Tuesday June 2, 2020, 7:00pm
Attendees: Erin Trampel, Austin Rexroad, Christian Montes, Grace Diebolt, Nathan Brown, Rameka Sahadeo, Emily Kuennen, Ruth Robarge; Staff: Ian Brandt, Jeanine Asay, Jessie Riggins, Lee Hartman, Kelly Pangburn; Members: adsf
Acting Proxy: Austin Rexroad for Alex Welch
Called to order at 7:06 pm.
Reports
Artistic Director, Lee
No report submitted.
MAC final report has been submitted. Sunday event went great. We had 2 spots on Fox 4. “After we were done it seemed like no one wanted to go home… it seemed like everyone wanted to hang out with each other.” Still unclear when reherals will be allowed again. Currently still at 50% with social distancing - we can currently do chamber music only. Considering doing a music theory night to keep everyone engaged. Arts KC gave us an electronic audit for our digital media for SEO and suggests improvements. Erin, Jessie and Lee will get together to go over the electronic audit.
Board Chair, Christian
Nothing to report.
Discussed reopening with the LGBA. Risk statements for members, symptom forms. There isn’t much legal liability that the band takes on either way, it may be something we need to look into with Jen. If the data is recorded HIPAA requires you keep it for 35 years. We could push it in our messaging, and make sure that it is optional not required to attend.
Thank you all for being so understanding and supportive to the need to close. You are helping to protect those around you, not just yourself.
Vice Chair, Austin
No report submitted.
Congratulations to your members of the year!
Treasurer, Nathan
Financial documentation available upon request.
We have sold 49 masks.
In Kind donations are marked down in their calendar year for taxes. In kind donation documentation should be given to us in a timely manner, however it doesn’t really matter when we put them on our books. Do not give us the originals, they need to keep those for their own tax records, give us a copy. Nathon will create a doc for in-kind donation guidelines.
Secretary, Erin
Minutes submitted on May 28.
Minutes approved as submitted.
Business Operations, Ian
No report submitted.
Our insurance has been renewed. Our transit coverage will need to be raised when we buy the timpani.
The Jem has reached out for an update. Ian will talk to them soon. We are prepared for next season. Truck reservations are waiting until we get closer.
Mighty Mo, Joe
I noticed that KC Fringe Festival is going "digital" this year, not their usual format. Let me know if I need to follow up with Cheryl about our refund, as it appears we have not received our refund unless I overlooked that in prior meeting minutes. Nothing else to report.
Not attending meeting. We haven’t received a refund for the festival yet.
Kelly, Social Director
Nothing to report in advance of the meeting.
No additions.
Jeanine, Librarian
Nothing to report.
“I have nothing.”
Webmaster, Erin
No report submitted.
Website has had some minor updates.
Committee Reports
Fundraising, Rameka
Will get working on another virtual event - trivia or drag bingo. Thinking end of June so we can use Pride as the theme.
Any other opportunities for us to capitalize on Pride month?
Need to get back into finalizing the corporate sponsorship and monthly giving packages.
Working on a possible partnership with a minority organization (Brown Voices?) to do a joint fundraiser. We could also partner with another pride organization such as Northland Pride.
Marketing, Grace
Vision, Objective, and Initiative Definition (OKRs)
Interest? Next Steps?
Gala
Interest? Preparatory Planning, Committee Formation
The event on Sunday went very well, the family was very happy.
The Marketing committee will look into how much a gala would cost and what it would take to do another one. The last one done, a Casino Night a long time ago, didn’t do well.
OKR is a strategic plan with more measurable objectives. Would help us set more concrete actions. Grace will work with those who are interested to explore this further. We will start with the board and staff and bring in membership once we have a base to build off of.
Membership, Alex
No report submitted.
The member event for Cards Against Humanities online is being held on Thursday, June 11.
Bylaws, Christian
Request for extension.
We only have 49 responses and need 61 to pass the bylaws. An extension has been approved.
Old Business
No old business.
New Business
Insurance info
“Attached is the property/liability policy from Danna at Sloan Agency. I've reviewed it and summarized the sections covering business personal property. The current limit is $21,030. I believe this is adjusted annually for inflation. This limit is for items stored or being used at the church, and has a $1,000 deductible. Theft is included as well as replacement cost--much better than ACV (actual cash value). Claims are covered at 90% coinsurance, meaning we would be reimbursed for all but 10% of the replacement cost.
Our Inland Marine coverage (covers property in transit) has $5,000 coverage for musical instruments with a $100 deductible. It also covers other property (sound system, supplies, everything else) up to $10,000 with a $1,000 deductible. I think these limits are sufficient since we don't transport the bulk of our equipment very often, and not far from the band office. If we charter a bus for an out-of-town trip (i.e. MMEA at Lake Ozark), we should probably consider increasing this coverage at that time.
I thought you might want to include this info in the board meeting minutes under new business.”
-Joe
Ian, Joe, Lee and Christian will review the insurance and better understand our coverage.
