AUGUST 2024

Metropolitan Chorale Board Minutes

 August 19, 2024 6:00pm

Donna Mallin Home

Call to Order:  The meeting was called to order at 6:07pm by Board President Donna Mallin.

Members Present: Joanne Hartman, Angela Orr, Donna Mallin, Matt Aronson, Valerie Hanson, Timothy Sprengeler, Judy Moser, Priscilla Franken, Sam Anderson, and Ryan Occena. 

Absent: Karen Reshetar, Prudy Klinger, Michael Walter

Approval of the Agenda:  Amendments to the agenda included Correcting the budget years to be 2024/2025 and the adding the date for the next meeting to say September 16th.   Motioned by Joanne Hartman to approve amendments and 2nd by Valerie Hanson

Approval for July 2024 Minutes:  The minutes were approved unaminously.

Treasurer Report:  Joanne Hartman reviewed the annual budget, was printed, and will be added to the years end report.  Both Nathaniel and Ryan have been paid.  Took in $26,873.98 and spent $27, 680.65.  Budgeted for $27,000 and remained on budget as planned.  ACA conference added for Ryan to attend in the amount of $800.  Matt moved to approve and Valerie Hanson 2nd.  Proposed to include in the agenda:  Plant to ask for more money when applying for grants due to the plan to hire an executive assistant.  Donations have been out of the park.  Community Foundation and the Gurnsey grants continue to be an asset to apply for and be approved.  Both Nathaniel and Ryan have returned their contracts and agree to continue with the chorale.  Motion to approve the treasurer report by Sam Anderson and 2nd’d by Matt Aronson.  All in favor for approval.

Committee Reports:

Marketing-Poster was made for recruitment and distributed and placed on website and Facebook. Ryan will work with a student at UNI to help get it distributed around campus.  Donna checked into the paper at UNI to place an article or ad and due to UNI not starting yet, the paper is not yet open.  Zeffy has been used and 6 have already registered.  Priscilla Franken offered to ask people for money donations whenever it is granted to do so.

Music-Music has been ordered and one piece will need to be printed.  Matt offered to work on this. 

Finance/Fundraising-Gurnsey grant is due September 15th and Donna is working on completing this to submit.

Membership-6 already registered. Discussed registration setup and process for new members to sign up.  Matt, Brenda, Donna, Angela, Ryan, and the section leaders will be present to assist with first day of sign up.

Historian-no report

Communication-Angela continues to post on Facebook account with the registration and updates

Continued Business:

Tour Committee-Met with Mid American tour company and details were provided to the board re: the proposed trip to New York at Carnegie Hall in June 2025.  Survey was sent out to the board members.  Some have completed it and others still need to do so.  Next steps will be to send out to the chorale members for them to complete it as well. 

Beer Choir-no report

Executive Assistant:  Ryan and Donna met to discuss the details re: the position.  Both spoke re: the duties the position would entail and a list for this position have been drafted.  Priscilla Franken moved to start a list and recheck.  Joanne Hartman 2nd.  Approved by all.   Sam Anderson brought up a about the wording for the position whether it would be an employee or an independent contracted position.  More will be checked into by Ryan. 

New Business:

2024/2025 Concert Season

Venue: We still need to decide where the concert will be taking place. The date for the concert has been set for November 17th, but other dates may need to be considered as well due to the availability and accommodations.  Ryan and Donna have reached out to options. Donna spoke with the event coordinator at the Diamond Center. Rent is $300.  Seating needs to be inquired about to determine if the venue would be ideal for a concert.  Percussion and piano rental would ne needed.  Acoustically, the setup would need to be worked on.  Ryan will check further into this.  Donna will call to book the Diamond Center and negotiating will continue to take place as needed.  Ryan would like to host one concert in the Cedar Falls and one in the Waterloo area during the singing season.  Options are limited due to the time of season, other concerts and events taking place, availability, cost, and size of the venues.  All were in favor of these decisions.

Ryan will check into St. Pats for the Spring concert.  Joanne Hartman will check with Westminister Presbyterian for options for the concert.  Priscilla checked into the organ rental for concert and it is more expensive this method.  Suggested to consider a venue with an organ provided.

