YVMEA MEETING
JAN. 8  6:00 PM
SHARI’S RESTAURANT,  40TH AND FRUITVALE
YAKIMA, WA

Personal note:  I walked in 7 minutes late and 3 minutes later I was suddenly the
Secretary.  I don’t know if those two occurrences are related in any way, but let it be a cautionary tale for us all to arrive at these meetings on time.

MINUTES OF MEETING:
Elections: 

1. Secretary:  Bart Rodeick
2. President Elect: Michael Brant

There was a spontaneous procession with laurels and confetti.  Not really.

Treasurer’s report: Megan Ley

1. Megan noted that all YVMEA contests and events were profitable last year.  Specifics available on request.
2. Megan requested that all POs be processed in a proactive manner.  All directors should familiarize themselves with their school’s method and timelines for sending out POs, and familiarize themselves with the secretary or staff member who is responsible for processing POs. Contest managers should not be presented with a P.O. on the date of a contest; the resulting payment to YVMEA often occurs months after receipt of the PO.  Megan noted that, two years ago, YVMEA bounced a couple of checks to adjudicators.  This problem can be solved if directors will begin processing POs. for all YVMEA contests NOW.  So spake Megan, and all responded with a hearty “hear, hear!”

New business:
President Don May led the discussion.

1. A discussion of the possibility of using District credit cards instead of POs to pay YVMEA contest fees:  Don outlined the bank fees and other costs.  There was a discussion of the possibility of using Pay Pal to process payment.  The extra costs involved in setting up an account, bank transaction fees, etc.  made the proposition of using credit cards and Pay Pal seem prohibitively complex and expensive.  The decision was made to stick to POs.  Another resounding “Hear, hear!” was heard.
2. A reminder: all YVMEA members were reminded to check the expiration date of their MENC membership. All State, State Solo and Ensemble Contest, et. al. will not process audition materials if a member’s MENC membership has lapsed. I checked my membership card. Woops!
3. Update of group email list on the YVMEA website:  If a member wants to send a group email, you can use the “Mac group  email” or “PC group email” link at the bottom of the email list.  Go to  http://www.yvmea.org/, click on “YVMEA Information” at the top of the page, click on “Teachers & email”, scroll to the bottom of the page.  You then may amend the list to select the specific members you want to reach; thus, elementary teachers will not receive emails that do not apply to them, etc.  Note that PCs use a semicolon (;) between each email recipient and Macs use a comma (,).
4. A discussion of All Northwest and All-State.  All auditions are in  MP3 format.  Directors need to understand the procedure needed to record an MP3 file and email it to the audition judges.  Deadlines are as follows:

• Oct. 6: MENC All Northwest applications due.
• Oct. 13: WMEA All State Honor Band and Choir, youth Honor Chorus (grades 5 and 6)  applications due.
• Oct. 20: Jr. All State Applications due. (grade 8 students)

To get applications and other information, go to http://www.yvmea.org/, click on “YVMEA Information” at the top of the page, click on “events schedule”, which will take you to the WMEA site.  Click on “Student Events” and follow the links.   A discussion of the WMEA conference in Yakima in 2010 ensued. Recommendation: Please consider auditioning  your ensemble to perform at the convention.  It has been a great experience for students who have participated in these performances.  Consider offering your group as a “session” group.

5. A discussion of YME (Young Musicians Excelling) :  This is a WMEA scholarship program. In the past, YMEA has supported this group that provides scholarships to all students participating in All State ensembles.  This year, there are vanity plates available for your little car. Profits go to support YME.  More information at; http://www.wmea.org/yme/
6. Ron Gearhartstien then rose to speak.  The crowd grew eerily quiet. Ron asked that you consider asking your District to join WMEA.  The annual cost for such a school membership is $135. Booster groups can join.  Band booster clubs are excellent candidates for this kind of membership. 
7. Don May expressed his great pleasure that so many elementary music teachers were at the meeting.  Then he banned them from the meeting.  Not really.  Actually what happened was this:  the elementary teachers and secondary teachers split into groups to discuss relevant issues:
8. Elementary Group discussed:
1.  Lesson plan websites:
2. science/music experiments from Pacific Science Center
3. Elementary Workshop ideas: World Music – presenters discussed: Patty Bourne, Will Schmidt, Tendai Muparutsa, Patricia Campbell, Walt Hampton
4. We plan some kind of elementary workshop or lesson plan sharing workshop or both.

