OCDA Fall Board Meeting
Thursday, October 16, 2003
Church of the Servant – Oklahoma City, OK

Members present: Brent Ballweg, Steve Curtis, Tony Gonzalez, Jan Hanson, Larry Larson, Lynnette McKeithen, Nancy Murray, Cynthia Perkins, Bill Perring, and Andria Phillips

· Steve Curtis called the meeting to order at 1:30pm.

· Minutes of the July meeting were read. The following corrections were made:

· Nancy Murray’s report should read “Sanction forms (not “Entry forms”) have been sent to Mike Plunkett…”

· Brent Ballweg’s report is amended to “$9.95 per month” for the website charge.

The minutes were then accepted. (Perkins/McKeithen)

· Beth Berkenbile presented the treasurer’s report. We have a current balance of $2,858.96, with a substantial deposit to be made next week. Beth has ordered a checking card to use for hotel reservations, etc.

· Lynnette McKeithen, Jr. High All-State chair, reported that auditions will be held at the First Baptist Church of Moore, due to a scheduling conflict at the original site (Bethany First Nazarene Church). The church will provide
lunches for the workers for $5 per person.

Lynnette also asked for direction in negotiating a new contract with the Renaissance Hotel. Dates must be set for 2005, ‘06, and ’07. She pointed out the we must also decide the fate of the Women’s Choir in order to determine the number of rooms needed.

A discussion ensued regarding the pros and cons of moving the Women’s Choir to the OMEA convention in Tulsa. Lynnette stated that having the Senior High women on the OCDA program elevates the status of the Jr. High students and teachers.

Bill Perring pointed out that OMEA could just take the choir if they chose because its membership is determined by OMEA scores.

Tony Gonzalez expressed his belief that moving the Women’s Choir to Tulsa would be good for OMEA (increased revenue and increased participation in the Tulsa program), and good for OCDA, allowing us to create a Jr. High Girls’ choir.

Suzanne Aylor mentioned that hard feelings may result from such a move because of OMEA’s history of rejecting the Jazz Choir based on lack of space, yet they want to take on the much larger Women’s Choir.

Bill Perring felt one positive result of such a change would be that 10th-12th grade teachers would only have to donate one weekend, not two.

Beth Berkenbile expressed her preference that OMEA divide the choirs equally, so as not to create a “2nd class” ensemble.

Bill Perring raised the question of OCDA creating a Sr. High Men’s Choir if the Women’s Choir is given to OMEA.
Further discussion was tabled until later in the meeting.

Concerning the Renaissance contract, Tony recommended reserving the usual 225 rooms, and requesting that most, if not all, students be housed in the Renaissance proper, to allow for better night security. He further suggested that Lynnette ask that rates not be significantly higher than the competing hotels.

Concerning audition workers, it was the general consensus of the board that the statement on the audition application requiring all teachers to work all day guarantees an adequate number of workers, but not everyone will be needed all day long. Everyone must be prepared to work all day, but will be scheduled as needed (some shifts shorter). Judges (who are required to work all day) will have their mileage and hotel accommodations paid for.

Concerning instrumentalists for the festival performance, Steve Curtis volunteered to find players. Due to the exceptionally large number of instrumentalists requested by the clinician, an honorarium will be given instead of the usual contract wage.

Tony is to locate the contract signed by Randal Stroope.

JoAnn Struck is taking care of the t-shirts.

Hotel rooms have been secured for the clincians.

The board authorized Lynnette to ask Mark Cain and the Western Heights Choir parents to build 3 to 5 more audition screens, depending on the cost.

Lynnette mentioned again the need for two-way radios for use at the auditions, the festival, and the convention. Charla Dedmon had previously mentioned access to rental two-way radios. Lynnette had priced a pair at Radio Shack ($49). Two sets of two are needed. Tony recommended that we check the difference in price between rental and purchase.
Steve Curtis urged that only high quality units be considered
.
The board set next year’s audition date as Tuesday, Nov. 30, 2004.

The 2005 festival will be held January 13 – 15.

Future festival dates are yet to be determined due to changes in the OMEA convention (now on the 3rd weekend of January). Lynnette recommended that a poll be taken among the teachers in attendance at the January OCDA festival, giving the following options for the 2006 (and beyond) festival: 1st weekend of January; 2nd weekend of January; 1st weekend of February. The board concurred with the polling plan
.
· Nancy Murray, All-OCDA Women’s Choir chair, reported that All-state patches and medals have been purchased.
She has not yet chosen a 3rd member of the Women’s choir committee, pending the decision on the fate of the choir. Bill Perring recommended selecting someone who could take over a Jr. High Girls’ Choir, if created.

