SWEET ADELINES INTERNATIONAL CORPORATION STATE OF THE REGION REPORT MAY 1, 2014 – APRIL 30, 2015 Instructions to the Regional Management Team: Please collaborate to answer the following questions with the members of your regional management team. The Communications Coordinator will collect and summarize your input and submit your report to headquarters. The deadline for receipt is June 30, 2015. QUESTIONS PLEASE USE THIS COLUMN TO LIST YOUR ANSWERS FOR THE MAY 1, 2014 TO APRIL 30, 2015 FISCAL YEAR Region: 14 – Heart of the Blue Ridge Communication Coordinator: Emily Christman May we share your report with other regions? Yes In a separate document, please submit your region’s Five-Year Regional Education Plan (sample included in this distribution). See attached Long-Range Regional Education Plan. Please submit the Regional Financial Fact Sheet included in this distribution. See attached Regional Financial Fact Sheets. Please describe your region’s YWIH/youth outreach activities. We planned and promoted a YWIH Regional Quartet Contest in coordination with our Fall Music School but due to lack of participation we canceled the event. We offer grants to chapters to host YWIH events. No chapters requested grants this year. We have formed a team of three people to work on regional YWIH efforts. The YWIH team has drafted materials for choruses to utilize to run a recruiting program to attract YWIH singers to join their choruses. This program is to be distributed to the regional chapters in 2015-2016. We began a campaign to identify the existing YWIH chapter members (with some help from SAI) and provide networking opportunities for the YWIH members to get to know others around the region. Several chapters within the region support individual YWIH activities. At least two of our chapters worked with Girl Scout troops on the YWIH badge. Please provide your regional membership plan (e.g. detail regional efforts that impact membership growth and retention and an evaluation of your plan’s effect on regional membership figures) including a description of your use of the Global Membership Program, and any successes and challenges you’ve realized/encountered. To encourage enthusiasm about SAI’s Global Initiative program, three regional incentives will be offered in 2015-2016: A 50% discount on regional dues for each new-to-SAI member gained through Global Open House (by rebate to the chorus); A fully funded regional coaching session for every chorus that participates in Global Open House and experiences at least 25% membership growth over the course of the fiscal year; and A $1000 prize for the chorus that adds the most new members in the fiscal year. We established a New Member Welcome Committee to improve our outreach to members new to our region. We recognize our 25- and 50-year members via video billboard at Regional Convention. Our CAL Liaison has made great strides in improving communications with our CAL members and ensuring inclusivity in regional events. Please provide your regional marketing plan including both internal and external marketing. For the second year in a row, we added a Mass Sing event to our Regional Convention. The mayor of Winston-Salem was invited and the event was publicized locally. We have increased our use of video billboard slides at both regional and international conventions. We are working to improve our presence on social media, and to improve our website. Describe your efforts to secure and train regional leaders and committee members. We have set up several committees and successfully recruited women to serve on them: the Education Resource Team and the Finance Team provide opportunity for approximately 15 regional members to assist the RMT. The Regional Convention Task Force is providing another group the opportunity to overhaul our policies and procedures, modernize, and bring new style and energy to our convention weekend. The RMT invested in a leadership workshop facilitated by Therese Antonini, resulting in a long term strategic plan. Planning is complete for a May 2015 educational event focused on chapter leadership development, with International board members Therese Antonini and Paula Davis. This event will provide opportunity to make positive contacts and recruit for involvement at the regional level.
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SWEET ADELINES INTERNATIONAL CORPORATION STATE OF THE REGION REPORT
MAY 1, 2014 – APRIL 30, 2015
Instructions to the Regional Management Team: Please collaborate to answer the following questions with the members of your regional management team. The Communications Coordinator will collect and summarize your input and submit your report to headquarters. The deadline for receipt is June 30, 2015. QUESTIONS PLEASE USE THIS COLUMN TO LIST YOUR ANSWERS FOR THE
MAY 1, 2014 TO APRIL 30, 2015 FISCAL YEAR
Region: 14 – Heart of the Blue Ridge
Communication Coordinator: Emily Christman
May we share your report with other regions?
Yes
In a separate document, please submit your region’s Five-Year Regional Education Plan (sample included in this distribution).
See attached Long-Range Regional Education Plan.
Please submit the Regional Financial Fact Sheet included in this distribution.
See attached Regional Financial Fact Sheets.
Please describe your region’s YWIH/youth outreach activities.
