Tuesday December 1, 2019, 7:00pm
Attendees: Christian Montes, Erin Trampel, Jessie Riggins, Nathan Brown, David Deatherage, Ruth Robarge, Austin Rexroad; Staff: Lee Heartman, Joe Davis, Ian Bradt, Kelly Pangburn
Called to order at 7:00 pm.
Reports
Artistic Director, Lee
Looking forward to the holiday concert! Very pleased with how quickly everyone picked up the music.
ArtsKC submitted
MAC funded $6475
NTDF accepted and meeting on Jan 30. Anticipating at least $2500 (as I believe that’s the basement amount) hoping for $5000
Followed up with Stephen for February new piece. It’s coming along nicely.
Followed up with Stacy for Drag Queen Concerto. She’s writing it in Nebraska.
Queens are onboard and up-to-date but I need to get them contracts. SET AS ACTION ITEM
Potential performance at the International Double Reed Society conference in Iowa in June 2020. Will know in January 2020. Would need 19 MAFB members (2 flutes, 2 clarinets, 1 bass clarinet, 2 alto saxes, 1 bassoon, 2 horn, 2 trumpets, 2 trombones, euphonium, tuba, 3 percussionists)
Applying for MMEA 2021 in Spring 2020 for Jan 2021 performance.
Tolkien Society of Kansas City reached out to us re: March’s concert and will be following up with them.
Inputting our venues into half/access an organization that is dedicated to making live music accessible. It is a database of accessibility options for disabled folks on what to expect before arriving at a show and we can use it in our efforts to be more accessible.
Season 18 Call for Proposals will be for Mighty Mo Combo.
Nothing to add.
Board Chair, Christian
Have everything ready for MO Tax exempt certificate as we have everything in proper order and format for the state (hopefully). Will send that later this week.
Only a couple places have sent me a note back on carol performances. I will follow up with them this week and get the info out to the membership by Thursday at the latest.
Time to push our holiday concert event on Facebook, friends, and family.
I will be meeting with Stedmond Ware, the Chair of KCCI to discuss our donation. (Discussion in old business)
Nothing to add.
Vice Chair, Austin
No report submitted.
Nothing to report.
Treasurer, Nathan
Financial documentation available upon request.
Nothing to add.
Secretary, Erin
Minutes submitted on 11/25.
Minutes approved as submitted.
Business Operations, Ian
Not much new since last month. Still waiting on feedback from the Gem regarding next year’s concert dates. If possible, I plan to stop by the Lyric this week to take a look at a couple things in advance of next week’s concert.
For all Board and Staff members with contract authority - it is critically important that the organization maintain records of any and all contracts into which it enters throughout the year. This includes all contracts for commissions, guest artists, contract employees, venues, and MAFB performances. Our Google Drive serves as MAFB’s official organization records and these documents should be available there. At present only venue contracts are loaded for the current season. We need to get copies of all other contracts loaded into the Google Drive ASAP so we have them officially on record. To assist in consolidating our contracting documents to one place (so we might actually find them again), there is a new Contracts folder in Business Operations. Please upload copies of SIGNED contracts to the appropriate folder here: https://drive.google.com/open?id=1uXK5vpIdyltR8dnYKgnycEVaz39WaMT9
For guest performers for the last concert this year, I have the baseline artistic services contracts. I can kick out the contracts for those specific performers pretty quick if I can get specifics. This baseline is also posted as a template in the Business Operations folder on the Drive. I’m working on baseline contract templates for MAFB contracted performances as well.
On a side note - it may be time to think about some reorganization of the Drive. We have multiple folders that could apply to the same thing making it difficult to find things that aren't used regularly. As an example, at least count, there were no less than eight folders related to Funding, Development, and Grants. These types of things could be consolidated to make the Drive cleaner, easier to use, and files easier to find. I’m happy to tackle the task if the Board would like.
Ideally the Lyric will be set up in the same manner as the LGBA conference concert. This may not be possible due to their lighting rig. Ian will check. Ian will also look into organizing our google drive folders. Call and setup times have been added to the MAFB calendar.
