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Ga9r!Maqrganists 475 RIVERSIDE DRIVE • SUITE 1260 • NEW YORK, NY 10115 • 212-870-2310 FAX 212-870-2163 • E-MAIL Info@Agohq.Org • WEB SITE ~~!!A~~!!o 9.!ttc!GA9r!MAQrganists 475 RIVERSIDE DRIVE • SUITE 1260 • NEW YORK, NY 10115 • 212-870-2310 FAX 212-870-2163 • E-MAIL [email protected] • WEB SITE www.agohq.org January 29, 2019 Dear Members of the National Council: The enclosed agenda package contains reports for the meetings of the National Council, which will be held on Tuesday, February 5 (with Regional Councillors) and Wednesday, February 6 at The Belamar Hotel, 3501 Sepulveda Blvd., Manhattan Beach, CA 90266, tel:1-310-750-0300; website: www.thebelamar.com. You may access the agenda package online at https://www.agohq.org/nc-docs/ . The password is: AGOhq2019. Your room reservation is at the Belamar Hotel based on your previously requested room nights given to my assistant, Eric Birk. The reservation is confirmed under your name in the group "American Guild of Organists." A reservation confirmation number has been sent to you by the hotel under separate cover. Please contact Eric if you have not yet received your hotel reservation confirmation. All day Monday will be devoted to the Leadership Expo with leaders from chapters and districts in all regions of the AGO present. On Tuesday, we will welcome Brian Parks, Coordinator of the Atlanta Convention, who will present their program and budget. Strategic Planning will then be led by the 2B Communications consultants Elizabeth Bailey and Nancy Schmidt. A preliminary schedule of all meetings and events for all Councillors follows: • Sunday, February 3, 5:00p.m.- Dinner for those who arrive in time • Sunday, February 3, 7:30p.m. (optional).- Paul Jacobs Organ Concert at Walt Disney Concert Hall, 111 South Grand Ave, Los Angeles, CA 90012 (Tickets online at https://www .laphil.com/events/performances/293/20 19 ~ 02-03/paul-jacobs/. The concert may already be sold out.) . • Monday, February 4- Leadership Expo 9:00 a.m.-4:00p.m. • Tuesday, February 5- National Council and Board of Regional Councillors 9:00 a.m.- 4:15p.m. Leadership Expo Review and Strategic Planning • Wednesday, February 6- National Counci19:00 a.m. - 3:00p.m. All business meetings on Monday will be in the Sunset Ballroom. Meetings on Tuesday and Wednesday will be in the Ventura Room of the Belamar Hotel. We will have coffee each morning and group lunches each day. I look forward to being with you in Los Angeles. Executive Director Enclosures cc: Board of Regional Councillors AMERICAN GUILD OF ORGANISTS MEETING OF NATIONAL AND REGIONAL COUNCILLORS Tuesday, February 5, 2019; 9:00 a.m.-5:00 p.m. MEETING OF THE NATIONAL COUNCIL Wednesday, February 6, 2019; 9:00 a.m.