We planned and promoted a YWIH Regional Quartet Contest in coordination with our Fall Music School but due to lack of participation we canceled the event. We offer grants to chapters to host YWIH events. No chapters requested grants this year. We have formed a team of three people to work on regional YWIH efforts. The YWIH team has drafted materials for choruses to utilize to run a recruiting program to attract YWIH singers to join their choruses. This program is to be distributed to the regional chapters in 2015-2016. We began a campaign to identify the existing YWIH chapter members (with some help from SAI) and provide networking opportunities for the YWIH members to get to know others around the region. Several chapters within the region support individual YWIH activities. At least two of our chapters worked with Girl Scout troops on the YWIH badge.
Please provide your regional membership plan (e.g. detail regional efforts that impact membership growth and retention and an evaluation of your plan’s effect on regional membership figures) including a description of your use of the Global Membership Program, and any successes and challenges you’ve realized/encountered.
To encourage enthusiasm about SAI’s Global Initiative program, three regional incentives will be offered in 2015-2016:
A 50% discount on regional dues for each new-to-SAI member gained through Global Open House (by rebate to the chorus);
A fully funded regional coaching session for every chorus that participates in Global Open House and experiences at least 25% membership growth over the course of the fiscal year; and
A $1000 prize for the chorus that adds the most new members in the fiscal year. We established a New Member Welcome Committee to improve our outreach to members new to our region. We recognize our 25- and 50-year members via video billboard at Regional Convention. Our CAL Liaison has made great strides in improving communications with our CAL members and ensuring inclusivity in regional events.
Please provide your regional marketing plan including both internal and external marketing.
For the second year in a row, we added a Mass Sing event to our Regional Convention. The mayor of Winston-Salem was invited and the event was publicized locally. We have increased our use of video billboard slides at both regional and international conventions. We are working to improve our presence on social media, and to improve our website.
Describe your efforts to secure and train regional leaders and committee members.
We have set up several committees and successfully recruited women to serve on them: the Education Resource Team and the Finance Team provide opportunity for approximately 15 regional members to assist the RMT. The Regional Convention Task Force is providing another group the opportunity to overhaul our policies and procedures, modernize, and bring new style and energy to our convention weekend. The RMT invested in a leadership workshop facilitated by Therese Antonini, resulting in a long term strategic plan. Planning is complete for a May 2015 educational event focused on chapter leadership development, with International board members Therese Antonini and Paula Davis. This event will provide opportunity to make positive contacts and recruit for involvement at the regional level.
Please share any concerns or questions your RMT may have for the International Board of Directors and the Regional Leadership Committee.
We appreciated the opportunity to respond to the survey conducted last fall. We found the Annual Regional Evaluation responses to be helpful. We were very happy to have last year’s International Convention on the East Coast! We recommend that CAL Liaisons be empowered to update CAL member information on the SAI website, just as Team Coordinators/Presidents can for their chorus members. And, the RMT Membership Coordinator should be able to access CAL records on the SAI website.
What do you consider the biggest challenges in your region this past fiscal year?
Our smallest choruses would greatly benefit from increases in membership. We have several choruses with fewer than 20 members. One dissolved last year. Three of our small choruses are searching for new directors, and one additional chorus is in revitalization. One prospective chapter has been stuck at 13 members for over a year. Filling the PR/Marketing position is difficult. Geography - distance to regional events - continues to be challenging. However, we feel we are making progress towards improving the sense of regional community for Region 14, with better branding, a focus on excellence, and more cheerleading.
What do you consider the biggest successes in your region this past fiscal year?
We established a Regional Convention Task Force, focused on redefining, refining, and modernizing the entire contest/convention experience. We doubled attendance at our Fall and Winter educational events, putting them in the black. Our January 2015 educational event, focused on Open Division skills, was fantastically well-received. We established a Leadership Excellence Award and presented the first award at this year’s regional convention. Over five hundred Region 14 members – more than half our region - attended International Convention in Baltimore. We have five competitors (3 choruses and 2 quartets) going to Las Vegas in 2015. The Region 14 2015 regional competition resulted in 4 choruses scoring over 600 and two new Master Directors. All our choruses scored C+ or above. We reinvigorated our quarterly regional newsletter with a facelift and rebranding following Harmonic Progression.
QUESTION FOR CURRENT FISCAL YEAR PLEASE USE THIS COLUMN TO LIST YOUR ANSWERS FOR THE CURRENT (MAY 1, 2015 TO APRIL 30, 2016) FISCAL YEAR
Please briefly describe the specific focus of your education plans for the 2015-2016 fiscal year based on the information included in your Five-Year Regional Education Plan.
