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IMEA Fall Board Meeting
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Idaho Music Educators Association
Fall Board of Directors Meeting
Len B. Jordan Office Building
Boise, Idaho
October 4, 2004
Call to order – Sam Stone
1. Introductions
Introductions were made and the following Board Members were present:
IMEA President Sam Stone IMEA President-Elect Gary Gemberling IMEA Past-President Dan North IMEA Sec./Business Manager Karen Goodrich President - Dist. II Gary Gemberling President - Dist. III Kristi Foreman Vice-Pres. - Dist. III Michael Hall President - Dist. V KaeLyne Pendleton President - Dist. VI Bill Baxter Vice-President (Bands) - Gem State Rodney Woodbury Also present were Ralph Bennett – State Solo Chair. and Wayne Millet – Webmaster. Dianne Mathie, Wendy Hartman, and Phil Hartman attended part of the afternoon session.
B. Review of Minutes – Fall 2003.
IMEA Secretary, Karen Goodrich has copies of all previous Board Meeting Minutes and will email copies to anyone who requests them. There was a motion by Rodney Woodbury and 2nd by Bill Baxter that the minutes be approved. Minutes were approved.
II. Review of Agenda
III. Executive Board Meeting Report – Dan North
A. The Executive IMEA Board met Sunday, Oct. 3 from 7:00 – 11:30.
1. IMEA Finances were discussed at length. Karen presented a detailed report of the 4 IMEA accounts and will address the Board during the financial report.
2. Dan presented a written policy that would address a tie vote in any IMEA election.
This would require a change/addition to the IMEA By-Laws. The proposed addition reads: In the case of a tie vote for a State Office, the Executive Board will make a proposal and provide a rationale for a resolution of the situation to the IMEA Board at the next meeting. If the board accepts the proposal, then the election is ratified by Board action. If they reject the proposal, then they must decide the election after discussion of other options and by majority vote of the IMEA Board.” It was moved by Kristi Foreman and 2nd by KaeLyne Pendleton that we accept this proposal. Motion passed.
3. Now that there is a policy addressing tie votes – a decision needs to be made to break the current tie of the IMEA Secretary Position. Dan proposed that Sandy Shoen fill the position of IMEA Secretary and Terry Jones be the new Higher Education/Collegiate Chair. A motion was made by Bill Baxter and 2nd by Michael Hall that this proposal be accepted. Motion passed.
4. Wendy Hartman and Diane Mathie proposed changes to the State Solo Contest. A discussion was held and will be addressed later in the Board meeting.
IV. Financial Report: Karen Goodrich
A. Discussion held at Executive Board Meeting
1. A lengthy discussion was held during the Executive Board meeting concerning the financial state of IMEA. The 2004 In-Service Conference and All State in Coeur d’Alene was a wonderful conference and well attended but financially barely “broke even”. The money we gain from the Conference and All-State is used to operate our organization for 2 years – until the next All-State. We reviewed each item in the 4 accounts (All-State, In-Service Conference, State Solo and General) and the spending practices from the last 2 years. Karen presented a financial management proposal that will address these issues. This report is on file with the Business Manager. The following policy issues were discussed and a 15 month budget developed.
a. The Business Manager will hold the only IMEA Business Credit Card
b. All travel arrangements will be made by the Business Manager
c. All invoices must be addressed to the IMEA, c/o the Business Manager. Invoices addressed to a school or school district will not be accepted.
d. Existing policies for reimbursement must be followed or the purchaser will not be reimbursed.
e. Reimbursement checks will be mailed by the Business Manager within 5 business days of receiving the signed IMEA reimbursement form and receipts.
f. A financial budget proposal must be submitted for All-State and the In-Service conference prior to any contracts being signed, orders placed or money being spent.
g. All contracts for the conference site, housing, bussing and food must be signed prior to the fees being set for All-State and the In-Service Conference Registration.
h. The “General Account” budget must be presented and approved the summer or fall immediately following All-State. All financial requests must be submitted at that time.
i. The IMEA Executive Board agreed to follow the above policies.