-3:00 p.m. The Belamar Hotel, 3501 N Sepulveda Blvd, Manhattan Beach, CA 90266 Phone: (310) 750-0300 AGENDA Tuesday, February 5, 2019 8:30 Continental breakfast: Hotel 8:55-9:00 Welcome, Michael Bedford 9:00-9:30 Review of Leadership Conference, David Lamb, James Thomashower 9:30-10:45 Atlanta National Convention Presentation, Brian Parks, Chair 10:45-11:00 Break 11:00-12:00 Strategic Planning Presentation, Elizabeth Bailey, 2b Communications 12:00-1:00 Lunch: Hotel 1:00-2:00 Strategic Planning Small Group Discussions 2:00-3:00 Small Group Evaluations, Elizabeth Bailey 3:00-3:15 Break 3:15-4:15 Reflection on Time Spent with Elizabeth Bailey 4:15 Adjourn 4:15 Private Meeting of the Sexual Harassment Task Force, Eileen Hunt Wednesday, February 6, 2019 8:30 Continental Breakfast; Hotel 9:00-9:15 Minutes of National Council Meetings National Council WebEx Meeting, November 6, 2018 National Council WebEx Meeting, December 11, 2018 National Council Zoom Meeting, January 15, 2019 9:15-9:30 President’s Report, Michael Bedford 9:30-9:45 Vice President/Councillor for Competitions and New Music, Eileen Hunt 9:45-10:00 Secretary/Councillor for Communications, Mary Stutz 10:00-10:20 Treasurer/Councillor for Finance and Development, Barbara Adler 10:20-10:30 Break 10:30-11:00 Discussion of Proposed Investment Policy Booklet, Barbara Adler 11:00-11:30 Phone Chat with Auditors, James Thomashower 11:30-11:45 Councillor for Education, Don Cook 11:45-12:00 Councillor for Conventions, Michael Velting (by phone) 12:00-1:00 Lunch on our own 1:00-1:30 Convener of AGOYO, Jillian Gardner 1:30-1:45 Councillor for Membership, David Lamb 1:45-2:00 Convener of Regional Councillors, Vicki Schaeffer 2:00-2:20 Executive Director’s Report, James Thomashower 2:20-2:40 Sexual Harassment Task Force, Eileen Hunt 2:40-2:50 Calendaring of Upcoming National Council Meetings, Michael Bedford 2:50-3:00 Old Business/New Business 3:00 Adjourn comp hotel AGO DRAFT 2020 NATIONAL CONVENTION BUDGET 1-23-2019 Qty Cost Each Original Budget nights Acct. No. INCOME Advertising Convention Book Ads 36 $ 1,500.00 $ 54,000.00 Mobile App Ads 14 $ 750.00 $ 10,500.00 Website Ads 11 $ 500.00 $ 5,500.00 Attendee Bag Ads 20 $ 500.00 $ 10,000.00 Total Advertising Income $ 80,000.00 Exhibits Booth Rental 80 $ 900.00 $ 72,000.00 Demo Rooms - Small 1 $ 1,000.00 $ 1,000.00 Demo Rooms - Medium 1 $ 1,500.00 $ 1,500.00 Demo Rooms - Large 1 $ 2,500.00 $ 2,500.00 Insurance Collected (to be paid back) $ 1,200.00 Total Exhibits Income $ 78,200.00 Gifts & Grants Income Direct Grants $ 12,000.00 St. Cecilia $ 55,000.00 Underwriting Income $ 55,000.00 Peachtree Club 20/20 Club $ 20,000.00 Unsolicited General donations (web, direct) $ 2,500.00 Solicited Funds - Target Audience $ 500.00 Total Gifts & Grants Income $ 145,000.00 Hospitality Box Lunches (Tuesday and Friday) 750 $ 15.00 $ 11,250.00 St. Cecilia reception-Cash Bar 5 $ 150.00 $ 750.00 Dinners in Johns Creek-Wednesday 1000 $ 25.00 $ 25,000.00 Friday light dinners at St. Philips and PRUMC 1000 $ 25.00 $ 25,000.00 Egyptian Ballroom Reception - In House Catering 500 $ 50.00 $ 25,000.00 Total Hospitality Income $ 87,000.00 Registration Nov 1 2019 - Nov 30 2019 Young Organists early price (50% off) 20 250.00$ $ 5,000.00 Super Saver Regular 25% off regular 200 375.00$ $ 75,000.00 Super Saver Atlanta Chapter Regular 35% off regular 35 320.00$ $ 11,200.00 Super Saver Senior 30% off regular 100 350.00$ $ 