Report of the Executive Director
Submitted for the July 17, 2007 meeting of the Board of Directors and July 3, 2007 meeting of the Chorus Committee.
FINANCES
Don and I are closing the books on FY07. Complete data are not yet available, but it does appear that we closed in the red for the first time since FY00. Causes for this were discussed at last month's board meeting. We do have enough liquid capital to get through the summer. Larry has already started passing me details for the artistic budget breakdown.
AUDIT
We will be ready to go as soon as we close the books on the fiscal year some time in mid month. The engagement letter did go out to Joyce and Company.
FINANCIAL SECRETARY
Katy O'Brien was hired effective July 1st. She has been equipped with Quickbooks Nonprofit and signed her contract, and Don is working with her on knowledge transfer, data transfer, and the first round of checks.
GRANTS AND DEVELOPMENT
We did well with Town of Cary grant, with a 10% increase over last year, but we fell short with United Arts, with a 16% decline since last year. I am evaluating data on the latter. It may be that grant reductions were widespread.
LOGISTICS
We have reserved St. Paul's Episcopal Church for the December 8 concert. We also have tentative arrangements for the use of Koka Booth Amphitheatre for April 26 and May 25. The only question is the Voices of Light: we have not yet found the right place on the right date.
PUBLIC RELATIONS
Promotional notices are now going out for our August auditions and the August 13 voice workshop.
Addendum: End of Year Report A summary of my activity during the past fiscal year
Advertising – Handled all advertising in N&O, Cary News, and Triangle Sings including periodic display ads for our concerts.
Audit – Worked with Bob Johnson in getting material to the auditor in the fall, and led the audit committee work throughout the year that led to the selection of an auditor for FY07.
Auditions – Handled most of audition publicity.
Best Practices – Attended topical luncheons at United Arts, and continued work on a joint marketing efforts among Cary performing arts groups.
Community Liaison – attended Chamber of Commerce of events and meetings concerning a new performing arts center. Also continued as member of Cary Cultural Arts Committee.
Concert Programs – worked with Joy Cox getting her material and managing proofreading and in arranging for publishing. Created the May and December programs and arranged printing.
Concert Publicity – Promoted four concerts using postcards, flyers, notices, meetings with media, press kits, online, broadcast and print calendars, cross promotion, online, and print ads, emails, and host membership mailings.
Contracts – Arranged contracts with Larry and Linda. Also handled letters of agreement with partner organizations.
Facility Reservations – Handled bookings for facilities with Town of Cary (for Herb Young, Cary Senior Center, meeting space, Koka Booth Amphitheatre), Westwood Baptist, Glenaire, and St. Paul’s. Also made arrangements with Town of Cary for Cary Performs participation and with sound tech Jeff Simpson (Gemworks). Worked with Larry and Karen on Musicales events (one happened, other did not).
Festivals – Managed and recruited display booths at Cary Spring Daze and Cary Lazy Daze.
Financial Management – Managed income and expenditures, tracked fiscal performance, and proposed budget.
Grantwriting – Handled United Arts, Lazy Daze and Town of Cary grant applications, panel interviews, and all follow up reports. Result: obtained larger grant awards from Town and did well at UAC. Worked on getting CSC into Combined Campaign, but we were ultimately obliged to withdraw.
Intragroup Relationships – Worked extensively with Triangle Wind Ensemble on arrangements for May and December concerts including cash settlements and publicity; also worked with performing arts staff at Town of Cary. Made arrangements to participate in Cary Players performance in December, Tinseltown program, and Town Tree ornament effort.
Inventories – Taken at end of year of all recordings (in June.)
Logistics - moved piano to new rehearsal venue during the summer.
Music Orders – Made purchases of folders and other supplemental orders for adult ensembles.
Personnel – Worked with task force on hiring Financial Secretary.
Picnic - Assisted Task force in locating site and in other matters as requested.
Planning and Data – Maintained activity checklists, collected data from performances, concerts and rehearsals, calculated activity indicators and web use statistics, and produced an annual report. Brought CSC up to further compliance with proposal of two new policies. Recruited Lisa Macy to attend Arts Access workshop and suggested some activities to expand ours.
Recordings – Obtained and worked with our recording vendor, managed production and sale of CDs, and handled some sales efforts in summer at at rehearsals.
Recruitment – Recruited festival volunteers, all others by email including several Task Forces, plus a Board member and three Chorus Committee members and a Mailings Coordinator..
Seminar – Made arrangements for Duke Voice Care clinic in August.
Solicitation License – Obtained a renewed Charitable Solicitation License.
Storage – Maintained and updated archives, arranged a larger space as well as the move to it in May.
Ticket Sales – Managed Ticketmaster sales in May and maintained sales records.
Web Site – As webmaster handled most page updates but had assistance from Karen Davis this year. Also managed MIDI programming with volunteers and did some sequencing myself, replaced form response system, and added Picasa photo album.
Youth Ensembles – Assisted Joy Cox with C4 needs on several occasions. Worked on audition and other arrangements with CJCC staff but we had to discontinue the program in August.
Respectfully submitted,
David R. Lindquist
Executive Director
Updated 3 July 2007 |