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Kiwanis Club

Grand Falls-Windsor, NL

Kiwanis Music Festival Committee

Strategic Review

April 15, 2017

Kiwanis Music Festival Committee

Strategic Review

Table of Contents

Page # Introduction/ Rationale 1

History of the Festival 1

Process 1

Methodology

Findings and Recommendations

2

2

1. Music Teachers 3

2. Current & Former Students 18

3. Venue Coordinators

4. Volunteers

21

24

5. Adjudicators 29

6. Adjudicator Assistants 33

7. Club Members 35

Summary 39

Summary Recommendations

General Recommendations

40

42

Appendix I – Kiwanis Music Festival Context/History 44

Appendix II – Brief History of the Kiwanis Club of Grand Falls-Windsor 45

Appendix III – Ad-Hoc Task Group Strategic Review – Terms of Reference 47

Central NL Kiwanis Music Festival Strategic Review - April 2017 Page 1

INTRODUCTION/RATIONALE

The Kiwanis Club of Grand Falls-Windsor completed its 51st Music Festival during the week of April 10th - 16th, 2016. The Music Festival has been a source of pride both in the local community and throughout central Newfoundland. Thousands of individuals and groups have participated over the years and have wonderful memories of their involvement. After 50 years, the interest and engagement of the participants remains high, but participation has been declining.

Following each festival there is an informal review to determine what changes are necessary for the following year. Changes are implemented to reflect the observations of that Music Festival. The Music Festival Committee decided that in addition to the annual review, it would undertake a more comprehensive review of the festival. This comprehensive review would not replace the annual reviews but instead would be broader in scope to establish whether the festival is reaching its desired potential. Many questions arise when contemplating such a review. The following are a few examples:

1. Are we reaching our target audience? 2. Is the program, as it is currently designed and structured, achieving the original "objectives of the festival"? 3. Should we review these objectives to ensure they reflect current norms for Music Festivals? 4. Is the festival sustainable in the way it is structured and delivered?

It is the Music Festival Committee's intention to take a strategic approach to highlight and capitalize on the festival's strengths and identify areas that need improvement.

HISTORY OF THE FESTIVAL

The Kiwanis Music Festival has had a very long and rich history in the Grand Falls-Windsor and central

Newfoundland area. For over half a century the festival has provided people the opportunity to display the musical

and choral speaking talents of the area. The festival has been and continues to be a source of pride for people of

the area. Every child who sang in a choir, participated in choral speech, played an instrument or played in a band

has memories of participating in the festival. The Kiwanis Club is committed to continuing this wonderful tradition.

For more information on the history of the festival in this area please refer to Appendix I.

PROCESS

1. A small ad-hoc steering group of the Music Festival committee was established to provide oversight for the review.

2. Groups and individuals, “Target Groups” were contacted through questionnaires and telephone calls.* 3. Information was tabulated and reviewed by the ad-hoc steering group. 4. The ad-hoc group then compiled a report based on all questionnaires, and other information gathering tools,

along with other relevant historical and current information. 5. The report would be presented to the Music Festival Committee. 6. Once approved by the Music Festival Committee, the report would be forwarded to the Board of Directors for

approval and implementation.

*Due to the amount of time required to complete all aspects of this report, it was decided to exclude schools and venue owners.


METHODOLOGY

The data used in this report was gathered mainly by questionnaire. Questionnaires were developed based on the various aspects of the festival and respondents were promised anonymity. The questionnaires produced both quantitative and qualitative data. Quantitative data is portrayed in various charts and graphs. The qualitative data provided a rich narrative giving valuable insight in the subject matter. In some areas, there was no resounding majority opinion on some issues. However, there were some common themes expressed on other issues. It is the common themes that are highlighted in this report. At the time of writing it proved to be difficult in deciding how to capture all the comments. Consequently, the report reflects common themes and while some “outlier opinions” may not be referenced directly they may be reflected in the overall recommendations. The rationale for this approach comes from the reports underlying guiding theme in that we need to build on our strengths to make improvement and use our challenges to influence even more improvements.

The ad-hoc committee wishes to thank all of those who provided feedback during this review. Without their openness, experience and wisdom, this review would not have been possible.

FINDINGS AND RECOMMENDATIONS

The following sections of this report will present information, common themes and recommendations.


1. MUSIC TEACHERS

Introduction

Music teachers are integral to the success of any Music Festival. Their hard work and dedication is fundamental as

students prepare for the festival. A total of 45 Music Teachers were contacted via email with a questionnaire. An

accompanying cover letter provided the background for the review and the importance of their feedback in this

process. After two weeks, the ad-hoc committee called teachers who they had not received a response from,

encouraging them to participate. Twenty-four responses were received which is a return rate of 53.33%. Below is a

summary of the feedback received from this group. Note that while 24 teachers responded, some did not answer

every question.

Registration

Teachers were asked to indicate in which categories they registered students in the festival. Of the 24 teachers that

responded some entered one category only. However, several teachers entered students in two or more categories.

The breakdown is as follows:

Teacher Participation in Festival

To gauge the length of time teachers have been involved in the Music Festival, they were asked to indicate the

same. The range was diversified. Some teachers have been participating in the festival less than five years, there are

others who have been registering students for more than 25 years.

0 2 4 6 8 10 12 14 16

Piano

Vocal (e.g., solo, duet, trio, small group…

Choir

Instrument (e.g., solo, duet, trio, small…

Bands (Jazz, community, Concert etc.)

Speech (e.g., solo, duet, ensemble)

Other (Please identify):

Categories Students are Registered for Festival


Music Festival Objectives

The Objectives of the Kiwanis Music Festival are as follows:

• Stimulate, in children and youth of Central Newfoundland, a greater appreciation and understanding of good

music.

• Discover and encourage musical talents in citizens of all ages.

• Make available to those who participate, the constructive criticism of adjudicators who are outstanding in their

profession and who have the experience of festivals elsewhere to bring to this festival.

• Through scholarship(s), give assistance to those who desire to progress in their knowledge of music and in their

ability to perform or teach it.

• Revive interest in choral and instrumental groups such as church and other choirs, bands, orchestras, smaller

ensemble and choral speech.

• Through music, to bring joy and happiness to our citizens.

Teachers were asked to rate whether these objectives were being achieved. The following bar chart demonstrates

that for the most part, teachers believe these objectives are being achieved.

0

1

2

3

4

5

6

7

8

9

Less than 5Years

5 - 10 Years 10 - 15 Years15 - 20 Years20 - 25 Years 25+ Years Not Stated

Teacher - Length of time participated in Festival

Teacher - Length of time participating in the Festival

0

5

10

15

20

YES No Not Rated

Current Organization and Delivery of the Festival meets Festival Objectives


Respondents indicated that the Music Festival is meeting the objectives in its organization and delivery of the annual festival. There were suggestions to provide more categories/opportunities such as more popular music, more traditional music such as fiddle and encouraging more choirs, instrumental and bands. Adjudication could be more constructive/workshop style adjudicating, the awards program should be extended to adults, highlights concerts must reflect children from outside Grand Falls-Windsor and chosen by the adjudicators only, and more sharing of music. With respect to the objectives of the Festival, teachers were asked to reflect on the music education and performance needs of their students, and then rate as to whether these objectives reflect today’s needs. As per the following bar chart, of the 18 teachers who rated this, there was an even split with 50% of respondents feeling they need to be reviewed and the other 50% feeling they accurately reflect today needs.

The Music Festival is used as a “performance standard” from grades 2-12. More categories need to be added (as was reported in the previous question). Three respondents would like to see more education/workshop type adjudication. One respondent suggested that students not be disadvantaged due to socio-economic status. Benefits to Students Teachers were asked to cite the benefits that the Music Festival experience offers their students. A list of four benefits was provided and respondents could choose more than one response. Fifty percent of the respondents choose all four benefits. All other respondents identified 1-3 of the benefits. The following chart summarizes their choices.

0 2 4 6 8 10

Yes, they accurately reflectthe music education and…

No, they need to bereviewed and updated

Objectives Meeting student Needs


Comments on the benefits included that the skills learned while preparing and practicing are invaluable and apply to the students’ everyday lives. It provides the opportunity to push themselves individually and as a team, they hear other students their age perform, and often the festival is a step in the preparation for RCM exams. It was suggested that the term “children” be changed to “performers”.

Organization & Delivery of the Festival by the Kiwanis Club

Teachers were asked how well they feel the Kiwanis Club does with the overall organization of the festival. More

than half of the respondents feel the Kiwanis Club does an excellent job in organizing the festival.

Respondents commented on the amount of commitment and organization required from the Kiwanis Club and other volunteers, the organization of data by the secretary, and efficient scheduling. They feel the Music Festival staff is very accommodating when there are scheduling conflicts, and for the most part there has been great communication. The syllabus and program should be sent out earlier and all teachers notified. Sometimes the

0 2 4 6 8 10 12 14 16

Does an excellent job in organizing the festival

Does a satisfactory job of organizing the festival

Does a poor job of organizing the festival

Kiwanis - Organizing the Festival

0 2 4 6 8 10 12 14

Performance opportunities

Education from an objective adjudicator

Positive experience

Chance to view & interact with other children around music…

All of the above

None of the above

Other

Benefits of the Music Festival experience for students


schedule is rushed, leaving little time for good adjudication and having students rush between venues to meet their schedule. Syllabus

Teachers were asked to rate two questions. The first question asked if they felt that the syllabus was issued on time.

