Study Group Meeting 2011 Minutes

ICTM STUDY GROUP ON PERFORMING ARTS OF SOUTHEAST ASIA (PASEA)

GENERAL/BUSINESS MEETING

MEMORIAL UNIVERSITY OF NEWFOUNDLAND

ST. JOHN’S, NEWFOUNDLAND, CANADA

SUNDAY 17 JULY 2011

MINUTES (UNAPPROVED)

Place: School of Music, Room 2017; 5:50PM

1) Call to Order

The Meeting was called to order by Dr. Patricia Matusky at 5:50PM.

2) Attendance List

The Chair requested those present to sign their names on the attendance list that was circulating.   See attached List at the end of these Minutes.

Old Business

3) Approval of Minutes of Business Meeting, held 12 June 2010, Republic Polytechnic, Singapore.

A motion to approve the Minutes of the Business Meeting of 12 June 2010 was proposed by Mohd. Anis Md. Nor and seconded by David Harnish.  All voted to approve the Minutes.

 

4) Status of the PROCEEDINGS of the 1st Symposium of PASEA, held in Singapore, 2010. (Mohd. Anis, Chair of Publications Committee)

Mohd Anis Md Nor, Chair of the Publications Committee, reported that all papers submitted for the Proceedings had been edited on time, the publication had been printed, and copies were now available for purchase at the Conference for CAD 20.00.  He encouraged all those present to purchase copies for the libraries in their respective institutions.

To a question about producing an electronic copy of the book, Anis explained that it was possible but was a big job.  It was recommended to keep the Proceedings in hard copy format for the next few years. The meeting also agreed to deliberate further about this at the next business meeting.  There would be a need to find a place to host the electronic file.

Regarding housing copies of the volume, a possible site in Kuala Lumpur and one in Penang had been identified.  This was at the offices of the NusPARC (Nusantara Performing Arts Research Center), one of the sponsors for the publication of the current Proceedings.

In answer to a question regarding marketing, Anis explained that he would send copies to Select Books in Singapore (where he had sent the Ethnochoreology Proceedings) who would list the books for sale on Amazon.com. 

Meanwhile, a book order form would be developed, and a notice about this order form will be emailed to the members and posted on the Study Group’s user site (sites.google.com/site/PASEAStudyGroup). All contributors of articles receive one free copy, while editors receive two copies, however, everyone will have to pay the packaging and shipping cost from Malaysia  to local addresses.

All agreed that the size, format, and the high standard of publication, as seen in the 1st Proceedings,  should be maintained for future Proceedings of this Study Group’s Symposia. 

David Harnish proposed that Anis continue on as Chair of the Publications Committee, and this was seconded by Margaret Sarkissian and Jennifer Fraser.   This was endorsed by the members present.

It was noted that Mohd. Anis as Publications Chair can select members for his editorial committee from the host country of each forthcoming symposium and from the general membership as well.

It was agreed that Hanafi Hussin continue on as production consultant, since he developed this high quality publication and has the PDF template. 

 

5) Final report on the financial status of the 1st Symposium (Joyce Teo, Local Arrangements Chair in 2010) (not available at the time of the Business Meeting).  The Report was submitted by  Joyce Teo on 26 July 2011:

ICTM STUDY GROUP ON THE PERFORMING ARTS OF SEASIA

INAUGURAL SYMPOSIUM JUNE 2010 (SINGAPORE)

Financial Report

Introduction

      1)    The symposium was hosted by Republic Polytechnic Singapore and held at the Republic Cultural Centre.

2)    An Event Manager (Tania Goh of Saltshaker Productions), was appointed 3 months prior to the event to look into publicity and marketing, booking of hotels, registration of delegates and overall management of the event itself.

3)    The event manager was supported by student interns from the School of Technology for the Arts, under the supervision of academic staff from the School.

Income

     4)    There was only one source of income, and that was from the payment of the symposium fee by participants. The fee structure was as follows:

·       Delegate fee for presenters: SGD$170 (adult) and SGD$150 (student)

·       Delegate fee for other public attendees: SGD$250 (adult) and SGD$160 (student)

·       Daily fee SGD$80 (adult) and SGD$60 (student)


     5)    Additional charges were levied for international delegates who needed airport pickup to hotel. Also, delegates who were not ICTM members paid an additional charge (the normal ICTM regular or student membership rate) for ICTM membership. Hotel charges were paid by the delegates directly and were not part of the registration fee charged.