Concert options-Discussion took place re: inviting organizations and communities within the Cedar Valley such as the Alzheimer’s Association, retirement facilities, and more.  Discussed the possibility for donations to be given to the Alzheimer’s Association at the concert or a portion of ticket sales be donated.  Angela Orr offered to speak with the Alzheimer's Association to inquire if someone would be willing to present about Alzheimer’s and what they do and about the donation possibility. Valerie Hanson will develop a list of the retirement facilities and living communities that can be invited and reached out to about the concert.   

Director’s Report:

Tour Committee-See above

Annual schedule-see above

Fall program-Ryan discussed the pieces he chose for the program.  A few pieces he chose may be proposed for small group(s) and solos as well.  TBD.  Ryan is excited about the concert series and suggested everyone listen to the pieces as well online.  Some music has come in and others some portions.  He discussed inviting the childrens choir to join to sing a piece in the concert called Remember Me. 

Orchestra will be needed, but need to have a license or there is a charge tacked on in the amounts of $230.  The ability to obtain a year license can be considered for $150.  Due to music restrictions given by the company BMI which helps artists get paid for using their music, negotiation may be an option and further discussion will need to take place about what the requirements are for a choir to access the music.  Motion to apply for the BMI license and negotiate by Joanne Hartman 2nd by Timothy Sprengeler.  Approved by all. Matt offered to fill out the application onlidne. 

It was moved and 2nd by all the meeting was adjourned at 8:00pm.

Next meeting will take place on September 16th, 2024 6pm at the home of Donna Mallin.

Respectfully submitted,

Angela M. Orr

JULY 2024

Metropolitan Chorale Board Minutes

July 29, 2024, 6 p.m.

Donna Mallin Home

Call to order: The meeting was called to order at 6:05 PM. by Board President Donna Mallin. Members Present:  Joanne Hartman, Michael Walter, Prudy Klinger, Donna Mallin, Timothy Sprengeler, Judy Moser,  Matt Aronson, Valerie Hanson, Karen Reshetar, Priscilla Franken, Ryan Occena.   

Absent: Sam Anderson, Angela Orr

Approval of the Agenda: The agenda was approved by affirmation. 

Approval of the April 2024 Minutes: The minutes were approved unanimously.

Welcome:  New member Priscilla Franken was welcomed.

Treasurer’s Report: Due to the postponed July meeting, Joanne sent the previous month’s financial report via email, and the report was updated for July 29th for the board to review. 

 On June 10, 2024, the balance on hand in checking was:  $8,832.10.  Deposits in June and July of $463.06, and disbursements of $1589.74 bring the total balance on hand as of July 29, 2024, to $7,705.42.

The balance in the Premier Money Market Fund on July 29, 2024, is $26,439.72. 

The Treasurer’s Reports were accepted by unanimous consent. 

1. The Finance Committee will meet this month to make the 2024-2025 budget.

2. Ticket people at concerts report the use of Zeffy as a payment method worked well.  We will continue to use it.

Committee Reports:

Marketing: No Report 

Music: No Report

Finance/Fundraising:  No Report

Membership: Brenda E.requests that the board find another volunteer to manage membership.  She will continue until someone is found.

Communication:  No Report

Historian: No report

Continuing Business:

Tour Committee:  Ryan reports that they plan to meet with the Mid-American tour company to obtain a price quote for the trip to New York to sing at Carnegie Hall in June 2025. 

Beer Choir:  No Report-they haven’t met yet

Web Page Updates:  No report

Executive Assistant:  A discussion was held regarding the Assistant duties/hours the board feels would be required.  Ryan O. and Donna M. will meet to create a job description to present to the board. 

New Business:

A. 2024-2025 Concert Season

1. Names were presented for the officer positions.  It was moved and seconded that the slate be approved. The motion was approved unanimously. 

President:  Donna Mallin

Treasurer:  Joanne Hartman

Recording Secretary:  Prudy Klinger

Singing Members -  Matt Aronson, Angela Orr, Priscilla Franken, Timothy Sprengeler, Michael Walter, Valerie Hanson, Karen Reshetar, Sam Anderson

Community Members -  Judy Moser

Chorale Director, non-voting - Ryan Occeña

2.  Contracts:  The contracts for Artistic Director and Accompanist were presented and include a 3.2% cost of living increase as of July 1, 2024.  It was moved and seconded that the contracts be approved.  The motion carried unanimously. 