The second question asked if it is written clearly (rules and regulations, competition elements, class descriptions,

entrance requirements etc.).

When asked if they feel the Syllabus is issued on time, and if it is written clearly, more than half the respondents

strongly agree/agree to each question. It was suggested that the syllabus needs to be made available earlier to allow

time to arrange accompanists and select classes for students earlier. It was also suggested to put the syllabus on-line

and mail it out to teachers. It was also suggested that we should have our own syllabus and not duplicate/take from

the St. John’s syllabus, more classes could be offered and include pop categories, and Garage bands with

opportunities to play rock, pop, folk and country music. Achievement classes should be brought back, as children are

not at the same level if they start lessons later than others, competitive classes for children under 12 and adults

should be allowed to compete.

With respect to the content and clarity of the Syllabus, some respondents feel the rules/language are unclear and

not always enforced with respect to things like submitting registration cards on time, to music pieces in classes that

do not fit the category. More detail/description of pieces needs to be provided and questioned by the committee if

a piece does not fit the criteria. Syllabus needs to be thoroughly checked for typing/grammatical errors.

0

1

2

3

4

5

6

7

8

9

10

Issued ontime

Is writtenclearly

Strongly Disagree

Disagree

Undecided

Agree

Strongly Agree

Not Rated


Registration Process

Teachers were asked to rate two questions. The first question asked if the instructions for registration are clear. The

second question asked if the process for completion and submission of entrants is streamlined and efficient.

Almost all respondents strongly agree/agree that the instructions for registration are clear and the registration

process is streamlined and efficient.

Comments included that the festival secretary is always helpful. Suggestions for improvement included: on-line

registration and payment would be very beneficial, registration should begin earlier, enforce deadlines or they slow

down the printing of the festival program, classes for “late starters” who are not at the same achievement level as

other children their age, and clearer instructions regarding “Quick Study” and “Sight Reading” piano classes such as

where to pick up pieces and audience attendance at these performances.

0

2

4

6

8

10

12

14

Instructionsare Clear

The processof completion

andsubmission of

entrants isstreamlinedand efficient

Strongly Disagree

Disagree

Undecided

Agree

Strongly Agree

Not Rated


Venues

Teachers were asked to rate two questions about venues: whether the current venues meet the performance needs

of students, and if other venues are available and better suit some of the needs of students. Just over two-thirds of

the 19 respondents who provided a response, strongly agree/agree that the current venues meet the performance

needs of students. With respect to other venues available and better suited to some of the needs of the students, of

the 12 respondents, 4 strongly agree/agree, 1 disagreed, and 7 were undecided.

There were some mixed comments about the satisfaction with the current venues. While some indicated they are

happy and have no complaints, others indicated they have had issues. Comments included that the Arts & Culture

Centre is unsuited for choirs - the seating capacity is not big enough to allow all the choirs and audience to be seated

while other respondents feel it was underutilized this past year. Congestion results in confusion that delays classes

and bussing. It was suggested the United Church should never be used for musical theatre because it is awkward

and limiting and it is difficult to hear solo speech when it is in the gym. This venue is also cumbersome for young

performers because of the steps. The Pentecostal Church in Windsor is awkward due to the placement and

amplification of the piano when accompanying performers. One respondent commented that it is difficult to control

the volume of the sound with the electric piano. The Senior piano classes should be held at the Salvation Army

Citadel in Windsor as opposed to Grand Falls because the piano is newer and better. There was a suggestion to

approach Immaculate Conception Roman Catholic Church as a possible venue.

0

2

4

6

8

10

12

Disagree Undecided Agree Strongly Agree Not Rated

Venues

The current venues (Pentecostal Church-Windsor, Salvation Army Citadel – Grand Falls, Salvation Army – Windsor, Anglican Church – Grand Falls, United Church – Grand Falls and the Gordon Pinsent Center – Grand Falls) meet the performance needs of students.

Other venues are available and better suit some of the needs of students. (In responding to this question, please notethat there are limited accompanists who have to juggle schedules and travel from venue to venue.)


Adjudication

Teachers were asked to rate five questions with respect to adjudication: if adjudicators provide objective evaluation

based on the artistic and technical requirements of the music being performed; if adjudicators provide sufficient

educational opportunities for students, if adjudicators choose scholarship winners in a fair and equitable manner, if

the Rose Bowl competition is an appropriate way to recognize outstanding performances by senior students who

perform in a Concert Group Class and if the Rose Bowl competition is an appropriate way to recognize outstanding

performances by junior students who perform their own selection. Responses to these questions were divided:

When asked if Adjudicators provide objective evaluation, almost 80% (15/19 respondents) strongly agree or agree.

(One respondent ranked this question twice, disagreeing for the Instrumental adjudicator and strongly agreeing for

the choral adjudicator). While some commented that they feel we have had some wonderful, world-class

adjudicators over the years that have provided great experiences for the participants, some have had negative

experiences with adjudicators having little experience dealing with children. It was acknowledged that finding good

adjudicators must be difficult so suggested that the Music Festival committee could look within the province. It was

questioned whether we need University professors to adjudicate young children.

When asked if Adjudicators provide sufficient educational opportunities for students, 11 of 18 respondents strongly

agree/agree. Again, comments included that "it depends on the adjudicator, some have while others have not".

Concerns were expressed about the tight scheduling leaving little time for worthwhile adjudication.

0

2

4

6

8

10

12

Strongly Disagree Disagree Undecided Agree Strongly Agree Not Rated

Adjudicaton

Adjudicators provide objective evaluation based on the artistic and technical requirements of the music being performed.

Adjudicators provide sufficient educational opportunities for students

Adjudicators choose scholarship winners in a fair and equitable manner

The Rose Bowl Competition is an appropriate way to recognize outstanding performances by Senior students who perform in aConcert Group Class.The Rose Bowl Competition is an appropriate way to recognize outstanding performances by Junior students who perform their ownselection.


When asked if adjudicators choose scholarship winners in a fair and equitable manner, of the 17 respondents, 9

strongly agree/agree, 3 disagree, and 5 were undecided. Comments included that the process may not be truly

objective and if they are chosen by the adjudicators or members of the Kiwanis Club. More clarity is required around

criteria for awards. There should be more accountability for winning the University Scholarship, for example an

essay and proof of RCM performance.

When asked if the Rose Bowl competition is an appropriate way to recognize outstanding performances by senior

students who perform in a Concert Group class, of the 16 respondents, 10 strongly agree/agree, 3 strongly

disagree/disagree, and 3 were undecided.

When asked if the Rose Bowl competition is an appropriate way to recognize outstanding performances by junior

students who perform their own selection, of the 16 respondents, 10 strongly agree/agree, 3 strongly

disagree/disagree, and 3 were undecided. Comments included that the selection of Rose Bowl participants over the

years has been inconsistent with some years it was the first-place winner and other years the third-place winner.

Respondents questioned the need to keep the adjudicators here all week if they do not have a full week’s schedule,

given the cost. It was also suggested that there are too many awards and they are getting in the way of the festival

aspect of the week, perhaps needing to remove competitive classes for the younger age group.


Concerts

Teachers were asked to rank three questions in this section; in general, if they feel two Highlights concerts are

appropriate and meet the needs of students and the general public; if the two Highlights concerts contain the

appropriate entertainment and if the current practice of combining awards with the concerts works well.

When asked if two Highlights concerts (held on Friday and Saturday nights) are appropriate and meet the needs of

students and the general public, of the 20 respondents, 10 strongly agree/agree, 7 disagree, and 3 were undecided.

When asked if the two Highlights concerts contain the appropriate entertainment, of the 20 respondents, 10

strongly agree/agree, 7 disagree, and 3 were undecided.

When asked if the current practice of combining awards with the concerts works well, 13/20 respondents strongly

agreed or agree, 4 strongly disagree/disagree, and 3 were undecided.

Comments to these questions were very diverse. Some respondents feel the Highlights concerts should only be for

award winners, based on “musicality” and that it has not been consistent over the years. Others feel that it is nice to

showcase other performers besides award winners whereas another commented that good performers are

overlooked in an effort to try and include at least one student from every teacher. Concerts may be blown out of

proportion and causing a lot of stress for students, teachers and parents, perhaps getting in the way of the true

festival which is to share with others. There is too much focus on the adjudicators whereas more time could be used

for more performances. It was suggested that there could be a session for the minor awards at another time to

allow more time to showcase more performances. It was also questioned why Family Night groups pay an entry fee

like all other participants yet cost more to attend.

0

2

4

6

8

StronglyDisagree

Disagree Undecided Agree StronglyAgree

Not Rated

Concerts

In general, two highlights concerts (Friday & Saturday nights) are appropriate andmeet the needs of students and the general public

The two highlights concerts contain the appropriate entertainment

Combining awards with the concert as is the current practice works well


Genres/Classes

In this section, teachers were asked to cite their agreement with three questions: if the Music Festival offers

sufficient opportunity for music students to express their artistry, if the festival should introduce additional genres

of music, and if new classes should be introduced within existing genres.

