Pittsburgh Youth Symphony Orchestra
PARENTS' ASSOCIATION

2007-08 Officers
Laura Campbell, President lcamp3910@aol.com
Valerie McCarthy, Vice-President valmccar@comcast.net
Nancy Mozeik, Secretary mozeikdj@adelphia.net
Essi Efthimiou, Treasurer emefthimiou@hotmail.com

Liaison from the PYSO Board of Directors:
Antoinette Tuma sensass@aol.com

PYSO 2007-08 YEARBOOK: Forms - Sample1 - Sample2

Pittsburgh Youth Symphony Orchestra
Parents’ Association
Meeting Minutes
September 9, 2007

President Ms. Laura Campbell opened the meeting at 2:30 p.m., welcomed the parents and introduced the PYSOPA officers, PYSO staff Mr. Johnson and Ms. Goodman, PYSO Board liaison Antoinette Tuma, and Tour Director Gina Gutierrez.  She then explained that PYSOPA was a voluntary group that supports PYSO by helping with luncheons, fund-raising, and the yearbook.

Secretary’s Report

Ms. Nancy Mozeik reviewed the minutes from the previous meeting.

Treasurer’s Report

Ms. Essi Efthimiou provided the Treasurer’s Report.

Executive Director’s Report

Mr. Craig Johnson reported on some general information about this season. 

The first concert will be held at CAPA on October 30 for CAPA students and students from inner-city schools.  This concert will be held during the school day but he would like as many of the Orchestra members to attend as possible.  A letter is available for a school excuse.

The PSO is again offering subscriptions to all 14 Sunday matinee concerts for $105.

Members received their Student Handbook today that contains the schedule, rules, and member list.  Mr. Johnson mentioned to check the website for current information.  He also spoke about the attendance policy (limit of 2 absences per trimester, limit of 5 per year).   A discussion occurred concerning this years rehearsal times and that they may interfere with SAT, PMEA, and other activities.   A survey about preference for rehearsal times taken last year of parents and students did not indicate a clear winner. 

Weather postponements or cancellations will be listed on the website or by calling the office at 412-392-4872. 

Tour

Information on the concert tour of China, June 15-29, 2008 (later changed to June 16–30) and on being a chaperone or companion was sent via email.  There has been a large response already and if you are interested in going please contact Mr. Johnson ASAP.  There is room for 13 chaperones and they have been chosen.  Thirty-five can travel with the companion group. 

Tour Director Gina Gutierrez was the tour director from 3 years ago.  She was a previous member of PYSO and explained that the group ranges in age from 8th grade to college but everyone will be under the same rules.  There will be behavior and dress codes.  Performances are the first priority, then rehearsals, group sightseeing, and free time.  This will be a professional experience. Large instruments will be rented in China.  There are nurses and a doctor as part of the chaperone group to help with medical issues. 

Students and others going on the tour will need passports.  The passport should not expire before Dec 08/Jan 09.  Visa, travel insurance, and cell phone information will be coming.  Information will be sent via email.   

Chaperones will meet on October 21, 2007.
A general meeting for all PYSO members, parents and everyone going on tour will be on January 12, 2008.

Fundraising

Instruments are still needed for our “Painted Violin and Other Intriguing Instruments" raffle.  We currently have 8 instruments.   Possible places to check for unused instruments would be schools and repair shops.  Also a letter and application is available for artists interested in participating.  We would like to have them ready for display by the first concert on November 10th and would advertise on the PYSO website and with flyers.  The bio of the artist would be displayed with the instrument.  A portion of the ticket cost would go toward the seller's account (possibly 80%) with the rest going into a general account.  For more information please contact Laura Campbell at lcamp3910@aol.com or 412-352-5283 or Val McCarthy at valmccar@comcast.net or 412-672-5361.

Other fund-raisers discussed included Macy's Shop for a Cause and Chamber Groups to perform.  The Chamber Groups could be advertised on PYSO website.

Yearbook

The yearbook is a nice memento that each orchestra member receives.  It takes a lot of work to put it together.  There are several committees that could use volunteers. 

Pictures                        Biographies                  Ads                  Candid Pictures

Ads are sold to help defray the cost of printing the book and also portrait packages.  Please let Laura know if you are able to help in any way.

Luncheon Committee

Maria Dougherty is the chair for this committee.  The Luncheon Committee serves lunch to the Orchestra before each concert.  We will have three more lunches this year - November 10 at Soldiers and Sailors, February 24 at Heinz Hall, and May 3 at Heinz Hall.  We need coolers with ice, cookies and volunteers to help set up and clean up.  Please see Maria if you are able to help.

Mr. Johnson thanked Laura Campbell for serving this year as President.

The meeting was adjourned at 3:50 pm.

Respectfully Submitted,

Nancy Mozeik

Pittsburgh Youth Symphony Organization Parents’ Association
Meeting Minutes
April 15, 2007

Ms. Janet Kotcher opened the meeting at 6:20 p.m. and welcomed all of the parents.

Secretary’s Report

Ms. Kelly Maloney reviewed the minutes from the previous meeting.

Treasurer’s Report

Mr. Steve Brookes provided the Treasurer’s Report.  Mr.  Brookes reported that $1,000 was transferred from PYSO to the Parent Organization Account.  Additionally, Mr. Scott Fadzen generously donated  $750 to the organization to help offset costs for the printing of the yearbook. 

Recent expenditures included $222 spent on lunch for the last concert.

The current balance is $1,541, however, there are additional checks totaling approximately $1,499 to be deposited from yearbook ad and picture sales.

Ms. Kotcher noted that a volunteer was needed to serve as Treasurer for next year.
 

Yearbook

Ms. Kotcher noted that the cost of the yearbook will be slightly higher this year as we will need to have some assistance from the printer in the layout of the book.

Ms. Laura Campbell is the chair of the Yearbook Committee.  Maria Daugherty, Val McCarthy, Cindy Urbanowitz, and others  have volunteered.  Each student will receive one yearbook, but additional copies will be available to purchase.

Ms. Campbell reported that a biography is needed from each child and that all biographies have not yet been submitted.  Orders for the photo packages are also needed. 

