Christ Church Episcopal
2950 S University Blvd
City, State, Zip: Denver, Colorado 80210
Saturday, April 21, 2018 – 10:00 am
Presiding: Bob Fox , President
Harmony Foundation Representative: Jim Clark, Director of Development
Rocky Mountain District Board:
Bob Fox President
John Elving (via web conference) Immediate Past President
Pasco Scarpella Executive Vice president
Tony Pranaitis Secretary
David Fischer Treasurer
District Past Presidents:
Lee Taylor (via web conference)
• Certification of Delegates and Declaration of a Quorum
Bob Fox declared a quorum
District Vice Presidents:
Adam Scott Music & Performance
Neil Ridenour Financial Services
Lee Taylor (via web conference) Member Services
Dallin Hill Events
Tony Sparks Youth in Harmony
Al Klinger Marketing & Public Relations
Johnny Bugarin Chorus Director Development
John Coffin (absent) Contest & Judging
Brett Foster (absent) Chapter Support & Leadership Training
Robert Martinson – Casper
Jerry Bimka – Loveland (delegate for Rex Touslee)
TJ Henry – Colorado Springs Pikes Peak
Tom Newton – Grand County
Kevin Pape – Longmont (delegate for Bill Niles)
Mark Cole – Boulder
John Chase – Pueblo
Jon Dreger – Denver MountainAires (delegate for Bob Kaes)
David Orr – Denver North Metro
Gian Porro – Denver Mile High
Delegates attending by web conference:
Jerry Self – Albuquerque
Gene Miner – Salt Lake City
Scott Anderson – Golden Spike
Ken Tenant – Pocatello
John Baille – Los Alamos
A. Board of Directors:
1. President Bob Fox
• Welcome; Lead a Song
• Introduction of Guests
• Presentation of Letters from Society President and CEO
• Update from Nashville Headquarters Office
2. Harmony Foundation Representative, Jim Clark
20% of RMD members are currently giving to HF (Harmony Foundation), which is 3% below the Society average (23%).
Of the possible 30% that donors can elect to give to chapter / district, in the RMD 12% is going to chapters and 3.5% going to district (total of 15.5% which is just over half of what is possible). Jim Clark expressed concern that donors may be reluctant to designate chapters or district as Donor Choice recipients because they do not trust that they will use the funds for noble purposes. There are many who are unaware that all Donor Choice funds received by the district are allocated to Youth In Harmony (even though this is clearly stated in our Operations Manual, and for a number of years when we had a multitude of Youth Choruses going to Midwinter, ALL of those funds were distributed to those Youth Choruses).
Because Youth Chorus invitations to Midwinter became scarce (larger number of chorus applicants) and age limitations for Midwinter Youth Choruses were imposed, there are now fewer operating Youth Choruses in the RMD, and less Donor Choice funds being used for these purposes. We have thus accumulated Donor Choice funds in recent years.
Jim Clark reports that donors would be enthusiastic about expanding the use of district Donor Choice funds for educational purposes that parallel the scholarships and other support provided for Harmony University which could be used in our district for Rocky Mountain Harmony College and other educational vehicles. Jim also believes this would stimulate philanthropic interest within the 80% of our district membership not currently donating to HF.
The Board and Operations Team had discussed this and favored amending the RMD policy for use of Donor Choice funds received by the district to include educational programs consistent with the mission of Harmony Foundation and the current use of funds donated to Harmony Foundation.
MOTION: “To approve the use of Donor Choice funds for educational programs in the RMD that are consistent with Harmony Foundation mission and practices” D. Orr, 2nd J. Chase PASSED
Donor Choice funds directed to the district will be administrated by the VP of Youth In Harmony and will be approved by the Board of Directors.
The District Operations Manual will be amended to reflect this change in policy.
3. Secretary Tony Pranaitis
MOTION: “To approve the Minutes of the HOD meeting at the 2017 Fall Convention in Midway, UT” D. Orr, 2nd K. Pape there was no dissent and Motion PASSED
• Update on Chapter Reporting
Because the meeting agenda was full, there was no update presented verbally at the meeting, but to re-state the current procedures for chapter reporting for inclusion in the Minutes, all 3 compliance reports — 1)IRS 990 2)Financial Review 3)Secretary of State Periodic Report – are uploaded DIRECTLY to the BHS Member Center and are no longer sent to the District Secretary (the District Secretary cannot upload these for you…he no longer has access). ASCAP is mailed directly to BHS with your annual payment (form available on the RMD website) and is not sent to the District Secretary. Only the BMI SESAC license is sent to the District Secretary (with check payable to BHS) which the District Secretary signs and sends in to BHS. Only one paper copy of the license application is needed. A digital copy of the signed license is Emailed to the chapter and kept in RMD files. The paper copy is mailed to BHS with the check. Chapters are still required to have the three compliance reports current, and the District Secretary does have read-only access to the chapter compliance filings to determine if a chapter is current.
Every chapter should login to the Member Center periodically to check its Compliance Filings – if any of them are behind, either the report was never filed or it was filed but someone forgot to upload it. If the filing is past due, this should be rectified immediately.
4. Treasurer David Fischer
• Review of 2018 District Finances and Budget
The Board of Directors and Operations Team conducted an in-depth review of the district finances the previous night and presented this budget to the HOD, slashing everything that could be removed, and still had a deficit of approximately $9000, mainly due to an $11,000 loss at COTS in February, and also due to a decision to spend up to $5000 of the Donor Choice funds held in escrow for youth projects (which are now eligible to be directed to educational projects).
The RMD has steadily lost money in successive years, dwindling the financial reserve. In addition to the huge loss at COTS, we have lost money at Rocky Mountain Harmony College (which was cancelled this year to avert another loss) and even at our Fall Convention.
