Tuesday October 14, 7:30pm
Attendees: Christian Montes, Rameka Jennings, Joy Hope, Lisa Klockenga, Nick McWilliams, Debbie Farrell, Ashton Duplechain ; Staff: Erin Trampel, Ian Brant, Bailee Young, Jessie Davis; Members: None
Acting Proxy: N/A
Called to order at 7:35pm
Committee Reports
Fundraising, Adrienne
No report submitted
Marketing, Jessie
Rolling out social posts and one more email blast before T-Shirt Preorders end next week. Next up: focus on Nov. 14 MMJO show!
Membership, Nick
Working to require certain info fields when signing participation agreement/paying dues, issue occurs in mobile
Performance Opportunities, Debbie
Nothing new to report this month.
Merch, Erin
We sold 76 items at the merch table ($643.00 gross) with a net income of $570.
We’ve sold 67 tshirts ($1,700 gross) with a net income of $787.45. Preorder ends on Sunday. On Monday I will send the order to the tshirt printer, on Tuesday we have a committee meeting to plan how to ship the shirts to buyers.
Season Total: $2,410 gross, $270.86 (after costs of ordering all merch)
Next concert with have the soccer scarves returning, and season specific christmas ornaments.
After the Christmas concert, if we have as few cash sales as we had this month we can probably stop taking cash at the merch table and do card only. We only had 2 cash sales.
Move to 1 cash box vs 2, only 1 ticket purchased with cash.
Grants, Bailee
JSEF Annual Accomplishment Award Update
Doug Litwin: “Winning group of $2,500 will be announced during the Pride Band Conference in Fort Lauderdale and shared on the JSEF website after. There will be a be a brief award presentation ceremony”
We have applied for the Pioneers Grant for marching sousaphone!
We will be notified by December 1st if we were selected
Someone will need to attend the December 17th evening meeting to accept the award if selected
Chris Eckert was listed as our Pioneer Sponsor
ASK OF BOARD/STAFF: Please continue to fill out the Wishlist! This makes applying for the grants WAY EASIER.
Future grant requests at the moment: branded table cloths for front of house, camera and supplies, replacement bongo heads, a new bass clarinet (hehe - bailee), and communication radios for events.
AD Search Committee, Jessie/Ian
The committee is finalizing the Membership Feedback Survey to send this week. We will collect submissions until Monday, October 27th before convening to make a final recommendation to the board. Our hope is to have a board vote on the Nov. 11th meeting (if not before…) so that the AD can jump in on conducting 3 charts for the Holiday concert (more below).
Artistic Committee, Jessie
We’re ready for the holiday cycle! Thanks to Nathan Brown for help gathering suggestions and programming, our wonderful librarians Bea and Jeanine for getting the music together quickly, and our amazing member volunteers Bailee Young, Shelly Alexander, Jon Kuder, Ian Bradt and Christian Montes who will all be conducting this concert, along with myself and the new AD (more below).
Reports
Secretary, Ashton
Nothing to report.
Assistant Artistic Director, Jessie
Currently working on organizing the holiday conductors listed above! I will be reaching out this week to each of them with an upcoming rehearsal schedule, making sure everyone has plenty of time on the podium.
IMPORTANT NOTE: I am out of town on the following dates. I will be able to accomodate for these in the rehearsal schedules for all ensembles, but just FYI for board and staff.
October 23rd, November 6, November 20
Production Coordinator, Bailee
Thank you to everyone who helped with the fall concert!!!
Total Volunteers: 13
Load Out of Church Time: 43 minutes
Load into Gem: 38 minutes
Load out of Gem:
Load into Church:
Most Helpful Section:
ASK OF BOARD/STAFF: As a reminder from the summer board retreat, if you are on board/staff you are expected to support the band with load in/load out. No one WANTS to carry 100 stands up two flights of stairs on a Friday night, but it is part of our duties as the leaders of the organization.
ASK OF BOARD/STAFF: With that being said :), please plan on supporting the band at the upcoming dates (put it in your calendars now!):
Fall Jazz Band Concert (Friday, November 14th)
Winter Concert Band Cycle (Saturday, December 13th)
Board Chair, Christian
Starting talks to get taxes for this year taken care of.
