Tuesday May 14th, 7:30pm
Attendees: J.J. Pearse, Joy Hope, Christian Montes, Nick McWilliams, Shelly Alexander, Debbi Farrell, Lisa Klockenga; Staff: Lee Hartman, Jessie Davis, Jeanine Asay, Erin Trampel, Ian Bradt
Acting Proxy: J.J. for Steven
Called to order at 7:35 pm.
Committee Reports
Fundraising, Rameka
We raised ~$2,000 with the Quilt Blanket. To keep all the funds in-house, I will fulfill the donation ($100) to the KC Pet Project in MAFB’s name.
Thank you!!
The Bari Sax campaign is 44% funded, having collected $2,835.00 I would board permission to keep this open until we complete the fundraising.
We’re good on keeping this open until fundraising complete.
Link to donate missing? - Erin to update
The Fundraising Committee is working on finalizing the sponsorship packages for board approval and the plans for the June 12th Up-Down Fundraiser.
Up-Down fundraiser communications and FB event are being pushed out this week. Please share!
Will do!
Marketing, Joy
Radio campaign ran May 4th through May 9th - at least 2 dozen airtimes for this spot
Getting ducks in a row for next season - checklist for media presentations, Jessie’s social media sharing timeline, add to G calendar
Marketing calendar would have to exist under non-group email G address
Membership, Nick
Committee met April 30th - minutes here
Membership survey launched May 4th. As of May 11th there were 27 responses. Responses will be reviewed at the next Membership Committee Meeting on May 28th 7p
Membership Survey link (https://forms.gle/B9knQDsKtwRtb1YC9 ) - Lee to send a reminder in next email to group
Membership Meetup Event - Weds May 15th 6p - Westwood Park - KC Symphony Mobile Box concert
Goal is to have membership event schedule planned for next season by August
Performance Opportunities, Steven
Pine Ridge Presbyterian has reached out asking MMJO to perform on their concert series next spring. Jessie is in contact with the church and finding out more information.
Reports
Secretary, Steven
Nothing to report
Artistic Director, Lee
Wonderful Spring concert and thank you for all the help. Kudos to Stone Lions for participating as well with their puppetry outside. Looking forward to Royals and Pride. MAC update. Other grant updates.
Knowing how many volunteers we need and how to say no when full, and to encourage for other events.
NTDF requires a 90 day follow up / spending report
Place 3rd out of 33 for MAC — we’re doing great!
Assistant Artistic Director, Jessie
Summer break for Jazz, and working on some sightreading and swing band nights throughout June and July.
Any open positions in MMJO will be auditioned in the fall.
Board Chair, J.J.
Side note on Show Me Pride Ensembles G calendar — Lee to share out this week to membership, J.J. will grant access as folx request it.
Vice Chair, Christian
Steven, Joy, did you get my email asking for more info on committee stuff. I haven’t seen your responses yet.
Treasurer, Lisa
Report available upon request.
Executive Director, Ian
The Gem Theater is ahead of schedule and have sent additional requests to us, including the deposit for next year’s performances and Insurance information. Ian will forward deposit request to Lisa K.
We need to advise the church on when we would like to use the facility throughout the summer, our agreement runs August-May, however they will let us use it with advance permission if it is available.
If you have any outstanding needs from Ian, please email him a reminder. :)
Librarian, Jeanine
Nothing to report.
Webmaster, Erin
Next season is on the website
Erin - please update the homepage with the bari sax campaign, replacing the finale concert.
New Business
Volunteer Coordinator (Erin)
I would like to recommend that the board add a volunteer coordinator staff position to the organization.
Recommended duties:
Contact potential volunteers
Make current volunteers aware of upcoming event needs and request availability
Assign volunteers to time slots and roles
Train volunteers
Connect volunteers with event point person when needed
Manage volunteer list and contact information
I think we need to at least have a volunteer email address and/or form set up BEFORE the pride fest as last year we had multiple people interested in volunteering but no direct way to follow up with them.
If we do know the people we had to turn away last week, let’s reach out. Erin has one name, Lee will get that to JJ.
NEXT STEPS: Board to discuss at retreat, and then potentially open the position in the fall. Erin recommends moving forward with a volunteer email address and interest form set up.
Front of house request (Erin)
The front of house volunteers would like to request 3 cheap android tablets for events, 2 for ticketing and 1 for merch. Right now we are relying on volunteers to bring their own tablets to events.
I would also like some generic “volunteer” name tags for events so people know who is working and who is attending the event.
Erin and Ian to look into further options, testing FlipCause on different interfaces.
Summer Fundraiser/Membership Collab Event (Rameka)
I would like to propose a combined fundraiser/membership event in July/Aug to re-engage members while we are on break. We could also use it as a social/recruitment night for any prospective members to meet the band. Gael’s is hosting Rockstar Bingo as a no-cost fundraiser for the organization. They will pay the organization $1 per person per round that is played. (ie: we bring 30 people and play 4 rounds = $120) . The event is free to participate in, and Gael’s has $5 F&B specials. If the board is interested, we need to pick a Wednesday (6pm-8pm) in July or August (all are free) and we can start an event-communications plan.
Nick is connecting with Rameka on a date that makes sense for the calendar. End of July would work best.
Transfer of Quickbooks from Matthew’s Account to Christian Montes
I have called and requested info on how to transfer over Matthew’s Admin Quickbooks account over to mine. Like when we changed people on the bank account, we will need to have minutes and a vote to transfer his account to Christian. All requirements can be found here: https://quickbooks.intuit.com/learn-support/en-ca/help-article/primary-administrator/request-primary-admin-contact/L2P0XAUIT_CA_en_CA
If the board agrees with this lets vote on the following statement:
Should Matthew Novotny’s admin account on Quickbooks be transferred to Christian Montes as the new administrator for MAFB’s Quickbooks.
Joy Hope moves to transfer the QuickBooks Admin account from Matthew Novotny to Christian Montes. Debbie Farrell seconds. Motion passes unanimously.
Lee - MMEA application
Do we want to apply for MMEA? $50 application fee. If selected event is in Margaritaville in Lake of the Ozarks at end of January. Need to apply by June 1.
Application is ready to go. The three recordings we are submitting are Howls and Hymns, Our Castaways, and Tutued Toucan Can-can. There is only one community performance spot. A school bus might be an option, and we will explore that once we know if we are selected. We will know in either July or August.
Lee will move forward with the application.
Timpani Consortium still open through next year.
Meeting adjourned at 8:30 p.m. by JJ Pearse.