1. Secondary Group discussed:
1. Small School Band and Choir Contest: Host: Sunnyside: Date:  I DIDN’T GET THE DATE! INSERT DATE HERE!
2. Contest site hosts: Ron, Megan and Don want to generate a guideline for expenditures for contests: adjudicator expenses, pizza for helpers, etc. The discussion centered around keeping these contests in the “black” , and reserving money in the budget to hire excellent adjudicators from the west side since everyone over here sucks.  No, no one said that. That was just my little joke.
3. A major discussion ensued concerning the Yakima Youth Symphony (YYSO).  The Youth Symphony will not support asking their members to participate in their school’s band or orchestra program.  Bruce Walker (Ellensburg Youth Symphony Director) and David Blink (Yakima Valley College jazz/salsa band director) both indicated that they encourage students to participate in their school’s music program.  Evidently it’s not legal to require students to participate in school programs as a prerequisite for participation in these community groups.  The members were divided in this discussion.  It was determined that YVMEA needs to generate a letter to the YYSO, requesting a reconsidering of this position. Youth community orchestras can devastate school ensembles by encouraging students to leave their school ensembles.  There seemed to be some contention about this discussion.  One member walked out of the meeting.  Hmm.

Then I had to leave because my wife expected me home an hour earlier and I want to remain married to this wonderful woman.

I hope I got everything.  Any questions/suggestions/complaints should be sent DIRECTLY TO ME: bartroderick@selah.k12.wa.us
Or: bartroderick@charter.net
Or: 509.697.5461
Or: 509.697.0725 ext. 776.

Respectfully submitted:
Lil’ Bart Roderick

Treasurer's Report

BEGINNING BALANCE ON 1/1/2008                                      $4,063.80

Solo/Ensemble Festival  2/2/2008                                     
Revenue                                  $5,730
Expenses                                $2,590.30
Profit/Loss                               $1,477.97                    Balance           $5,541.77

MS Choral Adjudication  3/4/2008
Revenue                                  $1,680
(missing registration fee from Cle Elum)
Expenses                                $697.11
Profit/Loss                               $982.89                       Balance           $6,524.66

MS Instrumental Adjudication  3/13/2008
Revenue                                  $2,880
(missing registration fee from East Valley)
Expenses                                $1,193.84
Profit/Loss                               $1,686.16                    Balance           $8,210.82

HS Choral Adjudication  3/27/2008            
Revenue                                  $1,560
Expenses                                $1,113.16
Profit/Loss                               $446.84                       Balance           $8,657.66

Small Schools Festival  3/28/2008
Revenue                                  $2,050
Expenses                                $697.92
Profit/Loss                               $1,352.08                    Balance           $10,009.74

HS Instrumental Adjudication  4/10/2008
Revenue                                  $1,680
(missing registration fee from East Valley)
Expenses                                $1,607.14
Profit/Loss                               $72.86                         Balance           $10,082.60

OTHER REVENUE
WMEA (1/9/2008)                    $159
WMEA (8/29/2008)                  $208.75
Total                                        $367.75                       Balance           $10,450.35

OTHER EXPENSES
Fred Meyer (stamps)              $16.40
WMEA (All-State ticets)          $72.00
Godaddy.com (website)         $48.89                        
Total                                        $137.29                       Balance           $10,313.06

EXPENSES PENDING
Site Host Fees             $200
YME Fund for 2008                 $500
Total                                        $700                            Balance           $9,613.06