V. Web Page Report – Wayne Millet
A. Relief fund for Florida Hurricane school victims
1. Wayne has the address of the school that has taken over the relief fund to assist schools that lost all their music equipment in the hurricane.
B. Update of District Teachers
1. Names and addresses of all music teachers are needed from Dist. I, II, VI and Gem State.
2. There is a possibility that we could add collegiate names to our web-site. Wayne said he could retrieve the information from each universities web-page.
C. New Board member’s photos are needed for the web-site.
D. Messages to general membership: send to IMEA@idahomusiced.org - Wayne will check it and send it on – to make sure it is not spam and is appropriate for the IMEA site.
E. Messages to the IMEA Board and various committee members should be sent to: board@idahomusiced.org.
F. The password for the “Board member” page was given to the Board Members. Contact Wayne if you cannot log on or forgot the password.
G. Members Only section: Is there a need? Password would be your IMEA membership number. A discussion was held and it was decided that it is not necessary at this time – may look into in the future.
H. A discussion was held concerning information that should/should not be posted on web-site. We must be concerned about liability issues and protecting the private information of our students. Wayne and Ralph will develop a solution to posting names (i.e. State Solo winners) to protect our students from predators, etc.
I. There was a question about the legality of “on line balloting”. Wayne will investigate.
J. Wayne is going to update the “look” of the website, add the Music Notes magazine, include more State solo info., remove the bulletin board – which is not being used; etc. He will be rotating pictures of various school groups from throughout the state. Signed release forms must accompany photos that state the students pictures can be used on the web-site.
K. A committee was formed several years ago to design an IMEA logo. Wayne presented a color IMEA logo that he developed. Comments and suggestions were made. It looks wonderful and can also be used for our letterhead and business cards.
L. Sam stated that the NW Board was very impressed with the Idaho web-site….Thank you, Wayne!
VI. Editor’s Report
A. Ted Hadley was unable to attend the Board meeting. Sam presented Ted’s Music Notes Financial Report. The report is on file with the Business Manager.
B. The executive board built into its 15 month budget reimbursement of $1478 for software updates and computer programs for Music Notes.
VII. District Updates
A. District I – no information was sent/presented
B. District II – Gary Gemberling
1. Gary presented the District II calendar, financial summary, District music fees and payments for all music activities.
2. District II pays the registration fees for all students accepted to All-State and All-Northwest. This is their contribution to help these students. They are also in the process of building a financial “buffer” to use to bring in special music workshops for their teachers.
3. Sight-reading: They have decided to standardize their materials with a sight-reading book. To eliminate “stacks of literature needed” and providing a quality accompanist, they have gone to acapella sight-reading for their choral groups.
4. Solo/Ensemble: $5 per person per event (quartet – each would pay $5, Solo pays $5, etc.)
5. State Solo: Ralph mentioned that the District II State Solo auditions are scheduled later than normal this year – which would cause a scheduling conflict. It is in the IHSAA manual that he is supposed to have the names by the first week of April. Gary will see that this date is changed to an earlier date.
C. District III – Kristi Foreman
1. Kristi presented the District III music calendar.
2. MENC/IMEA Membership: Kristi reported that District III elementary music teachers don’t join IMEA. Her goal is to involve all the elementary teachers. Dist. III is now going to pay the MENC/IMEA dues for all music teachers! For the first time – all District III teachers are now IMEA members.
3. Dates – April 14 is scheduled for Orchestra Solo/Ensemble. This date does not comply with IHSAA manual and will have to be changed.
4. Web-site suggestions: Are photos going to be included? Is there a state wide calendar? Each district has their information posted on the web site – by District. District III would like a link to their web-page from the IMEA site or a page on the IMEA site just for Dist. III.
