Minutes of Waiheke Choral Society 22 November 2019
Held at: Maya Spence’s home 19:00
Present: Saskia Herren, Maya Spence, Nicolas Herren, Susan Triggs, Mark James and Gavin Smart
Apologies: Richard Melville
Meeting started at 7:00 with a lovely potluck dinner.
The purpose of the meeting is to check the details of the Xmas concert.
Committee appoints conductor and names concert
Conductor – Richard Melville
Name – Hallelujah Hallelujah
Committee sets and communicates the programme, items, soloists
Peter Forster will play guitar in a number for us.
Projector – @Gavin will ask CBA or Anne if we can borrow a projector and screen.
@Nicolas will ask Mailis if she would be available to run the projector.
Committee establishes budget – There is a $200 donation to the church and appropriate advertising.
Proceeds after expenses will be donated to Waiheke Resource Trust
Committee appoints production team to organise, which will then do the following:
The committee will be the production team
@Saskia to ask Dee if we can borrow some seats from the library for the choir.
Plans ongoing communication with members, via newsletter and telephone contact
Dee will send out dates etc – Done
@Gavin – to make hard copy notice to hand out at the last practise, dates, order of music
No tickets – Koha only
Sets the date
St Peters 2:00 Saturday 7th December, 5:00 Sunday 8th December
Obtains the music
Richard has set the music, and this has been photocopied and distributed
Liaises with any other parties involved / M.C. etc. N/A
Arranges rehearsals – how many? when? where? books the venue
Venue – St Peters – Organised by Richard
Rehearsals – Standard Tuesday practises at Whittakers
Chairs from library
@Susan/Kim to collect and deliver.
Books a venue for performance – rehearsals commence – DONE
Decides cost of tickets and booking details No, Koha only
Decides publicity and advertising
Add to What’s On - Done
Poster has been sent to the printer
Add an advertisement in the Gulf News – cost $103.50
Submit an article to the Gulf News / Weekender (which they may or may not publish)
Arranges production of poster
Completed and with printer
On the day / door / refreshments / setting up / cleaning etc
Cup of tea and a biscuit
Sopranos/ Tenors - Saturday
Altos/Basses - Sunday
Milk, sugar etc, couple of Ernst Adams Christmas cakes - Susan
Performance / thanks – Present for Richard and flowers for Carolyn. @Susan
Concert dress code: Christmas coloured tops (red, green, gold) and black bottoms
Xmas get together
Xmas get together 18:00 Friday 15th December.
Hall set up at 16:00 as usual
Hall booked and paid
@Susan to bring the ham
@Saskia – roast vegetables
Note to choir to bring a plate for dinner and an item!! @Gavin to add to final notice for the year.
Saskia leaves for the UK on Sunday 24th we wish well for the future and look forward to seeing her back in a year. We would like to thank her for all the work she has done over many years and for being the president for the last 2 years
Gavin Smart has kindly agreed to accept the position of president pro tem for the remainder of the year and will hopefully stand again next year.
Mark tabled a year to date financial report. Currently we have an operating loss of $302.04 and funds in the bank of $20,227.28
We need to find a conductor for next year and Maya has sent an email to Richard to ask him if he would consider being a guest conductor again for part of the year. Once we hear back from Richard we can decide on the next steps.
To be decided