Kentucky Music Educators Association Festival Commission for Performance Assessment Fall Meeting November 10, :20 pm EST MINUTES

Transcription

1 Kentucky Music Educators Association Festival Commission for Performance Assessment Fall Meeting November 10, :20 pm EST MINUTES I. Roll Call Present: David Graham, Paul Hondorp, Robert Parker, Debbie DeHoag, Melissa Skaggs, John Stroube, Brent Barton, Lisa Jury, David Coffing, Scott Burress, Bryan Nichols, Bonita Reed, Allison Weitkamp, Nell Earwood, Kelly Mayes, Dennis Robinson, Steve Lin (for Amanda O Mahoney), Fred Speck, Vickie Cook, Tracy Bean, Terry Thompson, Tanya Bromley, Matthew Hinz, James Buddy Light, Bill Bradford, David Owens (for Joe Craig), Judy Looney, Bob Saylor, David Etter. Absent: Joe Stites, Amanda O Mahoney (represented by Steve Lin), Eva Rouse, Richard Martin, Mark Benningfield, Jed Manire, Greg Detweiler, Todd Moody, Joe Craig (represented by David Owens), David McFadden, Alyssa Vanderpool II. Approval of Minutes from June 9, 2007 Motion #1 Saylor Motion #2 Mayes Unanimously APPROVED III. Chair s Report/ Announcements A. Chair Thompson spoke of keeping Bob Hartwell in thoughts as he goes through some medical difficulties. B. New Festival Commission Members James Light, Bill Bradford, Judy Looney, Scott Burris, Bonita Reed, Robert Parker IV. KMEA President and Executive Secretary President Bromley stated we are in good shape on the state solo and ensemble festival and the site at Eastern Kentucky University will be a good start; we might look into shifting that sight in the future (not necessarily at a university or college). She also stated we are very close to having our districts and our festival districts aligned, which will help. She thanked Mr. Thompson and Mr. Walker for working on the state festival. V. Overview of the Business Meeting Discussion about state office (re-doing web-site to be more user friendly- i.e. manager page and forms); Expense Sheets discussion- mileage is 43 cents- please keep receipts.

2 VI. Old Business A. Alyssa Vanderpool and choral groups discussed required music list; discussion on adopting Dixie Classics List; Scott Burris presents and discusses Alyssa s proposal to revise the old choral list and adopt the Dixie Classic List (Report Attached) David Etter calls the question for the choral educators to adopt the Dixie Classics List- PASSED unanimously. (Second reading required) B. Report on pre-recorded accompaniment for Solo and Ensemble Festival (Debbie DeHoag). State-bound does require live accompaniment; non-state-bound does not require live accompaniment; pre-taped accompaniments are accepted at district level only for non-state-bound). Discussion on live vs. taped accompaniment. (Report Attached) Kelly Mayes calls the question that state-bound solo and ensemble events do require a live accompaniment, and non-state-bound do not require a live accompaniment- PASSED unanimously. (Second reading required) C. State Solo and Ensemble Festival- Jack Walker, Festival Manager- Terry Thompson discusses request for state judges (at the college level). (Report Attached) D. Review of Festival Manager Training packet- Terry Thompson led discussion of state solo and ensemble forms and new procedures. (Review Attached) E. Review of FCPA Rules and Regulations Booklet- Terry Thompson (review of code of ethics, listening to other groups at large ensemble, event fees, date for forms an issue with groups doing solo and ensemble in fall)- discussion on deadlines. MOTION #1-11/10/07: Insert October 15, November 15, or January 15 in the Form I deadlines for directors in p. 5 under Large Ensemble and Solo/Small Ensemble Registration. (Coffing/ Etter). PASSED Unanimously. MOTION #2-11/10/07: Take out or may be printed or mailed on p. 6, number 4,