Almost 70 % of respondents (11/16) strongly agree/agree that the Music Festival offers sufficient opportunity for

music students to express their artistry. Four strongly disagree/disagree, and one was undecided. When asked if the

Music Festival should introduce additional genres of music, of the 16 respondents, 10 strongly agree/agree, 2

disagree, and 4 were undecided. When asked if new classes should be introduced within existing genres, of the 15

respondents, 8 strongly agree/agree, 3 disagree, and 4 were undecided.

Comments on these questions were varied. While some respondents specifically indicated we should not include

“pop” music, others indicated a need to add more popular categories, such as “pop”, to increase participation as it

will appeal more to students’ changing interests. While one suggested including country music, another specifically

suggested no country music because it does not encourage proper technique. Respondents also suggested to

combine folk and Canadian composers for voice, bring back songs from movies, and introduce a popular guitar

category as classical guitar is limiting with no one in the area teaching this. It was also noted that there is

consistently more entries in modern and Canadian composers as opposed to Baroque, Classical or Romantic. Some

respondents cautioned that when adding new genres to include strict guidelines.

0

2

4

6

8

10

StronglyDisagree

Disagree Undecided Agree StronglyAgree

Not Rated

Genres/Classes

The music festival offers sufficient opportunity for music students to express theirartistry.

The festival should introduce additional genres of music.

New classes should be introduced within existing genres.


Positive Aspects

Teachers were asked to provide comments on any positive aspects with the organization, design and delivery of the

festival they have experienced. Thirteen respondents provided comments to this question that fall into the following

themes:

Organization

• Great job in all areas - well organized, such a huge task; all members should know they are appreciated (x3)

• Secretary does an amazing job (x2)

• Personal interaction with festival organizers warm and very accommodating

• Volunteers cheerful, friendly and helpful

• I always get a speedy answer to any questions

• Stage hands amazing

• Choral venues usually well run and well organized

• Adjudicators and volunteers professional and great with participants

Adjudication

• My students have been very proud of their performances because of the positive feedback from

adjudicators

• Music Festival important aspect of arts landscape in GF-W and every effort should be made to preserve it

• Music Festival allows students to work toward a goal of performing

• Music Festival provides an opportunity for children to perform in a professional manner in many different

musical mediums

• Speech allows students to come away feeling so positive, builds leaders, builds confidence; how to stand,

breathe, make eye contact etc.

Needs improvement

Teachers were asked their perspective on what needs to improve in the organization, design and delivery of the

festival. Twenty respondents provided several comments to this question and most comments were unique to that

respondent. Their comments are listed below under five themes:

Program and scheduling

• There should be no competition until age 12 (x5)

• Send the syllabus to Bay D’Espoir to be sold

• Offer more opportunities in pop music genre - growing interest for children

• Avoid holding same week as ECMA conference

• Maybe some of the competitive classes could be a little more flexible

• I would like to enter more students in choral classes but don’t want them in a class by themselves

• Scheduling of bands and choirs too rushed. Give at least 60 minutes each to allow for set-up, performance,

and adjudication

• Primary and elementary schools should be scheduled at a venue that accommodates large audiences – Arts

and Culture Center too small, allowing classes to stay and watch each other

• Should be a limit on the number of classes that a student is expected to perform each day

• Concert groups should not be performed same day to prevent conflicts


Music Teachers

• Music teachers should not have any contact with the adjudicator

• Music teachers should not be on any committee linked to the festival

• Need a stronger music teacher presence

• Need a panel of music specialists on the festival committee

• Implement an Advisory Board consisting of 3-5 music teachers (active and retired) who represent the

various disciplines and can act as advisors/consultants where musical and educational decisions are being

made

Adjudication

• Adjudicators do not need to be here all week, save some funds by only keeping them here for as long as

needed

• Adjudicators need to speak to the young children on their level

• Adjudicators need to be given more time speaking with each student without feeling rushed, especially 12+

years

• Been the practice of festival to adjudicate the bands and choirs to a different standard (bands - required to

play to a national standard and receive a gold, silver or bronze; choirs ranked 1st, 2nd or 3rd. However 1st

place choir may be performing at bronze level. Recommend both adjudicated in same manner

• Recommend choirs and bands be given option to receive adjudication only, rather than performing to the

standard

• Please consider using a grading system and not marks: gold, silver, bronze

• Adjudicators should be given a check sheet that is used for adjudicating the group on stage to get the

benefits directly from the adjudicator

• Standards should be presented at the end of a performance by a band or choir, eliminating the temptation

to compare one to another

Results and Awards

• Somehow winning and placing has become the most important element for students and parents

• It would be great to provide the results online in a timely manner

• Don’t agree with parents of participants on stage giving out awards

• If a student is awarded the highest mark for their age division in a particular category, they should

automatically win the major award

• Highlights might work best if Thursday and Friday nights - less conflict with other activities students are

involved in

• Less emphasis on the adjudicators in the evening concerts to include more performances as possible


Other

• Many children do not perform because they do not have access to an accompanist. I would suggest the

committee consider hiring a festival accompanist who would be available for a fee that would include a

practice. Accompanist must get the music 6 weeks in advance. An accompanist would also eliminate

barriers for children who do not have access to a teacher. University students who do not have a local

accompanist may be able to avail of an accompanist so they can perform to qualify for the provincials

• Consider music education bursaries for low-income families and children at risk

• It would be fantastic if a program was created for children who cannot afford music lessons but could

access group lessons once a week to work on a couple of festival pieces

• Festival registration fees for underprivileged families could be waved

• The changing aspects of the current festival is necessary to help us bring together all of the expertise in a

focused way for the benefit of children and young people in our community


RECOMMENDATIONS:

Review the Music Festival objectives for appropriateness with current climate and trends

Consider input from Music teachers

Establish a small committee of 3-4 teachers

Explore development of Conflict of Interest guidelines

Develop the Syllabus in consultation with (but not exactly from) the St. John’s syllabus and

others of similar festival size such as Gander

Review the rules in the Syllabus to ensure they are clear

Ensure thorough proof-reading of Syllabus and Program

Distribute the Music Festival Syllabus and Program earlier and make these documents more

available throughout the region

Consider inclusion of more categories:

traditional NL music, choirs, instrumental and bands

music such as pop, rock, country, folk, songs from movies and other categories not

included

ensure strict guidelines are determined

Explore potential to bring back Achievement classes

Explore the possibility for on-line registration and payment

Review the participant fees for potential to pro-rate for students who enter several classes

Review instructions for Quick Study and Sight Reading to ensure comprehensive

Review the use of all the current venues to determine suitability for present day needs

Explore options to improve adjudication practices to maximize benefits for students

Ensure adjudicators for young children are suitable for this age group

Ensure sufficient time is allotted for adjudication after each performance

Consider incorporating work-shop style adjudication

Review the different approaches to adjudicating bands and choirs to determine if this

can be done the same

Consider having an accompanist available for voice students (assigned to a venue) that would

be fee-for-service at no cost to the Music Festival

Review the current set-up/design/program for the Highlights concerts to look at ways to

increase the number of performances and audience participation

Review the processes for choosing awards, participants for the Rose Bowls and Highlights

concerts. Ensure these processes are transparent and adhered to

Explore the possibility of accommodating students in need of financial assistance


2. CURRENT & FORMER STUDENTS

Student input was seen as critical to the integrity of this review. When completing their questionnaires, music

teachers were asked to provide names of some of their students for the review. Since some teachers did not provide

student names and others did not complete a questionnaire, the remaining student names were obtained from files

at the festival office. Students were selected from each teacher in the region and a standardized questionnaire was

administered by telephone. Parental consent was obtained for all students not yet of the age of majority.

A total of 46 student names and telephone numbers were obtained for the survey. The surveyors encountered

issues such as wrong number or number disconnected, no answer despite more than one attempt and calls not

returned. However, 26 students were contacted for a return rate of 57%. It was evident throughout the surveys that

students were eager to participate and were pleased with the opportunity to provide their input.

Participation in the Festival

To capture some background information, students were asked how long they had participated in the Kiwanis Music

Festival. Almost half of the students (12/26) indicated 5-10 years with 77% (20/26) having participated for more

than 5 years.

Less than 5 years 6

5-10 years 12

10+ years 8

Categories Participated in the Festival

Students were asked to indicate the categories they had participated in the Festival. More than 50% of the students

had participated in at least 5 categories with piano being the category most had participated. Seven of 26 students

(27%) had participated in the Rose Bowl.

Reasons to Participate

From a list provided, students were asked to indicate which they felt were good reasons to participate in the Music

Festival. All students indicated the opportunity to perform and the opportunity to learn from the adjudicators were

good reasons to perform in the Music Festival.

0 5 10 15 20 25

Piano

Vocal (solo, duet)

Band

Choir

Music Theatre

Speech

Instrument

Rose Bowl

Categories of Participation


Opportunity to perform 26 yes Learn from the adjudicators 26 yes Positive Experience 25 yes; 1 Undecided

Opportunity to view other performers 25 yes; 1 undecided Chance to interact with other students 24 yes; 2 no

Responses

• Positive Experience: Depends – it can be stressful

• Opportunity to view other performers: if you are there to learn and not just showcase

• Chance to interact…: there`s not really enough time if you are participating in a lot Responses to Various Statements

From a list of statements provided, students were asked to indicate yes, no or unsure/undecided to various

statements pertaining to the Music Festival. All 26 students indicated they liked most of the selections they perform,

they liked listening to the other participants perform, the Adjudicator’s remarks were usually helpful, the

Adjudicator’s remarks made them feel positive and their experience at the Music Festival helped improve their

music.