Commitments for ads needed as well which cost between $20 and $100.  Ads will continue to be accepted for another week and we would like to obtain additional business ads for the yearbook. It was noted that music teachers often like to take out ads, as do parents and students to thank their teachers. Parents who need assistance in developing the ads can provide the pictures and text to a member of the committee and Cindy Urbanowitz will help put the ad together. 

Ms. Campbell offered to resend  these details by email if parents haven’t received the information.  Attachments/forms were included with that email.

Ms. Kotcher thanked Mr. Scott Fadzen  for his donation and the donation from PYSO.  She noted that  fundraising would have been required had the organization not received these funds.

The Yearbook Committee is seeking candid photo shots of the students as well as Mr. Meyer.  Photos, ads, bio forms etc. can be sent to Laura Campbell at:

Lcamp3910@aol.com

Ms. Campbell  noted that students will be eligible for several awards.  The awards are:

1.  An award chosen from those students who turned in their yearbook biography by the deadline.

2.  The student who sold the most ads will get an award.

Upcoming Concert

Mr. Johnson provided an update regarding the May 5th concert.  Fifty alumni will be participating in the concert.  They cover about all 60 years of the existence of the organization (1954 is the oldest) and all musical sections  are represented.

The May 5th concert will be preceded by a concert at the Bellfield Concert.  This is a smaller, more intimate setting on May 1 at 7:30 p.m. There will be no intermission and PYSO will play only the Brahms and  Sibelius pieces.

Auditions

Auditions for the 2007-2008 season will take place a week after the concert.  Mr. Johnson encouraged parents to spread the word as they want to see as many students auditioning as possible.

Luncheon Committee

Ms. Campbell reported that the final lunch will consist of cold cuts with lots of different breads.   Ms. Campbell thanked the Luncheon Committee for all of their work.

Election of Officers
Nominees

Laura Campbell, President
Valerie McCarthy, Vice-President
Nancy Mozeik, Secretary
Essi Efthimiou, Treasurer (The treasurer’s position is provisional as Ms. Campbell was to  check with other person who also indicted interest).

It was moved to nominate all officers and then the nominees were unanimously voted in to office (with the notation regarding the treasurer’s position).

Executive Director’s Report

Tour

Mr. Johnson reported that he is currently researching several tour possibilities for June, 2008.  A committee from the PYSO Board (The Touring Committee) is currently assessing what is best and comfortable for the organization.  They are seeking opinions from all stakeholders and Mr. Johnson will be sending an email survey out to students and parents.  He encouraged students and parents to respond even if the student would not be returning next year.  Parents should indicate their level of comfort with the cost as costs have risen since the last European tour.

Possible tour locations include:  China, Brazil and Russia. 

Once all of the information is obtained, it will be sent to the committee and it expected a decision will be made in May.  The final decision will be communicated to new and returning members after auditions.

Some discussion then occurred with regard to the merits of the various locations.  Cost and security were focuses of the discussion.  Additional potential sites were also suggested, such as Argentina or Venezuela.

President’s Report

Ms. Kotcher  thanked everyone who helped and participated during the year.  She also welcomed comments or suggested changes for the following year.

A parent inquired regarding the possibility of  charging for concerts.  Mr. Johnson explained that PYSO made a decision 15 years ago not to charge for concerts.  This  also helps when applying for grants.  It has also been the experience of the organization that if you charge admission, not as many people attend the concerts.  Also, when you charge admission, the organization has to pay a box office fee and an amusement tax which offsets the admission fee collected.

There are donation boxed at every concert however, and Jim Cunningham will be asking concert attendees to donate at the concert in May.

Next year PYSO will establish a system to order tickets online even though the tickets are free.  This will give people an opportunity to donate at the time they order tickets.  It will also save printing costs as attendees will be able to print out there tickets at that time.

Rehearsal times for next year.

A discussion was held about rehearsal times.  The merits and detriments of each weekend time were discussed.  Any change to rehearsal time for next year will be communicated to members. Mr. Johnson noted that it was very important to not conflict with SATs and PMEAs in particular.

Ms. Kotcher thanked everyone who has helped with the students and for their hard work.  She particularly thanked Mr. Johnson and Ms. Goodman who spend so much time helping the students.  She also thanked Ms  Antoinette Tuma, the PYSO Board Liaison and Mr. Daniel Meyer.

Mr. Johnson also thanked Ms. Kotcher for her four years of work and support to the group.

The meeting was moved to be adjourned at 7:05 p.m.

Respectfully Submitted

Kelly Maloney
Secretary

PREVIOUS MEETING: Sunday, January 28 at 6:15 PM at Heinz Hall

PYSO Parent Organization
Meeting Minutes
January 28, 2007

Ms. Janet Kotcher opened the meeting at 6:20 p.m. by thanking the attendees for braving the inclement weather, and by thanking Ms. Laura Campbell for the preparation of the evening refreshments.

Treasurer’s Report

Ms. Kotcher presented the finances in Mr. Steve Brooke’s absence.  Due to low funds in the PYSOPA fund, Mr. Craig Johnson deposited $1,000 to the account from the PYSO general fund.

Old Business

The floor was opened for discussion of whether an additional social event should be planned for the season. Ms. Kotcher reported that the reception planned by Ms. Amy McDaniel and Ms. Vicki Czarnek was well-attended and seemed to be enjoyed by the students and parents in attendance. This discussion was wrapped up by deciding to check the calendar for possible dates to host another event of this type during the Spring season.

Yearbook

Ms. Kotcher introduced Ms. Rachel Tabachnick. Rachel was the yearbook committee chair for the past three years and was responsible for layout of the yearbooks during these seasons. She discussed preparation of the 2006-2007 yearbook, stating that there was a real need for volunteers. Rachel and Janet visited with the printer and discussed the option of having the printer do most of the layout work. Ms. Tabachnick and Ms. Kotcher suggested that the book be subdivided into sections, and that a person or group of volunteers manage each part. These individual parts could be compiled using a common word processing tool such as Microsoft Word. Since the printer would be doing the layout as well as the printing, they projected an added cost of $700-$800. It may be necessary to have each student take out a business-sized ad which will cost approximately $25, or to donate an equivalent amount, to offset the anticipated price increase.

