MALASPINA CHOIR Board Minutes of the meeting Feb 2, 2016

MALASPINA CHOIR Board Minutes of the meeting Feb 2, 2016 Agenda: Page 2 Minutes: Page 3 Director's Report: Page 8 Memorial Bursary and Memorial Scholarship: Report by Max Stocker Page 10 Malaspina Board Minutes February 2, 2016

2 AGENDA Malaspina Choir, Executive Meeting February 2, 2016 5:00 6:30 pm, VIU Room 406Nanaimo, BC Executive: Guests: Mari Lyn Kelly, President Rob Riches, Vice-President Diana Priestly, Secretary John Horn, Treasurer Frank Letain, Librarian Lionel Tanod, Music Director Sara Frisch, Production Committee Rep Jan Lamont-Rodonets, Sop Rep Roni Harrison, Alto Rep David Brown, Tenor Rep Max Stocker, Bass Rep Discussion Topic Who Handout 1. Review & Approve Agenda Mari Lyn Agenda (emailed) 2. Review & Approve Past Minutes Review outstanding Action Items from January mtg 3. Sectional Feedback What are you hearing from your section 4. Music Director Report Upcoming concerts Next Season Mari Lyn Sectional Leaders Lionel. January Minutes (emailed) Verbal Report from Lionel to be read at mtg. 5. Treasurer Update Review balance sheet & actuals spent to date Resolution to wave fees for J. Walters (alto) Review of increase in membership fees for 2016 / 2017 6. Production Committee Report 7. Business Arising (topics from past mtgs) Memorial Bursary and Memorial Scholarship Proposal to Cowichan Consort choir John John Max / Lionel Lionel 8. New Business Proposal to change ticket pricing for youths Nanaimo Sings meeting report David Rob / Lionel. 9. Next Meeting March 1, 2016 Mari Lyn

3 Meeting Minutes: Malaspina Choir Board Meeting Tuesday, February 2, 2016, 5:00 7:00 pm, Room 205, VIU Music Dept., Nanaimo, BC Attendees: Mari Lynn Kelly - President Rob Riches - Vice President John Horn Treasurer Diana Priestley Secretary Frank Letain Librarian David Brown Tenor Rep Jan Lamont-Rodonets Soprano Rep Roni Harrison Alto Rep Absent: Sara Frisch, Production Committee Rep Max Stocker Bass Rep Guest: Lionel Tanod, Music Director What Who When Collaboration with the Cowichan Consort Choir Lionel will discuss this with Linda Dier and advise Board of result Lionel will let us know about the possibility of a clinic being held by Adam Con Review increasing membership fees, or seek other methods to economize Lionel Lionel Board March meeting March meeting March meeting 1. Review and Approve Agenda Motion to approve agenda, with additional points to be covered. Carried. 2. Review and Approve Past Minutes Motion to approve minutes from last meeting, as amended. Carried.

4 3. Sectional Feedback Roni Harrison, as Alto Rep, reported that some altos have not returned for this season, at least one because of a conflict with the concert date, another to take a break travelling, and another because of a dislike of the repertoire chosen. However, there are 5 new altos and one soprano this season, so there is a net gain. Jan Lamont-Rodonets Soprano Rep, reported that all sopranos had returned. David Brown, for the Tenor Section, reported that David Myrfield is not returning, and he considers the section to be weak. He had hoped we would receive support from Cowichan and suggested we could contact Linda Dies and approach some of the stronger singers for John Rutter. Lionel advised against doing that, as it is considered poaching, but suggested hiring a couple of singers from outside the choir. David considers there are enough singers in Nanaimo, and suggested James Duthie (Island Consort) and a couple from Parksville, who approached him after the Messiah performance. James would only have to attend a couple of the practices. The manner of any approach should be made carefully; poaching is definitely not to occur. Lionel will discuss this with Linda Dies. David Brown, reporting for the Bass Section, advised that this section is in excellent shape, with numbers 10-11 strong. 4. Music Director s Report, also refer to Director's Report 1. Upcoming Concerts: There is a revised seating plan. Part of the Dvorak score stipulates that a smaller section may sing within the piece, and therefore the chamber choir is included. Lionel wishes to have feedback from the section leaders as to the seating plan. 2. Sectional practices: Lionel will rotate the sectionals with different leaders: Sharon / David Brown and Neil for the next few weeks. Bonnie is returning in time for the month of April and 2 weeks in May. Roni will ask someone else to take the sectionals in Bonnie s place. 3. Workshop: Adam Con was asked to conduct a workshop on February 27 th. His fees are negotiable - $350 to $500 per hour or $1,000 for a full day. In the Nanaimo Sings festival, Adam Con was paid by BCCF. The maximum we can pay him is $500. Others were considered, including Signy Mergatroid although it was felt that she had spent her time mostly with the women singers, not the men. Lionel will let us know. Adam Con is in Vancouver in May, so maybe some of the members could attend a workshop there if we want him badly enough.

