Wednesday August 10th, 2022 7:30PM
Attendees: JJ Pearse, Rameka Jennings, Rose Rodriguez, Nathan Brown, Alex Welch, Christian Montes, Grace Diebolt, Erin Trampel, ; Staff: Lee Hartman, Jessie Riggins; Members: Kelly Pagburn
Called to order at 7:35 pm.
Reports
Secretary,
June minutes approved and to be posted on the website.
Artistic Director, Lee
Looking forward to the new season starting on August 18. I anticipate a need for clarinets with at least Mary, Sean, and Joy out for the first concert. If available to do an office inventory on August 11 from 7–9 please join us. Thanks to Ian for his continued work on securing the new venues. We received our MAC award of a little over 10K; that’s the largest we’ve ever received from them. ArtsKC has given us an extension at no penalty for our final report (as there was only a two month window in which to work with it). Preliminary paperwork for the Folly Theater’s Steve Metzler Grant has been submitted. Thanks to Alex for handling the massive influx of new potential members; that’s great to see such interest.
If anyone is available for help inventory tomorrow (8/11/22) from 7pm-9pm, please let Lee know.
Assistant Artistic Director, Jessie
Info has gone out about our new jazz ensembles, and the reception seems to be good. I would like to offer the option of in-person auditions for those that don’t want to do a video, and be available during the 6-6:45pm time slot on the 18th for anyone that wants to do it in person, perhaps in the small room next to the office. Nathan - I am finalizing the entire season this week, and will send that order to you to process all at once.
Board Chair, Christian
Since we need to have a budget approved, I’ll send the budget to be approved sometime next week. We will adjust the line for rent assuming that we move to St. Andrews.
We need to complete form 990 which is due soon.
Vice Chair, Alex
Austin Rexroad has donated a laptop to the band. It’s in need of a charger but seems otherwise in working order. I’ll find a charger for it and make sure it’s working well.
Treasurer, Nathan
Redacted, financial information available upon request
Business Operations, Ian
Apologies for missing the meeting this month. A few brief updates on business operations items:
Season 20 Performances:
We have continued to have challenges with the Gem being responsive to questions regarding scheduling. I have reached out to the American Jazz Museum’s Executive Director with no response.
We have engaged the Lyric Opera about using their rehearsal space for the October and December performances. The December 17th date is available but the October 15th date is not. Lee is polling the band regarding on October 8th or 9th concert which are the only dates available at the Lyric.
I have requested the Lyric to hold the 17th and informed them that we are continuing to evaluate the October dates.
For the WWI concert, dates still need to be determined with the Museum
St. Andrews Space:
We have discussed the final details of the plan for the move to St. Andrews and things are progressing forward.
At this juncture, I’ve proposed that we would take up residence sometime in October; allowing us to not have to transition rehearsal spaces mid-concert cycle and allowing some overlap between the two locations.
St. Andrews is amenable to a September/October start for us to move. They are working on clearing out the storage room that will house most of our gear.
We will need to do an intentional inventory of our stuff, determine what is going and what is getting consolidated, and what is going away entirely sometime before we plan to move.
Once we get paperwork signed out with St. Andrews, we’ll plan to notify Central Pres.
Kelly, Social Director
Many apologies for my absences. As a control freak it’s surreal to lose the upper hand with my own mind and actions. When we start rehearsals I’ll continue to take sign-ups for the upcoming Broadway series shows. I’ll leave rehearsal snacks and after-rehearsal socializing to the discretion of the board and artistic leadership–as to when we resume those activities, and then I’ll follow suit.
RE: Rameka below, in regards to Bad Drag, if you are trying to secure Sidekicks, our contact is Buddy Taylor. He is usually there–his maroon pickup truck is usually parked on the curb right out front. We can have just about any date we want (aside from perhaps Halloween weekend). I’m happy to assist in those arrangements. Ideally the two of us (or more of us) can just pop in and we can easily get a date booked. (RE: Internal fundraiser, shirts, I would love to have something classy, like a really nice black polo with a ful- color stitched band logo. Or perhaps we can start out with getting something like that for the Board and band leadership, then expand it in the future. Of course, new members will be interested in getting a band t-shirt.)
I’m sorry to have missed the Board/Staff Retreat. Cayle and I both had COVID that same week in July. I’m still trying to catch up and catch my breath. I’ll read through the notes, and if there is anything I can contribute then I’ll share it in the coming week.
Jeanine, Librarian
Music is scanned for the fall concert.
Webmaster, Erin
No report submitted.
Committee Reports
Fundraising, Rameka
I’m working on a date to secure Bad Drag. I need help getting in contact with someone there. Ideally, we are looking for a Friday in October.
I’ve reached out to Up/Down to check availability for a fundraiser. They do a monthly fundraiser where they donate 100% of token sales to a non-profit. I’ll report back if I get any traction with them.
What are our thoughts on an internal fundraiser for a shirt?
Rameka will connect with Kelly to reach out to Buddy at Sidekicks.
Marketing, Grace
No report submitted.
Membership, Alex
I’m anticipating lots of new folks this season, which is exciting. I’d like to work with the Marketing Committee to do some targeted posts to fill out our sections that are needing part coverage.
Performance Opportunities, Steven and Rose
No report submitted.
Old Business
Outcomes of Retreat
Check your emails for the notes that Ian has provided. We will work on OKR’s next month.
A few notes to keep in mind.
Attendance: We are allowed 3 no call no shows or inexcusable absences. Failure to do so will result in dismissal from the board. Please give 24hrs notice with proxy if possible for an excused absence.
Fiscal Commitment: To be a board member you must pay your dues. We also have agreed to donate an amount of their choosing to the band.
Remember that we are responsible for the band. If anything serious were to happen, we would be on the hook, be it financially or legally.
New structure to board meetings.
(If at all possible) Please make your donation prior to the Fall/October concert.
New Business
Vaccinations
Motion to abstain from requiring vaccinations to practice/perform with MAFB is not longer required, but strongly encouraged passed.
Send flowers for Matthew’s service? - Lee
Yes! Nathan will order, please make a general donation on the website and note in honor of Matthew.
Concert dates - Fall will be Sunday, October 9th (TBD time). We are waiting on the WWI museum to finalize dates and announce the 20th Season dates.
Merch Table Options
We are going to form a merch committee to explore options for additional options. Rameka will chair the committee with Grace, Kelly, Erin and Alex.
Meeting adjourned at 8:09pm