The following people volunteered to head the sections as listed below:

• INTRODUCTION                              Mike McCarthy

• PORTRAITS                                     Laura Campbell, Maria Daugherty

• ADS                                                    Volunteer needed

• CONCERT PAGES, CANDIDS            Janet Kotcher, Amy McDaniel

• PHOTO COORDINATOR                   Volunteer needed

Volunteers are still needed to manage the advertisement section and to serve as the photography coordinator. We are also requesting pictures from any of the events (concert or candid). Rachel concluded her presentation and agreed to help any of the volunteer groups get started.

There was a discussion regarding what was involved with participating in the committees and the time frames for the various activities. Ad page costs and sizes were also discussed. Ms. Kotcher emphasized that the jobs will be easier if more volunteers can be recruited. Ms. Daugherty suggested sending an e-mail to all parents asking for additional volunteers The yearbook should be submitted to the printer early in April for distribution at the final PYSO concert. A meeting will be planned to establish deadlines and determine what is needed to complete the project.

Fundraising

Since there was a planned $25 donation or the inclusion of a yearbook ad of a similar amount, the attendees discussed whether to introduce a spring fundraiser which would allow the students to cover this added cost.

The fundraiser that was intended to serve this purpose was the Macy’s Shop-for-a-Cause, but it was not offered by Macy’s this spring. The group discussed other possibilities. Mr. Scott Fadzen said he would be willing to donate $500 to offset the additional cost of printing the yearbook. With this generous donation added to the group’s funds, it was decided not to hold the proposed spring fundraiser.

Executive Director’s Report

Mr. Craig Johnson reported on the 60th anniversary event scheduled for the last concert of the season. Approximately fifty PYSO alumni have indicated that they will be involved in playing in the concert or attending the concert/reception.

With the added preparations surrounding the 60th anniversary celebration, there will not be a PYSO tour this year. Currently, Mr. Johnson is doing preliminary work for a possible international tour in the 2007-2008 season.

CAPA Concert  (February 7, 2007)

The schedule for the CAPA Concert follows:

 8:30 am                        PYSO to watch the PSO rehearse.
Mr. Tamburri, President and CEO of PSO, will attend.
Noon                           Lunch
1:00 pm                        PYSO Concert at CAPA
2:00 to 3:00 pm       Return to Heinz Hall

The projected audience for this event will be the CAPA students, and the children from several of the inner city schools. (The CAPA Concert was subsequently cancelled due to bad weather and school cancellations.)

Miscellaneous

Ms. Barbara Thompson from the Three Rivers Young People’s Orchestra attended PYSO last week asking for volunteers to join the upcoming TRYPO tour.  There were some PYSO volunteers and Mr. Johnson asked that parents encourage their students to participate.

Mr. Johnson discussed next year’s practice schedule which will most likely continue to be held on Sunday evenings, but perhaps will be scheduled at an earlier time.

Luncheon Committee

Ms. Campbell reported that she had many good volunteers, and she thanked them for their work to date. Several others volunteered to assist with the luncheon on the day of the CAPA concert.

Next Meeting

The next parents’ meeting will be held before the final concert of the season. It will consist of the election of officers and will summarize the events of this season and will project activities for the upcoming one.

A motion was made and moved to close the meeting.  The meeting was adjourned at 7:27 p.m.

Respectfully Submitted
Kelly Maloney
Secretary
February 21, 2007

PREVIOUS MEETING:
Sunday, September 17, 2006 at 6:15 PM at Heinz Hall
Meeting Minutes
September 17, 2006

Introductions and Purpose

Mr. Craig Johnson opened the meeting by informing the group that the primary purpose of PYSOPA is to support PYSO programs and activities.

Mr. Johnson introduced two of the PYSO Board members,  Ms. Kim Jackson, Vice President and Ms. Antoinette Tuma, liaison between the PYSO board and the PYSO parent organization.  Ms. Jackson reported on the goals established by the PSYO Board of Directors for the 2006-2007 year.  She stated that the most important goal was to raise funds to assist with PYSO and community service.  In this way the board hopes to be able to assist underprivileged children by exposing them to classical music.  The PYSO Board is specifically trying to reach out to students in 8th – 12th grade in the city schools.  A plan on how to implement this goal is currently underway.

Ms. Tuma explained to the group that her role would be to interact with both the PYSO Board and the PYSOPA and to report information between the groups.  She noted that she is looking forward to working with the group and then announced that there would be a 60th anniversary celebration of PYSO at the end of the year.  One of the key events planned for the celebration will include the invitation of all past PYSO alumni to perform with the group at the concert in May.  The PYSO Board has requested participation from the PYSO Parent Organization in organizing and planning the events.  The first meeting will be on September 27th at 6:30 p.m. at Ms. Tuma's home.  Ms. Lynn Kisseloff will be the parent representative.

Mr. Johnson explained that PYSO is not directly associated with the Pittsburgh Symphony Orchestra or Heinz Hall.  He then introduced Ms. Janet Kotcher, President of the PYSOPA.

Ms. Kotcher explained that the PYSOPA board members work between the PYSO board, parents and the administrative staff of PYSO, Mr. Craig Johnson and Ms. Eve Goodman.

Ms. Kotcher thanked the attendees and introduced the officers for 2006-2007 noting that the position of Vice President was still open.

Mr. Matt Maloney nominated Ms. Laura Campbell for the position of Vice President.   Mr. Steven Brookes moved to second Ms. Campbell’s nomination.  Ms. Campbell was elected to the position by a voice vote.

2006-07 Officers:
Janet Kotcher, President
Laura Campbell, Vice President
Kelly Maloney, Secretary
Steve Brookes, Treasurer

Secretary’s Report

Mr. Maloney reviewed the minutes of the last meeting for Ms. Kelly Maloney who was not present.

Mr. Brookes reviewed the current financial statement of accounts.  Approximately $566 remains from the previous year.  The main expenses are to provide lunches for three concerts during the year, and the costs involved in the production of a yearbook.  The printing of the yearbook costs about $1,400.