· Suzanne Aylor, All-State Jazz Choir chair, asked for help in setting up the audition facility. Volunteers will meet at FBC Moore at 4:00pm, Monday, November 24.

Suzanne reported that the choir chairs will meet with Renaissance management in December to solidify festival arrangements. Randal Cook, Renaissance liaison, was unable to find this year’s contract. He faxed another to Suzanne, who signed it to ensure our reservations. The chairs will also make arrangements with the hotel for the 2005 festival.

Debbie Wood has expressed interest in scheduling and tabulating the jazz auditions. The board will pay her $250. (Gonzalez/McKeithen)

The board also voted to pay Suzanne Aylor, retroactively, for scheduling last year’s auditions, $250. (Gonzalez/Perkins) Choir chairpersons will receive a $500 honorarium in January. Suzanne warned that we will need to very quickly notify choir members selected. Their hotel reservations must be made by Dec. 7.

· Sooner Style editor, Brent Ballweg, asked for an update on board member statistics, and reported the planned contents of the next edition of the magazine. (See attached.)

· Unfinished Business:

· Steve Curtis presented the following ballot for new officers –
President-elect – James Shrader, JoAnn Struck
SW Representative - Anne Dawson, Stephanie Abell
Elementary Rep. - Judy Dinkel, Julia Haley
NE Representative - Laura Cowan, Susan Mueller
Jr. High Rep. - Brenda Mechling, Carolyn Wilkins

· The discussion concerning the fate of the Women’s Choir continued.
Cynthia Perkins expressed very positive feelings about a future High School Men’s All-State (OCDA), made possible by moving the Women.

Tony suggested that the Men’s Chorus (OCDA receiving the OMEA scores) be part of the Women’s Choir proposal to OMEA.

The board voted to send a resolution to OMEA stating that we are happy to be of service to them and do relinquish the All-State High School Women’s Choir to OMEA. (Gonzalez/Perkins)

The board voted to explore the possibility of starting an All-State High School Men’s Chorus, using OMEA scores. (Perring/Perkins)

The board decided to table consideration of creating an All-State Jr. High Girls’ Choir until hearing back from OMEA re the Sr. High Women. Bill Perring recommended that Steve call an emergency meeting of the board during the January OCDA festival or the OMEA convention to continue the discussion of a Jr. High Girls’ choir, pending a decision by the OMEA board concerning the High School Women’s choir.

· Lynnette McKeithen and Bud Hogan will send a list of All-State Choir members to Bill Perring. Bill will forward the names to Music T’s for preparation of All-State plaques. ViaMedia has already been in contact with Steve Curtis concerning audio and video taping and sales.

· Cynthia Perkins recommended that the board obtain accurate information about the Yukon Performing Arts auditorium for possible use in future festivals.

· New Business
· Larry Larson, church representative, will contact the following, in search of a major church music headliner for the 2004 convention: Rene Claussen, Mack Wilburg, Anton Armstrong, Paul Salamunovich, and Joseph Martin

Steve Curtis suggested a Monday evening concert in OU’s Gothic Hall featuring the organ with music sung by the membership.

Letters will be mailed to churches, encouraging more church participation in the convention.

· Jan Hanson, College and University chair, lead a brief discussion concerning the Director of Distinction award. The award will remain an annual event. Nomination forms will be in the next issue of Sooner Style, on the website, on the tables at the January luncheon and at the July award banquet.

Continuing discussion of the possibility of the University division leading a reading session for high school directors (at the summer convention), Tony Gonzalez suggested they might choose music from the new OSSAA list, best sellers from the Texas list, and/or music of Oklahoma composers.

· Tony Gonzalez wished to note that he received a very complimentary letter regarding the OCDA festival. The letter included good suggestions for improvement, many of which the board has already addressed.

· Lynnette McKeithen stated that there were 20-30% “no shows” at last year’s auditions. She asked for and received permission to include a statement in the information packets stating that schools MUST check in by 5 or 5:30pm or loose their audition times. She will also include an emergency number to call if the students are on their way but will be late. This measure is taken out of courtesy to the judges who sometimes wait for an hour or more at the end of the day for students who do not show up.

· Lynnette will have “teacher” badges at the audition registration table, in order to identify “authority figures”.

· Southeast Representative chair, Cynthia Perkins, asked for suggestions for ways to encourage and include teachers in southeastern Oklahoma.

· Steve asked that the members e-mail him with convention ideas.

The meeting adjourned at 4:45pm.