5. There is a need to update the Choral Festival list. District III is checking into different options.
6. Kristi asked about the possibility of an AS Jazz Choir? A discussion was held. It would have to be financially self-supporting and not perform at the Gala Concert. This could possibly be a District III event. Students could audition locally and perform during an In-Service concert hour, etc. They could establish a “model” to be used in future All-States.
D. District IV – No information was sent / presented
E. District V – KaeLyne Pendelton
1. KaeLyne presented the District V dates
2. Teacher update list sent to Wayne
3. Sight-reading: There is a need for an adjudication form. They would like to see a form different from the regular judging form – something more legitimate and consistent that would be used throughout the state. Each district is using a different form – depending on whether or not the sight-reading score is used as part of their final rating. Sam encouraged everyone to use the National Federation Form.
4. KaeLyne asked about a state competition for Large Group? Costs are very prohibitive! Logistically it is very difficult. Dan said we need a way to recognize the excellence in our school programs - perhaps being listed on the web-site, receiving a certificate, etc.
5. Merit pay: Is there any way IMEA could develop a document for members to use to present voicing our “disapproval” of merit pay? One school has Merit pay being tied to their group’s performance at festival. Currently it is a district issue and not state-wide. More information is needed before this can be done.
F. District VI – Bill Baxter
1. Bill will send the District VI dates to Wayne for the web site.
2. Sight-reading: It is a “problem”. Cost and logistics/facilities is a real issue and major problem for District VI. (i.e. Where to hold the sight-reading event, finding a location large enough, etc.). Dan suggested that some Districts have incorporated the warm-up and sight-reading in the same room. The last 5 minutes of warm-up is used for sight-reading.
3. The District VI Board of Control gives the music programs 2 days that are not to be used for any other event. (i.e. Festival, etc.) The split of Gem State and District VI has been very beneficial to the small schools. It has forced them to “do better”. Over 400 kids were in their District Clinic last year. The number of participants has increased steadily
G. Gem State: Rodney Woodbury (Gem State Band VP)
1. Sight-reading: Going well – facilities are not a problem. Each band has a choice of grade II or grade III music. Choral - acapella – getting better each year.
2. Gem State has a concern about the level of music ending up on the vocal solo list. Email comments and suggestions to Ted.
3. Concern: Amount of the State Solo fee. Dist. III pays ½ the fee and either the individual school pays the other half or the students pays.
4. Concern: Honor/Clinic group contracts for clinicians vs judges – fees vary from District to District. We all need to follow the same fee structure. A separate form posted on the web would help to clarify this issue…”Non All-State Conductor/Clinician Adjudicator/Clinician”.
5. Band: Large Group Festival has gone to a requirement of 2 piece’s of contrasting style – eliminating the requirement of playing a march. Sam asked them to “re-address” the issue of dropping the requirement of the march. It was put into the rules to help with the “lost art” of playing and teaching the march.
VIII. Review of All-State
A. Sam is looking ahead to the 2006 All-State
B. Kristi mentioned the problems in Coeur d’Alene of the hotel organization. We need to try to keep kids segregated into groups – away from the “general public”. When All-State is in Boise in 2006, we should separate the groups in different hotels.
C. Check–in was a big problem because the official check-in was to begin at 6:00. Students were being dropped off 3-4 hours early! Clarify that you are not to show up early!
D. Part checks were chaotic. The choral part checks were canceled because of the difficulties with registration. Strings were re-seating their sections. There was a big difference on how things were handled between the 4 groups.
E. All-State Conductors were concerned about the fact that many students were not prepared. Stress the need to be prepared and have music learned! The students need to have their practice CD’s earlier. Many kids did not get their recordings until the day before they left. We must get the music from the clinicians earlier and have the CD’s made – even before auditions! Try to use a “local” business to make the CD’s.
F. Limit the music to 25 minutes per group and make them stick to it!
G. Discuss “audience appeal” with conductors when they are choosing their music.
H. Sessions: Few logistical issues – but overall went very well. It was nice to have the exhibit hall next to the sessions. Exhibitors appreciated the proximity. North Idaho College and northern Idaho educators were extremely helpful. Site was excellent.