Within the past year, the groups had $2,180 in income and spent $2,599, resulting in approximately $420 more spent than generated in the last year.

The cost for the three lunches for the students will be approximately $1,000.  Mr. Brookes also explained that the sources of income to the PYSOPA account are primarily generated from parent donations, other donations, tuition and other fees.

New Business:

Mr. Johnson reported that he had hoped to have the Student Handbook ready for distribution that evening, but that it was still being printed.  He further explained that the book lists the members, attendance rules, concert dress requirements, behavior etc.

Mr. Johnson also distributed the schedule for the upcoming year, but noted that additional changes could be possible.  For example, PYSO will be conducting “preview concerts”  this year which will be viewed as “dress rehearsals”.  One of the preview concerts will be held at the Lincoln Park Performing Arts Center in Midland, PA, one  will be held at CAPA, and the third location has not yet been confirmedThe CAPA concert will be a daytime concert, which would necessitate being excused from school. This could pose a hardship for some people, and Mr. Johnson said that in such cases, a student could be excused from the concert.

Mr. Johnson stated that all changes would be posted on the web site and may be communicated via email.

           
Chair Auditions

Mr. Johnson noted that chair auditions for Violin I and II have been scheduled for 9/24. Viola auditions are scheduled for 10/1 and Cello and Bass will be on 10/15.   Emails regarding any changes will be sent to the affected students.

Pittsburgh Symphony Orchestra Tickets

Mr. Lawrence Tamburi, President and CEO of the Pittsburgh Symphony Orchestra, is also an alumni of PYSO.  He has offered the members of PYSO a Sunday subscription to the PSO performances.  This will include 14 concerts for a cost of $105 to members of PYSO and those family members living with a PYSO member.  These subscriptions will have full subscribers benefits.

Parents asked whether or not complimentary tickets would be made available to the students.  Mr. Johnson indicated that this is always a possibility however, they will likely be made available on short notice.

Presidents Report

Fundraising

Ms. Kotcher noted that the main purpose of the parent organization was to raise funds to provide lunches, a yearbook, and other services to the organization. Several options have been discussed for raising these funds, including mandatory fundraisers or paying a separate parents’ organization fee.

Ms. Kotcher also credited the excellent quality of the yearbook this past year to Ms. Rachel Tabachnik and the yearbook committee.  She stated that we wanted to continue to publish a quality publication but that the format could change. There is a discussion about combining the newsletter distributions and yearbook into a single publication.
           
Ms. Kotcher also stated that since there would be no trip this year, fundraising for trip purposes would not be necessary. However, it would be nice for the organization to host several social events for the students.  She requested that any parents who were willing to coordinate this should let her know.
Ms. Kotcher reviewed some of the fundraising activities within the past year.  She explained that there was limited participation in a number of the fundraisers, but that the Macy’s Shop For A Cause was successful.  It is likely that PYSO will participate in that fundraiser again in the spring.

A discussion ensued regarding possible fundraising opportunities.  Ms. Kotcher suggested making the Macy’s fundraiser or the selling of yearbook ads mandatory, or requiring a fee to support the lunches.  Either a flat fee or a minimum number of sales could satisfy the fundraising requirement.

Parents suggested compiling the yearbooks early and selling them at the concerts.  However, a concern was raised that we may not sell as many yearbooks as we have printed.  It was suggested that yearbook ads be sold to local businesses, family members and alumni.  It was also suggested that we publish a 60th anniversary issue.  In the past, local private teachers have also been willing to take out yearbook advertisements. It was also noted that the PYSO Board of Directors has been the organization to approach corporations and foundations on behalf of PYSO.  The outstanding efforts of the Board of Directors and the staff were noted with regard to fundraising.

There was also a suggestion to sell recordings of the concerts, but Mr. Johnson noted that he was concerned about copyright infringement issues relating to this type of sale.

Ms. Kotcher asked the parents to consider volunteering for the yearbook committee.  She explained that Rachel Tabachnik compiled the yearbook last year, so the group is in need of someone to chair this committee. Perhaps the group could outsource the yearbook to a professional organization, but this could be expensive. Ms. Kotcher volunteered to check that option, but anyone interested in leading the yearbook effort should contact an officer or someone in the PYSO office.  Additionally, the yearbook committee relies on parents for pictures of the various PYSO events. Please consider sharing photos that you take throughout the year with the yearbook committee. Finally, individual student photos are taken for the yearbook. In the past, portrait packages have been sold for approximately $12 for the basic package.

Ms. Campbell explained that she served on the luncheon committee last year. Three lunches are provided on concert dates between practice and the concert.  She said that this is a fun committee and that the students really appreciate the lunches.  She requested that parents volunteer to help with set up and clean up and that she would be willing to chair the committee.  She also requested that parents let her know of anyone who owns a pizza or sub shop that might be willing to provide a discount to the group.  Several people gave Ms. Campbell their names to volunteer for this committee.

Activities Committee

The parents were in favor of sponsoring several social activities for the students.  The idea of a potluck dinner prior to a concert was given as an example. Ms. Vicki Czarnek and Ms. Amy McDaniel volunteered to lead these activities.  It was suggested that these volunteers work on a fall activity and have a different group work on a spring activity. Ms. Goodman noted that on October 8 the Pittsburgh Symphony Orchestra would be performing the same piece that PYSO is working on right now..  Perhaps a social event between the afternoon PSO concert and the evening PSYO rehearsal would be a good time for the event.
 
The motion to adjourn the meeting was moved and seconded, and Ms. Kotcher adjourned the meeting at 7:35 p.m.  The next scheduled meeting of the PYSOPA will take place in January.

Respectfully Submitted
Kelly Maloney
Secretary
October 1, 2006

PREVIOUS MEETING:
Saturday, May 6, 2006 at Heinz Hall

Meeting Minutes

The meeting was opened at 10:55 a.m. Ms. Janet Kotcher opened the meeting by thanking Mr. Craig Johnson, Ms. Eve Goodman and Ms. Antoinette Tuma for all of their hard work the past year.