Eighteen of 26 respondents (69%) felt the Highlights concerts should be for a variety of performances even if they

were not the best in their class. Five of 26 respondents (19%) did not feel there were sufficient music forms offered

to participants with suggestions to include Pop and Classic Rock categories. A summary of all the Responses and

additional comments provided are indicated below.

.

STATEMENT YES NO Undecided

1 I am familiar with the Music Festival syllabus 20 4 2

2 I help select the classes/categories that I enter at the Music Festival 25 1 0

3 I like most of the selections I perform 26 0 0

4 I enjoy performing at the Music Festival 25 0 1

5 I like the venues (buildings) where I perform 25 0 1

6 I have enough time getting to each performance 19 2 5

7 I like listening to the other participants perform 26 0 0

8 The adjudicator’s remarks are usually helpful 25 0 1

9 The adjudicator(s) remarks make me feel positive 26 0 0

10 My experience at the Music Festival helps improve my music 26 0 0

11 Minor and Major Awards should continue to be given out at the highlights concerts

23 0 3

12 Friday and Saturday nights are the best nights for the concerts 25 1 0

13 Highlights concerts should be for the best performers/highest marks only

6 15 5

14 Highlights concerts should be for a variety of performances even if they were not the best in their class

18 5 3

15 There are sufficient music forms offered to participants 21 5 0


Additional Comments:

• I know about the syllabus but my music teacher usually tells me the categories and information

• I get really nervous. I love to sing and play but it’s hard in front of others

• Adjudicators remarks were useful but you never went back to fix them

• Sometimes the building is cold. I wouldn’t want music theatre at the United Church because of the lack of

space

• The Anglican Church is not good sound for singing. I love the sound at the Arts Centre

• There’s not enough time between when you are in a number of performances

• Scheduling Conflicts. Conflicting events in scheduling. Things don’t run on time causing timing problems.

Things get late staying on schedule

• Sometimes scheduling is tight – not every year, depends on how much I am in. May have to run to next

performance and not get to stay for adjudication. (2 respondents)

• You can only participate in so many

• A variety in the Highlights is nice. People like to hear the little ones and theirs is non-competitive. The last

couple of years seems to have more little ones and it should be a variety of older and younger. If it is not

going to be the highest marks or first place then it needs to be renamed from ‘Highlights’

• Highlights good for those doing well – others may need the opportunity to gain confidence

• Highlights is a bit long. Maybe only best performances and awards after. Need more recent selections such

as pop to keep people interested

• Thursday/Friday best for Highlights

• To be in the Highlights – should have to demonstrate some strength. For example don’t feel last place

should get to perform

• Start the Highlights earlier, even in the afternoon. Nice to hear the little ones

• Highlights ok for those who do not get top marks in class but if they did really good, still ok to perform

• More current piano pieces – free style. Pop category (4 respondents)

• Classic Rock offered

• Should add own compositions, folk if not there. Broadway duo – piano student and voice student

performing together

Awarding of Plaques Respondents were asked if they feel that plaques were still an appropriate recognition of achievement. All 26 (100%)

of respondents said yes. Comments included that plaques are forever and you can get a piece of paper anywhere.

Plaques are nice to hang at home or at school and they are more formal. One commented that maybe money could

be awarded but felt it wouldn’t last and it would be too much for Kiwanis.

Other Comments: Things are good. I really enjoy it. I think it’s a good job.

RECOMMENDATIONS:

Review criteria for participation in the Highlights Concerts

Ensure schedule allows for adequate time for adjudication before students have to attend

their next class


3. VENUE COORDINATORS

A Venue Coordinator is a member of the Kiwanis Club who is responsible for overseeing the smooth operations of a

venue throughout the festival week. This includes many activities such as setting up the venue for the week,

arranging the staffing for the auditorium and foyer, and troubleshooting any issues or concerns that may arise

throughout the week.

A total of 7 venue coordinators were contacted and 5 responded to the questionnaire, for a return rate of 71%.

Below is a summary of their responses.

Length of time Volunteering

To capture some background, venue coordinators were asked to indicate how long they had volunteered with the

Music Festival. The responses indicate that the venues are coordinated by experienced volunteers with only one

having less than 5 years. The table below shows the breakdown.

Timely Contact about Role and Responsibilities

When asked if they were contacted about their roles and responsibilities in a timely manner, four of the five

respondents agreed with the timeframe while the other felt more time would have been helpful.

Information Needed for Role as Venue Coordinator

Respondents were asked if they had the information they needed for their role as venue coordinator. Four of the

respondents indicated they felt they did, one suggested it would be a good idea to have the information reviewed

each year and updated/edited accordingly.

Venue Prepared

Venue Coordinators were asked if the venue was prepared for them, such as table set-up and cash can with tickets

in place. All five coordinators indicated the venue was prepared.

Communication with Music Festival Office

When asked about the coordination and communication with the Music Festival Office throughout the week, all five

respondents indicated that they were satisfied and staff was helpful and easily reached by phone when necessary.

00.5

11.5

22.5

< 5 Years 5 - 10years

10 - 15Years

15 - 20years

20 - 25years

> 25Years


Worked Well

Venue Coordinators provided the following comments when asked what worked well for them as a venue

coordinator at the Music Festival:

• Able to pop in and out while still working. My volunteers were very reliable and on time

• Co-operation and assistance from the auditorium and foyer staff, and festival committee

• Venue owners very co-operative and helpful. Being a member of the Church I was able to open up and close up

myself if needed

• Organization skills of staff, workers were given their specific roles/tasks for each session

Suggestions for Improvement

Venue Coordinators provided the following comments when asked for any suggestions to improve their role:

• Helpful to meet prior to the Music Festival to go through the roles and any questions people may have

• Being on site. To set things up, make sure everything was in place and put away at the end of the day

Suggestions Improve Scheduling/Logistics

Venue Coordinators provided the following comments when asked for suggestions on how to improve

scheduling/logistics for their venue:

• More accountability with the cash can, counting of tickets, number persons admitted

• More beneficial to have the festival programs a day early so available when people arrive to buy them

• Communicate scheduling changes -there was one or two occasions that the sheet given to me with the times on

it was different from the times in the book

• Avoid scheduling sight reading classes prior to a class containing 5-6 large choirs; very difficult keeping control of

crowds/noise. Schedule at end of session (AM or PM) or where there are solo classes

• Coordinator must be responsible in carrying out the job

• Festival Chairman should appoint and meet with all coordinators at least one month before the festival to

discuss the importance of the job as it relates to the smooth running of the festival. In turn, all coordinators will

appoint and meet with their volunteers and do same. People not always properly informed as to what their

function is.


RECOMMENDATIONS:

Venue coordinators put in place at least 4-6 weeks in advance; with expectation to put

volunteers in place at least 1-2 weeks in advance

Review process for orientation/reorienting venue coordinators

Ensure materials provided to venue coordinators are updated annually

Programs dropped off at all venues prior to start of first class for that venue

All schedule changes communicated to the appropriate venue coordinator in addition to the

adjudicator assistant

Review location and timing of scheduling of large groups. Where scheduled, ensure there is

sufficient volunteer staff to control crowd and noise

Implement a process for more accountability with handling cash


4. VOLUNTEERS

Volunteers play a significant role in the smooth running of the Music Festival each year. Without them, the members

of the Kiwanis Club would not be able to run such a huge festival. Volunteers are mainly used to sell tickets at each

venue, coordinate and introduce performers, and crowd control especially when there are large groups performing.

Of the 22 persons surveyed, 82% had been volunteering for more than 5 years, which speaks to the substantial support that this group of volunteers have dedicated to this significant event in the region.

In terms of communication between festival organizers and volunteers the bar charts in this entire section indicate a

great deal of satisfaction with the organization and delivery of the festival from the volunteer’s perspective.

There is a great deal of satisfaction by the volunteers with the degree of communication and orientation provided by

festival organizers. When volunteers were asked if they had been contacted with information about their role and

responsibilities as a volunteer in a timely manner, the following chart demonstrates that 82% felt that they had been

contacted in a timely manner.

Of the 18% that felt they were not contacted in a timely manner, they cited several ways by which they learned what their role should be including “learning as you go” and “instructions provided in writing at venue”. One person noted that one time you were contacted and told where you would be; for example, at a desk, on the door and even which door. There was no confusion. "Now you find out when you get there from whoever knows! We even knew if there were going to be large or small choirs, or bands for that day so we could be prepared for the crowds".

0 1 2 3 4 5 6 7 8 9

Less than 5 years

5 – 10 years

10 – 15 years

15 - 20 Years

20 – 25 years

25+ years

Not Stated

Volunteers - Years of Service

0

10

20

Yes No

Contacted in a timely manner?


Most volunteers felt that they are provided with the information they need to perform their role. There was four

persons that stated that there was a “hit or miss” situation whether or not they would get the information they

needed.

19 of those surveyed felt they had the materials needed to complete their duties and they were organized

appropriately. Of the three who advised that this was not the case, there was a sense that not enough organization

was put into that aspect and they did learn from others. There was also a sense that there was not sufficient

instruction as to what building to go to or what to do.