3 under Large Ensemble and Solo/Small Ensemble Registration. (Weitkamp/ Saylor). PASSED Unanimously. MOTION #3-11/10/07: Insert by Form 1 deadline to: on p. 7, number 5, under Proposed Wording For Site Change. (Saylor/ Cook). PASSED Unanimously. MOTION #4-11/10/07: Re-word the phrase nearly flawless performance from Adjudication under the I Distinguished category to read an accomplished performance. (Speck/ Parker). PASSED Unanimously. MOTION #5-11/10/07: Add the following choral groups under the Senior Division Ensemble Categories, p.8: SSA/ SSAA, TTB/ TTBB, and SAB. (Hondrop/ Hinz). PASSED Unanimously. Questions on Junior Division categories- will be addressed at a later date. 1. Performance time on stage (Dennis Robinson)- discussion. F. Large Group Sight-Reading (further discussion and report) 1. Strings (Kelly Mayes) 2. Vocal (TBA) 3. Band (Terry Thompson and Allison Weitkamp) VII. New Business A. Festival Commission Review Task Force- appointment of members by President Bromley 1. Three members appointed from Festival Commission (choir, orch., band)- David Coffing (band); Paul Hondorp (choral); Kelly Mayes or Vicki Cook (orch.) 2. Three members appointed by division chairs. 3. Chair to be named by President Bromley. B. Committee to review ALL festival forms. C. For discussion and immediate review- How can we improve the quality of the student performance experience? 1. Quality of Literature 2. Consistency of Adjudication 3. Consistency of Feedback 4. Recognition for Accomplishment VIII. Motion to Adjourn- (Mayes/ Robinson) Next Meeting: Wednesday, February 6, 2008 at Professional Development Conference

4 State Solo and Ensemble Festival Progress Report - November 10, 2007 Date established May 17 Site established Eastern Kentucky University Required lists assembled and posted on the KMEA website. Thanks to Nancy Leisl, Laura Hill, and Dr. John Stroube for doing all of the work. Identifying possible adjudicators. Since we don t know how many adjudicators will be required, several for each instrument will be contacted with the caveat that we won t know if they will be needed until final numbers are submitted from the last solo and ensemble festival site. At that time, we can determine how many will be required. Working with Terry Thompson and John Stroube on the logistics of how to handle entries from students qualifying and opting to attend the State Festival. Respectfully Submitted, Jack Walker

5 KMEA Festival Commission Meeting Saturday, November 10, 2007 Executive Inn West Louisville, KY Proposal Large Vocal Ensemble Song List Adopt the Dixie Classic Choral List for Large Festival Ensemble Choral list. Grades 1and 2 will be the easy level or performance, grades 3 and 4 will be the medium level of performance, grades 5 and 6 will be the hard level of performance. Frequently asked questions and answers: Why change lists? Our current list does not have as many possibilities as the Dixie Classics List. With the Dixie Classics you have easy access to looking up a song and if it isn t there you can request for it to be added. Are all the songs on our current list on the Dixie Classics List? Yes. Our current list has approx songs listed. That includes ALL ranges. The Dixie Classics has over 3500 songs listed. How do I find a song on the list? You simply go to and search for a song or you can search a song list by grade level. Before you search you have to develop a username and password..it s FREE!!! What do I do if the song I want isn t on there? Request for it to be submitted to the list. All you have to do is send in the score with a little note requesting for them to add it and then they will analyze, grade, and then add it. It takes approx. 1-2 weeks to complete this process. Dixie Classic Contact Info: 3811 Cottrell Road Richmond, Virginia Phone info@dixieclassic.com

6 KMEA Festival Commission Meeting Saturday, November 10, 2007 Executive Inn West Louisville, KY Recommendation Solo/Ensemble Accompaniments State Solo and Ensemble Event DOES require live accompaniment Non-State-Bound S/E Events DO NOT require live accompaniment *********************************************************** District S/E Events (Non-State Bound) - 1. Original tracks that accompany purchased S/E books/sheet music are acceptable. 2. Pre-Taped Accompaniments by director or director s designee are acceptable. 3. It is the responsibility of the performer/director to provide the equipment needed for use with pre-taped accompaniments i.e. Computer, Cassette Tape/CD Player, MP3 Player, etc. 4. The use of Smart Music is an option IF the director declares in advance that he/she needs provisions/room with Smart Music. Rationale **************************************************** Pre-Taped accompaniment use for an assessment event may be interpreted within fair use for educational purposes. As long as there are no financial gains from the performance, pre-taped accompaniments are acceptable at the district level for performers who wish to participate at the district level only. For performers who wish to be considered for the state level, the higher/advanced standard/expectation of using live accompaniment is required. Respectfully submitted, Terry Thompson Alyssa Vanderpool Debbie DeHoag