3.  Annual Schedule:  Dates for the fall concert were discussed keeping in mind community events occurring in November.  The decision was made that November 17th will work the best for us, the venue is TBD.  In light of the early concert date, it was discussed and decided to start rehearsals on August 26th.  The spring concert date has yet to be determined but Ryan is looking at April dates - He feels April 13th would work best. 

4.  Ticket and Chorale Fees:  After discussion, it was moved and seconded that we retain the $50 chorale fee, a concert ticket cost of $15 for an individual and $25 for a family, students free with student ID.  The motion was approved unanimously.

Director’s Report:  See Addendum A

1. Tour Committee:  See above

2. Annual Schedule:  See above

3. Fall Program:  Ryan shared that he would like us to perform “Alzheimer Stories”, a three movement work by Robert Cohen.  After discussion it was moved and seconded that the board approve doing Alzheimer Stories this fall.  The motion carried unanimously.  Ryan also will choose a series of octavos for the second ½ of the program. 

Karen will send our Fall Concert information to the Oster Regent for placement in their program.

4. Spring Program:  Ryan is currently looking at performing Jubilate Deo by Dan Forrest, which is a cantata in 7 movements.  This would also be the Carnegie Hall piece.  Also discussed were potential collaborations. 

The Jubilate Deo would require a venue with an organ.  Priscilla has a friend who rents a good electronic organ.  She will look into this. 

5. Ryan requests funding to attend the American Choral Directors National conference in March 2025 in Dallas, Texas.  It was moved and seconded that we approve $750 for this.  The motio was approved unanimously.

It was moved and seconded that the meeting be adjourned at 7:20 P.M.  Unanimous approval.

Next meeting: August 19, 2024,  at the home of Donna Mallin. 

Purpose: Approve 2024-2025 Annual Budget, Final Plans for Fall concert (benefit?), Risers, compensation for leaders of sectional rehearsals. 

ANNUAL MEETING JUNE 2024

Metropolitan Chorale Board Minutes

June 10, 2024, 6pm

Donna Mallin Home

Call to order: The meeting was called to order at 6:08 PM. by Board President Donna Mallin. Members Present:  Joanne Hartman, Michael Walter, Prudy Klinger, Donna Mallin, Timothy Sprengeler, Judy Moser,  Matt Aronson, Valerie Hanson, Karen Reshetar, Angela Orr and Ryan Occena.   

Absent: Sam Anderson 

Visitor:  7 additional members of the chorale were in attendance.

Approval of the Agenda: The agenda was approved by affirmation. 

Approval of the April 2024 Minutes: The minutes were approved by affirmation.

Treasurer’s Report: Joanne emailed the previous month’s financial report for the board to review. 

 On May 20, 2024, the balance on hand in checking was:  $9,606.47.  Deposits this month of $400.00, and disbursements of $958.37 bring the total balance on hand as of June 10, 2024, to $9048.10.

The balance in the Premier Money Market Fund on May 31, 2024, is $26,408.25. 

The Treasurer’s Report was accepted by unanimous consent. 

Annual Reports: 

See Addendum A for the treasurer’s annual report. 

See Addendum B for the president’s annual report.

Director’s Report:

Ryan reports he has the recording of our spring concert.  He would like to look at doing another benefit concert in the future, as our finances permit. Ryan thanked the board for their hard work.  He and Nathaniel Parrish, our accompanist, will both accept a contract for the 2024-2025 season. 

Committee Reports:

Marketing: No Report 

Music: No Report

Finance/Fundraising:  No Report

Membership: No Report

Communication:  No Report

Historian: No report

Continuing Business:

A.  Review of Beer Choir last month:

1. The 5/23/24 gathering at the Hearst Center for the Arts was a great success.  We had 90 in attendance.  The amps and mics worked well in that setting.  A discussion was held on future sites.  We will continue to explore this at our next board meeting. 

B.  Tour Committee update:

1.  The committee members are Karen R., Angela O, Roland G., Linda M., and Ryan O.  Karen reports she has done some research and recommends that for this first trip we stay in the United States.  Ryan reports that there is an opportunity to perform Chichester Psalms in Carnegie Hall on May 24, 2025.  The committee will continue its research. 