 6)    A total of SGD$10,751 was collected, out of which SGD$1,396 was sent to ICTM for the new memberships.  As such the final amount collected was SGD$9,354.

Sponsorship

     7)    Sponsorship in kind: As the host organization, the Republic Polytechnic Cultural Centre waived the rental fee for the various symposium venues (presentation, performance, workshop and secretariat rooms) which added up to SGD$40,000 for the 3-day symposium. This included the salaries of the technicians and crew who managed the venues and high-speed internet connections.

8)    The School of Technology for the Arts at Republic Polytechnic sponsored the printing of all symposium marketing collaterals and programmes, and contributed conference bags with folders and stationery. The gala dinner on the opening night was also sponsored by the School. The total amount of sponsorship in cash terms added up to SGD$5,000.

9)    The Opening Night Gala show, entitled “Borobudur” featuring student performers from Semarang, Indonesia and accompanied by gamelan musicians from Singapore, Indonesia and the US, was organized by Firefly Mission with sponsorship from various well-wishers. The cost of the show, which amounted to SGD$30,000, was covered by these sponsors.

10)  Other performances by the Thai students, the Singaporean composers, Philippine kulintang ensemble, were provided on a voluntary basis. A transport allowance was provided for those who had to travel to the venue.

11)  All other costs, such as local transport of delegates and artists from hotels to symposium venue, morning and afternoon tea, administrative costs – phone calls, stationery, etc were paid for by the fees collected.

12)  Total expenditure for this symposium added up to SGD$85,000. With sponsorship amounting to $73,000 the final expenditure added up to about SGD$12,000.

13)  This meant that there was a SGD$2,646 deficit. This deficit was written off from the Event Management fee, as Saltshaker Productions had kindly agreed to give a discount in view of the shortfall.

14)  A detailed breakdown is attached at Annex 1.

 

Drafted by: Joyce Teo

Local Arrangements Chair, PASEA

Assistant Director (Academic), School of Technology for the Arts, Republic Polytechnic

Information correct as of July 2011

Annex 1

Final Financial Report of the 1st Symposium of the ICTM Study Group on Performing Arts of Southeast Asia

 10-13 June 2010

Income

SGD$

Remarks

 

 

Total Fees collected

$10,751.00

38 speakers, 9 public, 4 day passes plus ICTM

 membership fees

Less ICTM membership

$1,360.43

AUD$1,065

 

 

Less Bank charges

$36.39

DBS and Commonwealth Bank

 

Total Income

$9,354.18

 

 

 

 

 

 

 

 

Expenditure

SGD$

Remarks

 

 

Venue Rental and technical crew

$40,000.00

Sponsored by RP

 

 

Printing of Programme, etc

$3,000.00

Sponsored by RP

 

 

Opening Gala Show and Dinner

$30,000.00

Sponsored by RP & Firefly

 

Printing of Banners, Signage, Transport Claims

$1,200.00

 

 

 

Catering

$4,800.00

 

 

 

Event Management Fee (3 months work)

$6,000.00

 

 

 

Expenditure

$85,000.00

 

 

 

Less Sponsored items

$73,000.00

 

 

 

Total Expenditure

$12,000.00

 

 

 

 

 

 

 

 

Deficit (total income - total expenditure)

-$2,645.82

Event Management Fee to be discounted

 

6) Progress on Website/List-Serv

The Chair reported that the site currently used for the Study Group—groups.google.com/group/ictmsg-pasea — had become restricted by Google so that longer notices, announcements and reports to members (in the form of ‘documents’) could no longer be uploaded and posted there. However, this site will be retained to house the current email list and to post short notices to the members.  It is never to be used for personal correspondence between and among individual members of this Study Group.

Because of the Google change of features on the google groups site, this Study Group is now using the site — sites.google.com/site/PASEAStudyGroup — which is suitable for all longer documents including the Call for Papers, Reports and so on.  Although functional, this PASEAStudyGroup site looks rather plain at the present and is in the process of development.  The Chair asked for further suggestions regarding a website and list-serv.

