.
    • Deadline for the next KMR is October 1, 2003. Any article received after 12:00 a.m. on October 2, 2003 will not be printed.
    • The Outstanding Music Teacher information.
    • It is up to the District Presidents what they want on their district page.
    • KMR Convention Issue - deadline is January 1, 2004. Most of this issue will also be available on the web site.
    • Encouraged people to write / submit articles for the KMR.
  • Troy Johnson, KMEA Webmaster, noted his report stands as written. He brought and explained two proposals before the board.
    • Email list (KMEA Newsletter), proposing setting up an email list, to which members must subscribe, to facilitate the broadcast of email announcements by the president. Subscription forms could be placed on the web site for the members to maintain their own subscriptions to this service.
    • Online Member Directory which would include their name, school where they teach and their email address. Inclusion on this list would be strictly voluntary.
    The KMEA web site now has service provided to CMENC. It was asked if the same services could be made available for Tri-M. Steve Leuth, Tri-M Chair will be informed of this opportunity.
  • Shawn Chastain, KCDA President, Tom Wine and Karen Sims were present to discuss the matter changing the philosophy of the Middle School Clinic Choir to an Honor Choir and the responsibility of duties involved.

OLD BUSINESS:

  • Denny Senseney, KMMA Liaison, presented a proposal from KMMA recommending guidelines for convention clinic sessions with commercial projects or service relationships. KMMA proposes clinic sessions promoting, exposing or marketing projects or services will be sponsored or co-sponsored by at least one exhibiting Kansas music merchant. The following motion was made that we accept the guidelines as presented by KMMA, with the removal of the administration of guidelines section. M/S Quilling/Lyle Motion approved.

  • Shawn Chastain, KCDA president, began by stating KCDA would like to see the Middle School Clinic Choir be an Honor group using an audition format to select the choir. Rick reminded everyone the instructions from the last board meeting, were for KCDA to take this back to membership for an opinion on the philosophy of how the MS Clinic Choir will be handled at future ISW’s. Rick also noted it was too early in the process for a proposal from KCDA, and again noted the minutes from the last board meeting, which read, “The six District Presidents will check with their districts about changing the philosophy of the choir from a clinic group to a performance group.” The following motion was made that the KCDA proposal be tabled until the District Presidents discuss the philosophy of the Middle Level Choir with their districts. M/S Gittle/Meisel Motion approved. This will be on the February Board Meeting Agenda.
  • Festival Committee Charge
    The issues of memorization, sight-reading and solo/ensemble limits were all discussed noting the philosophical and educational values of each. The following motion was made that the Festival Committee prepare three proposals (memorization, sight-reading, solo/ensemble limits) to be submitted to the district presidents before November 1, 2003 for evaluation at the district mini-conventions and to be submitted at the February Board Meeting. M/S Will/Lyle Motion approved. This will be an agenda item for the February Board Meeting.
  • Web Site
    As Troy had previously shown the board the application forms he has developed, the board today asked Troy questions about the on-line registration form. Troy explained the options that could be applied to the site, and how it all works together. An issue of cost for paying online was discussed. It was recommended that a small fee be added to those members who choose to pay online to cover the cost of paying electronically. John Taylor and Troy will work on this project. John Taylor will work out the logistics of the issues discussed regarding locating a secure credit card payment site. Two motions were made:
    • Move that the e-mail list and 2004 State Festival Groups Application Form as submitted by the State Webmaster be accepted. M/S Gittle/Cooper Motion passed.
    • Move that KMEA establish on-line registration with a secure credit card payment option. M/S Cooper/Gittle Motion passed.
    Troy will create an e-mail list sign up application form, and establish on-line registration forms.
  • Mentoring Proposal
    It was decided to ask Arlene Ediger to help Marylyn Bell with the mentoring program. Many felt there has been miscommunication between those involved, therefore, it was recommended to create an action plan outlining how the mentoring program works.     No motion was brought before the board.
  • CMENC Changes
    Dee shared that a committee has been established which is working with CMENC to enhance their recruitment tools and participation within their organization. No motion was brought before the board.
  • Kansas Association of School Boards
    Discussion was held to determine if it would be beneficial to advertise with the KASB or to have an exhibit at the KASB State Convention for school administrators. No motion was brought before the board.
  • Tickets for Finale Concert
    It was recommended the Festival Groups Chairman look into this to see how to handle ticket sales. No motion was brought before the board.
  • Festival Coordinator
    Randy Filmore, Festival Groups Chairman, will work with Century II staff to assure security logistics are handled appropriately. No motion was brought before the board.
  • Kansas Music Review Schedule
    The board apologized to the staff for the miscommunications regarding this matter. The following motion was made that the Board rescind the directive to switch the priority of the KMR back to the original format. M/S Cooper/Lyle Motion passed.
  • Summer Convention
    At the current time there is very little interest from affiliate groups to hold a combined Mini-Convention during the summer months. No motion was brought before the board.

NEW BUSINESS:

  • NFHS Nomination
    A brief discussion was held regarding nominating a KMEA member for a National Federation High School Award. The following motion was made that Gayle McMillen be accepted as the nominee from Kansas for the NFHS Award. M/S Quilling/Will Motion passed. Rick will contact KSHSAA for instructions.
  • Strategic Plan
    Rick previously passed out a draft of the KMEA 2003-2005 Strategic Plan so the board could review and recommend revisions as needed. The following motion was made to accept the 2003-2005 Strategic plan with the following exceptions:
    • Professional Growth Action 2, Delete “create a brochure highlighting activities and benefits to be distributed to HS seniors interested in music” and delete, “withing their district”.
    • Outreach - Promote Lifelong Learning Action 2, Assign to Webmaster.
    • Ongoing Organizational Issues, Maintain programs Action 2 - remove entire action.
    M/S Lyle/Gittle Motion passed. Rick will made the necessary changes to the Strategic Plan and republish the document. It will be available electronically.
  • Member-At-Large on Board
    No motion was brought before the board.
  • By-Law Changes
    Discussion was held regarding the need to change the wording of the By-Laws due to the reorganization of KMEA. Dee was assigned to work on the rewriting of the By-Laws. Once completed she will email them to the Executive Committee and carbon copy the board. Once approved by the Executive Committee, these changes will be presented to all KMEA members for a vote at the ISW for approval.
  • Hyatt Booking
    John Taylor will meet with Hyatt officials to schedule the 2006 convention and beyond.
  • Day Care at ISW
    The following motion was brought before the board to direct the District Presidents to discuss the need to provide day care at ISW at their Mini-Conventions and direct the Executive Director to investigate the logistical possibilities of providing this service to our members. M/S Meisel/Bowers Motion passed. This will be on the February agenda.
  • Sponsor Elementary Chair to MENC
    The By-laws state that the Elementary Chair-Elect will have a budget of $500 to help with expenditures for attending MENC in Minnesota in April 2004, therefore no action needed.
  • Annual Commissioned Music Piece
    A discussion concerning the possibility of having a piece commissioned each year on a rotation basis for band, choir, orchestra, and jazz band took place. No motion was brought before the board.
  • KPTS Offer
    Ron had brought information about a series of programs KPTS is going to be showing on the local PBS station in September. KPTS was requesting KMEA to provide educational information for those interested. Due to the short time to prepare anything, the issue was dropped. No motion was brought before the board.

ADJOURNMENT:

As no other agenda items were presented, Rick adjourned the KMEA Board Meeting at 1:15 PM. The next KMEA Board Meeting will be held during the ISW in February.