C.  Board Members:

1. Several chorale members were contacted but none have accepted the board invitation.  Donna asks that the board continue to reach out to others about board membership.  Kim M. is considering being a board member.  Priscilla F. volunteered to be on the board.

New Business:

A short discussion was held regarding setting up an ad hoc committee for Beer Choir.  Members will be Laurie T., Karen R., Roland G.,  and Mike B.

It was moved and seconded that the meeting be adjourned at 6:57 P.M.  Unanimous approval.

Next meeting: July 15, 2024,  at the home of Donna Mallin. 

Purpose:  Election of officers; approve contracts for director and accompanist; set goals for 2024-2025 season; create our calendar for 2024-2025 season; discuss director’s plans for the fall concert.

Respectfully submitted,  Prudy Klinger Approved : July 29, 2024

Addendum A

2024 Annual Report for the Office of Treasurer of the Metropolitan Chorale

     The fiscal year for the Metropolitan Chorale is July 1 to June 30.

     The Metropolitan Chorale is exempt from Federal Income Tax under section 501c (3) of the Internal Revenue Code. Each year, form 990-N is E-filed.

     The Treasurer’s Reports are printed, emailed, and presented at each monthly Board Meeting, and includes all receipts and disbursements.

     The bank statements, check book ledger, and excel file are reviewed and audited according to accounting procedures and are found to be in compliance with the basic accounting clerical accuracy, bookkeeping and recording standards.

Registration: Fall and spring was $50.00 for adults and $25.00 for students per semester. Music is paid for also. Fall totaled-$3,920.00. Spring totaled-$3,020.00. 

Music: Ordered from J. W. Pepper in Pennsylvania, and totaled $2,257.55. Matt Aronson, Music Librarian, orders black folders from J. W. Pepper in Pennsylvania for $25.00 each, totaling $351.80. Black music folders were purchased and totaled $150.00.

Chorale Artistic Director, Ryan Occena, was paid $679.38 per month for 12 months, totaling $8,152.56. 

Chorale Accompanist, Nathaniel Parrish was paid $366.82 per month for 10 months, totaling $3,668.20. When he accompanies concerts, he is included under Orchestra Musicians and is paid $100.00 per concert. The Fall Concert was $100.00. The Spring Concert was $500.00. Spring concert, accompanied 4 students-$250.00. Accompanied Beer Choir $100.00. Total was $4,618.20. – Carita Pfaltzgraff was paid $150.00 for the fall concert, and $500.00 for the spring concert – piano 4 hands with Nathaniel Parrish.

Substitute Directors/Accompanists: Dyan Meyer was paid $200.00 for 2 rehearsals. Camille Balleza was paid $100.00 for 1 rehearsal. 

Orchestra/Musicians/Soloists/Scholarships, Mileage, cartage, and accompanists are paid according to the Chorale Board & Orchestra Contractor. Spring Concert was piano 4 hands-totaling $1,000.00. Marcos Antunez-Baritone soloist, $210.00. Kylie Gouger-Soprano soloist, $210.00. Song competition winners were: Joley Seitz-$100.00, Julia Fink-$50.00, Grace Roth-$50.00, & Josh Lopez-$25.00. Scholarships to students who sang with us were paid Sept. to April: Julia Fink-$700.00. Marcos Antunez-$400.00. Calista Rowe $375.00. 

Rehearsal & Concert Hall space rent: Nazareth Lutheran Church fall rehearsals-$150.00. First Congregational Church fall concert-$150.00. Nazareth Lutheran Church spring rehearsals-$150.00. Russell Hall/Bengston Auditorium spring concert $965.00. 

Concert CDs and Recording: 30 Fall concert flash drives were made by Paul Green, totaling $150.00. $150.00 worth were sold. – Recording/Live Stream for spring concert was done by UNI Russell Hall. (no copies were made)

Iowa Public Radio spots: Fall concert was $560.00 for 40 spots. Spring concert was $560.00 for 40 spots.

ASCAP Licensing: $44.00.

Cash box: Is an in and out of $200.00 each concert.

Check order: Harland Clark, $24.10.

Corsages/Boutonnieres: Made by Angela Orr for concerts totaled $227.70.

Refreshments:  Brigette Ackerson-cookies & bars fall concert-$177.00

Pianos tuned: Quinlin Mussig: Nazareth Luth. Ch. $150.00, 2 UNI $550.00.

