Board Meeting Minutes (5-9-2017)

Northern Illinois Music Conference
Board of Directors meeting
May 9, 2017

  1. Call to order 4:07
  2. Approval of Minutes from 8/25/16 Board meeting: EM, SS
  3. Officer reports
    1. President’s report
      1. Contest surveys
        1. very positive
        2. all warm-up rooms should be supervised
      2. Sites/Dates for 2018
        1. Organization at Beach Park Middle School (Not yet confirmed)
          1. March 9, 10
          2. band and orchestra at the middle school
          3. looking for an elementary in district for choirs
        2. Cooper Jazz site is a possibility  (not yet confirmed)
          1. March 13 (Tuesday)
          2. decision within a month
        3. Solo and Ensemble: Feb 24th
          1. Big Hollow
      3. Officers for 2017-18
        1. Treasurer – need interim ASAP
        2. Judging – Two names on slate (manageable)
      4. Fall meeting date
        1. September 18
        2. 7PM start
        3. LZMSN
    2. Vice-President’s report
      1. Rubrics
        1. Consistency between judges
        2. Phrasing- Language
      2. Solo and Ensemble:
        1. Training judges – recorded example during judge’s meeting
        2. Differences between rooms
          1. Numbers of I’s II’s…. I+
          2. Score when with the end  in mind
          3. Medal purchases over the last 20 years: the numbers don’t change
          4. Share the chart: % of medals awarded by judge (Riley B)
      3. Plaques
        1. Indiana- No tax
        2. $10 a plaque
    3. Treasurer’s report
      1. Income/expense report
      2. Tax exempt status
        1. Letter of state tax denial – because we charge fees vs. fundraising
        2. We’ll purchase medals this year to fill out our contract, then find a new vendor in the future.
      3. Officer stipends for 2016-17
    4. Judge Hirer’s report
      1. Google drive was great!
      2. Follow up with host school for meetings, etc.
      3. Need to continue to build a list of judges, especially string and vocal. (Band is OK)
        1. Judges talking with each other after a performance- influencing the outcome.
        2. Judges can confer for the first one but not share scores
        3. This will be added to the agenda for the judge’s meetings 
    5. Webmaster’s report
      1. Great to have one location for information
      2. Front Page:
      3. Renewal of membership through website
  4. Old Business
    1. Grant writing (Laura)
      1. holding off on this – we must have 3 years of data
      2. need to have a specific purpose for the funds (probably piano purchase)
    2. Paperless scoring (Riley/Steve)
      1. Committee to come with a process
      2. pilot one room (minimum)
      3. hidden fees? Are there any?
    3. Honors Invitational (Ellen)
      1. 1 school signed up
      2. the board recommends we drop this for now
      3. if interest is there, we revisit later
      4. remove from website at this time.
    4. How to Host Guide (Riley/Steve)
  5. New Business
    1. Medal vendor (Ellen)
      1. one year left on the contract
      2. follow through with the contract
      3. Sales tax is the issue
      4. the purple was too close to blue
      5. keep the stripes
    2. Organization Contest
      1. 30-minute jazz spots
        1. change from 40 minutes to 30
        2. more groups, not as late since it’s a school night
        3. bring to membership in September
        4. board is open to discussion
      2. 2019 dates ( dates to approve at meeting)
        1. S/E 4th weekend : Feb 23
        2. Organization: March 16
        3. Jazz: March 19th
    3. Solo and Ensemble Contest
      1. 2019 date see above
      2. North Shore band contest ideas (Steve)
        1. This was discussed and tabled based on Laura’s experience as a judge.
      3. Change wording: “Percussion soloists will perform rudiments and instrumental soloists will perform scales from the required lists. Ensembles do not perform scales.”
        1. Percussion soloists will perform rudiments from the required lists.
        2. Instrumental soloists will perform a scale from the piece that is being performed.
        3. Vote on language at Sept. meeting
    4. Google Drive organization (Elise)
    5. Event names:
      1. Motion to change the name to Solo and Ensemble Festival
        1. Do we keep “contest” to liken it to a sport?
      2. Organization festival to NIMCON Music Festival
      3. Vote at September meeting
  6. Adjournment:
    1. motion to adjourn SS, EM

Newsletter (May 2017)

Thank you for another successful year! The board of directors would like to thank all of the members of NIMCon for your active participation this year and for continuing to help make NIMCon the best organization it can be! We are thrilled with the positive feedback we have received, and we look forward to starting our third year in August!

Thank you to all of the contest hosts – Lake Zurich MS North, Hawthorn MS North and West Oak MS- for enabling us to have a successful contest season. Your hard work is appreciated!

2018 Contest Dates

  • Solo and Ensemble Contest – February 24 @ Big Hollow MS
  • Organization Contest – March 9/10 @ Beach Park MS
  • Jazz Contest – March 13 @ TBA

As you can see, we are still in need of a host for jazz contest. Please contact us if you can help. The board has put together a rotation schedule for the following years and it will be posted on the website soon. Thank you for the feedback following contest! Because of your feedback and participation, we are able to improve and grow as an organization.

Judges Wanted

We continue to look for qualified judges from within our professional community. We are looking specifically for string and vocal judges, but wind and percussion suggestions will be accepted as well. Who do you know who understands the elementary and middle school musician and would make a good clinician? Please send their names to us.

Pictures Wanted

We are looking for pictures from contest to post on our website. If you have pictures of students participating in contest, and have permission to post, please send them to us.

Fall Membership Meeting

The fall membership meeting will be held on Monday, September 18, 2017 @ Lake Zurich MS North at 7:00 PM, with dinner at 6:15 PM. Please plan to attend. We will be sending out information about NIMCon to other directors in the area who are not yet members. If you have names of specific directors you would like us to contact, please send us their names.

Treasurer Bids Farewell

The board of directors would like to thank Laura Blanchard for her two years of service to NIMCon. She has done an outstanding job as treasurer, going above and beyond to stay on top of our financials and help us obtain 501c3 status. We will miss you, Laura. Good luck in New York! We are looking to fill her position IMMEDIATELY with an interim treasurer. If you are interested, please contact Ellen Singer.

Laura writes:

Hello NIMCon Colleagues: It is with a heavy heart I announce to you that I have accepted a role within my current organization that will relocate me to New York City effective Tuesday, May 16th.

The NIMCon organization is a dream to so many and I am honored to have been a member. I know the work we do everyday makes the lives of our beloved colleagues, business we partner with, and the young people of Illinois who participate in our programs better. Thank you for the opportunity to work with you, know you, and share in the respect. All the best to each and every one of you!


In Memoriam

As you know, Art Hildebrand, NIMCon board member and colleague, passed away in January. The Deerfield Community Band, which Art conducted, will be having a Memorial Concert on Sunday June 18th at 2 PM at the Patty Turner Center in Deerfield. Some of the board members are planning to attend. Please join us for this opportunity to remember Art and his contribution to music in our community.