35,000.00 Super Saver Spouse Partner 30% off regular 14 350.00$ $ 4,900.00 Super Saver Nonmember 16% off regular 4 500.00$ $ 2,000.00 Dec 1 2019-Jan 31 2019 Young Organists early price (50% off) 20 250.00$ $ 5,000.00 Early Regular 12% off regular 200 435.00$ $ 87,000.00 Early Atlanta Chapter Regular 30% off regular 35 350.00$ $ 12,250.00 Early Senior 20% off regular 100 395.00$ $ 39,500.00 Early spouse/Partner 30% off regular 14 350.00$ $ 4,900.00 Early Nonmember 8% off regular 4 550.00$ $ 2,200.00 Feb 1 2020-March 31 2020 Young Organists (50% off) 20 $ 250.00 $ 5,000.00 Regular 130 495.00$ $ 64,350.00 Atlanta Chapter Regular 25% off regular 35 370.00$ $ 12,950.00 Senior 10% off regular 20 $ 450.00 $ 9,000.00 Spouse/Partner 30% off regular 5 $ 350.00 $ 1,750.00 Nonmember 2 $ 595.00 $ 1,190.00 Apr 1 2020-Convention Young Organist (Cheaper than Base Price) 20 $ 450.00 $ 9,000.00 Regular - Final Registration 100 $ 545.00 $ 54,500.00 Atlanta Chapter Regular - Same as Base Price 35 $ 495.00 $ 17,325.00 Senior (5% off) 20 $ 475.00 $ 9,500.00 Spouse/Partner (10% off) 5 $ 450.00 $ 2,250.00 Nonmember - Same as Regular Base Price Plus $105 2 $ 600.00 $ 1,200.00 DAILY RATE 2 days max 60 $ 150.00 $ 9,000.00 Total Registration Income 1200 $ 480,965.00 Ticket Sales Misc Sales - $20 ticket x 5 concerts x 40 tickets $ 4,000.00 Total Ticket Income $ 4,000.00 Transportation Regular 800 $ 175.00 $ 140,000.00 Young Organists 60 $ 100.00 $ 6,000.00 Total Transportation Income 860 $ 146,000.00 TOTAL INCOME $ 1,021,165.00 EXPENSES General & Administration Office Supplies $ 500.00 Bank Charges 31 $ 15.00 $ 465.00 Printer for Convention Office $ 200.00 Paper Printer Cartidges 6 B/W, 6 Color Chapter Meeting Dinner $ 2,000.00 Meeting Expenses $ 500.00 Form 990 Nonprofit Tax Return Preparation $ 1,500.00 Smart-sheet Fees $ 1,500.00 Contingency Fund $ 35,000.00 Total General & Administrative Expense $ 41,665.00 Exhibits Exhibits contracted services $ 12,000.00 Postage/Printing $ 250.00 Liability Coverage $ 2,000.00 Total Exhibits Expense $ 14,250.00 Facilities Ebenezer Baptist Church Tuning $ 750.00 Rental Fee $ 1,000.00 Security $ 350.00 Audio Tech Fee $ 150.00 First Presbyterian Church of Atlanta Tuning $ 2,000.00 Rental Fee $ 1,000.00 Security $ 100.00 Audio Tech Fee $ 100.00 Saint Luke's Episcopal Tuning $ 1,500.00 Security $ 325.00 All Saints Episcopal Tuning $ 500.00 Lutheran Church of the Redeemer Tuning $ 1,800.00 Security $ 80.00 Audio Tech Fee $ 160.00 Holy Innocents' Episcopal Church Tuning $ 850.00 Sacred Heart Catholic Tuning $ 500.00 Rental Fee $ 750.00 Security $ 208.00 Audio Tech Fee $ 104.00 First Congregational Church Tuning $ 500.00 Rental Fee $ 750.00 Security $ 208.00 Audio Tech Fee $ 104.00 First United Methodist Church of Atlanta Tuning $ 500.00 Security $ 200.00 John's Creek UMC Tuning $ 1,500.00 Rental Fee $ 250.00 Audio Tech Fee $ 300.00 The Temple Tuning $ 350.00 Rental Fee $ 1,800.00 Security $ 700.00 Peachtree Christian Tuning $ 500.00 Security $ 200.00 Immaculate Heart of Mary Tuning $ 1,300.00 St.
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