5 RESOLVED that if we are unable to obtain a workshop for $500 or less, we will cancel the idea. John Horn / David Brown / All in Favour. CARRIED. 4. Concert Programs for Fall 2016: We did not get any feedback on the concert program. All can be done with the chamber choir, but it is a major work for a choir. The first half was close to the November 11 Remembrance Day celebrations; the second half was more for Christmas, i.e. the Pachelbel MagnificaT, Ave Maria. Something would then be prepared for the end of the year. Lionel thinks it would show off the choir s strength. It could be sung by a chamber choir, but also by a larger choir. Lionel believes that the advantage of Cowichan is that it has an orchestra. We need wind and brass instruments. The Brahms Requiem takes about 75 minutes. Lionel is waiting to hear back from Cowichan after Feb. 20 th. RESOLVED that we take the spring program as being a cooperative effort with Cowichan Choir and orchestra and if that is not possible then the discussion on the spring concert program be reopened. (a) We want to do the Brahms Requiem with another choir and orchestra; (b) Alternatively, if that is not possible, we consider the features which are not for the spring concert. John Horn / Diana Priestley / NOT CARRIED. David does not believe we have a venue big enough to perform the work. He feels that it s pointless to ask for Cowichan to join us if we don t have anywhere to perform it. He believes we can vote on the fall program at this point and discuss the Cowichan matter later. We have looked at different venues: St. Peter s, for example, but the minister there is against choirs being in the sanctuary. St. Andrews is the best of the venues available. There is no organ in the Port Theatre. It could be done at the Port, though it would be expensive, but there would be a larger audience. John Horn thinks that possibility should be investigated. MOTION that we accept the fall program as planned. Roni Harrison / Frank Letain / All in favour: CARRIED. A further MOTION that we do not approve the spring concert program until we have determined whether or not we wish to collaborate with another choir to do the Brahms Requiem, provided the Port Theatre is available in April or May of 2017. Rob will investigate that issue. John Horn / Frank Letain. All in favour: CARRIED. This concluded Lionel Tanod s report.

6 5. Treasurer s Report 1. John Horn, as Treasurer, is not going to review the balance sheet. We have 2 sponsors at present, one of them being John s law firm. Mari Lyn has sent a letter to John for his firm to deal with. 2. There is only a small amount in the Savings Account to subsidize members who cannot afford the fees, and what remains is already committed. Any decision made is based on circumstance. A discussion took place regarding waiving Jasmine s fees. She is considered to be valuable to the choir, and therefore worthy of such subsidy. MOTION: to waive the fees for Jasmine. John Horn / Diana Priestley. All in favour: CARRIED. 3. Review of Increased Fees effective next year the fees will be $230 p.a., which would bring in $1,000 for the year. David wondered if we could cut down more on certain expenses rather than increasing fees. This should be discussed at the next meeting with a view to seeing if there are any other alternatives to increasing the fees. Lionel mentioned that in the Messiah some people in the audience did not pay, as the tickets at the door ran out and there was then no control on their entrance. The entrance/exit for the audience needs to be secured so people aren t able to walk in without paying. There are 30 complimentary tickets given out, which total $600. 6. Production Committee There is no report due to Sara s absence on vacation. 7. Business Arising 1. Max wants us to make a decision on the Bursary and Memorial Funds and produced a report regarding this matter, which is attached. *(Included in the report is the documentation regarding the VIU Award Terms of Reference and a copy of the Endowment/ Trust Gift Terms, and completed Application.) Please refer to Agenda Item 7 for full details MOTION that we accept the report from Max and that we complete arrangements with the VIU to create a scholarship, to be called the Malaspina Choir Margaret E. Stephens Memorial Award, John Horn / David Brown: All in favour: CARRIED.

