VBODA Executive Board Meeting

1:00 p.m., Monday, June 25, 2007

Charlottesville HS, Charlottesville

1. Call to Order Rob Carroll

This meeting is being recorded to assist the secretary

2. Review of Voting Procedures Doug Armstrong

3. Roll Call Laura M. Thomas

4. Minutes from last meeting (April 13, Newport News, VA) Laura M. Thomas

Motion to approve: J. Tornello; seconded by L. Correll, approved

5. Treasurers Report Mike Kirby

R. Carroll Medals and plaque prices need to be adjusted. C. Bly: When did we last receive a new contract? V. Tornello: Talk to Ms Anita Natalizia or Ms. Byrne at Bale. M. Kirby: D. Stokes negotiated last contract. C. Bly: We need to negotiate new contract.

6. Committee Reports/VBODA Operations

  1. VBODA Marching Band Festival Bill Berg
  2. (B. Berg not here; R. Carroll presented.) Info posted on website. Shirts sold at this year’s events will be ordered the beginning of July. All judges already hired.
  3. Great Bridge will host Southeast if we can’t find another permanent site. Waiting to hear from new ODU band director. J. Hargis may host at new Williamsburg HS in 2008.
  1. All Virginia Auditions Doug Armstrong
  2. Audition date, site & host: 2/23/07, Harrisonburg, JMU Music; Scott Rickers will coordinate, doing great job. Would like to sign up judges at VMEA Conference, as well as sending out postcards. All on track.
  1. All Virginia Band/Orchestra Event Rob Carroll
  2. 2008 Event: April 3-5, J.R. Snow, Host, Harrisonburg HS
  3. Conductors: Symphonic Band: Frank Wickes, LSU

Concert Band: Pat Rooney, JMU

Orchestra: Thomas Wilkins, Omaha/Detroit Symphony

  1. VMEA Fall ConferenceLinda Gammon
  2. (R. Carroll presented) Performing groups selected: Sandusky Middle School Band, Grafton HS Band, Herndon HS Band, Commonwealth Winds (VCU), Governor’s School Orchestra, Holmes MS Orchestra, Osbourne Park HS.
  3. Sessions: Can Festival Committee coordinate and select people for panel (Success at District Festival)? R. Carroll will talk to D. Schoemmell. Bud will select people for orchestra.
  1. Orchestra Representative Bud Hearne
  2. Thomas Wilkins under contract for 2008. We need to brainstorm with directors at VMEA for All-VA Orchestra Director ideas 2009-10.
  3. JRO still needs to be better coordinated, particularly in South East and South Central.

F Awards Committee Carl Bly

  1. Sid Berg Scholarship Award: Our scholarship recipients are earning excellent grades. We want to help create another great band or orchestra director in the state of VA, but we are not quite at the point of stipulating that they are not in congruence with the scholarship requirements if they change majors and don’t end up teaching music.

G. Manual Committee Dan Kosko, Stan Schoonover

(R. Carroll presented) Wayne will send out bills Aug 1 for next 3-year cycle (2008-11). Fee is $50.

  1. Middle School Wayne Powell
  2. Middle School All-VA event: Survey results from each district collected by R. Carroll. Overwhelming response was negative (except for from one district.) Biggest concern is about overnight event for middle schoolers.
  3. Website Wayne Powell
  4. District Rep area on website
  5. New Teachers area on website
  6. Hard copies of drafts of these pages were handed out; directors encouraged to e-mail suggestions to W. Powell or L. M . Thomas
  7. Archival Project Dwight Leonard
  8. Recordings: All-VA switched to CD in 1998; vinyl continues to deteriorate. R. Carroll set up to transfer. Will e-mail C. Bly re which recordings are needed.
  9. Festival Review Committee Dan Schoemmell
  10. (R. Carroll presented) Much feedback from districts, included with these notes. R. Carroll sent D. Schoemmell this feedback.
  11. Panel discussion at conference. State needs more consistency.
  12. All-VA Jazz Band Committee Keith Taylor
  13. Hope to have something in place to review at November board meeting, event wouldn’t happen earlier than 2008-09. About 16 people on e-mail committee.
  14. Nominations Committee Rob Carroll
  15. President: Steve Turner, Keith Taylor
  16. Secretary: Laura Thomas, Keith Cottrill
  17. Orchestra Rep: Bud Hearne
  18. Middle School Rep: Wayne Powell, Paul Shoremount, Stephanie Holmes