May 2015 – Leadership Development Workshop with Paula Davis and Therese Antonini, and concurrent Arrangers’ Workshop featuring our regional Arranger Coordinator Team. November 2015 – Vocal and Visual Performance Excellence Workshop led by Jim Arns and Becki Hine. January 2016 – Quartet Workshop featuring Speed of Sound and Michelle Shoemaker, Nancy Field, and Becki Hine.
838 (19 youth and 819 full chorus members paid both halves of dues)
Total assessment monies
received by the Region:
$88,400
What services or benefits did
the assessment provide to
members?
HeartBeat publications, chorus grants for education, competition registration
OTHER REGIONAL INCOME
List the region’s fundraising
event(s) that resulted in the
most profit:
No fundraising event. All events were for education.
List other fundraising used by
the region (e.g. product sales,
raffles, scholarships, grants,
etc.) to increase regional
income and list the amount of
profit/loss for each method:
Sale of regional items and educational products at regional events.
Sales income $521
Cost of items for resale $3294
Loss of $2673 (inventory)
(REGIONAL FUNDING
Explain any funding the region
provided to choruses and/or
quartets to participate in an
International Competition
(including Rising Star) and the
amount of funding for each
group:
Carolina Harmony Chorus for Harmony Classic $3000
Vienna Falls Chorus for Wildcat 2015 International $4500
Speed of Sound Quartet for 2015 International $1000
Song of Atlanta Chorus for 2016 International $6000
Explain any funding the region
provided for members to
attend internationally
sponsored events (e.g. A
Cappella Harmony Academy,
International Convention, etc.)
and the amount of the funding
for each:
Education Coordinator, $1500 budgeted for International Convention
INVESTMENTS
Does your region have an
investment and cash reserve
policy? If yes, please attach. (Investments and cash reserve policies adopted by regions periodically change.
Please attach your current document.)
Yes. Included at end of Part 1
Your region’s cash reserves 99%, $149,389 invested in Vanguard, annual expenditures were $151,547
SWEET ADELINES INTERNATIONAL CORPORATION PAGE 2
REGIONAL FINANCIAL FACT SHEET – PART 1
MAY 1, 2014 – APRIL 30, 2015
QUESTIONS PLEASE USE THIS COLUMN TO LIST YOUR ANSWERS FOR THE
MAY 1, 2014 TO APRIL 30, 2015 FISCAL YEAR represent what percentage of
the annual operating expenses?
List the amount of money held
in the following investments:
Checking Account $23,438
Certificate of Deposit
Savings Account
Money Market Fund
Corporate Bonds
Mutual Funds
Government Bonds/Bills
Equities
Special Regional Fund
(please describe)
Special Regional Fund
(please describe)
Special Regional Fund
(please describe)
Other Vanguard funds $149,389
Other
OPERATING EXPENSES
List the amount of operating
expenses for the fiscal year:
$151,547
PROFIT/LOSS
List the net profit or loss for
the fiscal year:
-$5181
ACCOUNTING AND FINANCIAL
RECORDS
Does the region use a manual
or computerized system of
accounting?
computerized
If computerized, which
software is used?
Quickbooks
FINANCIAL PRACTICES/IDEAS
Please note successful
financial practices that can be
shared with other regions:
Make effort to recover or be authorized to avoid paying sales tax in states where you
operate
Please note successful cost
reduction practices that can be
shared with other regions:
Careful inspection of bills from regional convention.
COMMENTS: G:\Corporate Services\RMTs\Regional SORs and AREs and 5-year Ed Plans\FY 2014-2015\SOR forms to be sent to Region\Regional Financial Fact Sheet FY 2014-15 - Part 1.doc
Return Part 1 of this Fact Sheet with the State of the Region Report.
SWEET ADELINES INTERNATIONAL CORPORATION PAGE 3
REGIONAL FINANCIAL FACT SHEET – PART 1
MAY 1, 2014 – APRIL 30, 2015
OPERATING AND RESERVE FUNDS
INVESTMENT POLICY STATEMENT
A. PURPOSE
Reserve funds represent accumulated surpluses. The purposes of the reserve funds are to provide funds for
operating expenses, unforeseen future contingencies and capital expenditures.
B. INVESTMENT OBJECTIVES
The objectives of the Investment Policy are to maximize interest and dividend returns on accumulated cash
reserves while, at the same time, attain a proper and responsible balance among the factors of safety, liquidity,
and yield.
C. RESERVE FUNDS
For the purpose of clarity, the following definitions will be used to identify the types of funds held by the Region.
