The ChoralNet Board of Directors held an online, asynchronous meeting in the Autumn of 2005 which was called to order by President Michael Shasberger on 7 September.
In attendance by electronic mail were Frank Albinder, James D. Feiszli, Charles Fuller, Christine Hoffman, Michael Shasberger, Allen Simon, and ChoralNet Manager Martin Knowles.
Minutes from the previous meeting in May were approved as submitted by Secretary Feiszli on 9 September.
The Treasurer’s
Report, submitted by Treasurer Hoffman on 14 September showed
ChoralNet with a balance of $6875.97, with back payments from several Partner
Organizations outstanding. During the
course of the meeting, Hoffman reported receiving checks totaling $4275.00 from
Partners. The
Treasurer’s report was
approved on 26 September.
ACDA representative Fuller requested concerns from the ChoralNet Board to take to the ACDA Executive Committee. There were no concerns, but Simon asked if ACDA could assist in publicizing the changes in the ChoralNet lists operation and structure. Fuller requested that such information be given to him to relay.
IFCM representative Feiszli reported on the problems caused
IFCM by ChoralNet during the IFCM-sponsored World Choral Symposium in
There were no reports from Partners Chorus
Shasberger reported that he had been approached by Ian Bullen of Black Folder (musicfolder.com) about becoming a ChoralNet Partner.
Feiszli reported that there has been no interaction between Feiszli and Jean Sturm regarding changes in the Musica website interface despite approaches by Feiszli. Sturm had been directed by the Musica Board to work with Feiszli and ChoralNet to institute changes at the November 2004 Musica Board meeting. Sturm had cited a delay in getting new software installed and working but it was noted by ChoralNet Board members that in the meantime Musica had announced several new website features. The ChoralNet Board continued to express concern over the login procedure used by Musica and the difficulty in obtaining accurate searches in the databank.
Manager’s Report – Knowles
Chorus
The new ChoralIntl-L list has been created (to replace the current Phorum-based international forums). List charters, welcome messages, moderation procedures, etc. are being developed.
A new ChoralNet Classifieds system has been created to replace the Employment and For Sale portions of the Phorum system. (preview at: http://choralnet.org/classifieds/ ) This will be put into service as part of the changes to the lists and forums.
The continued changes to the lists and forums will mean more changes to the moderation systems, conversion from Phorum, and continued development on ChoralNet Classifieds.
There have been continued issues with the ifcm.net site regarding renewals and subscriptions, as the scripts they used were reliant upon features of the old server. The only remaining technical issue with ifcm.net is sending encrypted renewal e-mails, which is still an open issue. When this is resolved, the IFCM site should be running as well as if not better than it did on the old server. ChoralNet will probably need to provide continued support to ifcm.net than previously as the management interface for working with e-mail addresses, passwords, etc. is slightly less user-friendly than the old server.
Website
Report – Simon
As directed by the last meeting, Simon contacted Rafael Ornes, owner of the Choral Public Domain Library (CPDL), to explore ways of integrating the ChoralNet site with the CPDL. After a CPDL server crash with significant data loss at the end of July, Simon approached him again about the possibility of ChoralNet acting as CPDL's web host. But Ornes converted the entire CPDL site to a wiki format, a user-editable format, which makes it nearly impossible for the CPDL to be converted into a formalized database -- there are no enforced formatting standards for the information on a wiki page; it's just text.
The following new features have been implemented on the ChoralNet website:
· Improved search feature, allowing keyword searches or phrase searches in quotes, wild cards, and minus signs
· Categorized search results
·
Threaded view of
· Revised list interface, in preparation for changes in list structure:
· List names appear in submenu in left column when viewing a list-related page
· Put a standardized box on the right side of each list with common functions
· Shortened introductory list page
· "Subscription options" knows what your current selections are already (only functional for ChoralIntl so far)
· Blog (weblog) on the front page
List
and Forum Committee Report – Albinder
The committee proposes a new list: Choral International (ChoralIntl) This list will replace the various foreign language forums currently on the Choralnet site. Preview a proposed list description (welcome message) at:
http://choralnet.org/lists/choralintl.shtml
The name of the list is not yet definite. Once the list is
up and running, everyone on the Board should subscribe so they can see how the
process works, since it's a preview of how Choralist Topics will work in the
future.
The committee discussed changing the overall structure of Choralist, allowing people to select from a list of specific topics to control the types of messages they receive. Preview topic list at:
http://choralnet.org/lists/topics.shtml
This list can be modified after launch, as required or found necessary.
The committee also discussed strategies for announcing the changes to the lists, in particular, strategies for attracting increased subscribership via appeals to special-interest areas, e.g., children's choir directors.
The moderators have requested much more board guidance in terms of specific
protocols
for dealing with "unusual" posts. View a summary of proposed changes
at:
http://choralnet.org/board/policy.html
When viewing this page, please pay particular attention to the "New Policy Proposals" section at the bottom. These changes include:
· No commercial posts
· Ban Classified ads from lists
· Summarize Classifieds to list: which categories, how often?
· New repertoire announcements: Classified or list topic?
· CL/CT transfers: when should a message be switched from CL to CT?
· Second requests
· Signature format for CT
· Requests for recordings
· Auto footer on list messages
Other issues the committee has discussed include:
· Clarifying policy on "Requests for personal info"
· Redirect to classifieds: fait-accompli letter or rejection?
· Although the Board directed an increased level of "user-friendliness" by reducing form-letter rejections and increased moderator forgeries, the moderators are unanimously opposed to this.
