Board Meeting Minutes

Kansas Music Educators Association
Board Meeting
Saturday, August 12, 2005
Friends University, Fine Arts Building
8:30 A.M. - 11:45 AM

Present:
Dee Hansen, President
Rick Ives, Vice President
Jean Ney, President Elect
John Taylor, Executive Director
Jan Ives, Recording Secretary
Johnny Matlock, NW District President
John Nottingham, NE District President
Chris Richmond, NC District President
Todd Hollis, SC District President Elect
Jo Nell Delacour, SE District President
Mike Quilling, SW District President
Sara Stecklein, KS CMENC President

Guests:
Randy Fillmore, Festival Manager
Troy Johnson, KMEA Website and Technology Manager
Harold Popp, KMR Editor
Catherine Mallett, Washburn University
Michelle Postier, ISW Registration Manager
Robert Lee II, KMR Advertising Manager

Call to Order President Dee Hansen called the meeting to order at 8:35 A.M.

Approval of Minutes - Minutes from the June 12, 2005, KMEA Board Meeting were reviewed. Mike Quilling moved to accept the minutes as submitted. Chris Richmond seconded the motion. Minutes were approved as transcribed and will be published on the KMEA website.

Highlights of Informal Meeting

Dee introduced and welcomed Michelle Postier as the ISW Registration Manager.

Cathy Mallett, Washburn University, gave an overview of the presentation of the Kansas Model Standards of Music Education, which was approved by the Kansas board of Education in July 2005. There will be a link to the KSMEA website to view and download this information. District presidents and the Executive Board received a CD of the Music Standards 2005.

Harold Popp gave a presentation on The National Anthem Project. This Project was launched in March and will have ongoing initiatives through 2006, culminating in June 2007 on the Mall in Washington DC. You will find additional information at the National Anthem Project website.

Harold also discussed the use of color in KMR Advertisements which KMEA has been requested to provide. Harold discussed the process and cost factor involved using examples of how other states publish their magazines.

Cathy Mallett shared information regarding the Kansas Performance Assessment test, which is tied to the licensure process. She shared the importance of getting this process started early in one's teaching career.

John Taylor shared in detail the KMEA Financial Report for FY2004-2005.

Announcements

Dee announced the newest members of the KMEA Board and Staff: Michelle Postier, Workshop Registration Manager; Cathy Mallett, CMENC Advisor (will co-chair with John Huber); Julie Groom, Small Schools Consultant; and Terry Barham, SMTE Representative.

Communications: Make sure your contact information and information for District board members is correct for the KMR and Website.

On-going Activities: Dee shared that she attended the funeral services for Jodie (Russell) Eldridge, former KMEA President.

Dee opened the floor for summer convention reports. Mike Quilling shared highlights from the KBA convention. Dana Hamant is the new president for KBA. Johnny Matlock shared that over 50 % of the KCDA membership attended their summer Convention. KCDA now has over 300 members. Jean shared highlights from the KASTA summer meeting where she shared the new adjudication forms. John Taylor shared that the city of Wichita is considering privatizing Century II and the Hyatt Regency Hotel which could affect ISW registration fees. This is a major concern for many Arts affiliates. John also shared proposed renovations for Century II. Dee directed John to write a letter on the Board's behalf expressing our concerns regarding these proposed changes. You may read more on this issue in John's report on pg. 15 (boardbook).

ISW Announcements

Accessible Arts, Inc. will be holding three sessions at the ISW for at-risk students and students with special needs. These sessions would be very beneficial for Special Ed as well as music teachers to attend. John will make arrangements to allow Special Ed teachers to attend these sessions at the ISW free of charge. Everyone was encouraged to inform their District's Co-Operatives regarding this offer.

Will Schmidt will hold several sessions on World Drumming and Guitar for middle level and high school level at the next ISW. Dee shared the list of performing groups selected for the ISW. This list will be put on the website as well as in the KMR. Jean noted that the District Presidents will be part of the listening committees next June. She noted that non-acceptance letters had been sent out.

Dee encouraged everyone to get clinic proposals sent in before the October 1, 2005 deadline. Discussion was held regarding small school clinic proposals. The ISW clinic scheduling meeting will be held, Saturday October 8, 2005 at Friends University.

