1 Wellesley POPS - Parents of Performing Students, Inc.

Board Meeting May 3, 2011 Wellesley Free Library Arnold Room Attendance: Beth Perry (Director of Performing Arts), Ursula King, Marietta Boon, Cindy Buser, Carol Lash, Ann Rappaport, Susan Logue, Lucia Lovison-Golob, Kim Hornung, Lauri Maney, Marguerite Chatelier, and Amy Zhang. Presidents Welcome Meeting was called to order by President Ursula King at 10:10am. Director of Performing Arts Update Beth Perry The Business Office is working on setting up an online payment system for issuing stage tickets for next year. The School system wants to line up an Operational System Manager. Wellesley Middle School Drama team won a silver medal at the Massachusetts Educational Theater Guild. Jazz Band goes to the 16th Annual Essentially Ellington Competition & Festival, scheduled for May 12-14, 2011 in New York and is fund raising for the trip. With regards to this, Beth Perry thanked Pamela Stewart, Cindy Buser, Lucy Davis, Roxanne Lyman and Mary Roberts. Wellesley High School: master works will be part of the Dedication Grand Opening either on May 19 or on May 20, 2012. A tour of the new building is also scheduled on November 26, 2011. The WHS PTSO gave $500 to offset the cost of sending teachers to Essentially Ellington. Cindy Buser will write them a thank you note. The School Committee voted to put a $100 activity fee on Orchestra and Band at the elementary schools. It was discussed whether the PTO can explore the possibility to raise funds for activities such as the above ones and also to offset teachers pay (that has been cut due to budget reduction). The fundraising may be a way to preserve groups interested in the performing arts. Ursula asked how the $35/semester/child that each parent pays is used. According to Beth, part goes to Tuition Assistance up to $10,000 but it is not clear where all the rest of the money goes. Susan Logue suggested that the funds may go to the Instructional Supply budget (for teachers) or on revolving accounts for schools. There is an opening for a .2 time (7:30-9 time slot) for orchestra teacher (Laurie Peckins will start a Masters program fall 2011, and her work will be reduced to .7 FTE (full-time equivalent) Secretary Lucia Lovison-Golob General Board minutes from March 3, 2011 meeting were approved with the following corrections: full name of Robert Ford. Cindy Buser, substituting for Lucia LovisonGolob, was thanked.

2 Treasurers Report Marietta Boon Notable items since last meeting: none. Bank account balance stands at $30,869.50. Beth Perry asked and received an updated copy of the budget. Publicity Carol Lash Carol informed us that Rice Street Singers received a gold medal at MAJE and the WHS Keynote Singers received a silver medal at MICCA. Carol submitted a Drama piece for publication in the Wellesley Townsman. Carol also submitted POPS profiles and a total of three pieces (among which two articles on chorus and jazz band). Carol suggested asking Wellesley POPS representatives to write articles and send material to the publicity rep for submission to Townsman for next year. Ursula added that Wellesley POPS is recruiting people for publicity, both chair and one or more representatives, with the goal of generating two articles per year per performing arts category. Kim Hornung volunteered to write a 200-words article plus photo regarding the middle school jazz band. Lauri Maney suggested students write articles, but Carol thought that, based on past experiences, it was too difficult for students (students tend to be super-busy). Susan Logue suggested using an interview-format in writing some of the articles. Ursula asked Carol to prepare a schedule before leaving her position where she identifies what makes sense to ask representatives to write, formats and deadlines and target publications. Carol and Ursula mention that Wellesley POPS is still looking for a Publicity Coordinator for next year. Mentioned that The Wellesley Patch has been disappointing, not promoting PA events as they suggested they would. Carol recommended there be a separate publicity person for WMS and WHS since its too big a job to do both. Mentioned idea of buying page in Townsman once a month for PA coverage. Will be discussed at Executive Board meeting. Would be nice to find sponsor, similar to the insurance company that sponsors the sports pages in Townsman. Web Site Ann Rappaport Ann reported that she is receiving lots of good content from all groups, both pictures and information, to keep web site fresh. However, at the present time, because of technical/security issues that need to be solved at Wellesley School District level, the only up-to-date information that Ann can change on the web site is the Wellesley POPS Google Calendar. All other content is on hold at the web site at the moment. Ann has asked Sondra Hamilton to post essential information only (e.g Senior Surveys). Ann can post articles written by Wellesley POPS but only after their publication in the Townsman, otherwise the Townsman wont publish them.

