Minutes of the Annual General Meeting of the Ontario Band ...

OBA Annual General Meeting: November 4, 2016 1

Minutes of the Annual General Meeting

of the Ontario Band Association

Friday, November 4, 2016 11:30am at OMEA Resonate

Present

Executive Scott Harrison President, OPHB

Sarah Arcand President-Elect, Donations

Donna Dupuy Treasurer

Steffan Brunette Secretary

Andria Kilbride Past-President

Directors Lisa Barth BBS

Colleen Richardson University Liaison

Chris Reesor Industry

Positions of Responsibility Lani Sommers Newsletter, EOE Honour Band

Troy Jones Laurier Elementary Honour Band

General Membership Anita Anton

Terry Anton

Dennis Beck

Barrie Hodgins

David Lum

Laura Lee Matthie

Dean Pattison

Matt Peter

Bill Thomas

Nancy VanDerSluis

Jeff Wrigglesworth

Non-Members

Sandra Christie

Regrets Mark Caswell Concert Band Festival

Abel Borg Wind Band Composition

Tony Gomes York-OBA WCS

Bryan Brewda Membership

Kristie Hunter Webmaster

Lynn Tucker Small Ensemble Festival


1. Call to Order Quorum is 3% of OBA membership.

With 20 members in attendance, quorum is established.

Harrison called the meeting to order at 11:49am.

2. Adoption of the Agenda

Motion to adopt the agenda. Moved by Reesor. Seconded by Barth. Motion carried.

3. Adoption of the Minutes

Motion to ratify the minutes. Moved by Harrison. Seconded by Jones. Motion carried.

4. Announcements

The Honour Band has had a positive experience so far this week.

Membership renewals can be done after the AGM at the OBA table in the exhibit

hall. Postcards for all OBA events are also available.

5. Reports from the Executive

(a) President see attached report

The hope is that the masterclass initiative will give the OBA more presence in the

high school and university student community.

Harrison thanked Richardson for running the recent OBA/Western Intermediate

Honour Band.

(b) President-Elect see attached report

Arcand thanked Harrison for his leadership throughout his term.

(c) Treasurer see attached report

Dupuy reminded the membership that the 2015 fiscal year is the same as the

calendar year, and so reporting will include aspects of both the 2014/15 and

2015/16 school years and events associated with them.

The Trillium grant ended, and this has had an impact in our revenues.

Dupuy thanked Hunter for her work on the website, and wished she could be here

to hear the acknowledgement of the membership.


A question from the floor asked about having event insurance to cover the

situation of when an event cannot run. The CBA insurance is liability only.

Dupuy indicated that all event co-ordinators have worked to reduce costs.

MOTION Whereas Article V “Meeting of Members”, Section 9(i) “Annual General Meeting” states

that financial statements will be presented to the general membership, be it resolved that

the financial statements as presented be accepted.

Moved by Jones. Seconded by Wrigglesworth. None opposed. Motion carried.

(d) Secretary see attached report

Kilbride thanked Brunette for taking on the task of writing an article for the

Canadian Winds on behalf of the OBA.

(e) Past-President no report submitted

Harrison thanked Arcand and Kilbride for their support during his first year as

President.

6. Reports from Directors & Positions of Responsibility

(a) Membership (Brewda)

see attached report.

(b) Ontario Provincial Honour Band (Harrison) see attached report.

Harrison acknowledged the support of the sponsors to keep the Honour Band

running, specifically the OMEA and CMIEC, St. John’s Music and Yamaha,

Harknett Music, Long & McQuade, and IMC.

Harrison thanked Greg Colley for doing the brass workshop, and Pratik Gandhi

for doing the percussion workshop and the pre-rehearsal.

Auditions for the 2017 Honour Band will be posted in a week’s time, and all

members are encouraged to get their students to submit applications to the band.

The 2017 band will be featured at the Friday Showcase concert instead of the

keynote.

(c) Eastern Ontario Elementary Honour Band (Sommers)

see attached report

Sommers introduced Sandra Christie, and acknowledged the help of Jeannie

Hunter. The ensemble usually has about 100 students, and it has been very well

received in the Ottawa area.


IMC has generously offered a $150 scholarship to every student in every honour

band. Harrison thanked Anne Fleming-Read for her continued support.

(d) Laurier Elementary Honour Band (Jones)

see attached report

Last year’s ensemble had about 60 participants, and we are aiming for 80 students

this year.

Harrison thanked Jones for his work on this portfolio.

(e) Concert Band Festival (Caswell) see attached report.

Laura-Lee Matthie: the OMEA has used a contact that plans events and looks for

the necessary supports for the events. There is no charge for the service, as the

business gets a cut from the eventual bookings.

Dave Lum: another option might be splitting the festival into a B100/B200

festival and a B300/400/500 festival, which might be able to take advantage of

smaller venues and schools.

Ensembles will have the option to purchase an additional workshop for $315,

provided that there is no waiting list.

There are four Canadian adjudicators attending the festival this year.

Dupuy commended the work that Caswell has done for so long in making this

event successful.

(f) Small Ensemble Festival (Tucker)

see attached report

Harrison explained the need to change the name of the festival from the

“Chamber Music” focus to a general “Small Ensemble” focus.

(g) Wind Band Composition (Borg) see attached report.

Harrison thanked Borg for persevering in trying to find the right model for this

project.

Question from the floor: can the composer be shared between schools, for

example, with an itinerant teacher who works between multiple schools?