KSHSAA:KBA/KCDA sessions with Vic Sisk and Reggie Romine. Vic was not able to attend KBA due to personal issues. It was reported that Reggie gave a very good session at KBA. His strong background in education will be an asset to KMEA. KCDA was impressed with his presentation as well. Kansas Arts Commission:Dee noted there are grant opportunities (operation funding) to communities and 501c3 organizations and that it is very easy to fill out the paperwork. MENC:Dee presented an update on MENC initiatives and the National Assembly in Reston, VA. She discussed partnership, organizational, and philosophy issues. Dee and Jean participated in the selection committees for the 2006 National convention in Overland Park in June.

Announcements MENC National Data Report - John Taylor reported on the vast amount of data being collected across the country. This was discussed at a meeting he attended in Reston, Virginia this summer. National Anthem Project- all schools will be sent a packet of information regarding this project and ways to promote awareness. The Project leaders are encouraging everyone to sing or play The National Anthem on September 14, 2005 at 9:00 A.M. Dee encouraged everyone to submit photos and or videos of their group performing The National Anthem to MENC who will be incorporating them into a slide presentation for the next National Conference. John discussed the possibility of holding KBA, KCDA, and KASTA summer conventions at one location. No action was taken. Everyone was reminded of the upcoming KMR Deadline of October 1, 2005, which the District Presidents need to have all their district information in. The complete file of Outstanding Teacher information needs to be sent to Vice President Rick Ives and the Honor Administrator information needs to be sent to President Elect Jean Ney.

Reports

President Dee Hansen noted her report stands as written. Read report in full on page 12-13 of the Board Book.

President-Elect Jean Ney reported her report stands as written. Page 14.

Vice-President Rick Ives gave a verbal report of what vice presidential action he has taken since the last meeting.

Executive Director John Taylor reported his report stands as written (boardbook p.15-16). John noted KMEA has an insurance policy that covers ISW events as well as District Mini Conventions.

Johnny Matlock moved to accept the 2004-2005 Fiscal Year Financial Report as submitted by John Taylor. John Nottingham 2nd the motion. Motion passed.

Website and Technical Manager Troy Johnson stated his report stands as written. Report on page 17. The board discussed the form online/offline dates table that was created by Chris Richmond and Troy Johnson. Troy noted this document is a work in progress. The KMEA Leadership Email List was discussed. To send an email message to any KMEA officer, simply send a message addressed to their alias. All KMEA email aliases have the following format: (Where alias is the name of the office, such as .) He did note that presently, our domain is unable to send alias messages to AOL email accounts due to the security measures put in place by that company. Troy was directed to use these dates and to share with the board next June.

Festival Manager Randy Fillmore stated his report stands as written on pages 18-19 of the Board Book.

Ad Manager Bob Lee noted his report is located on page 20 in the Board Book. See New Business for more information.

District President Reports

Northeast District: John Nottingham distributed his report at the meeting. He noted his report stands as written.

Southeast District: Jo Nell Delacour stated her report stands as written. Page 21-22.

North Central District: Chris Richmond announced his report stands as written. Page 23

South Central District: Todd Hollis distributed his report at the meeting. He noted his report stands as written. Todd voiced a concern from a fellow peer regarding percussion entries at the Solo/Ensemble Contest. The KSHSAA rule stating that only students of the appropriate age may accompany choirs at contest was also discussed. This is a major concern in the Kansas City area schools. Dana will be informed of these issues.

Northwest District: Johnny Matlock stated his report stands as written. Page 26.

Southwest District: Mike Quilling stated his report stands as submitted. Page 27. The SW District is considering the possibility of using the KMEA State Live Audition Music for their district auditions.

CMENC President Sara Stecklein stated her report on page 28-29 stands as written. Page 29 is the KCOMTEP schedule for Kansas CMENC chapters that will be meeting on September 25 and 26, 2006. Sunday's events will be held at Senseney Music and the Four Points Sheraton Hotel. Monday's events will be held at Hesston, Kansas.

OLD BUSINESS

Strategic Plan Items

Advocacy Update - Bob Lee updated the Board on the progress made by the Ad Hoc Advocacy Committee. See board book for more detailed information. The mission statement for this committee is "To raise awareness of the value and importance of music as an educational priority!" Bob shared KPTS is again this year planning a pledge drive event during the month of March. He asked the Board to consider KMEA's continued involvement for the next two years.