Larry Witzleben mentioned that with the move of ICTM Headquarters to Slovenia and the expertise of the new Secretariat, the main ICTM site was expected to become more functional and user-friendly.  He postulated that the new Secretariat might be able to help the Study Group with the development of a new website / list-serv.

It was agreed to maintain the two existing google sites for now, and seek the assistance of the new Secretariat later.

Margaret Sarkissian mentioned that she was still receiving personal emails between other members that they sent via the Study Group’s google groups site.  The Chair again reminded members to use their own emails for personal correspondence.

 

7) Sub-Study Group proposals

The Chair announced the approval of the ICTM Sub-Study Group on the Performing Arts of the Muslim Communities in Southeast Asia, chaired by Prof. Mohd Anis Md. Nor.  She encouraged members, who may have particular interests in other aspects of Southeast Asian Performing Arts, to propose other sub-study groups.

See also New Business, item #4 (Other New Business) below for information on a proposed new sub-study group.

 

New Business

1) Discussion on 1) Study Group Bylaws (Operations), and 2) Guidelines for Running a Symposium.

The Chair tabled the proposed Bylaws for the operations of the Study Group and the Guidelines for Running a Symposium.  She explained that a sub-committee to develop these was selected at the Singapore meeting in 2010.  The sub-committee members are: Patricia Matusky, Made Mantle Hood, David Harnish, Felicidad Prudente and Joyce Teo. This sub-committee worked from and adapted the established Bylaws and Guidelines of the Ethnochoreology Study Group which have guided that study group for many years.

Larry Witzleben drew attention to item 4d) of the proposed Bylaws, which stipulated 20% active members as a quorum for voting.  He pointed out that while this may be easy to achieve while the Study Group is small, it will be problematic if and when the Group grows to 200 or more members because 20% may not be present for an election.

Other members agreed, and Jennifer Fraser and Henry Spiller suggested using a base number of members for a quorum instead of a percentage.  Mohd. Anis agreed.

Tan Sooi Beng pointed out that there is no percentage for a quorum mentioned in the main ICTM rules for elections.

Henry moved that the sub-committee continue to refine the Bylaws and Guidelines until the matter can be further discussed at the next meeting in Manila.  This was seconded by Jennifer, and all agreed.

Both of these documents in draft form (Bylaws, and Guidelines for Symposia) will be posted on the google user site (sites.google.com/site/PASEAStudyGroup) for all members to read and forward any comments and proposed changes to the Study Group Chair (pmatusky@gmail.com).

 

2) 2012 symposium of the Study Group.

2.1 Progress

The Chair explained that at the end of the 2010 Symposium, a group of scholars from the Philippines had expressed an interest to hold the 2012 Symposium in Manila.  Dr. Felicidad Prudente was chosen as Chair of the Local Arrangements Committee.

The Committee has formed a cultural organisation “Citizens for Arts and Culture Manila Inc.” which is registered with the Securities and Exchange Commission of the Philippines.  This organisation will handle all aspects of the local arrangements, including collection of registration fees, handling funds and payment of expenses.

The Chair referred members to the Draft Call for Papers, written up by the Local Arrangements Committee of the Philippines and with contributions from the Chair and Secretary/Treasurer of the PASEA Study Group.

The main sponsor for this symposium is the National Museum of the Philippines, and the venue will also be at the Museum.

The proposed dates are to run from 14 to 19 June 2012.  It was noted that the days in the proposed Call for Papers were incorrect, and should be from Thursday to Tuesday, not Tuesday to Saturday.

It was suggested by some members that any performances be limited to evening times and not scheduled during the day, particularly not between sessions.

As soon as it is ready (hopefully by late July-early August) the CALL FOR PAPERS will be posted on the user site (sites.google.com/site/PASEAStudyGroup) and a notice will be sent about this posting to all members on the current email list.


 2.2 Format of Sessions

After much discussion, it was agreed that:

(i)             The symposium should be timetabled to allow for only single sessions throughout the day (no parallel sessions), which was a successful feature of the Singapore symposium. This may require up to 4 full days of sessions, with 4 sessions per day allowing for 16 total sessions, in turn allowing for 46-47 papers and one business meeting.