1. Operating Funds: Those funds expected to be spent in the normal course of business during
the current budget cycle. Contingent upon cash flow needs, a portion of these funds may be
invested in interest bearing accounts.
2. Short Term Reserve Funds: Short Term is defined as from one to three years. A portion of
these funds are held to meet expenses from unanticipated activities required of the Region to
fulfill its purpose. The Regional Management Team based on recommendations provided
annually by the Finance Coordinator set the percentage amount to be used for these purposes.
3. Capital Expenditure Fund: This fund is to be used for future capital expenditures. The
amount of reserves allocated for these purposes will be determined annually by the Regional
Management Team upon recommendation by the Finance Coordinator. These funds may be
invested either in Short Term Reserve or Long Term Reserve Fund portfolios depending upon
anticipated use of the funds.
4. Long Term Reserve Fund: Those funds in excess of Operating Funds, Short Term Funds,
and Capital Expenditures Fund designed to maximize returns without exposure to undue risk
and provide financial stability and cash flow.
D. INVESTMENT GUIDELINES The Financial Coordinator shall be authorized to invest the Heart of the Blue Ridge Region 14 surplus funds in
excess of $30,000.
The services of a registered investment firm or advisor may be sought to manage portions of Region 14 funds.
The following procedure shall be followed to engage a new or replace a current registered investment firm or
advisor:
The Finance Coordinator (or designated person(s)) recommends the hiring or replacing of an investment
consultant to the Regional Management Team. The RMT may request an interview with the recommended
consultant or representative of the recommended firm.
SWEET ADELINES INTERNATIONAL CORPORATION PAGE 4
REGIONAL FINANCIAL FACT SHEET – PART 1
MAY 1, 2014 – APRIL 30, 2015
Operating and surplus funds may be invested as follows:
1. Operating and Short Term Funds
a. Federally insured checking and savings accounts not to exceed current FDIC coverage on each
including interest at commercial banks;
b. Federally insured Certificates of Deposit not to exceed current FDIC coverage on each
including interest at commercial banks;
c. Money Market Funds and Mutual Funds that invest in government backed securities;
d. Direct obligations of the U. S. Government, its agencies and instrumentalities;
e. Equity holdings, including mutual funds, may be selected from the New York Stock
Exchange, American Stock Exchange, and NASDAQ market;
The equity portion of the portfolio will be maintained at a risk level roughly equivalent to
that of the equity market as a whole, with the objective of exceeding its results as
represented by the S&P 500, net of fees, and commission.
f. Maturity and/or return to principal shall be scheduled to maintain a consistent cash flow to meet
the financial obligations in a timely manner;
g. Generally, short term investments should not be purchased at a premium.
2. Long Term Funds
a. Long Term funds may be invested in instruments as defined in items 1 through 5 of Operating
and Short Funds;
b. Investments may be purchased at a premium if anticipated net yields compensate for premium
costs;
c. To maximize total return on long term funds a portion of these funds may be used to purchase
corporate bonds. The amount allocated to purchase corporate bonds will be reviewed annually by
the Regional Management Team.
The guidelines for purchasing corporate bonds are:
i. High grade corporate bonds (rated AAA, AA, or A by Standard & Poor’s or Moody’s
rating services);
ii. Each corporate bond may not represent more than 5% of total funds allocated for these
investments;
iii. The maximum maturity of corporate bonds may not be more than ten years;
SWEET ADELINES INTERNATIONAL CORPORATION PAGE 5
REGIONAL FINANCIAL FACT SHEET – PART 1
MAY 1, 2014 – APRIL 30, 2015
iv. The Regional Management Team may restrict investments based on social and ethical
criteria.
3. Restrictions
No investments other than those defined in policy may be made without approval of the
Regional Management Team. These restrictions include but are not limited to:
a. Foreign securities are prohibited;
b. No private placements or mortgages may be purchased;
c. Only dollar-denominated securities may be purchased.
E. REPORTING PROCEDURES
The Regional Management Team will receive an investment report quarterly. Annually, the Finance Coordinator
will review performance and portfolio content of all investments and recommend to the Regional Management
Team any changes in strategy.
F. CHANGES IN POLICY
Investment Policy and Guidelines will be reviewed annually by the Finance Coordinator and any
recommendations for revision will be presented to the Regional Management Team for approval.
