Tuesday March 18, 7:30pm
Virtual
Attendees: Ashton Duplechain, Christian Montes, Debbie Farrell, Joy Hope, Lisa Klockenga, Rameka Sahadeo, Shelly Alexander, Nicholas McWilliams; Staff: Bailee Young, Erin Trampel, Ian Bradt, Jessie Davis, Greg Hahn, ; Members: Kelly Pangburn, Lee Hartman, Madison Hicks, Adrienne Hixson
Acting Proxy: N/A
Called to order at 7:30 pm.
Secretary
Shelly nominated Ashton for Secretary
Vote passes
Treasurer
Lisa Klockenga nominates herself
Vote passes
Vice Chair
Christian nominates Rameka
Vote passes
Chair
Joy nominates Christian
Vote passes
Committee Reports
Fundraising, Rameka
I am working with Hollie (French Horn) to rework the “Every Note Belongs” concept and artwork. I would like to have this ready before the May concert/Pride festivities.
The POD (print on demand) shop upgrade will be more of a summer project, but I have requests such as pet bandanas that we could have on the shop. Ian, please remind me of the site Josh uses (I can’t find where you mentioned it).
As a project for next year, I would like for us to consider a re-brand for the bands. We need a refresh of the logos, etc. I have a couple of designers in mind that I have not formally connected with, but I will get a sense of the cost for the board to evaluate. (https://efg.xyz/, https://jaredhorman.com/)
Upcoming Dates:
June 25 - UP/Down Coins for a Cause, 3pm-10pm
TBD JULY - Hamburger Mary’s BINGO (subject to availability, but will try for a Saturday)
Marketing, Joy
No report submitted.
There is a social media calendar created by Jessie that is being followed. The season finale radio ad will be finished soon.
Spring concert postcard? See new business.
Membership, Nick
Last Membership Committee meeting held 25Feb2025; minutes linked here
Membership Numbers as of 22Feb2025
136 members
Scholarship request - seeking volunteer opportunities to fulfill requirements
Bailee has some setup for the next event that can be filled
They can also help with the pride fest booth
We are flexible with the amount of time they give as long as they are involved
End of Season Party May 8th (6 - 10 PM) - drink tickets
75-ish ($8 well) tickets would take the rest of the membership budget, and cover most/all of our dues paying members
If we run out of tickets we can allocate from the discretionary budget
We will allow drink tickets to both dues paying members and non members
Trombone section spotlight sent out 22Feb2025; flute section spotlight in progress
Game night in April
The church is probably busy on the 17th for another event
The auxiliary building is also booked that night, the event will need to be off-site
Retention questionnaire in progress
Count for AIDS Walk participation
April 26 (Saturday) around 9:30 AM at the finish line
19 players have responded positively
Some flags are also interested in participating
Reimbursement for Brookside Parade registration
Performance Opportunities, Steven
No report submitted.
Staff Reports
Secretary, Vacant
No report submitted.
Assistant Artistic Director, Jessie
Working on summer plans for post-June and the Swing Band, will need an increased budget for music purchase to get the swing band up and running. I’ve had a few contacts with burlesque groups, and will continue to follow those leads planning for our season finale in 2026.
Next season’s MMJO: Heroes Like Us, World Rhythms, Legends Reimagined, Jazz After Dark
Waiting on AD planning discussions before choosing concert dates.
Starting to get gig requests for corporate parties, etc. ian.bradt@freedomband.com- do we have the ability to take our sound system “on the road”, or should we ask the venues to provide a system?
Friday, December 12th
Would love the board to consider a dedicated volunteer helping the jazz band do outreach to find performance opportunities. We have 3 bands we can offer: the MMJO, Swing Band/Dance Band, and MM Combo.
Production Coordinator, Bailee
Bailee requests the floor to present a proposal for new stand racks. Christian assents.
Christian moves to open the floor for discussion. Debbie seconds.
Instrument fundraising last year raised $6500, so fundraising for option 3 is doable. We also have money from Matthew’s estate that can be spent on this.
Purchasable double-decker stands are too large to fit in the elevator.
We will have to reconfigure the storage situation, we could fit 6 commercial in our room right now. If we move the music library to storage we may be able to fit more. We cannot move that until the summer.
Other options were eliminated because they cannot be tied down in the truck and will be unsafe for transport.
Ian may be able to ask his contact who is a welder to build us custom stands. If we pay someone to build one we can use our mac grant towards the expense. Metal racks may be heavy.
Double decker stands may be hard for a single person to move on their own.
Lisa moves to table the discussion pending further research. Lisa seconds.
Board Chair, Christian.
Welcome to the board Ashton!
Please have your budget wants and needs for the next meeting! We will have to think about doing two budgets: one in case we lose our grant funding and one with the funding.*
Like Lee suggested, please update the spreadsheet with your info for the board update.
Budget available upon request.
Vice Chair, Vacant
No report submitted.
Treasurer, Lisa
Report available upon request.
Executive Director, Ian
Next Season Dates - We can start working on confirmation but we need to narrow down the dates we want to target. I can't find the proposed list of dates from a couple months ago. List added to new business.