(h) GTA Beginning Band Symposium (Barth) see attached report.

Lower registration was caused in part because traditional school board

sponsorships did not occur. A greater effort will be made to encourage school


boards to sponsor registrations to the BBS as part of on-going professional

development.

(i) York Wind Conductors' Symposium (Gomes) see attached report

This year’s repertoire is entirely Canadian. Obtaining some of the scores may

have to be directly requested from the composers themselves.

Harrison thanked Bill Thomas for his continuing support of the event.

Dupuy wanted to highlight the support of St. John’s Music for this event.

(j) University Liaison (Richardson) see attached report

The Western Intermediate Honour Band covered Grades 8 to 10. There were 87

participants. Western offered percussion equipment and rehearsal space. There

was a cost incurred for using the theatre. There were a number of faculty and

university student volunteers who participated in a variety of ways.

There was a significant reach for the event.

Richardson thanked Harknett Music for purchasing the music, and Pizza Pizza for

the student lunch.

Richardson wanted to stress that the value of the OBA comes from the fact that

the organization is made up of dedicated volunteers who give of their time and

talents.

Harrison thanked Richardson for her work at this inaugural event.

Richardson thanked Hunter for her design work. The t-shirts were brilliant.

(k) Donations (Arcand) see attached report

Arcand acknowledged the efforts of Dupuy to get the OBA finances into a state

where we can be seen favourably by organizations.

Dupuy indicated that some organizations ask how many members are donors, so

please support the OBA, even in a small way.

(l) Industry (Reesor) see attached report

(m) Newsletter (Sommers) see attached report

There is a discussion underway about the purpose and future of the newsletter.

Some solutions might be to integrate more social media, or highlight the efforts

and accomplishments of our membership.


If there are any suggestions, please contact Sommers.

Richardson said there are opportunities to feature various regions to highlight

what is going on throughout the province.

A discussion on Regional Representatives will be happening at an upcoming

Board meeting.

(n) Webmaestro (Hunter) see attached report

Harrison thanked Hunter for her dedicated and exceptional work.

7. Presentation and Ratification Vote for the Amendments to the Bylaws (Brunette) Please see the attached set of Bylaw Amendments for full details of the following

motions.

(a) A motion to increase regular membership fees.

MOTION Moved by Harrison. Seconded by Lum. None opposed. Motion carried.

(b) A motion to remove the position of York-Simcoe Regional Co-ordinator

MOTION Moved by Harrison. Seconded by Arcand. None opposed. Motion carried.

(c) A motion to add the position of OBA-Laurier Elementary Honour Band

MOTION Moved by Harrison. Seconded by Peter. None opposed. Motion carried.

(d) A motion to amend the title of the UTSC-OBA Chamber Music Festival

MOTION Moved by Harrison. Seconded by Beck. None opposed. Motion carried.

8. New Business

(a) Election of OBA/Laurier Elementary Honour Band POR

The Interim position for the newly-created OBA/Laurier Elementary Honour

Band POR expired with this AGM. A public call was put out for nominations for

a one-year term.

One nominee submitted an application. There were no other nominees from the

floor.

Troy Jones is acclaimed for a one-year position.

9. Adjournment

Motion to adjourn the meeting. Moved by Barth. Seconded by Arcand. Motion carried.

The meeting adjourned at 12:54pm.


SUMMARY OF ATTACHMENTS

1. Agenda

2. Summary of Reports

2.1 President

2.2 President-Elect

2.3 Treasurer

2.4 Secretary

2.5 Past-President

2.6 Membership

2.7 Ontario Provincial Honour Band

2.8 Eastern Ontario Elementary Honour Band

2.9 OBA/Laurier Elementary Honour Band

2.10 Concert Band Festival

2.11 UTSC-OBA Small Ensemble Festival

2.12 Wind Band Composition

2.13 GTA Beginning Band Symposium

2.14 York-OBA Wind Conductors' Symposium

2.15 University Liaison

2.16 Donations

2.17 Industry

2.18 Newsletter

2.19 Webmaestro

3. Proposed Motions and Bylaw Amendments

Annual General Meeting

Friday, November 4, 2016 11:30am at the OMEA Resonate

Conference in Niagara Falls, Ontario

1. Call to Order

Quorum for the Annual General Meeting is 3% of the OBA membership.

2. Adoption of Agenda

3. Adoption of the Minutes from the Annual General Meeting of November 2015

4. Announcements

5. Executive Reports

(a) President Harrison

(b) President-Elect Arcand

(c) Treasurer Dupuy

Whereas Article V “Meeting of Members”, Section 9(i) “Annual General Meeting” states

that financial statements will be presented to the general membership, be it resolved that

the financial statements as presented be accepted.

(d) Secretary Brunette

(e) Past-President Kilbride

6. Directors & Positions of Responsibility Reports

(a) Membership Brewda

(b) Provincial Honour Band Harrison

(c) Eastern Ontario Elementary Honour Band Sommers

(d) Laurier Elementary Honour Band Jones

(e) Concert Band Festival Caswell

(f) Small Ensemble Festival Tucker

(g) Wind Band Composition Borg

(h) GTA Beginning Band Symposium Barth

(i) York Wind Conductors’ Symposium Gomes

(j) University Liaison Richardson

(k) Donations Arcand

(l) Industry Reesor

(m) Newsletter Sommers

(n) Webmaestro Hunter

7. Presentation and Ratification Votes

See attached motions and amendments.

(a) A motion to increase regular membership fees.