SWEET ADELINES INTERNATIONAL CORPORATION REGIONAL FINANCIAL FACT SHEET – PART 2
MAY 1, 2014 – APRIL 30, 2015
QUESTIONS PLEASE USE THIS COLUMN TO LIST YOUR ANSWERS FOR THE
MAY 1, 2014 TO APRIL 30, 2015 FISCAL YEAR Region: 14
Name of person completing this
form:
Sharon LeDuc
Title of person completing form: Finance Coordinator, MAY 1, 2011 – APRIL 30, 2015
REGISTRATION FEES There is space below for up to six events.
You may provide additional event data if you
wish. Include information for regional competition, weekends, camps, trainings,
workshops, retreats, etc. for which
registration is charged:
Event name: competition
Registration amount for
members:
Included in regional dues
Registration amount for
CAL members:
Included in regional dues
Registration amount for
youth members:
Included in regional dues
Registration amount for non-
members and/or out-of-
region attendees (if
applicable to this event):
$20 for each event (quartet competition, chorus competition, show of champions)
Single ticket rates (if
applicable to this event):
$20 for each event (quartet competition, chorus competition, show of champions)
Per diem $10 on travel days and $30 on meeting days.
Profit/loss for this event: This response is not complete as end of year estimate available lacks SAI rebate for recording, photographer rebate and SAI bill for judges expenses. The end-of-year report indicates that competition used $36,024 of member dues; budgeted amount was $43,159.
Event name: Fall Education Included Front line Director training preceding day
Registration amount for
members:
Earlybird $65, after $90; youth $15
SWEET ADELINES INTERNATIONAL CORPORATION PAGE 2
REGIONAL FINANCIAL FACT SHEET – PART 2
MAY 1, 2014 – APRIL 30, 2015
Registration amount for
CAL members:
Same as member
Registration amount for
youth members:
Same as members
Registration amount for non-
members and/or out-of-
region attendees (if
applicable to this event):
Same as member
Single ticket rates (if
applicable to this event):
na
Actual Attendance: 72
Event length (# of days): 2 (3 for directors)
How often does this event
usually occur (annually,
every X year, etc.)?
annually
Did registration include
meals? If so, how many?
no
Did registration include
housing? If so, how many
nights?
no
Who was funded or partially
funded by the region to
attend this event (e.g.
directors, faculty, RMT
members, others) and what
was funded (e.g. registration,
transportation, meals,
housing, etc.) for each of
these people?
Directors-registration, mileage, 3 night lodging, breakfasts, evening reception;
RMT-registration, mileage, 2 night lodging, per diem;
Regional faculty who are teaching-registration, mileage, lodging, per diem.
Lodging was half of double room rate.
Mileage was $0.50 per mile.
Per diem $10 on travel days and $30 on meeting days.
Profit/loss for this event: Profit $3167 for general education. Director training cost $8350 ($8650 budgeted)
Event name: Winter Ed Building a Star-Bound Performance Workshop, Quartet coaching, Faculty training
Registration amount for
members:
Early bird $65, after deadline $90
Registration amount for
CAL members:
Early bird $65, after deadline $90
Registration amount for
youth members:
Early bird $65, after deadline $90
Registration amount for non-
members and/or out-of-
region attendees (if
applicable to this event):
Early bird $90, after deadline $100
Single ticket rates (if
applicable to this event):
na
Actual Attendance: 113
Event length (# of days): 2
How often does this event
usually occur (annually,
every X year, etc.)?
annually
Did registration include
meals? If so, how many?
No
Did registration include
housing? If so, how many
nights?
no
SWEET ADELINES INTERNATIONAL CORPORATION PAGE 3
REGIONAL FINANCIAL FACT SHEET – PART 2
MAY 1, 2014 – APRIL 30, 2015
G:\Corporate Services\RMTs\Regional SORs and AREs and 5-year Ed Plans\FY 2014-2015\SOR forms to be sent to Region\Regional Financial Fact Sheet FY 2014-15 - Part 2.doc
Return Part 2 of this Fact Sheet with the State of the Region Report.
Who was funded or partially
funded by the region to
attend this event (e.g.
directors, faculty, RMT
members, others) and what
was funded (e.g. registration,
transportation, meals,
housing, etc.) for each of
these people?
RMT-registration, mileage, 2 night lodging, per diem;
Regional faculty who are teaching-registration, mileage, lodging, per diem.
Lodging was half of double room rate.
Mileage was $0.50 per mile.
Per diem $10 on travel days and $30 on meeting days.
Profit/loss for this event: Profit music school $2,048, Faculty training cost $8772 – combined actual loss ($2048-$8772= -$6724) Budgeted loss was $10,500
