Tuesday April 2nd, 7:30pm
Attendees: BOARD MEMBERS:JJ Pearse, Debbie Farrell, Joy Hope, Rameka Jennings, Steven Irving, Nick McWilliams, Lisa Klockenga, Shelly Alexander Staff:Erin Trampel, Jeanine Asay, Lee Hartman, Jessie Davis Members: N/A
Called to order at 7:34 pm.
Committee Reports
Fundraising, Rameka
UP/Down fundraiser is confirmed for Wednesday, June 12, 3pm-10pm. The fundraising committee is working on a communications plan that we would like to hand off to the marketing committee, so it can be properly marketed.
I will announce the STD to the band this week and start a FB event to be shared.
Lee, can you please add the date to the recurring communications you have with the band? Can we also include it in any future communications that go out to the members and/or patrons?
I have added it to our calendar.
I want to schedule a strategic planning session, so we can dive into the feel of the upcoming season. Then I’ll work with the committee on theme-adjacent opportunities for fundraising and merch for the upcoming season.
Can we accomplish this during our retreat? If not, Lee/Jessie are you willing to participate to help support this?
I would like your thoughts on creating a fundraiser for a “generic” pride shirt (not necessarily MAFB logo), that we would open for pre-sales and fulfill/print in June. Our idea is to crowd-source a graphic designer who may be willing to donate a design. If it is successful, we could make it a yearly thing and create a competition of sorts for a winning designer. In theory, this would not cost the band any money.
We are working on a communications plan for a generic pride campaign. We might as well solicit donations during our month!
Hamburger Mary’s Bingo - I’ve finally made it to the list when they reach out for dates each month. I’m leaning towards a July/Aug date, that we can use as a fundraiser and partner with the membership committee to encourage members to come out for a summer mingle. Thoughts?
Can someone organize the tie-dye portion of the shirt for the zoo? I will place an order for shirts on Monday.
Marketing, Joy
Classical KC had an air time ad special that we booked to promote the May Concert. Our press releases have been sent out for the MMJO and MAFB concerts.
Membership, Nick
Membership committee met Tues 26Mar2024 at 6pm. Meeting minutes here. Plan is to meet monthly within a week before the board meetings.
Shelter at Loose Park reserved for Sun 04Aug2024 for season kick-off cookout. We have the shelter all day. Event placeholder added to calendar.
Committee is working on membership activity interest survey.
For next season planning to do section spotlights - committee is working on template for section members to fill out.
Asks to board:
Confirm committee objectives
Keep current members engaged
Encourage new membership
Review business card draft
Assist in distribution of activity interest survey (confirm available formats and how to distribute)
Opinion on sign-up sheet for assistance with rehearsal set up
Confirm what membership information can be shared with committee (e.g. zip code/aggregate location) to assist in planning activities/location of activities
Performance Opportunities, Steven
I’ll be sending an email out to my color guard people to start up rehearsals again in May to prepare for the Pride Parade.
Reports
Secretary, Steven
Have the contacts been updated for the board and staff email list?
Artistic Director, Lee
Our Charlotte Street Foundation Grant request was withdrawn because our large one-time estate donations from Matthew and Joe put us over their budget limit. I was hoping they would look at the operational budget instead of overall but alas perfectly in their right to do so. This was a grant to fully fund the MMJO. It’s more important to have those gifts than this particular grant. NewMusicUSA grant submitted. 15K ask with an average award of 7K. We applied in General Support instead of Creation of New Work because of the 1) budget limit for General Support (capped at 3 mil) versus the no budget restriction of Creation of New Work and 2) all composers you’re working with for creation of new work need to be based in the US and Anthony is currently overseas. Nearly ⅓ of the application is EDI based and so I feel we have a good shot if long shot (because this is a national grant and we’ll be going up against groups like 8th blackbird, Chanticleer, and professional orchestras). They have granted funds to youth orchestras and community choirs before; I don’t recall them ever giving to community bands, but I'm hopeful as we have a strong case. Read Olivia Kieffer’s letter of support here.
MO Humanities request was denied. Trying again for a mini one. Still waiting on word from NTDF. We do need to draw down that balance by invoicing them. I’ll submit our final report after the zoo concert as it doesn’t cover our spring concert because of their cutoff dates.
I’d like to order the new Zoom 4K camera with microphones. We use a Zoom to record our concerts. Having the synced 4K would be wonderful. Estimated cost would be $200.
Assistant Artistic Director, Jessie
It’s concert month! Please help us spread the word online by sharing the Facebook event. Kelly Pangburn and Grace Diebolt are taking point for decorating, so please send any interested volunteers their way.
Board Chair, J.J.
Nothing to report.
Vice Chair, Christian
Sorry I had to miss tonight. I have a big project due tomorrow for work and I have to get it done tonight.
Working on chatting with the committee chairs. Have had a couple wonderful conversations with a couple people. I am still waiting to hear back from a few of you. Please check your emails and lets get the conversation started so we can get you all on the website.
Will meet with election committee this month. Those who volunteered please be on the look out for a doodle!
Treasurer, Lisa
Report available upon request.
Executive Director, Ian
A couple updates for this month:
We have done an evaluation on the sound system and been unable to reproduce the issues that we encountered during the last Jazz concert. We’ll get it setup for rehearsal and see if we continue to have issues in that environment then reevaluate.
If there are still issues, we have a backup plan for the April Jazz concert via either renting a system from A to Z or borrowing one from the University of Kansas
I will prepare a proposal on selling off some of out existing and rather dated sound equipment and upgrading to self-powered speakers. This will eliminate some points of failure and reduce the overall footprint. Will provide for evaluation before next season budgeting.
The Folly contracts have been executed. We owe them the deposit and I have requested Lisa send that along.
I have reached out to the Zoo to see if we can leave our truck in their backlot the night before our concert there. We will need to load at the church on Saturday afternoon as there will be a church service Sunday morning.
Debbie moves to amend and motion passes.
Librarian, Jeanine
Nothing to report.
Webmaster, Erin
Season 22 is now online! Mighty Mo concert press release will be published tomorrow.
New Business
Front of House/Event Committee
I feel like there is a big hole in having a committee formed that supports front of house for concerts, etc. I think it would be beneficial to form a committee of players/non-players willing to help set up and run front of house (including ticketing, decor, raffle tickets and merch).
Planning for the Future - documenting current duties and processes
Meeting adjourned movement/time 8:38PM.