(b) A motion to remove the position of York-Simcoe Regional Co-ordinator.

(c) A motion to add the position of OBA-Laurier Elementary Honour Band

(d) A motion to amend the title of the UTSC-OBA Chamber Music Festival.

8. New Business

9. Adjournment

Executive Report

President

Scott Harrison Annual General Meeting

Friday, November 4 at OMEA Resonate

Niagara Falls

Submit in electronic format to the SECRETARY by Monday, October 31.

Activities since last report:

-Started conversations for a partnership with the Royal Conservatory School for a series of Masterclasses. Board

has approved continued conversations, but this has been halted until after the AGM. Susan Cook @ the RSC is the

contact. Will continue to develop this initiative.

-Attended EOEHB to offer assistance to Lani in the implementation of the event. She did a fantastic job running her

first Honour Band. Congratulation sot her and her committee!

-Started the OBA/Laurier Elementary Honour Band – Troy Jones was a huge help in the implementation of the

event. Event will run again in 2017 – Need for a POR due to the success of the event

-Guided Colleen Richardson in the expanding Regional honour band project. Thank you to Colleen for taking the

lead and running the OBA/Western Intermediate Honour Band. It was a great success!

-Worked with three of our industry partners on streamlining the process for their financial support. Thank you to

Donna for helping out with this.

-Continued to attend OMEA meetings – worked with Andria to develop reports

-Working on a recording solution for the band festival. Thanks to John Balsillie for the advice

-Worked with Kristie Hunter to rebuild and design the website, advised on mobile site

-Attended all OBA events to support and offer assistance

Action Items pertaining to this report for Director:

-Re-start talks with RCS

-Continue to support all OBA events

Action Items pertaining to this report for Board:

-Keep doing what you do, because as a board we work extremely well together. Keep up the amazing

work!

Executive Report

President-Elect

Sarah Arcand Annual General Meeting


Niagara Falls



The 2015 - 2016 role the President elect has been to participate in and support a variety of executive conversations

and communications.

Examples of meetings include:

Financial reviews

Le Parc (Concert Band Festival)

OPHB support

Action Items pertaining to this report for Director: nil


nil

The summary financial information presented here is derived from the Ontario Band Association consolidated statements for the year ended December 31, 2015, which include the revenue and expenses from both the General Account. Detailed consolidated financial statements of the Ontario Band Association are available upon request. Financial snapshots that breakdown the expense and revenue categories by symposium are also available upon request. Up to date financial information is available in the minutes from each Board meeting during the year. In 2015, the Association’s revenues exceeded expenses from operations in $6,748 compared to a surplus of $9,525 in the prior year. We experienced a negligible decrease in overall net revenues this year from the prior year, while expenditures increased by only 1%.

The 2015 year saw some changes in the structure of financial matters for the OBA. With the full-

scale introduction on online payment systems, we are now processing fewer checks and our

members enjoy the convenience of being able to confirm their registration and membership online.

This change has, however, meant an increase in “bank fees” as listed on our financial statements.

Online payment services charge a fee for their usage. It is this, combined with rising costs in

occupancy, professional services, and goods and services that has necessitated the increase in

some event registration fees, and our membership fee increase. It is a continuing struggle to secure

quality adjudicators at a reasonable cost to members. The volatility of the US Dollar is a factor

outside of our control, and has increased our operating costs. However, we are confident that with

prudent spending habits and attention budgeting, we will continue to operate with a positive balance

in the coming years.

The majority of our monies are spent in areas that directly serve our members. 68% of our expenditures

were made in the areas of occupancy costs and professional services. This translates to venues for

events and symposia, and clinicians, adjudicators and professionals to work with both teachers and

students. It should be noted that a salary was paid to the York-Simcoe Regional Coordinator as a part of

our Trillium Grant. This salary is a part of the professional services category and will not be an expense

for us in the coming years.

0

10000

20000

30000

40000

50000

60000

70000

Expenses - 2015 and 2014 Compared

2015 2014

Continued effort was made to streamline our financial systems in preparation for a full audit of our

books. A formal audit will take place in March of 2017 on the FY2016 financials, so that we can provide

grantors and other agencies with the most up-to-date information. It is also beneficial for us to provide

statements without the addition of the Trillium monies to give a clearer picture of our independent

financial status.

The Ontario Band Association continues to rely upon the support of our corporate partners, members,

and other supporting organizations to deliver quality programming to our members and their students.

With prudent financial measures in place, I believe that the Ontario Band Association is financially

positioned to continue its mission of supporting band education in Ontario.

Donna Dupuy, Treasurer (B.Mus., M.Mus.)

2%12%

1%

3…

2%

31%

37%

4%8%

Expenses 2015

Advertising and Promotion

Travel Expenses

Bank Charges

Licenses, Membership, Dues

Office Supplies and Expenses

Occupancy Costs

Professional and Consulting Fees

Donated and Purchased supplies andassets

Other Expenditures

StatementofFinances-asReportedattheAnnualGeneralMeetingoftheOntarioBandAssociation-November4th,2016

OperationsNet Revenue 2015 2014

Private Donations and Sponsorship 77,115.92 47% 6,416.00 4%Membership, Dues and Association Fees 86,896.38 53% 73,118.00 44%Fundraising - 0% 31,942.00 19%Sales of Goods and Services - 0% - 0%Bank Charges and Interest - 0% - 0%Other Revenue - 0% 53,510.00 32%

