President's Mid-Summer Update
August 1, 2010

As many of you are aware, we are currently looking to hire an editor for the Massachusetts Music News. Due to the hiring policy that the board recently approved, the process is thorough and takes time. We are moving forward, although we cannot have an editor in place prior to September. The new editor will be voted in at our first meeting of the 2010/2011 year. I know you all join me in thanking Christine Borning for her fine work and dedication throughout her tenure and we look forward to her continued support.

Since the new Editor will not be in place prior to September, we will not have a traditional Fall issue this year. This will allow the Board to conduct a proper search for a new Editor. There will be a combined "Fall/Winter" Issue that will come out earlier than the normal Winter Issue. We will have the ability to post forms, information, and ads on our website. Andrew Garcia, our Assistant Editor and Business Manager has been in touch with our Advertisers to keep them informed. I will continue to keep all of you updated as well.

The Voting Board Members and I met on Thursday, July 29, 2010, for our annual Board Retreat. We discussed our new and ongoing initiatives for the 2009/2010 year. I have included a summary of those below.

As the summer progresses, please do not hesitate to contact me with any questions and/or concerns. Enjoy the rest of the summer.

Sincerely,
Cynthia

2009/2010 New and Ongoing Initiatives

Auditions:
Thank you to Chair Tom Walters and the members of the Auditions Committee - reworking responsibilities to continue to update and improve the auditions process as well as putting together the 2009/2010 Auditions list. During the 2008/2009-year Choral Chairperson Noreen Diamond Burdett and the Choral Committee put together a 5-year All State Choral List with an alternative piece. This was discussed and voted on during the same year. These committees had representation from throughout the state.

Committees Established:
Committees were established to do the research and bring their recommendations to the board. This ultimately saved time during the meetings.

Cost Savers:
The Board agreed to pay a portion of their Board Meeting dinners when they were held at restaurants.

Committees agreed to use alternative ways to meet, such as online.

Our Executive Director and President did not submit mileage.

Our Support Personnel also volunteered their time. That included our Auditions Tech Support Manager, Chris Memoli, and our Database Manager, Rick Lueth. Our Database Manager also donated his time and expertise to streamline many of the Conference processes.

Finances:
Thank you to Michele Holt for spearheading and streamlining the following initiatives. They have made and will continue to make improvements in our finances.

Our Accounting Firm is Supporting Strategies. They have worked closely with Michele Holt and the five districts to get everyone using the same financial reporting system, QuickBooks Online.

Our new auditor is Dave Murphy from Murphy and Zimmer. Dave Murphy has been meeting with Michele Holt to work on completing the 990's and the audit that ends June 2009. It will take about another 4 to 8 weeks to complete. As soon as that audit is over we will begin the next audit that is due November 15th. Our goal is to be on time for that audit.

Paychex is the company that handles our payroll for our three employees.

Meeting Guidelines Established:
Guidelines were established to help keep in mind that the goal of each meeting is to be fair, organized and efficient. The rules established did save time and assisted in keeping everyone on task.

Officers Meetings:
These meetings were established in 2006/2007 to allow the officers an opportunity to meet in person and organize the meeting agenda and information. Last year the officers met and continued this process while adding a timeline for Voting Members and others to email agenda items for the next meeting to the president. No votes are ever taken at this time.

Policies:
Employment Process Policy was set just in time for our Massachusetts Music News Editor's Search.

Resignation:
Many thanks to Christine Borning for her hard work and dedication to MMEA and the Massachusetts Music News. She resigned to devote more time to her young family.

Retirement:
Many thanks to Jerry Kazanjian for his hard work and dedication to MMEA as our Retiree Chairperson.

Technology Committee:
Thank you to Chairperson Faith Lueth, who is working closely with Story and Structure, the company that we hired, to continue work on developing our new web site and to enhance our use of technology for our organization. We're looking forward to an update in the Fall/Winter.