I. Bussing issue: The decision to bus the students happened later in the plans – because of the weather and security. In Boise – make sure we either charter busses or make sure there are enough busses to move the kids. Not enough in ’02. Charters would have storage for instruments underneath.
J. Two people are needed for each honor group – Honor group chair and a site chair (needs to be a local person)
K. There was a discussion on possible Honor Group Chairs for the ’06 All-State. Wendy Hartman volunteered to
L. Chair the All-State Orchestra and Phil Hartman volunteered to Chair the All-State Band.
IX. State Solo
A. Ralph Bennett presented a summary of the number of participants in each category for the last 8 years.
B. Several issues being addressed include participants being cut off in mid-song; no “wiggle room” in the schedule; judges writing too many “detailed” comments; pianos not being reasonably tuned; students performing the same solo 2-3 years; too many judges from Utah.
C. Dianne Mathie and Wendy Hartman brought several concerns and questions to the board in regard to the State Solo Contest. They met with Ralph Sunday evening during the Executive Board Meeting to discuss their concerns. Concerns brought to the board meeting include:
1. Dianne: There are “many complaints” about the State Solo contest and some teachers are questioning the validity of the event. (i.e. Do we want to do this? Is it working well enough to keep it? Is there a good reason to have this competition?) She stated that there is a lot of frustration and pressure involved with the participating students. Dan North replied that there is great value in this event. It is a “real world” approach that gives the better players an opportunity to compete with other students on “their level”. He said it would be better – string wise – if all the districts participated so it does not become “another District III competition/festival”.
2. Dianne asked if we could regulate the judges so they are not writing comments on the previous solo while the new solo is being performed?
3. Wendy stated that – gradually over the next 2 years – they would like to establish a list of solo pieces with “the cuts” necessary to meet the time allowed.
D. Ralph’s suggestions/recommendations for solving reoccurring problems and issues:
1. Schedule string alternates first – advantage is to perform during the later times. There are district needs, school needs, student’s needs, accompanist conflicts.
2. Cover the air vents in the warm-up rooms with Styrofoam to help “sound proof” the rooms.
3. All solo times for all categories will be increased. Teachers must understand that their students will be “cut off” when their time is up! Total time limit for each performer will be: vocal - 8 minutes; instrumental - 10 minutes; string – 12 minutes (which includes tuning).We will give the responsibility to the college students monitoring the door to begin and end each time slot. “You may now begin…..”
4. Begin at 8:00 a.m. and be finished by 4 p.m.
5. Awards at 5:00
6. Don’t increase the number of judges
7. Revise the adjudication Form. Use a “check box” system with one line for “other” – misc. comments. (We cannot use the National Federation Form – as it is – because there is not a large enough point spread. The current form has 300 points).
8. Students may begin their performance at their scheduled time – they do not have to wait for the judge.
9. Post – on the web – information on how to get to the contest site and what you do once you get there (ie. directions, maps, schedules, etc.).
10. Students may perform a solo only one time during their high school career. They cannot perform the same solo 2 or 3 times. Each solo will have to have a separate number assigned so this can be tracked on the database.
11. As far as the issue of too many judges are coming from Utah, Ralph mentioned that he does his best to “spread them around” – but still get us the best “financial” deal.
l2. Check into the possibility of using digital/electronic pianos – eliminate the problem of “out of tune pianos” – technology has improved. Ralph will check with Dunkley’s / Welch Music about the possibility of using digitals.
13. All State Solo information will be posted on the IMEA web-site.
14. If there are any problems, please address with Ralph.
15. A discussion of the above items was held. KaeLyne Pendleton moved to accept and Bill Baxter 2nd that the following 4 issues be adapted: (Motion passed)
a. All time slots be increased (8 - vocal, 10 - instrumental, 12 – string)
b. Revise the adjudication form to limit the time spent by judges writing comments –to give more justification on final score
c. Students may perform a solo only one time during their high school career for State Solo.
d. Students can and will begin their solo at their scheduled time – they do not have to wait for the judge.