TOTAL REVENUE 164,012.30 100% 164,986.00 100%

ExpendituresAdvertising and Promotion 3,149.69 2% 1,751.00 1%Travel Expenses 19,119.88 12% 18,120.00 12%Bank Charges and Interest 988.15 1% 1,048.00 1%Licences, memberships and dues 4,202.50 3% 5,979.00 4%Office Supplies and Expenses 3,044.87 2% 2,686.00 2%Occupancy Costs 49,351.22 31% 51,062.00 33%Professional Services 58,720.46 37% 62,167.00 40%Donated and purchased supplies and assets 6,416.62 4% 5,791.00 4%Other Expenditures 12,270.81 8% 6,857.00 4%

TOTAL EXPENDITURES 157,264.20 100% 155,461.00 100%

NET SURPLUS 6,748.10 9,525.00

Balance SheetNet AssetsGeneral Account - Cash in Bank at FYE 89,883.99Accounts Receivable 615.00

Total 90,498.99

LiabilitiesAccounts Payable 9,430.92Deferred Revenue (Festival Seed Monies) 47,490.00

Total 56,920.92

TOTAL SURPLUS 33,578.07

Executive Report

Secretary

Steffan Brunette Annual General Meeting


Niagara Falls



Over the past year, I have been pleased to maintain the records and archives of the OBA, in

particular the minutes and agendas of the meetings.

I supported the 2016 Wind Conductors’ Symposium by maintaining the registration database,

and attended in support of the Beginning Band Symposium.

A series of motions have been prepared for this AGM, in order to create positions for the

Laurier/OBA Elementary Honour Band, and to deal with other changes to positions on the

Board.

Action Items pertaining to this report for Director: The Board wishes to create a refund policy, which I have been working on in conjunction with

directors. A formal policy will be drafted and established in principle, prior to formal ratification

by the membership at the 2017 AGM.

I will also be researching and writing an article on behalf of the OBA for the spring issue of

Canadian Winds.


nil

Executive Report

Past President

Andria Kilbride Annual General Meeting


Niagara Falls



1. Continued and consistent communication with President and Executive 2. Wrote reports for Canadian Band Association meetings 3. Wrote reports and attended Ontario Music Educator’s Association meetings 4. Advised board members on numerous topics including; website, design, operations, budget,

event planning, promotions, vacancies, 5. Assisted with preparations for OBA events 6. Attended OBA events



Congratulations to the Board of Directors and Executive on a successful year.

Director's Report

Membership

Bryan Brewda Annual General Meeting


Niagara Falls


The past year has been very exciting and busy for the Ontario Band Association and its membership. Membership continues to be very strong year in and year out, especially this year. We are one of the largest band organizations in Canada. This year, we have introduced a few more events such as the OBA/Laurier Elementary Honour Band and OBA/Western Intermediate Honour Band. This has allowed for the OBA to reach even farther than it has in the past. Congratulations to Scott Harrison, Colleen Richardson, and Troy Jones (and anyone else I have missed!) for helping the OBA reach more students and educators around Ontario! The Ontario Band Association's membership numbers are once again strong in number (official breakdown is below) and in terms of reaching our membership, we continue to have a lot of online presence. We send our Monthly Musical Interludes (MMI) every month and our e-newsletter, In Harmony, bi-monthly (a link within our MMIs). In addition, we have increased our presence on social media by regularly posting information about our events, other events, and anything music related on our Facebook and Twitter pages. If you haven't followed us or joined our Facebook group yet, please do! It's a great way to keep in the loop with the music industry and get reminders of upcoming events. My focus for this year and the years to come will be the following: -Communication between OBA Members through our Monthly Musical Interludes about various events such as symposia, festivals, auditions, e-newsletter links, and much more - Communication between OBA Members in regard to renewal and expiry notices -Continuing our online presence on all social media outlets (Facebook and Twitter pages) -Ensuring our current membership list is up to date on a regular basis, which includes e-mail address updates, address updates, etc -Ensuring our expired membership list is also up to date on a regular basis -Providing membership mailing lists to the CBA for their magazine subscription of Canadian Winds, which happens twice a year -Providing the OMEA's, The Recorder, with a list of OBA events for the year -I will continue to attend as many OBA events as I can to help with registration and event flow Membership breakdown is on the following page...

Director's Report / Membership / 2

OBA Membership Breakdown as of October 25, 2016 15 Board members 5 Lifetime members (***8 if you include 3 board members who are also lifetime members***) 167 Regular members 4 Regular Community Band members 9 Retired members 33 Student members 11 Sponsors Total: 244 "Various Type" Members + 68 OPHB Members (1 year membership) = 312 OBA Members PLEASE NOTE: These numbers reflect the membership numbers on Oct 25th only. Membership numbers may change once October 2016 expiring members are taken off. A membership breakdown as of November 1st, 2016 can be shown if requested. I look forward to continuing my work with the Ontario Band Association as the Membership Director and can't wait to see what 2017 has to offer! Respectfully submitted, Bryan Brewda

Director's Report

Provincial Honour Band

Scott Harrison Annual General Meeting


Niagara Falls


Activities since last report: -2016 OPHB is still going on!

-Thanks to all of the people who came out to listen to the auditions this year… through all three rounds. Thank you

to Dave Lum for hosting the listening committee at Agincourt Collegiate.