Mike Quilling moved that KMEA provide up to $1000 per year for two years for pre-production costs for Public Television broadcast of the Music Education broadcast, contingent on statewide participation. Johnny Matlock seconded this motion.

Recruiting and Retention Update - Mike Quilling reported that this committee met yesterday (8.11). Discussion centered around mentoring. It was suggested to have a panel discussion between CMENC and Tri-M participants at the next ISW. Each district will now have a mentoring chair. Many districts have already filled this position.

Professional Development Committee Update- Jean Ney shared a proposal that this committee was bringing to the Board recommending that a Middle Level Chair be appointed to the KMEA Board. Explanation: The proposal is being made because the professional development needs of the middle level music teacher are unique. JoNell moved to have a middle level chair position be created and added to the KMEA Advisory Board. Sara Stecklein 2nd the motion.

Organizational Issues

KMEA Statewide Middle Level Festival Choir- Johnny Matlock reported Marlo Zumbrunn is working diligently on preparations for the next ISW. The feedback received at the Summer KCDA Convention was very positive and appreciated.

Small Schools Committee Report - Mike Quilling reported that this committee met on July 14, 2005. The committee reviewed the "KMEA Small School Survey" and discussed the results. Most of the discussion focused on school size to participate and the audition format. It was suggested to have a 1-3A State Festival Band and a 4-6A State Festival Band. The audition format, rehearsal location, and the performance schedule were also discussed. Motion passed. The committee will continue to meet throughout the year and will keep the Board updated on their progress. Each district was asked to acquire an Advocacy chair for their district. Each District President was instructed to delegate someone in their district to be the mentoring chair, if they have not already done so. Motion passed. District Presidents are to take this information back to their districts for discussion and send Mike Quilling comments from their districts

Festival Committee Report - As Dana Hamant was not present at the meeting this was tabled until the next Board Meeting.

Festival Ensembles - A brief discussion was held regarding the possibility of KMEA asking the hotels to provide lunch for the State-Wide Ensembles on Friday and/or Saturday during the ISW. Todd Hollis moved to increase the student fee for the State Festival Groups by $5.00 to cover the cost of lunch, which will be provided on Friday at the ISW. Mike Quilling 2nd the motion.

KMEA Website Issues - These issues were discussed and taken care of earlier in the meeting.

American Hymn Score - John Taylor reported the Effinger arrangement of America the Beautiful, which is used for the ISW Finale Concert is currently being placed on computer. A full score and parts will be extracted and the computerized version will be kept in a safe location.

Overtime Performance Appeals - Rick reported seven Directors went beyond their allotted time at the February ISW. He stated that he had sent letters to those Directors sanctioning them for the next three years. Dee read a petition received from one Director who had received a sanction which was rescinded by the Executive Committee after group discussion. Rick will follow up on decision made.

NEW BUSINESS

KMR Advertisement Discussion was held regarding color ads in the KMR. Currently the KMR has a "no color" format for advertising. Bob shared the approximate price of what a colored ad would cost. Bob reported there are 44 advertisers for the next KMR. After discussion, it was the consensus to remove the offer of color ads in the KMR.

ISW Tape Listening Categories for tape listening for future ISW's were discussed. The number of categories and genre is very unwieldy and misconceptions about selection run rampant through the membership. Concern was given for a more streamlined representative system. The selection process needs to be publicized. Rick and Jean were appointed to address this matter for the Feb. Board Meeting.

ISW Clinic Sessions Discussion was held regarding reorganizing categories for the ISW Clinic sessions. Chris Richmond made a motion to revise the statement in the KMEA Handbook regarding the ISW Clinic Selection committee to read: "This committee will consist of the KMEA President, CMENC President, KMEA Elementary Chair, KMEA Advisory board, Affiliate Presidents, and other board members and KMEA staff as needed (USDE and KSHSAA consultants may be excused). This committee will solicit clinic proposals, prioritize clinic proposals, and tentatively schedule clinics to compliment the concert performance schedule". Todd Hollis 2nd the motion. Motion passed. The KMEA Handbook will be revised with this statement by Vice President, Rick Ives.

Future Meetings

The ISW clinic scheduling meeting will be held, Saturday October 8, 2005 at Friends University.

The next KMEA Board Meeting will be February 23, 2006.

Adjournment - Dee adjourned the KMEA August Board Meeting at 12:00 PM.