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Western Massachusetts Sacred Harp Community, Inc.
Annual Meeting December 5, 2004
President's Annual Report
It has been my great pleasure and privilege to serve as President this past year. Its been a great year for Sacred Harp in western Massachusetts, with two wonderful conventions and the continued flourishing of the singing community. From the beginning of planning for the very first western Massachusetts convention, this group has been thoughtful and careful about establishing an organizational structure that supports and reflects the singing community. In keeping with that, the Board of Directors decided to focus our efforts this year on putting WMSHC Inc. on its feet, laying a foundation for its future operation. That effort broke down into three main categories; establishing sound operational principles for the board, completing tasks related to incorporation, and exploring ways the board can support and communicate with convention officers and with the singing community. Since we're a new entity, we spent time discussing how our roles are developing. Some of the things we did were:
Incorporate as a non-profit in the Commonwealth of Massachusetts
Transfer funds to a new bank account
Write and monitor budget
Transfer/establish accounting and money management practices
Gather and consolidate records
Update membership list
Set up Travel Grant program
Work with Kelly Taylor to include information about travel grants, board activities, and elections on website and to provide board@wmshc link for questions and requests.
Meet with convention officers to plan how the board can support and receive information about convention planning.
Field requests for use of WMSHC recordings, distribution of CDs, and third party CD sales
Designate board member as contact person for community events, such as the Pelham Historical Society sing
Establish scholarship grant for Camp Fasola beginning in 2005
Some tasks for the coming year:
Complete federal tax-exempt application. I have just submitted the final bits of information necessary for the application to Peter Irvine and he will complete the application for us. It will be filed within the deadline and tax-exempt status will be retroactive to the date of incorporation (January '04).
Appoint committee to review by-laws. Now that the group has had a year to operate, it's time to review the by-laws. Wherever there is are discrepancies between the by-laws and group practice, we'll determine whether the by-laws or the practice needs to be changed.
The board is very grateful for all the help we received this year. Peter Irvine donated many hours of his time, guided us through the legal process of incorporation, and provided advice on financial and legal issues. Rosie Wojcik provided invaluable help with membership, communications, and records. Kelly Taylor maintained the website. The nominating committee did an outstanding job on very short notice. The convention officers gave us great advice about how the board can support the convention.
WMSHC Inc. is off to a great start. We have sound finances. We have many people contibuting time and talent to support the organization. We have a strong and vibrant structure for supporting group activities. Above all, we have great singing. As we move into our second year, I am proud to be part of such a wonderful group of people and I look forward to being part of its continued growth.
Respectully,
Kelly House
Clerk's Annual Report
This year my main focus has been to try and begin to set up systems that will allow WMSHC to keep and maintain its records and resources.
During the year I have worked with Rosie Wojcek towards consolidating all the WMSHC records. We have spent some time discussing what would be the most useful formats for the information we've collected over the years.
I have established a storage place for records, books and recordings, and have begun collecting what I hope will be the foundation of the WMSHC resource library and historical archive.
I have established a fairly consistent and reliable routine for collecting WMSHC mail from our post office box, and distributing the relevant information and pieces of mail to the appropriate officers.
Membership: WMSHC, Inc has 67 members from 2004, whose memberships will remain active until after the vote is cast at the Annual Meeting.
As of 12/3/04, there are 32 members for 2005. Of these, at least 10 are new, and the rest are renewals.
Membership runs from Oct. 1, 2004 to Sept. 30, 2005. Dues are still only $1.00, so I encourage anyone who hasn't yet renewed to show your support!
Respectfully submitted by Kate Richardson