-Thank you to all teachers/schools who supported a student in OPHB this year

-October 22nd – Optional Pre-Rehearsal at Agincourt Collegiate – had 45 of the 68 members came. Thanks to Dave

Lum for hosting and to Pratik Gandhi for running the rehearsal

-Amazing support again from all of our sponsors. I want to offer a massive thank you to:

OMEA/CMIEC

St. John’s Music

Harknett Music

Long & McQuade

IMC

-Thanks to the sectional leaders from Wednesday, Greg Colley (Brass), Pratik Gandhi (Percussion)

-Student Concerts:

-St. Joan of Arc Catholic Secondary School – Roman Yaskinsky

-The Woodlands School – Cathie Koehnen

-Dr. Wendy McCallum has been absolutely amazing with the kids

-Guy Few has again shown that the OBA/YAMAHA agreement for soloists has been well worth it

-Auditions for the 2017 OPHB will be accepted through until May 12th, 2017

-OPHB 2017 will feature Dr. Peter Boonshaft and Yamaha soloist, John Johnson

- The band will be featured at the Showcase concert at OMEA in Huntsville


Wrap up business with OPHB 2016

Continue planning for OPHB 2017


Please promote auditions as much as you can.

POR Report

EOE Honour Band

Lani Sommers



Niagara Falls


Activities since last report: Ashbury College is booked April 28 - 30 and is confirmed with Frances Chilton-Mackay as the conductor for the

year. Carleton University is sending a Jazz Quintet to play and are offering a half scholarship for a Bass, Trombone,

or Trumpet player for their Summer Jazz camp. IMC is offering a half scholarship again and I will ask for donations

from St. John’s and Long and McQuade for door prizes. I will be sending out emails to schools to advertise. The

recommendations will be due no later than March 10 (just before March break). Sandra Christie and Jeannie Hunter

are working with me to organize the event.

Action Items pertaining to this report for Director: N/A

Action Items pertaining to this report for Board: N/A

POR Report

Laurier Honour Band

Troy Jones



Niagara Falls



• Promotion of event started at OMEA to allow for window for CBA, Western EHB to promote and allow for logistic roll out

• Secured rooms and venue for Laurier - rehearsal rooms and performance space. Maureen Forrester (recital hall) as well as the Theatre Auditorium are booked. If we have a smaller number of registrants, we will be asked to go to the Maureen Forrester. The cost is identical for either room.

• Contacted Jessica Kun - Conversations have started about selecting repertoire for this year’s honour band

• Contacted / in talks for sponsorship from:

Name and Contact Of Item Request Initial Email Sent

Response? Notes

LCMC - Lee Willingham $500 Y Y Can not commit to funding until Jan / Feb

L and M - Jackie Klue Subsidy for T Shirts Y Y Request sent to sponsorship committee - awaiting response Also asking to send a booth to be present at showcase reception

Harknett Music - Rex Harknett

Music and Leather Folders

WLU Music - Mieke Barrett / Joshua Manuel

Rehearsal Space Y Y CONFIRMED - Donating for free

IMC - Anne Reid Flemming $500 scholarship Y Y $150 for each registrant

WLU Percussion- Brennan Connolly

Rental of percussion equipment Y Y Re-Writing procedures, follow up in December

TA / MOFO - John Hergel TA / MOFO for Sunday Performance Y Y CONFIRMED - Rental same price agreement from last year - see email

Beckett School $500 Y Y Waiting for return email after cost of sponsorship sent - $500 for as much as they want for advertising

Sound Factory $100 Y N $100 offered for ad to be placed in showcase concert program

POR Report / Laurier Honour Band / 2


• Letter and information will be sent out to boards, teachers and parents of the Tri-cities this month

• Confirming and following up on sponsorships and emails that are listed above

• Start process of registrants and paperwork that is related.


• Laurier Percussion - Brennan Connolly indicated that Laurier is currently going through a review of its policy regarding 3rd party usage of their equipment. He indicated that he is hopeful that we will still be able to use their equipment once this is complete; he cannot confirm for a few months. I think that it would be prudent to have a back up plan in case this does not work: Chris, can Yamaha help us out if need be?

• Thank you Scott and Anne Reid Fleming for securing sponsorships for registrants for IMC. Every registrant gets a sponsorship - AWESOME!

POR Report

Concert Band Festival

Mark Caswell Annual General Meeting


Niagara Falls


Summary of 2016 festival Background to the festival

The Ontario Band Association is now entering its 15th year with our upcoming festival in Feb 2017. The festival experienced considerable growth in the first five years, but has now stabilized at approximately

150 to 160 bands each year In June 2002, the OBA Board of directors agreed to take on this project with Mark Caswell as the festival

coordinator – he continues in this position today

2016 Annual Festival – some highlights from this past February 2016

Entries – 160 ensembles in the new four day format with the registation fee at $285 This was the fourth year of our new festival format – two performance halls running at the same time. This

format worked extremely well and we minimized recording issues. This was the second year, in which we only had two adjudicators per hall. Conductors had to request either

two band adjudications OR one band adjudication and one conductor cam DVD. Facility – Le Parc Conference & Banquet Hall Sponsorships still including over 15 businesses and organizations (please see website when updated) Almost one hundred prizes & scholarships were awarded to students, directors and schools. Once again

this year, the presentation of these awards was streamlined – schools were only called once and then presented with their awards.