7 FESTIVAL MANAGER TRAINING The purpose of this event is to standardize the operation of festivals that KMEA sponsors throughout the state. The further purpose is to begin to put in place documents that will allow new members of the Festival Commission organize and operate a festival for the first time in an efficient manner, thus allowing the students to receive the full benefit of participation in KENTUCKY MUSIC EDUCATORS ASSOCIATION Music Festivals. WEB SITE As per Dr. Stroube, the KMEA Web site is undergoing an update to make the festival forms information more user friendly. FESTIVAL RESISTRATION Insist that the directors use the KMEA forms to submit registration forms. FESTIVAL SCHEDULING Scheduling demo: Paul Hondrop will demonstrate the FILEMAKER PRO program that he uses. Scheduling demo: David Coffing will demonstrate the EXCELL program he has put together, based on Kent Saunders model. DISCUSSION: How do YOU determine the dates of your festivals? DISCUSSION: Are there other possibilities concerning scheduling LARGE ENSEMBLE STATE FESTIVALS? DISCUSSION: Forwarding SIGHT READING MUSIC on to the next scheduled festival on your list. 1. Organization of the music 2. Photo copies of the music 3. Communication with the next Festival Manager on your list in a timely manner STATE LARGE ENSEMBLE FESTIVAL Festival Managers Role in submitting information concerning State level Large Ensemble Festival COMMUNICATION WITH DIRECTORS Set a date to reminders to directors submit Form I and Form II Set up a data base on your computer to keep track of those who have submitted required form and the date you received said forms Set a date to CALL the directors who are going to be late. ENFORCING DEADLINES HIRING ADJUDICATORS Guidelines for hiring adjudicators (How do YOU determine whom you hire to judge LARGE ENSEMBLE and SOLO and ENSEMBLE Festivals?) KMEA office now has the ability to generate a list of adjudicators who have judged in the past. Beginning this school year you should send a list of adjudicators with addresses, phone, , and area of adjudication. This list will NOT be published on the web site, but will be available to Festival Managers, via , as a reference point. LOCATION OF FESTIVAL EVENTS (This discussion may tie into the next sub caption.) DISCUSSION: What locations may be available to you for festival events AT NO CHARGE? KMEA lost a little over $14,000 this past school year on Festival s. We paid out at little over $17, in Facility Charges.

8 FINANCIAL RESPONSIBILITY DISCUSSION: How can we ALL become fiscally responsible? Where can we cut costs without affecting our product? Budget worksheet We will take a few moments to fill out a Budget Worksheet and submit it to Dr. Stroube. A starting point for you should NOT be the total costs as it appears on your Comparison of Districts sheet. Your salary of 10% as well as another 10% to cover KMEA office staff cost of administering the festivals should be deducted from the money you intend to spend on festival activities. Staff Where can we find a staff to help us run festivals at little or no cost to KMEA? AWARDS Announcements of Awards DISCUSSION: Is there a time and place to announce distinguished awards at both Solo and Ensemble and Large Ensemble Fest Is it wise to POST results beside names of individuals at Solo and Ensemble Festival? How can we make Solo and Ensemble Festival and Large Ensemble Festival an EVENT? ADJUDICATORS INSTURCTIONS Establishing standards for Solo and Ensemble Festival DISCUSSION: Do we need to establish more specific rubrics that mirror the KERA speak that we find ourselves involved in? Establishing standards for Large Ensemble Festival PREPARING SHEETS USE of KMEA CREDIT CARDS DISCUSSION: Timely reporting to KMEA office of credit card use. STATE SOLO AND ENSEMBLE FESTIVAL How to submit events to State Solo and Ensemble Festival Manager Proposed Procedure: Step 1: District Festival Manager s to State Solo and Ensemble Festival Manager on KMEA Solo and Ensemble Form all entries who qualify for State Festival. Deadline to forward information is 5 business days following district festival. Step 2: District Festival Manager snail mails bottom portion of the form with the judge s recommendation OR NO RECOMMENDATION to State Manager. Step 3: Director mails top portion of form along with a check to the KMEA office to officially register the performance. Step 4: KMEA office records record of payment and forwards official confirmation to State Manager. Step 5: Schedule of performance times and locations posted on KMEA Web Site no later than 7 days prior to the Festival date. CONSIDER REVISING THE SHEETS FOR BOTH SOLO AND ENSEMBLE AND LARGE ENSEMBLE FESTIVALS DISCUSSION: Is it time to revise the sheets for festivals? Should we be more specific concerning the rubric for each rating? GENERAL DISCUSSION DISCUSSION: Each Festival Manager should describe 1 idea, concept, or policy that you use that you feel is innovative in running either/or your Solo and Ensemble or Large Ensemble Festival. OPEN FORUM LUNCH