Volunteers were satisfied throughout the week with coordination and communication from the Music Festival

member responsible for their role. However, in a few cases, it was not validated if volunteers were familiar with the

role they were to perform. One volunteer advised that there was no contact with them after the call to see if they

could volunteer.

Volunteers were asked what worked well for them. The following summarizes the comments made:

• Scheduled by availability

• Scheduling good. Enjoyed the people

0

5

10

15

20

Yes No

Information needed as a volunteer?

0

5

10

15

20

25

Yes No

Satisfaction with coordination and communication for your role


• Seeing the performances

• Having afternoons

• Choice of time

• Seeing the children, their development and interaction with people

• Liked being at the church because I can walk there

• Times were good. Liked getting a dinner break

• Meeting people

• All positive

• Meeting people, helping community and kids

• Everything laid out clear and easy

Volunteers were also asked for suggestions for improvement. The following suggestions were made to improve

their role as a volunteer.

• Instructions what to do with confrontation. Ex. Some people buy a ticket at one venue and show it to get in

at another and won’t listen that they need another. Not my call to stop them. What is the procedure?

• Need a short preliminary meeting for what we can and can’t do in our role

• Clear instructions as to role: not supposed to be watching performances when people waiting in foyer are

talking. Keep doors closed etc...

• Need clear guidelines

• Is it necessary to introduce all participants? Only need to read out rules inside

• Need instructions as to what to do with large numbers of people

• What to say inside needs to be clear

All but one felt that they were appreciated by the Kiwanis Club for the work that they do.

All 22 of those surveyed were aware that there is a social organized for the volunteers on the Friday evening of the

Music Festival week. Twelve of the 22 respondents indicated they had attended the social. Two respondents said

they have only been there once, several said not a lot and two said not anymore.

Of the 12 that attended the social, 10 considered it a positive experience.

Those who did not attend the social stated the following reasons they did not attend:

Attended the social

Yes No


Volunteers were asked to indicate what other ways the Kiwanis Club could show appreciation to volunteers. The

following suggestions were made.

• Week Pass and Music Festival booklet (x2)

• Thank you (x2)

• Afternoon social

• Long-time volunteers need the recognition

• Lunchtime buffet

• Don’t give ‘stuff’ please

• Dinner or finger food social week after festival – early evening

• Pleasant thank you

• Don’t need anything (x3)

Other Comments

• Change some of the classes. Need more contemporary, non-competitive gospel. Several participants are in

the MUSIC FESTIVAL for their life and go through the ranks. Some music teachers make the MUSIC FESTIVAL

pieces the focus of their teaching for the students because they are so competitive. There are other kids

with music but do not want the competitive aspect. There should be classes for adjudication without

competition. Some adults may like this also. It would help them improve. Family night for example is

excellent.

• Make sure someone is at the venues at the end of the day to close up. Last year I happened to be at the

church and nothing was locked and a lady was waiting for a ride. I waited with her for half an hour. No one

from the Kiwanis was there to lock up.

0 1 2 3 4 5 6 7 8 9

Not Interested

Starting time too late

Forgot about it

Alcohol is Served

Do not know many people there

No Transportation

Other things on

Seems like a Kiwanian social

Not convenient if you didn't attend the…

Reasons for not attending social


RECOMMENDATIONS:

An Orientation package be developed and made available for each venue coordinator who

will provide it to each of the volunteers in each venue customizing it for that venue.

Venue coordinators should check to ensure that each volunteer is aware of their respective

role.

There should be clarity of role for each function.

Venue coordinators should hold a meeting for all volunteers for each venue.

Musical festival committee should review how to recognize volunteers with a view to be

more inclusive.


5. ADJUDICATORS

Adjudicators are qualified musicians and music teachers with no links to the Music Festival and have had significant

exposure to music education. Many adjudicators are recommended to the Music Festival Committee from sources

such as previous adjudicators or other festival committees. For the most part, adjudicators live outside the

geographic area serviced by the Music Festival.

The adjudicators from festivals 2014, 2015 and 2016 were contacted to respond to the questionnaire. Of the 19, all

but one were contacted as there was one incorrect email address. Responses were received from 9 of 18 (50%).

Adjudicators were asked about the organization and delivery of the festival.

Overall Organization

Adjudicators were overwhelmingly positive about the organization of the festival. They felt that "every aspect was taken care of". All respondents felt the experience as an adjudicator was "exemplary" and felt "well-cared for" with respect to transportation, food, accommodation, welcome package, venues and syllabus. The Kiwanis Club's organization of the festival is seen as a "well-oiled machine" and the whole group demonstrated the characteristics of a good team. One adjudicator, who was relatively new to that role, was pleased with the information provided regarding "the hotel, transportation and scheduling prior to the week of the event" and noted that all concerns and questions were addressed thoroughly. One adjudicator who has been an adjudicator more than once noted that the experience was always positive. The comprehensiveness of the program and the very engaged volunteers were also noted. One adjudicator summarized as follows: "This is an excellent festival that draws on the energy and solidarity in the community. There was a true sense of people coming together. The venues were great and the schedule was appropriately paced. Communication was excellent and the organization of things like transportation and meals etc was amazing."

There were no suggestions for improvement.

Positive Aspects of the Organization and Delivery

Adjudicators very much seem to enjoy their experience with this festival. In their responses, they expressed

gratitude for the treatment they received and that it surpassed what was experienced at other festivals. The

opportunity to make good connections with fellow adjudicators and organizers over the course of the week was

noted with appreciation. One adjudicator commented, " This kind of community-building enhances the festival itself

so, well done!" Another noted "I’ve always found this particular festival to be very hospitable, which is not always

18

9

0

5

10

15

20

Surveys distributed Returned surveys

Adjudicator Responses


the case at some other festivals on the mainland. But even for Newfoundland, where you expect hospitality, the

Grand Falls-Windsor Festival exceeds all others. That’s one of the main reasons why I’ve never said no to you".

The excellent venues, clear scheduling and the use of volunteers were noted by several adjudicators.

Other comments from adjudicators include:

• Adjudicators were given scores, stationary and any materials required to complete their evaluations of musical performances.

• It is obvious that the organization cares very much about giving the young musicians a positive experience. The final concert evening was great fun and a real testament to the community spirit."

• I felt very well looked after by everyone involved. People were relaxed about things but serious about the reasons we are all there.

• The inner workings of the Festival seemed to me, an outsider, to be a well-oiled machine. My secretary was amazing and obviously very experienced. The venues that I inhabited were excellent, and the piano was great and well in tune (not always the case for festivals!). The final concert was really enjoyable and smoothly presented. Scholarships and prizes seemed sufficient and fairly well distributed. I really didn't notice any deficiencies anywhere.

All adjudicators mentioned their excellent secretaries.

Improvements Needed

The following summarizes the recommendations made by the adjudicators:

• Decline in Enrollment - One adjudicator notes the decline in enrolment, not only as an issue in this area, but

nationwide. The rationale is related to governments not caring a lot about the arts anymore. It is suggested that

all of the Newfoundland and Labrador festivals need to work together to lobby government hard for more

support of music in schools because important to so many children who would otherwise have no access to

music instruction of any kind. The adjudicator notes that the St. John’s Kiwanis Festival lobbied very hard for

music in schools and for the need for a School of Music at MUN in the 1960s and 1970s. "We probably wouldn’t

have the MUN School of Music today had it not been for that." Another adjudicator notes that "only School

Boards (and ultimately the Dept. of Education) have the power to fix this, but they are the very ones who have

let this happen. Through public pressure from parents and organizations like the Kiwanis Music Festival, school

boards need to be made aware of the deficiency they've created over the years. Find out who is in charge of

music education delivery at the local school board level and at the provincial Dept. of Education level and lobby

them to allocate more time and resources to school instrumental/band programs. Get parents involved. Parents

hold a lot of power. Unfortunately, we music teachers have very little power to influence music education

program delivery. Check out the Coalition for Music Education in Canada. They have a lot of great resources on

music education advocacy."

• Move from Competitive Model - Another adjudicator notes that festivals seem to be moving away from the

competitive model and this is something encouraged for Grand Falls-Windsor. "This is a small community and I

certainly experienced some stress in terms of the 'local politics' when ranking each class. Quality instruction and

ample feedback from adjudicators is what will most benefit the young musicians. Having said that, you could

have a combined model, where individual classes etc. are not graded, but over the course of the week, the

adjudicators keep track of top-notch performances that can be honoured at the end. This still provides the


“prestige” factor without bogging down the classes themselves. As an adjudicator, I would much prefer

spending my time writing diligent and helpful comments than worrying about the grade I am giving to each

participant (it’s such a quick decision-making process and that gets very tricky, particularly when you sense, as I

said above, other kinds of dynamics going on)."

• Committee Input on Awards – Two adjudicators suggested that the policy regarding the decision on awards

needs to be reviewed to clarify the role of the committee and the adjudicators. This policy needs to be clearly

communicated to adjudicators.

• Age Difference in Classes - "Some classes accepted a very wide age range (ex. ages 13 and under). In these classes, I had students with an age gap of 5 or 6 years. It is hard to fairly adjudicate (and give 1st/2nd/3rd placements) to students with these varying abilities."