Final Results Distribution & Final Awards

For a full listing of final results, please view our website Festival 2016 section For a full listing of awards, prizes and scholarships, please view our website Festival 2016 section

Features for the upcoming 2017 OAB Concert Band Festival (Tuesday Feb 14th – Friday Feb17th)

The festival fee increased to $315.00 this year The private schools will have their own use of Le Parc on Monday February 13th and sharing in the use of

equipment. The cost of the hall has remained quite high – hene the increase in registration fees this year. Directors will have to choose from two options:

o Two adjudicator feedback for their ensemble OR o One adjudicator feedback for ensemble and one adjudicator feedback on DVD (conductor cam)

Four Day Festival Format o Tuesday February 14th through Friday February 17th, 2017 o Two halls – more efficient with less movement o Financially more realistic

There will be two Performance Halls operating simultaneously o Le Parc 1 performance hall for larger ensembles o Le Parc 4 performance hall for smaller ensembles

Adjudication clinic will take place in the performance hall immediately following your performance

POR Report / Concert Band Festival / 2

Longer warm-up time

o The former clinic rooms will be used for warm-up this year o Each ensemble will have a longer time to warm-up this year

Revised OBA Syllabus o Please read carefully. There will be a few new selections at each grade level this year. Otherwise,

no major modifications. o Please do not use the Musicfest Canada syllabus for our festival

We will continue the newer, larger award structure including: “Overall Outstanding Performance”, “Woodwind Excellence”, “Brass Excellence”, “Percussion Excellence”, “Rising Star Award”, “Music Spirit of the Festival Award”, “Conducting Excellence Award”, “Excellence in Band Development”, and “Conducting Symposium Awards”. However, fewer of these awards will be presented this year.

Festival Highlights – Great things unchanged from past years

Superb adjudicators and professional clinics Dual recordings with feedback on your performance Professional photograph of your ensemble The OBA is a regional qualifying festival for Musicfest Nationals The 14th Annual Directors Social is still at Le Parc on Friday February 17th

POR Report

Small Ensemble Festival

Lynn Tucker Annual General Meeting


Niagara Falls



-started the creation of SEF’s fillable registration form (PDF)

Action Items pertaining to this report for Director: -send out ‘save the date’ message to all previous festival participants with registration form attached

-include the new name change and list some of groups we welcome

-send Kristie content to populate newly designed OBA-SEF webpage


-none at the moment

Director's Report

Wind Band Composition

Abel Borg Annual General Meeting


Niagara Falls



-In contact with Matthew regarding finalization of the mail out

-Contacted various groups/individuals to gauge interest in being a part of the new

model

-Matthew has offered that the CMC would pay for the cost of Police checks

Action Items pertaining to this report for Director: -Finalize mail out

-Email out mail out

-Contact possible groups/individuals for support


-Submit finalized letter to web-master

-Continue making contacts/connections with individual who may support this

project

Director's Report

GTA Beginning Band Symposium

Lisa Barth Annual General Meeting


Niagara Falls



-The 2016 Beginning Band Symposium took place October 1st at Agincourt Collegiate Institute,

Clinician: Dr. Michael Keddy (University of Victoria) Masterclass Ensemble: Kennedy Public School Grade 7 Band, Director: Jacky Siu

-Number of Delegates: TOTAL: 40 -Industry Supporters: Harknett Music, St. John’s Music, and Yamaha Music Canada I was really pleased with how the symposium ran. Registration was a little low this year, but everyone present was enthusiastic and feedback was all very positive. Keddy offered valuable and feasible advice to the delegates and was a huge source of encouragement and knowledge. Following his opening remarks and the masterclass ensemble’s performance, he worked on performance techniques with the ensemble. Next was the reading session, sponsored by St. John’s Music and Harknett Music, and an opportunity to network with colleagues and industries during the break. After the lunch break, Keddy worked with the delegates on a few of the pieces from the reading clinic. The Delegates were all very engaged and seemed to take a lot from his experience. It was a great event to kick start the school year. -Next year’s Symposium: Saturday, Sept. 30th, 2017 – Clinician: Dr. Wendy McCallum Promo material can be found at the OBA booth


-Select a Demo Band for next year’s Symposium – will be choosing from bands that participate at the OBA Concert Band Festival in February. -Focus on getting more PD support ($$) from individual School Boards


-Continue to offer your support and promote to your school boards next year’s event.

Director's Report

York Wind Conductors' Symposium

Tony Gomes Annual General Meeting


Niagara Falls



The York/OBA Wind Conducting Symposium had Dr. Dale Lonis as the guest clinician. On Friday night Dr. Lonis made many positive remarks to various schools who participated in the invitational concert at York University. Again, student and educators left the event inspired by the positive support that was given by Dr. Lonis. The Saturday Wind Conducting session saw a healthy number of participants from various levels of education. Dr. Lonis focused on classical conducting gesture and communication along with various psychological concepts that addressed differentiated learning concerns in music. The eighteen conducting participants prepared one of the following works: (1) On Lyric Essay – Coakley (2) Three Ayers from Gloucester – Stuart and (3) First Suite – Holst. Once again the selection presented a large variation of styles and levels that addressed the many needs of each guest conductor. York University once gain provided a well-prepared wind ensemble under the care of William Thomas. The York University students provided a critical part of the day. Our thanks go to York University for continuing to support our symposium. We also recognize the financial contributions that St. John’s Music has made to the symposium. We look forward to welcoming Mark Hopkins as our guest clinician for 2017. Mark will focus on Canadian Repertory for his lectures. Tony Gomes Director – York/OBA Wind Conducting Symposium.

Action Items pertaining to this report for Director: Continue to manage details and promotions.