Secretary’s Report
Ms. Kelly Maloney reviewed the minutes from the January 14, 2006 meeting.

Treasurer’s Report
Mr. Steven Brookes was not available to attend the meeting.  However, it was reported that the account balance for the PYSOPO stood at  $1,342.60, and it was anticipated that the balance would increase slightly before the end of the year.  The expense for lunch for the students that day would be approximately $250.  Funds used throughout the years were used primarily for lunches for the students and the yearbook.  However, photo sales, additional yearbook sales and advertising sales should result in the ability to cover the costs of the yearbook.  Mr. Brookes will present a full summary at the beginning of the next season.

Yearbook
Yearbook ads were coming in only from a small number of students.  Parents were encouraged to “sell” at least two ads each.  This would result in a profit on the publication of the yearbook.
Ms. Kotcher thanked Rachel Tabachnick for all of her work on the yearbook.  Additionally, Ms. Kotcher thanked the parent yearbook committee for all of their assistance.  Ms. Kotcher noted that additional volunteers would be needed for next year as Rachel’s daughter graduated last year.  It would be helpful for volunteers to have software, photography and book lay-out skills.
Yearbooks were to be distributed at one of the pre-tour rehearsals. 
Candid shots of the students were still needed and could be emailed to Rachel Tabachnick, Janet Kotcher or Dany Noele De Filippis.

Luncheon Committee
Ms. Kotcher thanked Heike Fuggetta for her work in organizing the luncheons the past year.

Spring Fundraising
Ms. De Filippis reviewed the past years fundraising projects.  In general she reported that fundraising goals were not met.  The fundraising committee was open to new fundraising ideas, as it seemed that perhaps there were too many fundraisers with too little participation.

Enjoy Books Fundraiser – It did not seem that the parents were aware of the fundraiser and response was poor.  Only 9 or 10 students participated in the fundraiser.

Macy’s Shop For A Cause – This was one of the most successful fundraisers with over 100 people participating.

Community Partners Fundraiser (in progress at time of meeting).  Mr. Johnson reported that PYSO students had an opportunity to participate in the Community Partners concert on June 15th.  The Pittsburgh Symphony Orchestra works with other organizations to sell tickets for their concerts.  If PYSO members sell tickets and PYSO is designated as the community partner, PYSO will receive 100% of ticket proceeds.  However, Mr. Johnson reported that ticket sales had been very slow.  We have taken in about $2,000.  Only 30 tickets were sold designating PYSO as the recipient.  Only 2 students have returned orders (small orders).  A suggestion was made that each student be required to sell 2 tickets or to purchase them for themselves. 

Other Fundraising Ideas
An idea to sell flowers to parents of the students prior to concerts was discussed by purchasing the flowers wholesale and selling them at a profit.  Mr. Johnson indicated that this had not been successful in the past as many of the students are in college and their parents were often not in town for the concerts.         
The group discussed having one large fundraiser that would be mandatory for each student.  It was also suggested that students be required to either personally take out a number of yearbook ads or sell a number of ads.
A discussion ensued regarding the possibility of raising tuition.  There was an indication that this would be difficult as scholarship funds are limited and raising tuition would place additional strain on limited funds.  The group then discussed raising tuition and those who couldn’t pay the higher tuition would pay a lower tuition and fundraise to meet the difference.  Additional discussion occurred in which the group felt that clarifying the purpose of each fundraiser for the parents could elicit more participation and the yearbook ads seemed like a viable suggestion.

Tour Report
Mr. Johnson distributed  the tour itinerary.  Rehearsal dates have been added preceding the tour.  A chaperone meeting has been added for June 18th.  Additional specific information has been added to the itinerary. The group was evenly split between Six Flags and the Mall/Smithsonian for the free day option.
Eight chaperones have signed up for the tour. There is no tour planned for the 2006-2007 season as it has become too ambitious for an annual tour. Rooming assignments had been made and some additional tweaking was occurring with assignments.

Special Event – 2006/2007 Season
The next season is the 60th anniversary for PYSO and the PYSO administration is working on a significant event for the season.  Currently PYSO is envisioning an alumni concert.  Ideas for this event may include a concert combined with a social event and potentially a fundraiser.  This may entail using the last concert of the season for this event.  Mr. Johnson indicated that PYSO  would want to involve members of the parent organization on the organizational committee.

Old/New Business
Mr. Johnson addressed the time change for rehearsals next season.  He indicated that historically for many years,  PYSO met on Sunday mornings.  Two years ago this was moved to Saturday afternoon which was a logical time and day, after which it would be  reevaluated.  The Saturday afternoon rehearsals conflict with PMEA, college visits, SATs, sports events etc.  Upon reviewing all of the input from the students and parents,  Sunday evening seemed acceptable.  Additionally there are constraints such as the availability of Heinz Hall and Mr. Meyer.  The best option as a result was Sunday evenings with a likely rehearsal time from 6:00 p.m. – 9:00 p.m. 

Election of Officers  (2006-2007)
Nominations were received from the floor:
  President – Janet Kotcher
  Vice President -  
  Treasurer – Steven Brookes
  Secretary – Kelly Maloney

Nominations were closed.  All voted in unanimously elected.  Election of a Vice President was deferred until the first meeting of the new season.

Meeting concluded at 11:35 a.m.

Respectfully Submitted by Kelly Maloney, Secretary
September 12, 2006

PYSO Parents’ Association
Meeting Minutes
Saturday, January 14, 2006

Mr. Craig Johnson opened the meeting with introductions of himself and Eve Goodman. Mr. Johnson noted that Eve Goodman has 45,000 flyers for area schools for the upcoming concert.  Mr. Johnson asked for assistance if parents could help distribute the flyers so the organization can save mailing costs.

Ms. Janet Kotcher, President, called the meeting to order at 1:35 p.m.  A sign in sheet was circulated.

Secretary’s Report
Ms. Kelly Maloney reviewed the minutes from the previous meeting and noted that the minutes were posted on the Members Only section of the PYSO web-site.

Treasurer’s Report
Mr. Steve Brookes reported the current account balance of $788.51.  He also reported that $183 was spent on pizza and $99.25 on lunch food for the group prior to the November concert.