(ii)           In addition to standard 20—25 minutes for most presentations, “lightning presentations” of only 10 minutes or so also be included for postgraduate students or others doing new research to present their findings.

(iii)          It was noted by some members that poster presentations are very difficult to manage, and after discussion it was decided that poster presentations will not be included.

(iv)          The language of the Symposium should be English, but a translator should be on hand to handle questions if the speaker rarely speaks English.

(v)           The chairs of the sessions should all be fluent in English.


2.3 Themes

Regarding the proposed themes of the Symposium, it was agreed that:

(i)             The three proposed themes (I “(Re)Producing Southeast Asian Performing Arts—Traditions in the Here and Now”;  II “Southeast Asian Bodies, Music, Dance and Other Movement Arts”; and  III  “ New Research”) be accepted with some modification to Theme I.  

(ii)           It was agreed that Theme I is far too large and has too many components.  It was recommended that the fourth and fifth sub-themes here (on Archiving of Collective Memory, and Media Reproduction) be deleted and used at a future time.

 

3) Program Committee for 2012 Study Group symposium in Manila.

The Study Group Chair (Patricia Matusky), Program Committee Chair (Made Mantle Hood) and Local Arrangements Chair (Fe Prudente) have contacted and received confirmation from Study Group members of availability to serve on the Program Committee.  The members of the Program Committee and duties of the Program Chair are as noted below.  These were agreed to by the members present.

 

The members are:

1. Made Mantle Hood, Program Committee Chair

2. Felicidad Prudente, Local Arrangements Committee Chair

3. Jose Buenconsejo  (Philippines)

4. Bussakorn Binson (Thailand)

5. David Harnish (USA)

6. Tan Sooi Beng (Malaysia) 

7. Wim van Zanten (Netherlands)

8. Paul Mason (Australia)

 

The duties of the Program Chair are:  to collect all submitted abstracts and bios, confirm receipt of abstract to each presenter by email, circulate all abstracts to the members of the Program Committee for review, set all deadline dates for review of abstracts, select the papers for the conference, notify presenters of acceptance or rejection, organize the selected papers for the program of the Symposium in collaboration with the entire Program Committee, present the Program to the  Local Arrangements Committee where the Program booklet/Abstracts & Bio Notes will undergo layout, design and printing. The Program Committee shall also do simple editing of all accepted abstracts and short biographical notes of presenters for the Symposium Program booklet.

 

4) Other New Business

Larry Witzleben —  informed those present that the East Asia Study Group are planning to hold their conference in Hong Kong next year 31 July - 2 August. Their Call for Papers will be out soon.

 

The ICTM World Conference in 2013 will be in Shanghai, China.  Suggested conference themes need to be submitted to the Conference Secretariat by Monday afternoon (18 July) during this world conference.

 

Laurence Ross — informed those present that he is interested in starting an ICTM Sub-Study Group for the Study of Performance in Royal Contexts and invited any members to join him in preparing the summary proposal for this sub-study group to be submitted at the business meeting in Manila in 2012. Anyone who is interested should contact him directly, his email is: LRoss1@gc.cuny.edu

 

5)  Adjournment of Meeting

With no other matters to discuss, the motion to adjourn the meeting was proposed by David Harnish and seconded by Wim van Zanten and Laurence Ross.  All agreed and the meeting adjourned at 7.00pm.


 Submitted by,

Jacqueline Pugh-Kitingan, Transcriber and Member of the ICTM Study Group—PASEA

Patricia Matusky, Chair of the ICTM Study Group—PASEA

 

 

Addendum

Sign-In List

Larry Witzleben

Jacqueline Pugh-Kitingan

Lawrence Ross

Don Niles

Henry Spiller

Wim van Zanten

Gretel Schwoerer-Kohl

Tan Sooi Beng

Anne von Bibra Wharton

Margaret Sarkissian

David Harnish

Ako Mashino

Kendra Stepputat

Lin Lijun

Jennifer Fraser

Hanafi Hussin

Hui Yu

Gisa Jaehnichen

Masato Tani

George Murer

Randal Baier

Alexander Cannon

Mohd. Anis Md. Nor

Patricia Matusky



 

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