Tuesday April 14, 7:30pm
Virtual
Attendees: BOARD MEMBERS: Christian Montes, Joy Hope, Rameka Jennings, Nicholas McWilliams, Ashton Duplechain, Lisa Klockenga, Shelly Alexander ; Staff: Jessie Davis, Erin Trampel, Bailee Young ; Members: JJ Pearse
Acting Proxy: N/A
Called to order at 7:30 pm.
Committee Reports
Fundraising, Rameka
Up/Down Fundraiser in June: I will put together an FB event this week (and add it to the QueerKC Calendar).
Timpani Patron Party at the Folly -thoughts? (Estimated Budget)
If we were to do this, I would suggest that we host it from 7:00pm - 7:30pm and we hold reserved seats/VIP section for timpani donors. We would also need the board/staff not working to attend for Facetime.
Ian - can you help me pull a report for the program to acknowledge sponsors?
I need someone to take over this role/committee.
Merch
We only had a handful of people >5 sign up for shirts. I’m hoping we can cover it with the existing inventory. I will confirm.
Who can coordinate the date/tie-dye party? 4/24 during rehearsal
Square sign in, I can’t get in 🙁
Every Note Belongs update
Marketing, Joy
Set up and paid for ClassicalKC radio ad for May 2 concert
$400
will run from Apr 24 - May1
Membership, Nick
Last meeting held 25Mar2025 - minutes located here
End of Season Party - May 8th
Will be sending out RSVP survey ~2wks out/Apr 24th
Confirmed drink tickets can be used for non-alcoholic options
Plus 1s - do we want to include in tickets/food
Book club - next meeting Wed 23Apr25
Section/New Member/MoY election updates - extended to EOD 20Apr2025
Retention Survey development in progress
Performance Opportunities, Steven
No report submitted.
Reports
Secretary, Ashton
No report submitted.
Assistant Artistic Director, Jessie
MMJO is getting together for some social time this week. Players are doing great with the Maria Schneider charts! I’ll work on planning next season’s MMJO and Swing Band dates in correlation with the AD search committee as they plan concert band dates so we don’t have overlap or back to back gigs.
christian.montes@freedomband.com- can we work together to pay for the KCToday Newsletter ads?
Nothing further for this meeting so we have plenty of time to discuss concert band need :)
Production Coordinator, Bailee
Facebook/Discord pleads going out April 15th, April 23rd, April 30th
Bailee will be at April 24th rehearsal to advocate for volunteer needs
Thursday, May 1st - Bailee will meet Ian at the storage unit at TIME?. Volunteers meet at the church at TIME? to load out
Please come help carry the stands.
Friday, May 2nd - Volunteer call at 5:00p.m. Separate sign up reminders for load out immediately after concert
Stand Racks Project: Manhasset Music Stand Short Storage Cart
Current price = $360.75/unit x 9 racks = $3,246.75 x 10% discount = $2,922.01
Board Chair, Christian
Nothing to report. All my discussion points are in new business.
Vice Chair, Rameka
FYI, the upcoming concert is now on the QueerKC community calendar
The application for the LGBT Chamber has been submitted, and we are waiting for a response. (I believe) The next step is to conduct a social media/voting campaign. I will report back on the status.
Royals already have someone else booked for Pride night, but they are offering another night for us to perform. The caveat is that each person has to purchase a ticket since there’s no promotion that could offset our ticket costs.
Monday, July 7th at 6:40pm
Monday, August 11th at 6:40pm
Tuesday, August 12th at 6:40pm
I am taking the lead on coordinating logistics for the concert with the Folly/Lee/Abbie, etc. Please make sure we consider our respective responsibilities for concert week prep and that we are getting things covered. If you have time to help, please ask Bailee, Ian, Christian, or me how you can support!
The board will be acting as the ‘emcee’ for the upcoming concert. I am working on what that will look like, but Christian and I will likely do a short welcome at the top of the concert to update the audience before introducing Abbie/Lee to conduct the first song. They (Abbie/Lee) will do their usual thing with program notes, etc. In addition, the board will be handing out the awards. Please let us know if you are interested in speaking/helping with awards, etc. (Lisa and Joy offered to help/speak where needed)
We need to get a personnel list circulated at the next concert, I have a season 22 list; should we have section leaders take a first pass? I have the sax section updated.
Treasurer, Lisa
Report available upon request.
Executive Director, Ian
Nothing of particular note. Still working to get next season dates confirmed with the Gem
Folly contracts have been signed out and we should be good to go.
Jessie and I met to discussion the AD search and assembling the committee. We have the likely members identified but waiting on confirmations of participation. Plan to host a kick off meeting soon with the group. We have a notional plan of the schedule but would like to discuss with the committee before putting it forward officially.
I will likely not make the board meeting. I have commitments in Washington this week and will be engaged Tuesday evening. If I can make it back to the hotel in time, I will sign in
Librarian, Jeanine
Bea has agreed to serve as Jazz/Pep band librarian, replacing Tyler who has resigned from the role. This will continue through next season.
Webmaster, Erin
Nothing to report.
Old Business
No old business.
New Business
Pride Committee
I am getting together a committee for Pride. Lisa has gotten us a booth and we have a spot in the parade. I am asking volunteers from here and from the rest of the membership.
Budget Planning
Next month will be our budget meeting. I know it will be a little busy with these next few weeks and the concert, but we need to have the basic skeleton we can work on and hopefully get it approved before the end of the fiscal year (30 June).
Taking a little play from the COVID days, and I want to do a budget of wants and needs and a contingency budget in case we lose our state funding. So my ask from y’all is to please send me your money needs and wants in two different categories: Needs/cannot live without, and wants/things we can cut in case we need to. Please have this to me by May 1st! Here is a link to our budget. Please let me know if you have any questions!
Budget available upon request.
Board Expectations
I didn't get this done before tonight, so I will paste the link and send out an email when done:
Happy new board year! As such, I am roughing in a little covenant of sorts to keep us all accountable. Things like our attendance policy, expectations, and our financial commitments to the band. Please feel free to add what you’d like and comment on what you don't like. We will get a little ceremonial and all sign it together.
If you have any reservations about your time commitment or being able to meet the attendance requirements, please let's have a chat!
Royals National Anthem
Concert Planning
Report given at meeting
Erin suggested moving away from printed programs in an effort to cut cost
Jesse reminded us to have a few printed copies for GLAMA
Matthew Novotny Award
Board Nominees - Executive Session
Appointed Adrienne Hixson to the board
Board executive session started - 8:20PM
Meeting adjourned - 8:56PM