E. Ralph: State Solo Rule #10 addresses deadlines and dates. District III changed their String Solo/Ensemble Festival to Mid April this year. They will need to reschedule their event – or just their state solos.
F. It is critical for District Presidents to pass on the State Solo information to the directors in their district! After the initial information is sent, everything will be “abbreviated”. Get the District Prioritized lists Faxed ASAP after the festival.
G. The IMEA web-site could include all information needed for each district on “How to run a Solo/Ensemble Festival”.
X. All-State Auditions
A. Phil Hartman brought several concerns and suggestions to the Board regarding the instrumental All-State auditions and a lengthy discussion was held.
1. His first item addressed past All State Conductors that have expressed concerns about the lack of preparation by the wind, brass and percussion sections. He suggested that we “re-work” the All-State woodwind, brass and percussion auditions to separate the better players from the average players, to encourage a higher level of musicianship, and to be able to choose those students who are selected for the solo parts.
2. Is the audition process working? Phil suggested that the audition material include a 1 minute solo excerpt to be chosen for each instrument and displayed on the IMEA web site for the entire state to access. This solo should be changed each year and could be selected by a college faculty.
3. We should rank the order for each instrument. A committee is needed to decide the seating for the Band and Orchestra – depending on the literature chosen.
4. Phil questioned the possibility of having an Orchestra Wind sectional before they attend the first rehearsal with the guest conductor. This might be difficult to do and we would need permission from the conductor to use his/her time.
5. There needs to be a part check for the Band and Orchestral Winds at All-State.
6. Phil suggests that a committee of 6 is needed to assist with seating.
7. There is a need to reevaluate the percussion auditions. Phil will form a committee and come up with suggested changes.
8. Wendy Hartman volunteered to check into the possibility of revising the string auditions.
B. After the discussion, KaeLyne Pendleton moved and Dan North seconded the motion that the All-State instrumental audition include a chromatic scale, a technical etude, a lyrical etude and “up to” 60 seconds of a selected solo piece. Motion passed.
XI. IHSAA
A. Kelly Caldwell was unable to attend the meeting, but sent a letter to the Board concerning issues from the IHSAA.
1. There has been a change in the official’s contracts regarding criminal history. The new contract clearly asks applicants if they have been convicted of a felony, if they are a registered sex offender, and if they possess a valid driver’s license. If they answer “YES” to any of these questions, this will send a red-flag to the office, and further contact of the applicant’s references will be made to determine if they can still be hired. This is a proactive approach to covering ourselves in the event a registered sex offender was hired to judge our music festivals and competitions..
2. There is an item on the action agenda that will require head “coaches” of all IHSAA sanctioned activities to be First aid and CPR certified.
3. There is a “necessity” for IMEA to adopt a consistent date on the IHSAA activity calendar for our All-State Conference and In-Service. The two possible available dates are the first weekend in May and the last weekend January. The first weekend in May is our State Solo Contest, so moving one event would in turn require moving another of our events. We have the support of the IHSAA Board, which represents administrators and all activity groups from throughout the state. When administrators see the IMEA activities on the IHSAA calendar, it indirectly sends approval to administrators, coaches and athletic/activity directors to support IMEA events. After several discussions with many of the IMEA Board Members, Kelly strongly recommended that we adopt the last week-end of January as the permanent date for All-State and the In-Service Conference. “There will be growing pains, but the idea of moving forward and having a secure date for our state conference would complete the process of getting everyone on the same page with our festivals, contest, and conferences.” It will also ease the difficulty of hiring “big name” conductors for our All-State Honor groups, since they sign contracts years ahead. A lengthy discussion followed. There is a concern that athletes will be penalized at their home schools for participating in All-State. This will need to be addressed at the IHSAA meetings.