Action Items pertaining to this report for Board: none

Director's Report

University Liaison

Colleen Richardson Annual General Meeting


Niagara Falls



Representatives from the UofT and WLU music councils answered my email about the possibility of a free clinic provided by OBA. WLU had a conference for their music education students on January 30, 2016, and Scott said that he would be willing to give his “Organizing a grade 9 retreat presentation.” This information was passed along to the WLU rep. After multiple emails, no response was received. Uof T had initially expressed some interest in an OBA clinic. I sent follow-up emails to their representative, but they didn’t respond. Scott did his presentation on “Organizing a Grade 9 Retreat,” and I did a presentation on “Repertoire Selection” for Western’s MESA conference on January 16, 2016.

Action Items pertaining to this report for Director: With the start-up of the OBA-Western Intermediate Honour Band (October 28-29, 2016), I haven’t as yet had time to contact the various student association representatives. With the itinerant nature of the university student association presidents, it might be more effective to just email a specific professor at each institution, and ask them to forward the newsletter/information.


Perhaps the board needs to discuss the usefulness of the University Liaison position. I’m not sure that I’m doing a very good job.

Director's Report

University Liaison

Colleen Richardson Annual General Meeting


Niagara Falls



Representatives from the UofT and WLU music councils answered my email about the possibility of a free clinic provided by OBA. WLU had a conference for their music education students on January 30, 2016, and Scott said that he would be willing to give his “Organizing a grade 9 retreat presentation.” This information was passed along to the WLU rep. After multiple emails, no response was received. Uof T had initially expressed some interest in an OBA clinic. I sent follow-up emails to their representative, but they didn’t respond. Scott did his presentation on “Organizing a Grade 9 Retreat,” and I did a presentation on “Repertoire Selection” for Western’s MESA conference on January 16, 2016.

Action Items pertaining to this report for Director: With the start-up of the OBA-Western Intermediate Honour Band (October 28-29, 2016), I haven’t as yet had time to contact the various student association representatives. With the itinerant nature of the university student association presidents, it might be more effective to just email a specific professor at each institution, and ask them to forward the newsletter/information.


Perhaps the board needs to discuss the focus and expectations of the University Liaison position.

Director's Report

Donations

Sarah Arcand Annual General Meeting


Niagara Falls



Canada Summer job grants (application and management of successful application)

Pizza Pizza (donations for Concert Band Festival, Beginning Band Symposium and OBA/Western Intermediate

Honour Band)

Completion of funding / in kind requests from:

OAC Grant

Celebrate Markham Grant

OTIP Foundation

Costco Corporation

Rogers Communications

Loblaw (Weston Foods)

Longos

Bell Media

Action Items pertaining to this report for Director: Create an annual givings email for members.


nil

Director's Report

Industry

Chris Reesor Annual General Meeting


Niagara Falls



The music industry continues to work hard to support educational activities. Don’t fool yourselves, the times are still tough for music retailers across the country. Dealers continue to look closely at every dollar spent and the return on that investment. Events which have a wider appeal will be more easily supported than a local program-focused event. Almost all of the events run by the OBA are supported by your local School Music dealers and their staff. I encourage all members to visit your local music dealers and show them your support. This support will encourage these dealers to continue their involvement with these events. This is a major factor in keeping the costs of running OBA events reasonable for participants.

The CMIEC is also very active in music advocacy on your behalf and they continue to find ways to encourage young musicians to pursue their studies. While the majority of their work goes unnoticed, it is necessary for the future of music education in Canada.

Festival season is fast approaching – please contact your local music retailer to order your extra scores as soon as possible to ensure you get them in time. As always, there will be percussion available after festival at great pricing.

I hope you all have a good OMEA and that the sessions are topical and assist you in your personal and program development


Action Items pertaining to this report for Board: nil

POR Report

Newsletter

Lani Sommers



Niagara Falls


Activities since last report: Working on the October/November newsletter now. A discussion about the future of the newsletter at the last

meeting has us rethinking how we will modify the newsletter for future use. The readership is very low and it is a

lot of work to compile the newsletter every two months. In rethinking the role of the newsletter, we also need to

decide on the role of advertisements and how we can still adequately advertise to our members. Some ideas are to

look towards social media (twitter, instagram, YouTube) as an option. Other ideas would be to increase a social

media presence while still keeping a newsletter format but only having it run twice a year. A discussion about the

newsletter’s future would be relevant and useful so that we can move forward in a way that best serves our

members.

Action Items pertaining to this report for Director: n/a

Action Items pertaining to this report for Board: News from the board should be submitted by 25th of the month before publication (for example, Oct 25

for the Nov/Dec newsletter). I try to email about a week before with a reminder.

Dates for news from the board:

Sept/Oct - Scott Harrison

Nov/Dec - Sarah Arcand

Jan/Feb - Scott Harrison

Mar/April - Mark Caswell

May/June - Donna Dupuy

POR Report

Webmaestro

Kristie Hunter Annual General Meeting


Niagara Falls


Activities since last report: - Found an alternative solution to Dreamhost + JotForm for all registrations (see below)

- Uploaded all Board documents necessary for meetings or motions for AGM

- Made remaining postcards for Conference

- Designed a new name tag (shelved for a later date)

- Released Online Donation forms

- Started a new Event Poster for all OBA events

- Handled spreadsheets, t-shirt and form closures for OWIHB

- Will be updating BBS information online this weekend

Since the last AGM:

o I was hired after the last AGM, so everything I’ve done is since then.