Mr. Brookes noted that our bank account had been switched to PNC Bank which is the same bank that PYSO uses.

President’s Report
Ms. Kotcher noted that Antoinette Tuma is the liaison to the group from the PYSO Board.  She could not attend today’s meeting, but welcomes receiving phone calls and email for suggestions/questions from the parent group.

Fundraising
Ms. Kotcher noted that there was not a lot of participation in the fall fundraising events.

Fall Fundraising Results:

Shop For A Cause
•   Flyers with in-store discounts from Macy’s were available. Each flyer sold for $5 each, and the full $5 was credited to the student’s account. The students sold a total of 103 flyers. There was an additional promotion to earn money for the organization, but we did not sell enough flyers to qualify. 

Enjoy Books/Reader’s Digest
•  50% of the students sold the Enjoy book; 75 books total were sold.  Each book contributes $7 toward the student’s account. 

• 19% of the students participated in the Reader’s Digest fundraiser.  Most students who participated sold about 5 or 6 magazines.

Spring Fundraising Opportunities/Ideas/Discussions:

Candy
•  Candy is usually a big seller.  Vicki Czarnek researched selling “Symphony” bars.  Our cost would be $0.42 per bar and each could be sold for $1.00 per bar.  Further discounts are available if more bars are sold.  Unsold items can be returned for a restocking fee.  It was suggested that we sell candy at the concerts, but Curtain Call gets a 20% cut of the sale.  It was also suggested that we ask Hershey to donate some of the candy.

 •  Parents also discussed selling Anderson or Sarris Candy prior to Easter.  Generally the parents thought that candy sales were a good idea.  Toni Marie Klavin will research other candy manufacturers as well where we could realize at least 40% profit on our sales.  A decision about the candy sales will occur shortly.

Cookbooks
•  Vicki Czarnek also suggested that we might consider making cookbooks with the orchestra members’ favorite recipes and some personal anecdotal information.  Parents generally felt that this might be an idea to explore for next year, but that time was too limited to pursue for this year.   

Shop for A Cause
•  Ms. Kotcher explained that this fundraiser required very little effort on her part and that we could make this available to the student’s again in the spring.

Solicit Contributions at the Concert
•  A discussion was held regarding the possibility of soliciting contributions in the lobby of Heinz Hall either just prior to or just after the concert.  The discussion included requesting each attendee to pay a $1 voluntary offering and asking one of the students to make an appeal to the audience before the concert ended.  Students might also want to play in the lobby with an open music case.  Mr. Johnson said he would speak with the students.  An admission price will also be charged for the concert at St. Barnabas, but the profit will be used to cover the costs of printing programs and tickets.

The Sock Lady
•  One of the parents was researching “The Sock Lady”.  These are fun, silly socks that cost $18 a pair with $9 going to the organization.

Fund-Raising Survey Results
Mr. Johnson reviewed the results of the on-line fundraising survey sent to the students and parents:

Student Responses:
1.    Interested in participating in a fund-raising project in order to earn money for the tour:
 57% Maybe, 31% Yes, 12% No

 2.    How much money do you want to earn:
 Any amount will help…75%, $500-$750…10%, $1,000….6%, $250-$500…4%,            up to $100…2%

3.    In which fund-raisers did you participate in the fall?
None 60%, Enjoy 22%, Readers Digest 12%, Shop For A Cause 6%

4.    If you did not participate, what is the reason?
48% not interested, 20%  n/a, 15% not aware of them, 17% other

5.    Which of these would you support in the spring of 2006?
 Benefit Concert 84%, Candy Sale 49%, Raffle 45%, Shop For A Cause 35%,
Other Suggestions: Candy Bars, Play-a-thon, Entertainment, Books, Street Performances, Ice Cream Toppings, Carwash

Parent Responses:
1.    Interested in participating in a fund-raising project in order to earn money for the tour:
50% Maybe, 41% Yes, 9% No

2. How munch money do you want to earn?
Any amount will help…60%, $250-$500…15%, $750-$1,000…10%, $100-250…5%,    $1,000…5%, up to $100…5%

3. In which fund-raisers did you participate in the fall?
Enjoy 52%, Shop For A Cause  33%, None 29%, Readers Digest 19%

 4. If you did not participate, what is the reason?
43% other, 29% n/a,     14% not interested, 14% not aware of them, 14% Don’t need to,     7% parents out of state

5. Which of these would you support in the spring of 2006?
Benefit Concert 58%, Candy Sale 42%, Raffle 47%, Shop For A Cause 47%, Other: Giant Eagle Gift Cards, magazine sale, Play-a-thon with open violin case, strip tickets, chamber orchestra/chamber groups, food sale such as hoagies or pizzas

Mr. Johnson stated that the students were in favor of a benefit concert, but they may not understand that they would have to sell the tickets.  This activity may need to wait until next year.

Ms. Kotcher explained that information on additional fundraising projects for the spring would be forthcoming to the parents.   

Yearbook
Ms. Kotcher noted that the yearbook cost $1,500 to produce, and emphasized the need for both business and individual ads that could cover the cost of the yearbook.  Each student receives a free copy of the yearbook and the book is used by the PYSO organization for promotional activities. 

Ms. Kotcher introduced Ms. Rachel Tabachnik who has agreed to coordinate the yearbook again this year.  There is an expanded committee who will assist Rachel:  Janet Kotcher, Dany-Noel DeFillipis, Steven Brookes and Lynn Kisseloff. Since many of these parents have senior members of the orchestra, additional parental involvement is needed now to prepare for next year’s book.     
   
Individual and Group Photos
Individual photos will be taken on February 4th during dress rehearsal.  Students are to come to the rehearsal in full dress.  Forms will be sent in the next few weeks to order individual student photos packages.  PYSOPA is also considering adding a group photo to the package.  