· "Out of date" responses to CT posts, especially from web
·
Revision of Moderator Handbook, welcome letters
and form letters - Allen
has developed a web page that will allow for the editing of form letters as
required, making the process easier for all concerned. Other revisions will
take place as policies are codified.
Allen Simon is credited for creating the new pages on the site, initiating moderator discussion on many of the above policy issues and framing key elements for this report.
There is presently no scheduled target date for instituting the list changes. The biggest factor in this is making sure that good moderation protocols are in effect and that moderators have the Board support from that they need.
There was been much moderator discussion about a form letter to deal with possible copyright violations in requests for recordings. David Topping and Albinder created a draft form letter:
Dear _______
We have received your
post asking for assistance with obtaining a recording. ChoralNet's attorney has
advised us that such requests, when they involve sharing copies of recordings
of works protected by copyright, are a likely violation of copyright law, and
ChoralNet could be held liable for abetting such requests.
If you're sure that
the recording you seek is no longer protected by copyright (i.e., old enough to
be in the Public Domain), then please resubmit your message (copied below for
your convenience), but amend it to clarify that the work you seek is in the
public domain. If you suspect that the work is indeed protected by copyright,
then we suggest that you purchase a commercial recording. You're welcome to
post a new message to Choralist asking for assistance in finding such a
recording.
Here's a suggested
wording for such a message:
"I am looking for
a recording of X by Y. Can anyone help me find one?"
It's also possible
that one of the list subscribers has recorded the work with their own choir and
can either sell or give you a legal copy of the recording, for which the proper
license has been arranged.
If you'd like to read
more about copyright issues, you can consult the many resources available on
the Choralnet.org web site under the "Reference"heading.
The draft was sent to Gene Lebrun, ChoralNet legal counsel, for comment and he responded:
You don't want to get
in the position of giving legal advice. I would suggest that you limit your
response to where the inquirer may find what he or she is looking for. You may
want to suggest that if there are concerns about copyrights, they may want to
consult with legal counsel, and that ChoralNet has not checked into the
copyright status of the requested material. As long as you are not sending the
copies of the materials, or an electronic version of it, but merely directing
the person making the inquiry to where it may be available, ChoralNet should
not be liable for any copyright infringement.
Executive
Director Committee Report – Hoffman, Shasberger
The committee recommended that the ChoralNet Board seek to secure a minimum of $12,000 in funding to seed the position of Executive Director for an initial 12 month period. If additional funds could be set aside, it would be optimal to seed the funding of this position for up to 24 months to give the position adequate time to 'self fund.' It is probably that this would provide for an individual who could be asked to commit 10-15 hours per week to this endeavor. If a search were to be announced the committee is assured of at least one qualified candidate applying, in that one of the Executive Directors of a significant regional arts organization who was consulted has expressed interest in the position.
Job Description
Executive Director, ChoralNet, Inc.
Reporting to the Board of Directors, chiefly in the person of the President, the Executive Director has primary responsibility for publicizing the work of ChoralNet to its list readers, contributors, partner organizations, and the wider choral community, through such instruments as online announcements, press releases to the music press and choral organizations, and attendance at conferences.
S/he will also have responsibility for ongoing fundraising, including announcing and managing the annual fund drive and developing additional corporate and institutional partners, to support the ongoing work of ChoralNet.
The position is expected to average 10-15 hours/week. The monthly salary is $1,000, or $12,000 annually.
Roles and
Responsibilities
1. Fund Raising
• Plans/directs annual Fund raising campaign
• Develops fund raising campaign schedule/timetable
• Analyzes /evaluates fund raising campaigns/methodologies
• Coordinates strategies to approach funders
• Acts as a resource for grant proposals
• Reviews fundraising records, documentation, and reporting
• Develops commercial sponsorships with key industry vendors/service organizations
2. Board
Administration and Support
• Implements the strategic goals and objectives of the organization
• Gives direction and leadership toward the achievement of the organization's philosophy, mission, strategy, and its annual goals and objectives
• Advises and informs Board members
3. Administrative
Management
• Effectively manages the human resources of the organization
Financial Management
Works with the treasurer to:
• Recommend yearly budget for Board approval
• Manage organization's resources within budget guidelines
• Supply financial information/forecasts to the board
4. Program
Delivery/Public Relations/Network Development
• Oversees design, marketing, promotion, delivery and quality of programs and services
• Acts as primary contact with network partners
• Assures the organization and its mission, programs, products and services are consistently presented in strong, positive image to relevant stakeholders
• Increases visibility and importance of ChoralNet in the choral community
• Cultivates friendly relationships with the media and enlists their cooperation
• Represents the organization to the choral community, including both artistic and enterprise entities
Simon moved the following:
RESOLVED, that the
ChoralNet Board seek to secure a minimum of $12,000 in funding to seed the
position of Executive Director (as described in the job desciption
above) for an initial 12 month period.
Feiszli seconded. The motion passed on 26 September
Fund
Drive Planning - Hoffman
The following is the plan of action for the annual fund drive
Fund Drive to launch after this meeting closes, presuming that commitments from our spring donors are received.
Feiszli moved the following slate of Board members for 2006
· Frank Albinder - CA rep (assuming CA approval)
· Brigid Coult – Patron
· Dean Ekberg – Donor
· James Feiszli - IFCM rep
· Charles Fuller - ACDA rep
· Carol Hague – Patron
· Christine Hoffman - At large
· Michael Shasberger - At large
Fuller seconded the slate. The motion passed on 3 November
With no further old business and no new business, Shasberger closed the meeting effective Monday, November 21 at 9:00 a.m. Pacific Time.