IRS (incorrectly) sent delinquent notice, but got cleared up
Vice Chair, Rameka
A big thank you to Jessie, AD Search Committee and Nathan for stepping up this season to support the band! Your leadership is truly appreciated.
This month I will be touching base with committee chairs to check-in on progress. No particular ask, I just want to be a resource.
Do you want me to follow-up with the interview opportunities we were offered in a few weeks (after we conclude the AD search)? I think they are both good opportunities to feature our news!
We need to assign delegates for the Pride Band Alliance Annual Meeting - Saturday, November 15, 3pm - 5pm CT. Do we have volunteers? Jessie & Christian volunteered
Treasurer, Lisa
Report available upon request.
Executive Director, Ian
Fall Concert Summary: (128 Tickets including 60 comps)
OneCause Implementation
We made it through our first event in One Cause with not too many hiccups. There were a couple event day things that mostly amounted to user error but the on-call One Cause folks were great at helping us identify the issues relatively quickly.
There is some additional information that we collect now during walk-up ticket sales which we didn't in Flipcause. That can be both positive and negative. One one hand, it gives us some better information on who is attending and buying walk-up tickets. On the other, it takes more time to get entered.
This will be somewhat improved as we get more repeat customers since their data will already be in the system.
We’ve provided a few bits of feedback to the One Cause team on workflows, etc. So far, they have been receptive to the items we’ve raised - just keep in mind that it’s software so changes take time.
We have an opportunity to call into a One Cause offering on end-of-year fundraising opportunities. If you’re interested in attending, see the link here.
One thing to think about going forward - we have to build a separate event page for each concert anyway in the One Cause platform. The system is set up to send participants a text with the link to the event page when they check in. We could implement performance notes, bios, etc. on that event page if we wanted - giving people a single location to visit.
I also mentioned to Erin that there is an option to presell some merch on the site if we want. This might be a good option for one-off, “special” merch that we sell for a specific concert.
A couple other actions related to One Cause:
We probably need to take down the references to the Bari Sax campaign on the website. That has run for long enough and we closed those donations when Flipcause started getting shut down. The current links just point to the general donations page.
We do have some ability to implement some embedded donation tools on the website so things are in one place rather than a link to another page. Someone who is more well-versed in the website will have to figure that one out.
When we bought FOH tablets last year, we didn't buy ones that were NFC-enabled. One Cause uses NFC for some of its event day functions which continue to evolve. We may want to consider buying new tablets for check-in that are NFC enabled and use the current ones at the merch table.
Flipcause Termination
Our Flipcause subscription terminates on the 22nd of October. We largely have everything we need done before that happens; however, I have an ask out to them on making sure we have full download of our data.
Contact/Donor Management
One advantage of Flipcause over One Cause is that we could use it as a unified CRM. The capability is built into One Cause for donations/transactions made through that platform but isnt as helpful for a central location for all our contact management.
Other tools exists that are good but the cost isnt reasonable to justify at this point. I continue to research options.
We can do some limited stop-gap contact management in MailChimp in the interim but that will only meet part of the need.
Continued research underway…more to follow
Librarian, Jeanine
Nothing to report.
Brand Manager, Erin
Website is set up to advertise the upcoming jazz band concert.
Sunday the ad for tshirt sales will come down.
Old Business
Marching Band Director
Search is ongoing but on pause. If anyone knows of someone who is interested in taking this position please let Jessie or Christian know. The color guard is still rehearsing on Thursdays this fall/winter to practice. A job description is available upon request.
Stand Carts
We have a line item for the stand carts in the budget. They need to be ordered, Lisa and Christian will order the stands with Bailee and Ian’s sign off.
Election Committee
Christian volunteers to manage the election committee. He is asking for board volunteers and will share information with the membership next week.
New Business
Church and Storage Fall Cleaning
We need to determine the days that we want to do fall cleaning at storage and at the church. There are a number of things in storage that can be sold off or gotten rid of. We can relocate some of our music to Storage if we can get some space feed up there. Probably need to identify a couple work days - one for storage and one for the church.
https://doodle.com/group-poll/participate/boJ06QYa
Lead on a Sousaphone
Lisa found on FB market place in Des Moines
Meeting adjourned at 8:08pm