• Non-competitive Classes for Younger Students - It was suggested that competitive classes for the very young students (i.e. age 6) is not a good idea. At this age, "the performance experience and feedback are key – not the competitive factor".

• Master classes for Solo and choral Speech - It was suggested that arranging master classes for either interested teachers and/or children would be a great way to hopefully inspire more participation. The adjudicator could even do workshops at schools….take full advantage of having them in town.

There were a few suggestions regarding logistical issues. They are summarized below:

• Eating outside the hotel - "It might have been good to have the opportunity to eat outside of the hotel now and then. While this was convenient, by the end of the week, you get a little tired of the menu☺ But at the same time, it was fun sitting around that table with the adjudicators three times a day!"

• Better acoustics for choral speaking - such as a "rehearsal hall in the arts and culture center or a warmer (acoustically speaking) room in a high school or performance venue.

• Audience near Adjudicators during Rose Bowl - "Ensure that audience members are not able to sit anywhere near the adjudicators during the Rose Bowl. We actually had a music teacher sit directly behind us which made it difficult to speak freely and discuss what we were listening to."

Other Comments

• I’m heartened to see younger people involved through the Kiwanis Club in the festival. On the mainland,

especially a lot of Music Festivals are not as vibrant as they used to be because there are not enough young

people with the energy and commitment needed to make these festivals work. So, your festival is doing better

in that regard than most, though one can never have too many younger people involved. That’s all I have to add,

other than I’m very grateful to the festival committee for inviting me in the past—I’ve always enjoyed myself

and hope to visit you again before too long.

• If your numbers are down, I don't think the cause is in anything you are doing, or not doing. Classical music is

having a hard time competing in today's climate. Not just in Grand-Falls-Windsor. If you Google "Is

classical music dying", many website options pop up. Kids have so many more options of how to spend their

time, and the thoughtful discipline required to play an instrument is just not making the cut.

Yes, there will always be a lot of people willing to get up and sing a song they can learn by listening to a musical-

theatre sound-track, but instruments, classical voice, theory, and basic music reading are being

decimated. And the public education system is supporting the idea that music is not important by cutting

programmes. Even fundamentals are often not taught in many schools. Kids are simply not getting exposure

to classical music, so they don't see it as a part of their lives, or as something they could strive towards learning.


So, it does not surprise me that your numbers are down.

• All this to say that you, the Kiwanis Club, are all doing a wonderful job in your corner of the world, and doing

everything that can be done to provide an opportunity for people to make music. The problem lies in the larger

world going on around us.

RECOMMENDATIONS:

Consider an advocacy role for Kiwanis regarding more focus on music education in the

schools.

Consider moving to a less competitive model.

Evaluate the music festival committee’s role in deciding awards.

Evaluate the age spread in classes to establish if there is a way to eliminate too large a spread

Eliminate competition in younger age groups.

Hold master classes for various music categories, including in the schools.

Review logistical issues for adjudicators such as choosing venues with better acoustics,

seating at the Rose Bowl, and choice in dining venues.


6. ADJUDICATOR ASSISTANTS

Each adjudicator is assigned an assistant who serves a critical role in keeping the adjudication process running

smoothly and submitting a summary of each day's results to the Festival office. A total of 7 Adjudicator

Assistants were contacted and provided a questionnaire. Three responses were received which was a return rate

of 43%. Below is a summary of their responses.

Length of time as Adjudicator Assistant

To capture some background, respondents were asked how long they have volunteered as Adjudicator

Assistants. One respondent has volunteered in this role for less than five years and the other two have been in

the role 5-10 years.

Timely Contact about Duties

When asked if they had sufficient time to fulfill their duties as an Adjudicator Assistant, all 3 respondents

indicated they did, with one indicating they had 6 weeks notice which was plenty of time to make arrangements

so that they could be available.

Sufficient Orientation

Respondents were asked if the orientation given to them prior to the festival provided the information and

resources needed to sufficiently fulfill their role. All indicated that the orientation was sufficient.

Venue Prepared

When asked if the venue was prepared for them, all three respondents said yes. One venue was cold the first

day. Although set-up in advance, sometimes tables etc. may have to be moved around to accommodate

adjudicator preference but venue staff very helpful with this.

Positive Aspects of Festival Organization and Delivery

• Thoroughly enjoyed the role, pleasure working with everyone and would be delighted to assist in future

• Committee well organized and problems always resolved quickly and efficiently

• Always found the organization to be very helpful; made to feel part of the process

• Everything ran smoothly. Well treated and felt appreciated

Suggestions for Improvement of Overall Organization and Delivery

• Go back to doing Concert Classes on their own day; Wednesday was hard on Adjudicator and Assistant

Suggestions for Improvement of Role of Adjudicator Assistant

• More emphasis on making venue quieter. Larger more obvious signage inside and outside room

• Difficult to get stats in end of day, office often closed when arrived. Maybe driver could pick up

morning stats when picks up adjudicator for lunch

Other Comments

• Overall experience extremely positive; as the saying goes “if it isn’t broke, don’t fix it”


• Hats off to all the Kiwanis members who put so much time into such a worthy cause. It’s great to see so

much interest with all the other activities the children are involved today

• There has been some confusion about Adjudicators Assistants responsibility to drive Adjudicators and

attend lunch at the Mt. Peyton that week. Maybe once during the week - on Friday would be nice

RECOMMENDATIONS:

Return Concert Groups scheduling to own day, such as Sunday as before

Clarify expectations and duties of Adjudicator Assistants

Review process for submitting stats to Music Festival office daily


7. CLUB MEMBERS

Members of the Grand Falls-Windsor Kiwanis Club were surveyed at a Tuesday luncheon meeting. Members not in

attendance for that meeting were emailed the survey. There were 22 surveys returned from a membership of 39, a

return rate of 56%.

Length of Time Volunteering

The results of the surveys indicate that there has been excellent volunteer involvement of Kiwanis members at the

Music Festival over the years, with 20 indicating they have been involved in the Music Festival and 2 indicating they

have not.

Kiwanian Involvement

Sixteen of the twenty members indicated they had been involved in two or more of the volunteer positions to run

the festival. Two served in one position and two did not respond. All twenty-two members (100%) responding to the

survey were willing to be active volunteers in future festivals.

39

22

0

10

20

30

40

50

Surveys distributed Returned surveys

Club Member Responses

Club Member Involvement

Not Involved before Less than 5 years 5 - 10 years

10 - 15 years 15 - 20 years 20 - 25 years

More than 25 years Did not indicate a time

Club Member

Involvement

Twenty-two respondents:

Not involved before

2

Involved less than 5 years

2

5 to 10 years 8

10 to 15 years 4

15 to 20 years 0

20 to 25 years 0

More than 25 years 4

Did not indicate a time

2


Music Festival Objectives

All respondents (100%) were familiar with the objectives of the Music Festival. Eighteen felt that the Music Festival

objectives were being met, one responded no, one – mostly and two did not answer. Individual responses expressed

the importance of the festival and its value to schools and the children, while two responded that the objectives

need to be reviewed.

Valued Project of the Kiwanis Club

100% of the respondents indicated that the Music Festival is a valued project of the Kiwanis Club of Grand Falls-

Windsor. Of the comments, seven referred to the benefits of the festival to children for growth in music experiences

and music development and the positive experiences including exposure to first class adjudicators. Nine comments

referenced the relevance of the festival to the GF-W Kiwanis Club because of its fifty year success, reason for club

existence, supporting club motto and profile for club publicity. At least four of the respondents referenced the

importance of this festival to school music and community ownership.

Organization and Design of the Festival

It is a known fact that, for a number of reasons, participation in the Music Festival has declined over the years. This

participation would include registered performers, volunteers (both Kiwanians and community) as well as the

audience participants. To get a sense of the perception of club members about the Music Festival during this

change, they were asked about the organization and delivery of the festival as it is today.

With respect to the organization of the festival, 7 felt that it had improved, 10 indicated they felt it had stayed the

same, 4 felt it needed improvement and 2 did not respond. (Two surveys showed two choices).

Individual comments expressed success and improvement from the start of the festival but sensed a decline in

interest, attendance and participation. A couple of comments referenced the yearly post festival review. One

member felt the feedback was rarely acted on while the other felt it was intended to make change for the better.

Another respondent felt the importance of a review and the need to ensure there is support from music teachers. A

couple of other comments indicated scheduling needs improvement and another referenced the decline in numbers

but not expenses of the festival.

Opinions about the delivery of the festival were somewhat the same as with the organization in that the majority

indicated things have remained the same. Three respondents felt it had improved, 13 felt it had stayed the same

and 5 felt it needed improvement, 2 did not respond. (One person made two choices).

Positive Aspects

When asked about the positive aspects of the festival, many comments referenced the benefits to the children for

musical development, personal growth and life skills, learning experiences in music and showcasing talent. Others

identified the value to the club and community as being positive. The support for the positive aspects of the festival

did not fall short with over twenty positive comments listed.


Improvements/Changes

There were several comments that confirmed the success of the festival and the desire to continue the event in the

community. The following comments were suggestions as to how it may be improved for success and stainability in

the future.

Organization/ Structure

• No competition early age groups

• Need to enforce our own rules

• Could merge with Gander

• Less days

• Go into the schools to get more group participation such as choral speech, choirs etc.