Ms. Tabachnik reviewed and emphasized the following things that will be needed in order to compile the yearbook:

A package of forms will be distributed in the next few weeks.  This packet will include the photo order form.  Rachel explained there are usually not opportunities to view the photos in advance, but they are inexpensive.  One yearbook will be provided free to each member, but you can order additional copies. There will also be information on how you can help sell ads, both personal and business.  It was suggested that students could consider placing and ad to thank a special teacher or tutor.    A biography form for your student will also be included in the packet.  The importance of receiving all of these forms promptly was emphasized.  For example, if the committee doesn’t receive the biographical information, the student won’t have any information listed under their picture.  Parents requested that the forms be emailed to them as well so they make sure to get them. It is still preferred that the forms be returned via hard copy.  PYSO will look into emailing the forms in a pdf-file.

A lot of photos are required for the production of the yearbook.  Several thousand photos are usually taken to produce a book.  The vast majority of the photos needed are candids, practice, lunches and behind the stage pictures.  Ms. Tabachnik noted that the use of a flash usually doesn’t work if you are shooting pictures of the stage as the flash only provides light for an additional  8-10 feet.  Long distance shots are usually good without flash. Ms. Tabachnik  requests that everyone send the photos to her  as quickly as possible to Racheltab@aol.com. Please email pictures individually to her as the files are very large. If you send a disk, send individual .jpg (just as it comes from your camera) instead of a slide show. In the subject line, please put PYSO or PYSO pictures so she can easily identify.  Make sure to identify the picture as Ms. Tabachnik won’t necessarily know the student or what concert.  She can take hard copy prints, but would prefer digital pictures.

If you make a personal ad for your student, you can put it together yourself or Rachel is willing to assist you.  If you put it together yourself, send the picture separately as well. 

Ms. Tabachnik already has several thousand Europe pictures.  Additional European pictures may be sent, but she is not really in need of these.  She would like to include a shot of each student.

She is in need of candid and concert shots for this season.  If everyone sent pictures of their own student, everyone would be covered.

Lunch Committee
A thank you to Heike Fugetta for organizing the luncheon.  She will also organize the luncheon for the February concert.

Volunteers were needed for the upcoming concert for set up/clean up, coolers with ice, picking up food, etc. The following parents volunteered to assist:

• Toni Marie Klavin – cooler, will also help with clean up
• Laura Campbell - cooler
• Steve Hawkins – cooler

Mr. Johnson requested that we not  buy paper products since we have left over paper products from previous functions.  It was also noted that we needed to provide lunch for the Saturday concert only, not the Sunday concert.

Tour
Mr. Johnson reported that the upcoming tour is the least complicated of the 3 year touring cycle.  Several parents have commented that $1,000 seems like a high price for the tour given the cost of a 2 week tour last year to Europe.  Mr. Johnson explained that it is very expensive to tour with an orchestra, rent concert halls, pay tour companies, etc.  The $2,500 paid per student last year, was supplemented by very significant fundraising and grants raised by the organization.

This year there will be no major organizational fundraising for this tour.  PYSO  is more likely to receive grants after several years rather than requesting donations from foundations every year.  This year all of the expenses will be born by the participants.  The final concert will be at a great concert hall that is similar to the Gewandhaus in Germany.

Some students are having scheduling conflicts with the scheduled tour.  Mr. Johnson will try to work with the students on summer camp and other timing issues.  Mr. Johnson requested that parents let him know immediately if there are conflicts.

Tour Payments
$100 is due now with installments due in January, February, March or April of $300 each.  Fundraising credit will be applied toward the last payment. fundraising until the final payment.

Tour Status
The itinerary for the tour is still under development.  Mr. Johnson also reviewed the tour survey results:

Tour Survey of Students:

• Percentage of students wishing to include these sites:

80 % White House Tour,  75%  Washington Monument, including entrance to top,> 63%  Jefferson, Lincoln, Vietnam, WW II, Korean, Marine Corps (Iwo Jima) and other Memorials,  51%  After-Dark Lighted Memorial Coach Tour, 49%  Ford’s Theater & Peterson House, 47%  Kennedy Center,  45%  Capitol Hill Coach Tour: US Capitol, Supreme Court Building, Library of Congress,  45%  Arlington Cemetery, Tomb of the Unknowns, Changing of the Guard and the Kennedy Gravesites,  43%  National Cathedral,  24%  Embassy Row, 14%  Old Post Office Pavilion, 

Preference on these sites and activities:
Some excursions will incur additional cost.  Percentage of students wishing to include these excursions:

75%  Six Flags Theme Park in Largo, MD,  61%  National Zoo, 73%  Smithsonian Institution, 47%  The Holocaust Museum,  41%  National Air & Space Museum, 27%  Mount Vernon and Historic Alexandria

A discussion regarding the top choice was held.  Chaperones may not be going with each group of students based on age, etc.  Parents have to give permission.  Mr. Johnson indicated there would be two choices.  For example, one group may go to Six Flags and one group going somewhere else.  Depending upon what is chosen, a group could go via the metro vs. a bus trip.

Mr. Johnson is functioning as the tour manager for this trip to contain costs.

Other Items
An email regarding the tickets for the St. Barnabas concert was previously sent.

Kathy Bakkila suggested that we provide a service to our community by collecting used instruments to distribute to students or communities in need.  This would be particularly helpful for communities struck by Hurricane Katrina.  One the parents noted that CAPA is working on a similar project via a benefit concert.  Parents should let Mr. Johnson or Ms. Kotcher know if you can assist in this effort.

Ms. Kotcher noted that the last meeting of the year would include the election of officers and additional information about the tour.

Ms. Kotcher made a motion to adjourn.  A second to the motion was made and the meeting was adjourned at approximately 2:50 p.m.

Submitted
Kelly Maloney, Secretary
1/21/06 


 
PYSO Parents’ Association
Meeting Minutes
Sunday, September 11, 2005

Ms. Janet Kotcher, President called the meeting to order at 1:10 p.m.  Ms. Kotcher introduced Ms. Danny-Noelle DeFilippis, Vice-President.  An attendance list was circulated for parents to sign.

Election of Officers
Ms. Kotcher explained that several officers needed to be elected for the 2005-2006 season.  Steve Brookes was nominated as Treasurer and Kelly Maloney as secretary.  Both nominations were made, moved and approved by the group.  It was noted that the financial books were provided to Mr. Brookes just prior to the meeting.