Mighty Mo, Joe
Our Fall Concert on November 17 was a success—there were about 40 audience members. Many of them stayed for the reception and the marvelous treats. The band played enthusiastically and sounded good in the space upstairs. The Mighty Mo’s are on break until mid to late January. We are looking at options for our 2020 spring concert venue, including Central Presbyterian and others. More details at the board meeting. Soon I will be in touch with the Rose Committee, anticipating another June gig at the annual Rose Day at Loose Park. We love this gig. The KC Parks Department staff offered to spruce up their sound system for us and I like their thinking. Did you know? Mighty Mo Combo has given 51 performances from inception to-date. Our debut came on October 8, 2011, when we opened for blues artist Millage Gilbert at Blues & BBQ in KC.
Mighty Mo is considering doing Fringe Festival again in 2020. January 15 performance of the National anthem at 8:30 am for KC Life Insurance.
Kelly, Social Director
We are still in need of a hospitality coordinator to set up the reception for the holiday concert. Ideally this would be a non-playing member or volunteer who is able to make necessary preparations while the band is on stage performing. We have had good response with food sign-ups so I’m not concerned about that aspect at this time.
We should also be looking ahead at the Winter Chili dinner. What date are we planning? I’m happy to coordinate the food, drinks, sides, etc.
Jessie will be coordinating the concert reception. The winter chili dinner will be at the church. The board meeting could be before the chili cook off on Tuesday Jan 7. Board meeting will be at 6:30 pm.
Jeanine, Librarian
Nothing to report.
Not attending meeting.
Committee Reports
Fundraising, Jessie
Currently working on a year-end donation campaign focusing on timpani that I hope to have up by the time you are reading this :) Please help share the daily posts, and encourage our members to share the posts as well. Meetings for the 2nd annual trivia night will begin in January.
We have had a #givingtuesday campaign active on Facebook today, and as of 2:30 p.m. we have raised $360. Facebook is matching the first 7 million in donations today, but no numbers have been released as to where in that processes they currently are, or if they have hit that mark as of yet. (Note that $250 of this came from a website donation, so the actual amount raised through Facebook currently is $110).
The timpani is on the charity branch of go fund me.
Marketing, Liz
Will double check we have all our trade ads and will share the Campaign on the year-end donation. I am happy to proofread the program if you’d like or anything else we have going out in the next month. I also plan to take one more look through the site and see if anything jumps out at me. Thanks all!
Nothing to add.
Membership, Austin
No report submitted
Friendsgiving was successful. There is interest in doing it next year. December 19th is the round robin gift exchange, after the caroling.
Election, Christian
We have the following nominations: Rameka Sahadeo Jennings (confirmed), Grace Diebolt (confirmed), and Sean Jones (not confirmed), Alex welch (confirmed)
The committee will send out a questionnaire and we will begin the process of interviewing each one of them by the end of the month.
We have three open seats. We will send out the bylaw changes with enough time for the membership to read it before the annual meeting votes.
Webmaster, Matthew
No report submitted
Not attending meeting.
Handbook, Ruth
No report submitted
The group met to discuss the handbook. The committee agreed to create a statement of what the board is and a bulleted list of board expectations and requirements. Ruth would like to be ready to present it at the next meeting and plans on it being revisited every year to keep it up to date.
Old Business
KCCI Donation
The board is agreed to a $1000 donation.
Timpani
Lone Star: $14,434.40
Steve Weiss: $15,978.95
Palen: $15,936.36 (will match lowest)Meyer: No bid
For Palen we will have to pick them up in Liberty. Our timeline depends on funding. It may be worth waiting until the spring to see what gently used display units we can purchase.
New Business
Website
Should we switch to a new website platform since we have to relaunch the website anyway?
Ruth Robarge proposes to move the website platform from Wordpress Squarespace as soon as possible.
The proposal passes unanimously. Erin will get the content moved over as soon as possible and get a first draft to the board on Monday. The funds will come out of Lee’s artistic discretion. The website, even if not complete, will be pushed to be live on the following Friday. We can hide incomplete pages or post a “coming soon” landing page.
50th Performance
We forgot to celebrate the ensembles 50th performance. If we pull the special engagement concerts we can fudge it a bit and perform a special 50th concert using past favorites. This can also be a good fundraising opportunity.
Mail Key
Joe agrees to take over responsibility for the mail key.
Meeting adjourned at 8:02 pm.