• More work on choral speech

• Scheduling: not have sight reading classes before elementary choirs

• Ensure clear organization

• Involve all Kiwanians in award giving at Highlights

• Update policy and documents

• Remove the music consultant position

• More local adjudicators

• Need to continue with good organization

• A change in the organization needs to be assessed

Highlights

• One highlights and one awards ceremony

• One night of festival of the stars (4 respondents)

Communication

• Better communications with teachers, public

• Explanation of the role of the festival committee (currently not clearly defined if at all)

• Positive PR within the community

• We need our community, school boards and government realizing the importance of the festival

• Need more buy-in from schools, teachers, and Kiwanians

Socials

▪ Rethink dinner at beginning of the week

Financial

• Per diem meal allowance for adjudicators

• Find an alternate venue to the GPCA; funds saved to support festival cost

• Ensure the revenues meet the costs


RECOMMENDATIONS:

The policy document of the music festival be reviewed and updated to:

Define the terms of reference of the Music Festival Committee

Define the roles of the Music Festival Committee members

Ensure lists are updated, e.g., list of volunteers

Expand the document to be a policy and procedures manual

Assess whether current policies are practical and achievable

We need to ensure that we adhere to our own policies An organizational plan be put in place to identify volunteer positions in the festival for Kiwanians

to sign-up for participation (e.g., driving, supervising, presenting awards etc.) The objectives of the Music Festival be reviewed to ensure they are current Scheduling of classes need to be reviewed by committee before the program is published Festival expenses must be in line with revenues The number of adjudicator positions must be reviewed One Highlights concert be considered Improvement in communication


SUMMARY

The Kiwanis Music Festival has had a very long and rich history in the Grand Falls-Windsor and central Newfoundland area. For over half a century the festival has provided people the opportunity to display the musical and choral speaking talents of the area. Following each festival there is an informal review to determine what changes are necessary for the following year. Following the 51st Music Festival April 10th - 16th, 2016, the Music Festival Committee decided that in addition to the annual review, it would undertake a more comprehensive review of the festival. This comprehensive review would not replace the annual reviews but instead would be broader in scope to establish whether the festival is reaching its desired potential. A small ad-hoc steering group of the Music Festival committee was established to provide oversight for the review. Seven target groups were identified to provide feedback and were contacted through questionnaires and telephone calls. The information was tabulated and reviewed by the ad-hoc steering group who completed this report that will be presented to the Music Festival Committee. Once approved by the Music Festival Committee, the report will be forwarded to the Board of Directors for approval and implementation. The feedback and information obtained throughout this review provides an overwhelming theme that this Music Festival is a very well organized event. For the past 50 years, the Club has executed a wonderful festival that is the pride of this community and perhaps, even the envy of other communities. However, like any organization, continuous improvement is important for its continued success and sustainability. The feedback obtained through this review and its recommendations will provide a solid foundation from which the Kiwanis Club can move forward to make any changes necessary to sustain the festival for another 50 years.


SUMMARY RECOMMENDATIONS

1. Review to update the Music Festival objectives.

2. Develop a syllabus for the Central NL Music Festival.

3. Review the rules in the syllabus to ensure they are clear.

4. Ensure thorough proof-reading of syllabus and program prior to publication.

5. Distribute the Music Festival Syllabus and Program earlier with broader distribution through the region.

6. Explore the idea of putting the Syllabus on-line and mailing it to teachers.

7. Consider inclusion of more categories in the festival.

8. Explore the possibility for on-line registration and payment.

9. Explore potential to bring back Achievement classes.

10. Return Concert Groups scheduling to its own day.

11. Review location and timing of scheduling of large groups.

12. Ensure there is sufficient volunteers at venues with large groups performing.

13. Establish a sub-committee to review scheduling before the program is published.

14. Explore options to improve adjudication practices to maximize benefits for students.

15. Ensure adjudicators for young children are suitable for the age group.

16. Ensure sufficient time is allotted for adjudication after each performance.

17. Consider incorporating work-shop style adjudication.

18. Review the different approaches to adjudicating bands and choir to determine if this can be done the same.

19. Review the use of all the current venues to determine suitability for present day.

20. Engage Venue Coordinators at least 4-6 weeks in advance; with the expectation to put volunteers in place at

least 1-2 weeks in advance.

21. Review process for orientation/reorienting Venue Coordinators.

22. Ensure material provided to Venue Coordinators is updated annually.

23. Distribute programs to all venues prior to start of first class for that venue.

24. Communicate all schedule changes to the appropriate Venue Coordinator in addition to the Adjudicator

Assistants.

25. Review the current set-up/design/program for the Highlights concerts to look at ways to increase the number of

performances and audience participation.

26. Review the criteria and processes for choosing awards and participants for the Rose Bowl and Highlights

concert.


27. Consider one highlights concert.

28. Review and update the policy document of the music festival to:

a. Define the terms of reference of the Music Festival Committee

b. Define the roles of the Music Festival Committee members

c. Ensure lists are updated, e.g., list of volunteers

d. Expand the document to be a policy and procedures manual

e. Assess whether current policies are practical and achievable

29. Ensure that we adhere to our own policies

30. Expand the document to be a policy and procedures manual

31. Consider the input of Music teachers in the Music Festival planning process.

32. Consider a less competitive model for the festival.

33. Consider eliminating competition with younger age groups.

34. Eliminate the wide spread of ages in classes.

35. Explore development of Conflict of Interest guidelines to mitigate observed or declared conflicts.

36. Develop an organizational plan to identify volunteer positions in the festival for Kiwanians to sign-up for

participation (e.g., Driving, supervising, presenting awards etc.)

37. Review the participant fees for potential to pro-rate for students who enter several classes.

38. Review instructions for Quick Study and Sight Reading to ensure comprehensive.

39. Consider having an accompanist available for voice students (assigned to a venue) that would-be fee-for-service

at no cost to the Music Festival.

40. Clarify expectations and duties of Adjudicator Assistants.

41. Review process for submitting stats to Music Festival office daily.

42. Implement a process for more accountability with handling cash at venues.

43. Ensure financial spending is in line with revenues.

44. Improve communication at all levels.

45. Consider an advocacy role for Kiwanis regarding more focus on music education in the schools.


GENERAL RECOMMEDATIONS FROM MUSIC FESTIVAL PLANNING COMMITTEE AD-HOC TASK GROUP

MUSIC FESTIVAL COMMITTEE REVIEW THIS REPORT AND RECOMMEND ITS APPROVAL TO THE BOARD OF

DIRECTORS.

ONCE APPROVED BY THE BOARD OF DIRECTORS, THE REPORT BE RELEASED PUBLICALLY THROUGH KIWANIS

WEBSITE.

THE MUSIC FESTIVAL COMMITTEE WILL DEVELOP AN IMPLEMENTATION PLAN TO ADDRESS THE

RECOMMENDATIONS IN THIS REPORT

ALL RECOMMENDATIONS THAT ARE IMPLEMENTED MUST BE WITHIN THE FINANCIAL AND HUMAN

RESOURCES AVAILABLE THROUGH THE KIWANIS CLUB OF GRAND FALLS-WINDSOR


Appendices

I Kiwanis Music Festival Context/History

II Brief History of the Kiwanis Club of Grand Falls-Windsor

III Terms of Reference – Music Festival Planning Committee Ad-hoc Task Group


Appendix I

Kiwanis Music Festival Context/History

1. There are over 240 Music Festivals held yearly throughout Canada, involving over have a million students. Local,

provincial and national festivals provide an opportunity for young people to participate in events that encourage

self-discipline, teamwork, excellence and above all, an appreciation for and enjoyment of music.

2. The first Canadian Kiwanis Music Festival was held in Toronto’s Eaton Center February 7-16, 1944.

Approximately 7,000 competed and amongst the winners was a twelve-year-old pianist named Glen Gould.

3. The Kiwanis Club of Grand Falls-Windsor is the largest of the seven Kiwanis clubs in Newfoundland and Labrador

and has a membership of around 40 members. It held its 51st Music Festival April 10-16, 2016.

4. Normally festivals run over a two or three-week period, the festival in Grand Falls-Windsor runs in just seven

days! That’s incredible when you consider that we had 724 entries in the 2016 Music Festival. Each entry may

be a single child or a band or choir with many dozens of children, making for 3,500 different participation units

at seven different venues starting on Sunday and ending on Friday afternoon. Then in addition we have two

Highlights of the Festival Concerts (Friday & Saturday Evenings).

5. A child’s first music teacher will have an undeniable impact on how the child will view music in the future. The

most significant factor is the skill and enthusiasm of the teacher. Teaching music is not done by a formula that

works the same for every child. Each child learns differently. The benefits of the festival are seen for years to

come as participants come back many years later as music teachers who teach in the local school system and

have even been adjudicators.

6. The Festival Budget for 2016 was $60,000.00, most of which was raised by the Festival Committee and its

volunteers. This includes entry fees, admission fees, advertising in the program booklet, major donations by

businesses and the Town of Grand Falls – Windsor.

7. Music Festivals are volunteer driven. The Kiwanis Club and its members are involved at every level. As one

festival concludes, work on the next begins, with the date for the next year announced at the conclusion of each

festival.

8. A Music Festival Policy Manual which details the organizational structure guides the operations and processes of

the Music Festival. This manual is updated on an ongoing basis.