Historian: 2 D-ring binders-$24.25.

Insurance is $281.00 annually to PDCM Insurance/Unified Fire Group.

Van rental: U Haul-Fall-$160.19, Spring-$160.19.

Wenger: Back rails for risers-$698.18.

Web Host: I Vision Inc. $707.50.

Postage & Post Office Box 1616: $196.00 annually. Postage for thank you notes $27.20.

Tax Filing: $100.00 to H & R Block to report 1096, 1099, & 990 forms. All e-filed.

Printing: 60 Handbooks $17.53. 60 Information folders $19.47. 150 cards & display board $56.83. 70 copies of music were printed $375.85. Storey Kenworthy/Matt Parrott Printer: 150 fall posters-$273.39. 200 Fall concert programs $449.40. 1,303 Fall concert fund raising letters & envelopes $984.23. Spring concert fund raising letters & envelopes $1,014.93. 150 posters-$273.39. 275 Spring concert programs $541.42. 

Tickets/Admissions: Fall concert had no tickets, but was a “free will” donation to the Eastern Iowa Food Bank, and totaled $1,385.00, plus boxes of food donated. - Spring concert tickets totaled $1,920.00. Zeffy used for spring concert admissions totaled $120.00. Spring total was $2,040.00. 

Donations and Grants: Fall Concert donations totaled $1,385.00. - Spring Concert donations totaled $2,571.00. - Lowell J. Walker Charitable Fund-$477.98, Kabel Family Charitable Fund-$500.00, Max & Helen Guernsey Charitable Foundation Grant-$5,000.00, Community Foundation of Northeast Iowa-$5,000.00. Hovey Brom Fund-$100.00, Kenneth Baughman Benefit-$500.00, Ann Ginther Donations-$4,000.00, Hearst Center for the Arts-Beer Choir-$400.00.

Transferred to Money Market $2,000.00. Zeffy deposit $60.00.

                                                       * * * * * * * * * * * * * * * *

ADDENDUM B

Metropolitan Chorale Board Annual Report 2023-2024 Concert Season

June 10, 2024

Home of Donna Mallin, President, BOD

The Metropolitan Chorale continued to grow and thrive during the 2023-2024 concert season. Under the continuing direction of Ryan Occeña, the chorale attracted new members, gave back to the community, and took on new challenges. Nathaniel Parrish continued as our rehearsal and concert accompanist. 

Rehearsals took place at Nazareth Lutheran Church, in Bethel Hall. The multiple church spaces were ideal for sectionals, and Nazareth provided  conference rooms for our board meetings.

Fall registration and first rehearsal took place on September 11. Membership was 59 of which 11 were new to the chorale. The fall concert, “Light Out of Darkness” consisted of fifteen songs exploring themes of light bringing joy, hope, courage, peace, grace and love. This free concert, held at First Congregational Church in Waterloo was well-attended with over 200 in the audience. Free will donations of $1,325.00 and two boxes of food items were donated to the Northeast Iowa Food Bank. The chorale reprised the tradition of holding a reception after the concert.

Opportunities to advertise our presence occurred in January: The Cedar Falls Library offered space for the chorale to display our history and current activities to library patrons. The display received a lot of attention. Additionally we designed and distributed business cards to members to disburse to interested individuals. 

Spring registration and first rehearsal took place on January 15. Membership started at 62, 10 new to the chorale. Some singers dropped out due to the difficulty of the music but plan to re-join. Fifty-three singers spent the next twelve weeks preparing Brahms Requiem which was performed on April 28 at Bengtson Auditorium to an appreciative audience of 150 in attendance and many more watching the livestream. The choir was accompanied by two pianos and sang in German. The translations were projected on a screen above the stage which many in the audience appreciated. The program also featured winners of the second Metropolitan Chorale Art Song Competition. For this concert, the use of Zeffy allowed attendees to pay with credit cards, one of the goals of the board.

The season was not over: We reprised the Cedar Valley Beer Choir at the Hearst Center for the Arts on April 23 to an audience of 90! We hope to continue Beer Choir events.

Despite our Free Concert in December, we leave the 2023-2024 season in good fiscal health, with growing membership and generous grants and donations. 

We look forward to the new season. Stay tuned.

Respectfully submitted,

Donna Mallin, Board President