7 *John will complete the necessary documentation to effect the commencement of the arrangements with VIU and draw a cheque for $5,000. Lionel suggested that we should then get a committee together to decide how to raise a further amount of $5,000 for the bursary. The agreement is that $10,000 must be donated by MCS within 5 years, which will be matched by VIU to a total of $20,000. 2. Cowichan Consort we have not heard back from Cowichan. The issue will be discussed at the next meeting. 8. New Business 1. Nanaimo Sings meeting report Rob said the opinion was that it was going to be a stressful matter, though a gala concert was considered. No decision was made about AnySing Goes. Lionel said in 2017 they are hoping to organize an event for choirs to work with clinicians, to perform in front of other choirs. Lionel said there are two workshops coming up sponsored by Nanaimo Sings. They have some money available, which they need to use. Choirs could approach them for projects or matters for which they need money. Proposal to change ticket pricing for youths Lionel suggests we should give a free pas or half-price ticket system to youths of 21 and under. At present it is believed we charge half price for 12 and under. The price of a student ticket is $10, but it is not clear what the definition of student actually is, in terms of age. Lionel thinks we should charge an amount that would attract new people, in order to attract a younger audience, who will continue attending and pay full price once reaching adulthood. Attractive choices of music plus positive marketing are important. Jan suggests we ask young people in our choir for ideas, and Lionel will talk to Jasmine to assess the question of attracting youth to the choir. John Horn suggests we get the schools to bring their music class to a concert for free, or have an adult come in person for $5. Band departments can be approached, one school at a time. Aspen Grove, a private school, might be one such facility. There being no further business, there was a MOTION to adjourn by Mari Lyn, seconded by Roni, All in Favour. CARRIED. Meeting was adjourned at 7:00 pm. Next meeting: March 1st, 2016 at 5:00 p.m. VIU room 205.

8 Director s report: Malaspina Choir Board Meeting, Tues. Feb 2 nd, 2016 1. Upcoming concert. Rehearsals are going well. A revised seating plan was drawn placing the chamber choir singers together and was sent to the section leaders and board president.( Dvorak s score indicates soloists or a small ensemble sing sections of the Mass for musical contrast. Having the chamber choir do most of those stipulated sections makes sense. The opening of the final movement, Agnus Dei has been allocated to a group of soloists.) I would appreciate feedback and the assistance of the section leaders in presenting and implementing the seating arrangement for all future rehearsals. Solo auditions have been set for Tuesday Feb 16 th 5.45 6.45 2. Sectional practices: Because Bonnie has temporarily withdrawn from choir I plan to take sectionals on a rotating basis with Sharon/ David Brown and Neil for the next few weeks. Tonight Feb 2 nd I will take the altos while Sharon has the sopranos and David /Neil work with the men. Next week Sharon will work with all the women and I will take the men. 3. Workshop. Date: Saturday Feb 27, 10/00amm to 3.00pm with half hour break Venue:? Clinician: Adam Con still not sure - will let me know by tomorrow; Fee:?? 4. Fall 2016 concert program. Feedback from board/discussion re the rationale presented in my email recently in response to board s discussion at its last meeting. (excerpts attached for reference) Fall concert: The overall concert program is a mixture of music for Remembrance in the first half and some less well- known, beautiful Christmas seasonal music the second half. Ave Maria and Tomorrow Shall Be My Dancing Day to be also sung in the Carolfest so will be ready without taking time from the messiah rehearsals. The Schubert Mass in the first half and the Pachelbel Magnificat in the second. Both are very performable by large choirs- the Magnifcat is in fact scored for double choir so while they can be presented by a large chamber choir they are even more effective with a larger choir like Malaspina. The opening piece, Eleanor Daley's For the Fallen, was highly recommended to me by Frank and David who heard it on the CBC The 17th Carissimi piece is from his opera Jephta and is written for a large choir.