9. At the conclusion of each Music Festival, the Kiwanis Club shows its appreciation to the members, teachers and

volunteers by hosting a social event.


Appendix II

A Brief History of the Kiwanis Club of Grand Falls-Windsor

When the curtain went up for the first Kiwanis Music Festival in St. John’s in October of 1951, Grand Falls was represented with seven entries comprising of thirty participation in a total of one hundred ninety-two registered entries in that festival. For the next eleven years, many more local musicians who wanted to perform and be adjudicated had to travel to the St. John’s Festival. The expense and inconvenience at that time prompted a local group of music teachers and interested citizens, including potential Kiwanis members, to initiate our own local Music Festival.

November 11th, 1959 the very first Kiwanis club was formed in our town. Mr. Max C. Porter was installed as the first President of the Kiwanis Club of Grand Falls. However, it wasn’t until January 13th, 1960, when President Max accepted the Grand Falls Kiwanis Club’s charter from Mr. Gilles Sarault, immediate Past President of the Ontario-Quebec Maritime District of Kiwanis. The Grand Falls Club was sponsored by the Kiwanis Club of St. John’s and was the seventh such club in the province.

In October of 1960 the Advertiser referenced an article to the fact that the Kiwanis Club now into its second year had elected a new slate of officers for 1961. George Anderson would take over from Mr. Porter as President.

Mr. Porter gracefully took over the Chairmanship of the Music Festival Committee from Mr. Eddie Green who became seriously ill at the time. The article in part, focused on the status of the plans for the club and its first Music Festival. Mr. Anderson said that the main business at hand for Kiwanis is the planning and preparation necessary for the successful running of a Music Festival in early next spring. He also said that the committee, under the capable direction of Mr. Max Porter, is already working hard at this.

On April 10th, 1961 “A Dream Came True” the curtain went up for the very first Kiwanis Music Festival for Central Newfoundland. Over 300 entries registered from Gander to Corner Brook. The three-day event required three adjudicators and three venues. The following week the Advertiser had headlines such as “First Kiwanis Music Festival is Overwhelming Success” and “High Caliber Contestants Highlight All Sessions”.

On April 23th 1962, the second Music Festival was held under the chairmanship of Kiwanian Bruce Reid. This too was a very successful event. In the fall of that same year, due to a decline in membership and various unknown reasons, the club ceased to operate and was forced to give up its Charter.

As a result of this, there was no festival in 1963 or 1964. In 1965 the third festival took place, but this time it was run by the Music Festival Association of Central Newfoundland, and sponsored by the Northcliff Drama Club with the help of some members of the former Kiwanis Club.

Through the determined efforts of a few of the former members, a new Kiwanis club was formed in 1966. It was on December 10th, 1966, that club President Don Matthews received the second Charter from Kiwanis District Governor Clifford P. Wyman. The Charter is dated October 29th, 1966.

After another gap, this time of four years, The Kiwanis Club ran their fourth festival in 1969 this time as the sole sponsor. The Music Festival Association of Central Newfoundland was still the entity running the festival and continued to be so until 1975. In that year, the name “The Central Newfoundland Kiwanis Music Festival” first appears and continues to this day.

Events such as the Music Festival and radio auction continued their annual numbering dating from the 1959 club. Thus the 2016 Music Festival and auction were both number 52.

After the towns of Grand Falls and Windsor amalgamated in 1991 the club changed its name, officially, to the Kiwanis Club of Grand Falls-Windsor, Newfoundland.


Some 35 or so years ago the 1916 Beaumont Hamel Army Cadet Corps needed a new sponsor. The Kiwanis Club took on the responsibility and has enjoyed a very rewarding partnership with the Corps. Although many of the Corp’s needs are met by the D.N.D. any Corps benefits both physically and psychologically from the activities of an active sponsor. Over the years the Kiwanis Club has provided several “extras” including a full set of drums, shooting equipment and five sets of bagpipes. The Kiwanis club also helps the Corps with their speaking competition. They in turn are ready to help with manpower for Kiwanis projects such as the calendar project and auction to the benefit of both our organizations.

There have been many changes over the years. The Music Festival has grown to size that would surely astonish its founders. The auction, our main fundraiser, has gone from a radio auction, radio-TV, TV only to an on-line event. The Club has had a Community Calendar project for more than 30 years and more recently added a Christmas Turkey Raffle to our fundraising efforts. The funds raised go to numerous causes locally, nationally and internationally.

The Kiwanis Club donates to the South and Central Health Foundation, the Janeway, The Community Food Bank, the Central NL Regional Health Centre pediatric unit, and School Breakfast Programs. As well as various special needs groups and persons and other local causes. During the Badger flood in 2003 Grand Falls-Windsor Club was able to access $5,000.00 from Kiwanis Canadian Foundation to help in the relief effort. The club also co-coordinated and passed on donations from other Newfoundland Clubs. Kiwanis International ran a worldwide program to eliminate Iodine Deficiency Diseases. The Grand Falls-Windsor Club was proud to contribute more than $6,000.00 towards the $75 million raised internationally. The Grand Falls-Windsor club is one of nine clubs in Division 21 of The Eastern Canada & Caribbean District. The district includes all of Ontario, Quebec and the Maritime Provinces of Canada plus seventeen Caribbean nations including Surinam on the South American continent. The district was known as OQM until 1962 when the first Caribbean clubs elected to join us. Their continuing presence and different outlook on life has made ours a unique, exciting and cosmopolitan district. Every year the district runs a convention, which can be in any part of the geographic area. These provide an insight into the activities of clubs in other regions. This convention was held in St. John’s in 1991 and again in 2006. A board made up of Lt. Governors, who are elected each year by each of the 28 divisions, runs the District. The Kiwanis Club of Grand Falls-Windsor has provided four district Lt. Governors over the years, two of whom are still active club members. Perhaps the most significant change is having female members. They have changed the dynamics of the club and brought a refreshing new outlook on our activities. As of 2002, there have been 7 female presidents. The membership ebbs and flows and is usually between forty and fifty members. Today we are close to 40 members with a good mix of experienced and newer and younger members. It is hard to pin down the reasons for the club’s continuing success at a time when volunteering seems to be on the wane and many service clubs have difficulty recruiting and retaining members, especially younger ones. Perhaps concentrating on a variety of local concerns first, is a major reason for our success. Adapted from – John Trend (November 25th 2008) and Paul Hennessey (March 3rd 2017)


Appendix III

Kiwanis Club of Grand Falls Windsor Music Festival Planning Committee

Ad-Hoc Task Group

Strategic Review - Terms of Reference

From May 15th to October 31, 2016, an ad hoc task group of the Music Festival Planning Committee will complete a strategic planning process inclusive of an internal and external review, relative to the operation, design and delivery of the Music Festival and make recommendations based on the findings.

Rationale

The Kiwanis Club of Grand Falls-Windsor completed its 51st Music Festival during the week of April 10th - 16th, 2016. After 50 years’ experience with the festival, while the interest and engagement appears to continue, participation has been declining. Following each festival there is a review to determine what changes are necessary for the following year. Each year these annual reviews result in changes to reflect the observations of that particular Music Festival. This year the Music Festival Committee decided that in addition to the annual review, it will take a longer-range approach to review many aspects of the festival. This longer-range review is not meant to replace the annual reviews but instead will look at a longer-range vision to establish if we are reaching the desired potential of the festival. Many questions arise when contemplating such a review. The following are a few examples:

• Are we reaching our target audience?

• Is the program, as it is currently designed and structured, achieving the original "Objectives of the festival"?

• Should we review these objectives to ensure they reflect current norms for Music Festivals?

• Is the festival sustainable in the way it is structured and delivered?

It is the Music Festival Committee's intention to take a strategic approach to identify the strengths and areas that need improvement.

Objectives

• Take a longer term strategic approach in order to address the vision for the festival.

• Ensure the enhancement and sustainability of the Festival.

• Increase interest and engagement in the festival.

Goals

• To review the operation, design and delivery of the festival in order to make recommendations for improvement.

• To review the purpose and role of the festival in the long term.


• To engage target groups and individuals in meaningful discussion in order to ensure information exchange and feedback from key target individuals and groups.

• To use the collected information to influence and support the required changes for an improved festival.

Target Groups

• Music Teachers

• Venue Coordinators

• Volunteers

• Current and Former Students

• Club members

• Schools

• Adjudicator Assistants

• Former Adjudicators

• Venue Owners

Process

• A small ad-hoc task group of the Music Festival committee will develop and oversee the project.

• A questionnaire will be developed and forwarded to individuals/groups listed in section 4 “Target Groups”.

• Information from the survey will be tabulated and developed into a short document and reviewed by the Ad-hoc Task Group.

• Once the preliminary information is gathered and reviewed, the Ad-hoc Task Group will determine the next steps to either gather further information or go directly to the development of a final report inclusive of recommend changes.

• The final report will be based on the results of the questionnaire, and other information gathering tools, along with other relevant historical and current information.

• The report will be presented to the Music Festival Committee.

• Once it is approved by the Music Festival Committee it will be forwarded to the Board of Directors for approval and implementation.

Authority The Ad-hoc Task Group reports to the Music Festival Committee. All major milestones of the process will be reported back to the Music Festival Planning Committee for approval. Music Festival Committee makes recommendations to the Kiwanis Board of Directors.

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