Tuesday May 13, 7:30pm
Virtual
Attendees: BOARD MEMBERS, Christian Montes, Rameka Jennings, Joy Hope, Nick McWilliams, Adrienne Hixson, Lisa Klockenga, Debbie Farrel; Staff: Jessie Davis, Bailee Young, Jeanine Asay; Members: none
Acting Proxy: N/A
Called to order at 7:35 pm.
Committee Reports
Fundraising, Rameka
June 26, Coins for a Cause 3pm-10pm Up/Down
Rameka Jennings Needs to update social calendar with lead up posts
If we are printing anything for pride or general advertising stuff, can we include that date?
Proposed (TBC by Mary’s) HamBINGO at Hamburger Mary’s: July 19, July 26 or Aug 2 (based on preference for Saturday 4pm event)
Christian suggests setting Picnic date first
Who can take over this position?
Adrienne expressed interest
Transitioning position to her
Marketing, Joy
Nothing to report
Membership, Nick
Last Meeting held 29Apr minutes here
End of Season party held 08May2025 ~35 attendees
End of Season/Membership survey to be sent 17May
Any membership committee needs for pride/pride booth?
Tag management/timing for Season 23 signups
Asking for what the Board needs for Pride
Pride
We had a very nice meeting last night. Here is a quick recap of what we covered.
OUTside Voices will be joining us on Saturday to share our booth.
We are aligning with Gold and Bold, and we will have a decision on what we’d like to do for the booth next week.
For the parade, we request rehearsal on the 22nd, 29th, and 5th after Jazz band (8pm)
Is the sign up genius Baylee’s or is it the band’s account?
Bailee set up SignUpGenius under her personal couldn’t get access to band’s
Christian will try to get access again
If you want full details, check out the minutes here: 2025 MAFB Pride Committee Minutes
Performance Opportunities, Steven
Steven was not in attendance
JoCo Pride in the Park in Oct?
Resource: Visit KC Annual Event Calendar
Reports
Secretary, Ashton
Was not able to attend
Assistant Artistic Director, Jessie
nick.mcwilliams@freedomband.com I’d like to chat Welcome BBQ dates (if the committee is planning one), and consider having the Mighty Mo Swing Band meet for two weeks before that to work up some easy dance band charts and then give a short performance for our friends during the Welcome BBQ. :)
Grace is out of town during the June MMJO concert, so we will need to recruit another point person to handle the refreshments station.
Christian requests a SignUp Genius for volunteers
Production Coordinator, Bailee
Thank you to everyone who helped with concert band volunteer work! It was by far our most efficient work this season! Load in and load out took about 45 minutes each thanks to our beautiful volunteers.
June MMJO concert is next.
Board Chair, Christian
Nothing to report
Vice Chair, Rameka
Board Retreat
The expectations of this ‘retreat’ are to be a strategic planning session. We need committees to have thought about the upcoming season and what we want to do. Yes, we do not have dates, theme, programming, artistic director, etc., but we (as the board are ultimately accountable for action).
Available Dates - is June too busy? Can we piggyback off of a TBD HamBINGO dates?
Role Descriptions
I will be sending out descriptions that we have pulled from the bylaws, previous job descriptions, etc. Can everyone please review and think from the guise of what Lee did and add any holes we are finding he did that need to be reabsorbed by our committees. Ultimately, we want you to be accountable for the role descriptions so we can become more operationally effective.
Treasurer, Lisa
Report available upon request.
Executive Director, Ian
I will not be at the meeting due to work travel out on the west coast. Only a couple items for this month:
We need to decide whether we want Saturday or Sunday dates for the concerts. I have the Gem’s availability but that will dictate which of the dates we can take. I’d like to nail this down soon so if a decision could be taken on preference for concert days - that would be great.
Lisa asks which date would be bring more people
Rameka will discuss with Lisa later
Nick asks what the “drop dead” dates are for setting concert dates
I have been meeting with a couple platforms that might be an alternative to Flipcause. While FC still serves a lot of great purposes for us, there have been ongoing challenges with receiving our funds in a timely manner. To that end, I’ve been exploring what other options are out there. Not at a place to make a recommendation but expect to have more details in June.
Hoping we’ll have a meeting with the AD committee this weekend. Waiting on one response from a member to get it set up.
Librarian, Jeanine
Nothing to report.
Nick asks about turnaround to order new music
If urgent about a week from delivery to scanned
Rameka asked for a link to the music list we already have
Brand Manager, Erin
With Rameka’s blessing, I’m going to take over the merch acquisition work that she is currently doing and fold it under the brand manager’s job duties so she has less on her plate. We plan on coordinating that handover after the current season is over. (can you tell I wrote this while at work)
Website banner has been updated to reflect the June Mighty Mo concert. Unless anyone tells me otherwise after the concert it will revert to the ‘pride in every note’ default banner. Until we have official dates for next season the ‘events’ section on the homepage will be replaced with a call to action to join our mailing list to learn about next season’s concerts.
For next season, I plan on creating fairly generic season branding, similar to how we did generic branding for season 20 during the pandemic since we don’t currently have a season ‘theme’ and I don’t want to force the band to come up with one. Might Mo will have its own branding, separate from the concert band which I will discuss with Jessie when she is ready. I would like to do something more night club/jazz club-esque for the group to reflect the ‘Lavender Flamingo’ branding.
Website Content Requests:
A blog post/press release about our artistic director search (once we’re ready to make that public)
I think the awards section of the website is out of date, but I need someone else to check it
Can’t attend meeting.
Old Business
Royals National Anthem
Already have someone on Pride night
Offered different date but we’d have to purchase tickets
Has anyone reached out to KC Current
Rameka emailed ~2 weeks ago
New Business
Budget
I did not get the budget done on time for today. It will be available tomorrow evening.
I am planning to do the budget a little bit differently this year since we have a lot on our plates. I ask each of you to review the doc. Edit, make comments, ask questions(discord), etc until 30 May. After that date the budget will be frozen and ask each of you to look through it one final time. Then, we will vote on it at our retreat.
Concert Dates
Do we have a date preference? (Sat vs. Sun)
Do we like having to load out the night before a work day
Which days would bring more people
Dates?
Suggested Oct. 11, Dec. 13, Mar 22 (optional), May 16.
Jeanine suggests having the first three dates be our more standard concerts and the May be an outdoor pops concert
Nick asks about earlier times of day
2pm? 5pm?
Nick asks about cancellation policy
Joy motions accept the dates
Lisa seconds
Adopted without objection
Will hold making announcement till final consult with Ian
Retreat
Nick suggests sooner rather than later, 14th of June
Christian says tentatively on 14th
Share what we did last year
Taxes
Christian hired an accountant
They said they’d file an extension but did not and will not return contacts
Asking for anyone who knows an accountant
Bailee asks if there’s a budget for it
Christian says no, but probably pull from discretionary
Covenant
Please check out the covenant here: Board Covenant 2025
Take a look at and give some feedback in the way of comments. I decided to use some help to draft this and found some examples. If the language sounds weird or too strict, leave a comment and we can workshop it. It will be a living document so we can make edits in the next couple of weeks.
Please have your comments in by the 23rd so we can get the final draft approved by everyone. Staff, would you like to be included?
Fall BBQ
Nick suggests Sunday Sept. 21
Christian says book it
Meeting adjourned at 8:29pm