4. District Presidents please remember to submit your list and applications of activities that occur in-state at “non public school” locations to the IHSAA office by Nov.1, 2004. This is necessary in order for the activities to be covered by the IHSAA catastrophic insurance policy.
5. Kelly expressed his willingness to continue serving as the IMEA representative to the IHSAA. Bill Baxter moved that Kelly continue as the IMEA representative to the IHSAA Board for another 3year IHSAA term. Gary Gemberling 2nd the motion. – Motion passed. Thank you, Kelly!
XII. All-State 2006
A. The National MENC Conference will be held in Salt Lake City on April 18-22, 2006. We will have to take this conference into consideration when scheduling our All-State Conference. We strongly encourage all IMEA members to attend this National Conference since it is located so close to Idaho.
B. A discussion was held regarding possible dates for the 2006 All-State and In-Service Conference. Optional dates are March 16-18 in Nampa and January 26-28 at the BSU Student Union. If All-State were held at BSU, we could have use of the Student Union Building, Special Events Center, classrooms and a church located close to the SUB. There is a lot of concern about weather conditions at the end of January but it was noted that Alaska, Oregon and Wyoming all have conferences at a similar time of the year.
C. It was moved by Bill Baxter and 2nd by Rodney Woodbury that the 2006 All-State and In-Service Conference be held on January 26, 27 and 28 in Boise. Motion passed.
D. A discussion was held in regard to possible audition dates. The discussion centered on which would be a better time for the auditions? – late spring or early fall. The marching band directors were concerned about conflicts with their marching season.
XIII. Permanent All-State Date
A. After a lengthy discussion that has been ongoing for several years, and upon the recommendation of Kelly Caldwell and IHSAA, it was moved by Kristi Foreman and 2nd by KaeLyne Pendelton that the last weekend of January become the permanent date for the IMEA Idaho All-State. Motion passed.
XIV. All-Northwest 2005
A. The MENC All Northwest Conference will be held in Bellevue, Washington at the Double Tree Hotel on Feb. 18-20, 2005. IMEA members are encouraged to attend this conference.
XV. Hall of Fame
A. The Idaho Music Educators Association Hall of Fame and Memorial Roll is “up and running” but still a “work in progress”. Many thanks go to Gale Maxey for his work on this project!
B. It was moved and 2nd that the IMEA Past-President be in charge of the Hall of Fame. Motion passed.
C. The Hall of Fame and Memorial Roll will be housed on the IMEA web-site and will include pictures and biographies of each person inducted into the Hall of Fame.
D. Thank you notes were read from Jean TerHark and Winifred Alldaffer expressing their appreciation to the IMEA for the honor of being inducted into the first IMEA Hall of Fame. It was suggested that their notes be printed in Music Notes.
E. For those unable to attend the inductee ceremony: District III reported that Mel Shelton received his award during Music Week and Gale was going to present the award to Lorraine Earls Johnson; District V recognized Byron Shaw at a concert and his award was presented at a later time; Gem State did not know if Jerry Shively had been presented his award; District II did not know if Bob Spevacek had received his award.
XVI. Who is MENC?
A. Sam asked the question: “Who is MENC”? We all are!! We, as an organization, are making great strides in promoting music education.
B. We all need to make contact with young directors – not necessarily as mentors, but to encourage them to become active members of IMEA.
C. We should promote a positive message about our purpose and “why we do what we do”.
D. We also need to promote music education and encourage our students going to college to go into music education. Colleges encourage their music students to major in performance and not music education.
E. Encourage our MENC Collegiate Chapters to stay active and recruit new members.
XVII. Adjourn
Sam thanked everyone for participating in the meeting. It was moved by Karen Goodrich and seconded by Gary Gemberling that we adjourn. Motion passed. Meeting adjourned at 3:45 p.m.
Respectfully Submitted by
Karen A. Goodrich, IMEA Secretary/Business Manager
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