Bios and photos of people running need to be sent to Moe Turrentine

7. Old Business

  1. Longitudinal Study of VBODA Marching Festival Adjudication
  2. Results of second part of study will be in 2007 Fall Notes.
  3. All-VA event Chair
  4. The All-VA event is so large and requires so much coordination, that one appointed VBODA person needs to handle it from year to year. M. Taylor volunteered to do job. R. Carroll: This would be constitutional change (article III). Discussion re voting rights. R. Carroll: We would need to come up with a motion at November meeting. J. Ryan: Others may be interested in serving in this capacity; please open to membership.
  5. Calendar concerns for Festival 2008
  6. Be aware that Easter fall on the fourth Sunday in March—check districts for spring break/Festival implications.

8. New Business

  1. District Rep information & responsibilities.
  2. V. Tornello: Event reports still due: One District 8 event (K. Jastrebsky) also District 8 Orchestra Festival and District 9 Band Festival
  3. Student fee raised to 25 cents per, rather than 15. Reminder that $350 is the max for honorarium for hosting events (can be split between all folks involved hosting and chairing.)
  4. R. Carroll: Biggest District rep responsibility is getting event reports in. Encourage Event Chairs to fill out as they host rather than waiting until end.
  5. Second biggest responsibility: Get list of District Band students eligible for All-VA Auditions to D. Armstrong (All-VA Audition chair.) SRO Chairs need to send list to B. Hearne.
  6. Be careful how you use e-mail list (official VBODA business only)
  7. J. Ryan recommends District Reps be aware of event date change and resulting insurance implications
  8. Make sure you identify new directors in your district, and urge them to READ THE MANUAL!
  9. J. Tornello: District reps need to attend meetings, so their districts get the info. Otherwise District reps can be replaced!
  10. District Reps were e-mailed re this meeting in late May. (LMT should send postcard in addition to e-mail notice next year.)
  11. New VBODA handbook will come out this November; we are out of the current one.
  12. R. Carroll meets with District Reps at fall VMEA meeting Sept. 8 at Charlottesville HS—very important.
  13. D. Leonard: Can we put VBODA Administrative Handbook on line? S. Lambert: VMEA Choral Directors have theirs on-line.

Motion: D. Leonard, seconded by V. Tornello:

I move to put the VBODA Administrative Handbook on our website.

Discussion: password protected? This is procedural. Call for question.

Motion passes unanimously.

Manual will continue to be published as well.

Motion: V. Tornello, seconded by D. Love

Only band directors who have participated in State Marching Band the past three years will be eligible to vote on marching band issues.

Discussion: D. Armstrong: I agree, but can we enforce? B. Hearne: This is divisive between the B and the O. S. Lambert: This is a matter of professional courtesy; will not offend. D. Armstrong: We can’t legislate integrity. Can we re-do motion so that we ask that people exercise integrity in voting only for issues that pertain to their area? C. Bly: should be worded carefully and tactfully, so I’m not the right one to do it!

Motion withdrawn.

R. Carroll will draft a statement for executive board to consider in November.

J. Tornello: we need to check what the VMEA by-laws stipulate about this. R. Carroll will ask M. Turrentine.

9. Announcements

D. Leonard: researching history of Black Band Directors Association to include in VBODA archives.

Next Board Meeting: Thursday, November 15, 9:00 am, Norfolk Marriott. Thanks to V. Tornello for hosting.

10. Adjourn

S lambert move to adjourn, M. Kirby second. meeting adjourned at 3:13.

Respectfully submitted by Laura Mulligan Thomas, 6/26/07.

Rob’s Notes (do not print for agenda)

2008 Festival Dates

2009 All-VA Band Dates

All-VA Jazz Band Committee

Conference Session for New teachers for VBODA events: Festival especially

District Rep area on website

New Teachers area on website

All-VA late fee & Drop dead date

All-VA event committee chair as part of board (in charge of putting the band together) committee appointment (Jonathan Hargis, Jack Elgin)

Motion of the board concerning board members not judging for VBODA marching festival is under review by the executive board.

District Representative training:

  1. Set up or maintain communication – e-mail
  2. Follow the monthly guide now on the website
  3. Event reports
  4. All-VA eligibility from your district

Thank Vince for hosting