o Redesigned the website and e-newsletter

Less 90’s and Mobile-Friendly

o Redesigned all print material

o Built a Festival Registration system that will hopefully be adapted for next year

o Worked with all the event directors and various leadership positions to accommodate online

registration, availability of print/online marketing material, problem solving, and maintenance of

most-current information

o Continue to maintain and update all webpage content



1. Still need Point Form notes for some events for poster

a. BBS

b. WCS

c. EOEHB

d. OLEHB

e. OWIHB

f. SEF (probably needs new information with re-branding)

POR Report / Webmaestro / 2

2. Tech Upgrade Proposal:

Current Set-Up:

Web Hosting (DreamHost) = $9.95/month – Renewal on February 16, 2017

Domain Registration (DreamHost) = $14.95/year – Renewal on November 16, 2017

JotForm = $90/year – Renewal July 15, 2017

Proposal:

Web Hosting (Digital Ocean) = $10/month

Independent Server (Digital Ocean) = $5/month

Domain Registration (DreamHost) = the same

- Alternatively, we could transfer it to another company, but there’s no reason to.

Remove JotForm

Two Stage Process:

Step 1: Move hosting to Digital Ocean before DreamHost renews.

Before getting charged in February, we would pay for a server on Digital Ocean ($10/month), copy over

the entire website, redirect the host, and then cancel the DreamHost Hosting billing.

Step 2: Get the independent server and build a back-end to replace JotForm (which includes being able to

set up Festival Registrations.

This would likely happen between May and September, when there are no immediate registrations of any

kind to handle.

Why Digital Ocean?

Digital Ocean provides a number of technical resources that DreamHost (and other hosts) don’t in the $10/month

price range. From a back-end perspective, I would have access to a variety of database structures, programming

languages that allow me to build my own server efficiently, and easily integrate into the existing framework of the

website.

What Can Be Accomplished?

Basically, anything. The challenges I had with keeping some data off-site with the old CBF registration would no

longer be a problem. With an independent, separate server (the extra $5/month one), the personal data can’t be

hacked. That also means exporting all the data in one file to a spreadsheet is also doable. By moving all the Honour

Bands, Symposiums, and other forms to the independent server instead of JotForm, we eliminate both the

blacklisting of JotForm sites by servers like Western U and I should be able to eliminate the hesitancy about no

“https://” on the forms—I haven’t had a chance to fully look into the SSL options, though.

Summary

- About $5/month less than current set-up

- Can accommodate all registrations (including CBF)

- Challenge: Need adequate time to build the back-end

o Looking at probably 2 – 3 months at 40-50 hours a week of work, approximately

Ontario Band Association’s Annual General Meeting

Friday, November 4, 2016

Motions & Bylaw Amendments

The Board of Directors of the Ontario Band Association endorses the following

amendments to the Bylaws, and recommends the general membership accept and

approve them through a majority vote at the Annual General Meeting.

I. Motion to Increase Regular Membership Fees (simple majority required)

Whereas membership rates for the Ontario Band Association have been unchanged since 2010,

and whereas inflationary costs continue to exert pressure on OBA events, be it resolved that

regular membership rates be increased by $5 to an annual fee of $55, effective January 1, 2017,

in accordance with Article II.2 of the Bylaws.

II. Motion to Remove the Position of York-Simcoe Regional Coordinator (2/3 majority required)

Whereas with the expiration of the Trillium grant, the role of the York-Simcoe Regional

Coordinator is no longer required, be it resolved that section (iv) from Article VII.6 be removed

from the Bylaws.

III. Motion to Add the Position of OBA-Laurier Elementary Honour Band (2/3 majority required)

Whereas the responsibilities of organizing the OBA/Laurier Elementary Honour Band requires

oversight and responsibility in keeping with a Position of Responsibility, be it resolved that the

following be adopted into the Bylaws by inserting the following job description into Article VII.6:

(iv) OBA/Laurier Elementary Honour Band Coordinator

a) Report to the President;

b) Provide the opportunity for elementary band players in grades 7 and 8 from the Tri-Cities

area to perform with their peers;

c) Retain a conductor of provincial repute to lead the band and choose appropriate level music

for elementary school students in the Tri-Cities area;

d) In consultations with the Treasurer, ensure the conductor signs a contract, work out

transportation, nourishment, and accommodation issues, if any;

e) Book a venue in which to host the OBA/Laurier Elementary Honour Band participants so

they may rehearse and perform for friends and family;

f) Design, in consultation with a designer, promotional material related to the event which

should include contact information and a recommendation form for teachers;

g) Ensure both the Membership Director and Webmaestro adequately distribute promotional

material;

h) Coordinate promotion and encourage teacher recommendations;

i) Create an information package, including feedback forms for the event, to be distributed to

each member's parents and their recommending teacher;

j) Chair the OBA/Laurier Elementary Honour Band Committee;

k) Arrange part assignments and seating based on teacher recommendations;

l) Work with the Treasurer and provide a breakdown of expenses and revenues associated

with the OBA/Laurier Elementary Honour Band;

m) Write a report detailing initiatives and issues concerning the Honour Band, to be presented

at every meeting of the Board of Directors.

IV. Motion to Amend the Title of the UTSC-OBA Chamber Music Festival (2/3 majority required)

Whereas the description of a “Small Ensemble Festival” better suits the nature of the UTSC-OBA

event, be it resolved that the words “Chamber Music Festival” in Article VII.6(ii) and Article

VII.6(ii)(b) be changed to read “Small Ensemble Festival”.

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