Financial Report
Ms. Kotcher gave a brief financial report.  Three fundraisers had been held last year.  The Parents’ Association contributed $2,000 to help defray the overall costs associated with the European Tour.  Students raised $4,500, which was used to defray the costs of the trip for individual students raising the funds.  There is currently $532.96 in the account with no outstanding bills.

PYSO Parents’ Association Function Review
Ms. Kotcher reviewed the purpose of the organization for all new parents.  Traditionally, the main functions of the organization are to provide lunches on concert days or extended rehearsal days, coordinate fundraising for the students and develop an annual yearbook.  The Parents’ Association can assist in other activities as needed or requested.

Lunch Committee
The Lunch Committee will provide lunch to PYSO members on days of rehearsal/concerts or as needed.  The committee needs to coordinate the ordering, paying and dissemination of the food at appropriate break times.  Volunteers for the Lunch Committee include:  Heika Fugetta, Cindy Bloss, Kathy Bakkila and Lynn Kisseloff.

Yearbook Committee

• Ms. Kotcher distributed the yearbook from the previous year as a sample of yearbooks published in the past.
• The production costs of the yearbook are usually covered from portrait and ad sales.
• The yearbook costs approximately $1,500 to produce and is usually distributed in May or June.
• The committee will need to take pictures, work with the professional photographer for the student portraits, assist with ad sales and work to assist with the lay-out of the book.  Previously Rachel Tabachnik worked with Adobe Pagemaker software to develop the yearbook.  The only costs were those resulting from the actual printing of the yearbook.
• The committee will need to assist in taking candid shots throughout the year.  Either digital or paper pictures may be used.

Volunteers for the yearbook committee are:  Shana Crouch, Vicky Czarnek and Laura Campbell.  Other parent volunteers are welcomed as well.

Fundraising
Ms. De Fillipis introduced the fundraising projects for the year.  She explained that fundraising is not mandatory and that all funds raised will be directly attributed to the student who raised them to defray trip costs.  Previously there were membership dues for parents.  Currently however, the tuition covers expenses such as the provision of lunch on concert days.

Enjoy Books
Ms. De Fillipis will coordinate this fundraiser.  Packets were distributed to all students at the first rehearsal.

• Enjoy Books provide discount coupons for restaurants, entertainment and services in and around the Pittsburgh area.
• Students are to return forms to let the Parents’ Association know how many books each student will sell.
• Books will be distributed at next week’s rehearsal.
• Each student will receive $9 for each book sold.  Cost of each book is $25.
• All money will need to be returned by the end of October.
• Unsold books should be returned sooner to see if another student can sell them.

Readers Digest

• Demetrios Yandrich    provided an overview of the Readers Digest/QSP program.  The program provides the opportunity for students to sell new and renewal magazine subscriptions, in addition to CDs, books etc. and receive 40% of the profit of the items sold.
• Students were provided packets with order forms and lists of the available items. 
• The money does not need to be collected by the student at the time the order is placed.  The subscriber will be billed for all orders directly by the company.  The proceeds for the organization will be in the form of a check cut from Reader’s Digest.
• Order forms will be collected by Toni Marie Klavin with plans for all forms to be submitted no later than one week after the 11/8/05 concert.  Students may return forms to Dalena Klavin at rehearsal.
• Students can also participate in the Direct Market Response Program where they provide names and addresses of out of area friends and family who may want to purchase these items.  Reader’s Digest sends information to these individuals directly.

Shop For A Cause

• Students can sell one day shopping passes good at all Macy’s stores.
• The cost of each pass is $5, which provides the shopper with a 20% discount on merchandise, plus other bonuses.
• Macy’s will be contacting Ms. Kotcher about this project, but volunteers are needed to coordinate this event.
• Last year this fundraiser was conducted 2 times during the year.  We will try it this fall and if it successful, we may try it again in the spring.
• Volunteers to coordinate this fundraiser should contact Kelly Maloney or Janet Kotcher.

Tour Update
Mr. Johnson reviewed the PYSO touring schedule:

    -June, 2005 – European Tour
    -June, 2006 – Regional Tour
    -June, 2007 – National Tour

The cost to each student for the European Tour was $2,500.  The overall cost for the European Tour exceeded $500,000.  Mr. Johnson would like to keep the cost of the Regional Tour under $1,000 to each student.  Installments on the payments will be available and will begin around January.

Proposed tour dates for the Regional Tour are June 19-24, 2006.  The dates could shift slightly, but Mr. Johnson is trying to work around graduations, camps, Governor’s School etc.  Anyone with a planned graduation conflicting with that time should let Mr. Johnson know.

The Regional Tour will likely be to the Washington D. C. or to the Asheville, N.C.  Details on the tour will be finalized in the next few weeks and communicated to the students and parents.  PYSO would like to have approximately the same number of chaperones and companions as they had for the group in Europe.  The total group touring was approximately 135 people including students, chaperones and companions.


PYSO/PYSO Board of Directors

• Mr. Johnson reviewed that PYSO is not affiliated with the Pittsburgh Symphony Orchestra.  PYSO has a separate Board of Directors and budget.  Offices are located in Heinz Hall and the section coaches are members of the Pittsburgh Symphony Orchestra.
• Ms. Antoinette Tuma is the liaison to the Parents’ Association of PYSO from the Board of Directors.  Ms. Tuma was not able to be present at the meeting but is available to speak with parents.  Mr. Johnson has her contact information if anyone would like to speak with her.
• The PYSO budget is approximately $300,000 annually which is roughly comprised of:  1/3 grants, 1/3 tuition and 1/3 raised funds.
• Mr. Johnson reviewed the Photography Policy that no flash photographs were to be taken during concerts.

Future Meetings
Ms. Kotcher stated that another Parents’ Association meeting will likely be called after the winter holiday season and another meeting will be held at the end of the season.

Minutes to the meetings will be posted under the Members Only site on the PYSO web-site.

This concluded the meeting.  A motion was made, moved and accepted to adjourn the meeting.

Submitted by:
Kelly Maloney
Secretary
9/14/05