Historically the Fall Convention was our primary profit generator, Rocky Mountain Harmony College was at minimum self-sustaining, and COTS was replaced by self-sustaining Leadership Academies (but it was decided to run a full COTS periodically with the understanding it would probably not be self-sustaining, but was considered an investment in the health of our chapters).
In the past two decades we have seen the total membership in RMD shrink by about half. This means that the number of men in each chorus competing at the Fall Convention is much smaller than two decades ago (which = lower registration numbers). Expenses for a contest have increased, and at the current registration price we cannot sustain a contest Convention (we used to have two contests per year, Spring and Fall, but Spring was hemorrhaging money so we combined the two events into one contest Convention per year in the Fall). The Fall Convention is now becoming the economic hazard that the Spring Convention had become. Registration cost will need to reflect production costs for the current number of participants. RMHC has only recently become unsustainable (despite moving the event from February to April) and the cost of ground transportation (car rental) from DIA to Estes Park is considered a primary deterrent to attendance. We are investigating alternative locations to ease attendance costs. Donor Choice funds may help offset production costs, and tuition will need to meet expenses. COTS and Leadership Academy will be studied for possible conversion entirely to web conferencing, which is commonly used in business and general organizational applications for nuts and bolts training. Web conferencing would eliminate all travel and cost factors, hopefully resulting in greater participation and healthier chapters. We will include some strategic education classes (like how to sell out shows) in Rocky Mountain Harmony College, but preparation of officers being installed on January 1 will likely occur on the web.
With a re-evaluation of registration cost for the Fall Convention, and possible increase in Donor Choice election for the RMD offsetting the planned investment into Youth In Harmony for 2018, we could eliminate the projected $9000 loss for 2018. These topics generated much discussion among the delegates and district leadership team.
MOTION: “To approve the 2018 budget” J. Dreger, 2nd D. Orr PASSED
B. District Vice Presidents
1. Adam Scott, VP Music & Performance
• Music education
Adam proposes that RMHC (Rocky Mtn Harmony College) continue to add components that mirror Harmony University, with particular emphasis on Top Gun coaching for quartets and chorus coaching. Adam intends to communicate with chapters and their music directors to discern what it is that they need and want which would make RMHC “un-miss-able” Adam also proposes that the school become co-ed attracting both attendees and faculty from area Sweet Adelines.
The best timing for all involved is considered to be one of the last two weekends in April.
A listening session followed with feedback from the delegates reinforcing the desire for music training and singing opportunities (Festival Chorus, Platoon quartets) with a desire for leadership training to help chapters grow and prosper. Promotion of RMHC needs to run early and often, with specifics about content.
Location was also discussed, and in addition to locating where there is shuttle accessibility to DIA, Cheyenne (Little America) was also included (which doesn’t solve the cost of car rental issue, but it is the most well-attended location in the RMD).
2. Lee Taylor, VP Membership
• No report
3. Dallin Hill, VP Events
• Upcoming events
Dallin will be working with Adam Scott to find the ideal location for RMHC in 2019, providing the greatest convenience and cost-savings possible.
Fall Convention 2018 will be Sept 21-22 in Colorado Springs. The performance venue is the Ent Center and it is acoustically superior for the benefit of performers and audience. The convention hotel is the Marriott which is approximately 1 mile from the Ent Center (buses will be utilized). The base room price at the Marriott is $169 (plus taxes and fees). There are plans for a massed sing of America The Beautiful (Jim Clark believes it will be using the BHS standard Rob Hopkins arrangement) in full view of Pikes Peak (where Katherine Lee Bates was inspired to write the lyric in the form of a poem). There is also the possibility of groups of singers going out to visit hospitals and / or nursing homes.
Fall Convention 2019 has both Cheyenne and Greeley under consideration.
Fall Convention 2020 is being explored in the North Salt Lake City area (with North Front Sound chapter available to serve as host chapter). There are venues with superior acoustics to the Midway site previously used, and costs such as lighting at Midway were prohibitive.
MOTION: “To approve research into northern Utah for the 2020 Fall Convention” D. Orr (Denver North Metro), 2nd John Chase (Pueblo) PASSED
4. Al Klinger, VP Marketing & PR
• No report – Al was working the web conference broadcast
5. Tony Sparks, VP Youth In Harmony
• RMD Youth report
Tony reviewed his plans presented in Midway to allocate Donor Choice funds for youth projects both new and existing based on success in reaching new singers who have not experienced our art form before, and he will now add the component of funding educational programs, presenting his recommendations to the BOD for approval.
6. Johnny Bugarin, VP Chorus Director Development
• No report
7. Neil Ridenour, VP Financial Development
• No report – Jim Clark covered this in depth.
C. Business from the Floor
D. District Events Calendar:
Spring Convention / Rocky Mtn Harmony College cancelled Estes Park, CO
Silverton Barbershop Festival August 4 Silverton, CO
Boulder Chautauqua Barbershop Festival cancelled Boulder, CO
Mt. Rushmore Harmony Happening in the Hills August 24-25 Rapid City, SD
RMD Fall Convention September 21-22 Colo Springs, CO
RMD Leadership Academy TBA TBA
RMD Leadership Academy TBA TBA
Spring Convention / Rocky Mtn Harmony College
Silverton Barbershop Festival Silverton, CO
Mt. Rushmore Harmony Happening in the Hills Rapid City, SD
RMD Fall Convention
RMD Leadership Academy
• Next meeting of the House of Delegates will be September 21, 2018 at 9:00 AM at a specified location in Colorado Springs at the RMD Fall Convention