9 Many of the pieces in the program we have in the choir library which, although not the main reason, was a cost factor in their selection. I personally believe the fall program is substantial, great music that would be accessible, popular with singers and audience and effectively show off the choir's strengths. Spring Concert. This program was designed with the theme of love and included Five Hebrew Love Songs, a major choral composition by Eric Whitacre with piano and violin accompaniment. Since presenting the program to the board the idea of collaborating with Cowichan Consort and its orchestra came up. I forwarded to the board Robert Fox's request for a suggestion from Malaspina of a major choral work we could perform together- two performances- in Duncan and Nanaimo. I ve recommended Brahms Requiem.-a work Malaspina performed at the Port. 7 or 8 years ago. It is an extraordinarily beautiful, wonderful work. Approximately 75 minutes long it would comprise the entire concert. I am happy to replace the original projected program with the Requiem and trust the board would be prepared to consider it. But I think it would have to be in conjunction with Cowichan and its orchestra. So we need to hear back from Robert Fox. He is understandably preoccupied right now with their upcoming Mozart concert. Hopefully after the Feb 20 concert he will get back to us with his response to our suggestion. As artistic director my goal is to provide a balanced, interesting, challenging and satisfying musical experience for our singers and audiences. I trust the 2016/17 season's repertoire will achieve that goal. 5. Spring 2017 concert program. Board s response to the proposal to present the Brahms Requiem in collaboration with Cowichan Choir and orchestra?? Possibility of inviting singers of other Nanaimo choirs to participate cf. Sing- a long Messiah arrangement. Have not heard back from Robert Fox, Cowichan choir manager. Looking forward to hearing the Mozart Requiem and a symphony performed by Cowichan Consort and orchestra on Feb 20 th. They will probably respond to us after the concert. Respectfully submitted. Lionel. Back to Minutes

10 Agenda Item 7: Memorial Bursary and Memorial Scholarship: Report by Max Stocker Malaspina Choir Margaret E. Stephens Memorial Award About 2 years ago Lionel Tanod's brother-in-law Andrew Stephens donated $5,000, to Malaspina Choir Society (MCS) with a letter asking that the money be placed into a fund in his late wife's Margaret Elizabeth Stephens name. The intent was that interest earned by the fund would be used for a scholarship for music students that would sing in the Malaspina Choir. MCS would like to hand the $5,000 fund over to someone else such as the VIU Foundation and have them administer the scholarship for the following reasons: 1. MCS does not want to have a $5,000 asset in the Bank Account (even though the $5,000 shows up as a long term liability on the balance sheet). The asset could have negative impact on possible grant applications by Malaspina Choir. 2. MCS does not want the responsibility of managing a $5,000 investment fund. 3. MCS would be unable to fulfill the wishes of the family. The family had intended that only the interest generated by the $5,000 be used for an award. This would result in a very small award. In order to provide a more substantial award ($500 or more) MCS would need to use some of the capital as well. The award would no longer be in perpetuity and this is contrary to the wishes of the family. Since the January Board meeting Max met with Lionel, John Horn and telephoned William Litchfield (VIU Director of Advancement & Alumni Relations) to further develop an award in memory of Margaret E. Stephens through VIU. The VIU Award Terms of Reference and the Endowment/Trust Gift Terms for the VIU Foundation were discussed and have been written. 1. Endowment/Trust Gift Terms (Fund ID 105321) The first $5,000 contribution by MCS will be matched by the VIU Foundation for an initial investment of $10,000. According to the Endowment Terms a second $5,000 must be raised that will again be matched by VIU Foundation for a total Endowment of $20,000. Donors contributing to the Endowment will receive a donation tax receipt. The second $5,000 amount must be raised within five (5) years of the initial contribution. Based on the Endowment interest of the $20,000, awards will be available in the future in perpetuity to a vocal student in the VIU Music Program. 2. The VIU Award Terms of Reference (Award ID 5425) The selection of the recipient made by the faculty will be based on, among other things, the student s demonstrated involvement in the community and participation in a community choir.

11 Action Required To put the Malaspina Choir Margaret E. Stephens Endowment into place: To put the Malaspina Choir Margaret E. Stephens Endowment into place the Board needs to authorize: 1. Signing of VIU Award Terms of Reference (Award ID 5425): VIU Foundation 2. Signing of Endowment/Trust Gift Terms: VIU Foundation 3. Issuing a cheque of $5,000 for the initial contribution payable to VIU Foundation writing Award ID 5425 Margaret E. Stephens in the memo section of the cheque. Margaret Stephens Award Gift Form to be posted on website Back to Business Arising (minutes)