3 Presidents Discussion Ursula King Wellesley POPS asked Mike Prakken to serve in some capacity, maybe as Publicity Coordinator for next year. Right now, Mike is involved with his child at WMS. Maybe he can be offered a position in the Executive Board of Wellesley POPS. A Database Coordinator is still needed. Ursula can handle it for the time being. The Database coordinator is essential for preparing the update list of thank you notes for donation. Ann Rappaport volunteered. POPS Roster for 2011-2012: the rep vacancies are: for WHS Program Book Advertisement (maybe we need a Coordinator). Someone may be found among the DRAMA volunteers. Susan Logue will send out a message to volunteers. For booklet design a possible volunteer is Laura Hockett. These possible replacements will be pointed out in a letter sent out in August 2011. Susan Logue asked to change the Musical Article & Display Case to Newsletter & Display Case rep position description of the WHS. Kim Hornung volunteered, was accepted and welcomed as WMS rep to the Executive Committee of Wellesley POPS. Her task will be to go to the WMS teachers and ask what she and Wellesley POPS can do for them. Kim Hornung will be also the Orchestra rep at the WMS. Marguerite Chatelier was confirmed as the Wellesley POPS rep at the Sprague Elementary School. Update on Performing Arts Banquet May 19th -- Decorations check material (done). Carol Lash bought material for decorations. Ursula needs to go through responses and make sure to thank all people who helped this year. Bella Wong and Andrew Keough should still receive a written invitation. Susie Thonis (former POPS co-president whose son transferred to Walnut Hill in January) will be invited and recognized. Ursula raised the issue of when to schedule the Wellesley POPS General Board Meetings next year (usually we have three meetings in the morning, but based on the low attendance this year, Ursula is wonder if it is better to schedule them in the evenings). The main issue is how to get more people involved. Beth Perry suggested a meeting before a concert, but some people thought it was not a good option. Beth also mentioned that attendance does not mean participation. Many people agreed with it. Ursula suggested the possibility of having meetings with a speaker such as Meet the teacher or Meet the rep or How to pick an Instrument starting next October. Marietta mentioned that it may increase the gripping factor. Marguerite Chatelier suggested a buddying up system to increase participation. In general, people pointed out that Wellesley POPS could require one rep from each discipline to be present at General Meetings. Reps could also sign up for food to bring to the General Meeting. Ursula pointed out that we need to schedule a calendar of General Meetings times (at least 4) and locations for 2011-2012. She also proposed to move all General Meetings to the evenings, so to increase participation. School Discussion Elementary Marguerite Chatelier was present and participated in the discussion (see other items).

Middle School Kim Hornung End of the year giftsKim asked for guidelines; specifically 1- if there is a limit 2- if there is a limit as group. Ursula answered that Wellesley POPS will give $50 (that is the limit) gift to each teacher. The gift will come from the Business Office and usually will allow the teacher to spend the money on the classroom.However, a group of parents can do gifts, but it will not come from Wellesley POPS. Ursula pointed out that Wellesley POPS will give gifts to teachers both at WHS and WMS. She reminded us that by union contract, teachers are required to spend two nights per year at school, but usually teachers extra school activities involve many more than 2 evenings per year. Amy Zhang asked for funds for Mary Alice McCann to give out roses to senior orchestra members at their last concert. Mary Alice started the tradition using her own money. After a thorough discussion, it was proposed to give $20 to Alice this year to buy flowers. The motion was seconded and passed. Next year, Marguerite Chatelier will do the flowers for the Senior graduation. Lucia will help Marguerite in it.

Meeting adjourned at 12:45am. Respectfully submitted by Lucia Lovison-Golob Next meeting is to be announced.