We do need to decide what we want to do on Thursday the 10th of April when the palm cross activity is happening in our normal space. Last year we did sectionals in two groups. Percussion had the week off but brass rehearsed in one space and woodwinds in another. I can engage Abby for her thoughts if desired. I have not heard from the church about the following week which is Maundy Thursday. I will confirm with the church if there is a Maundy Thursday service which would preclude rehearsal that week.
The folly will require a new style of ticketing for future seasons if we continue to use them as a venue as they now require that they handle the box office.
Jazz rehearsal will continue but be in a different room on the 10th.
We may need to consider lower cost venues for next season. We originally discussed having all concerts at the Gem. The Gem may not be willing to agree to dates this far out, but they have a new contact who may be more open to long term planning.
Librarian, Jeanine
No report submitted.
Brand Manager, Erin
(Yes I retitled myself)
Website is now advertising the May concert, and I added a signup for future concert emails because we are down to 2 upcoming events.
rameka.jennings@freedomband.com let me know if there is any fundraising you want me to promote on the website over the summer once we don’t have any scheduled events, otherwise I will default to the ‘join us’ messaging.
New members, please send me your photo and preferred pronoun for the leadership page of the website 🙂
Old Business
No old business
New Business
Board Elections
Officer elections
Secretary
Nominations: Ashton Duplechain by Shelly Alexander
Elected: Ashton Duplechain
Treasurer
Nominations: Lisa Klockenga by Lisa Klockenga
Elected: Lisa Klockenga
Vice Chair
Nominations: Rameka Sahadeo by Christian Montes
Elected: Rameka Sahadeo
Chair
Nominations: Christian Montes by Joy Hope
Elected: Christian Montes
AD Search Discussion (info pulled from Annual Meeting):
We have extended a contract to Lee to continue to support the band with programming, etc. in the meantime.
The march board meeting will discuss the approach and form a committee to support this search.
This is not a fast process, but we will take the time it needs and deserves. We have already had two people reach out to us with interest.
We need to really think about the scope of their service, considering the amount of responsibilities with the role.
The challenge with the timing has to do with grants and programming (we need to describe what we are programming for the future to secure funding).
We have some options:
Lee programs the next season, and it gives us a chance to see how the candidates adapt.
Lee programs half and the candidates select some pieces, to compliment the theme.
Ask the candidate to fully program the concert
Internally (membership) meeting to program the future.
There may be more options!
We want to hear from you regarding programming and how we approach it. Please let us know what you think.
Feedback from membership is the making sure we have programming set up (at least first half of the season).
We want to make sure the candidates understand their approach to programming relative to our mission.
Please make it known if you are interested in participating and driving this process.
Christian requests Ian and Jessie lead the hiring committee. Many members are interested in joining the committee. The committee cannot be too large. Lee suggests keeping band demographics in mind when creating the committee.
Jessie recommends having the potential candidates program and direct a concert, as directing a concert they didn’t program will not show their full potential and makes it harder to direct. We could give the conductors a selection to choose from, or pick most of a concert and allow them to choose a few pieces as a hybrid.
Christian moves to have Lee plan season 23 at a cost of $400 with flexibility to allow applicants to adjust the program as they go. Seconded by Nick. No objections, motion passes.
The board establishes a committee for the search of a new artistic director, with Ian and Jessie leading, consisting of no more than 4-6 total members, one of whom is not a member of the organization as an outside perspective.
Potential Dates for Season 23 (From Lee - November meeting)
October 11, 12, 18, 19 - 18 or 19 preferred
December 13, 14
March 14 15 21 22 (14 or 15 preferred)
May 16 17
ian.bradt@freedomband.com Will reach out to the Gem on these dates and see what is available as the first step.
Proposed Marketing Budget for remainder of FY
Radio $300
Contingency $1500
Music Purchase $1800-1645.98=$154.02 left in budget
Production $1550-$112.39= $1437.61 left in budget
Concert Band
Program Printing $2500-1700.44= 799.56
Artistic Discretionary $1500-150= $1350
Music Purchase $3305-1510.40= 1794.60
New Commission $4000-550= $3450
Social Media $1000-150= $850
Radio $2500-800= $1700
Jessie will get firm numbers for the costs that she can, and the board will vote for approval over email later this week.
Queer Community Calendar
I want to bring this up again to discuss. I think it is a good idea to leverage this for free event marketing. Yes, you had to include them as a “co-host” on the FB event, but that is to help aggregate the information on their website and newsletter.
Does anyone know if this would affect our grants?
(HMC participates in this calendar)
https://www.queerconnect.org/queercalendar
The board sees no issues with trying to join the calendar as a test.
LBGT Chamber - Business Pride Awards, Non-Profit of the Year
I would like to submit an application for Non-Profit of the Year. Applications are due March 31st.
https://www.midamericalgbt.org/business-pride-awards-2025/
https://www.surveymonkey.com/r/XHGBVHQ
To nominate, we need to be a member of the chamber. Joy, are we? Or can we get another member to nominate us?
Joy cannot nominate us as a chamber employee, but she thinks it’s a great idea. The band is a member and can submit themselves. Rameka will fill out the questionnaire.
Staff and Board executive session started at 9:26 PM.
Board executive session started at 9:29 PM.
Meeting adjourned at 9:39 PM.
