Wednesday, July 10th, 7:30pm

Jul 10

Attendees: Joy, Christian, Debbie, J.J., Lisa, Rameka ; Staff: Erin, Lee;

Called to order at 7:30 pm.

Committee Reports

Fundraising, Rameka

Gael’s Rock Star Bingo - July 31st, 6 pm -8 pm, please like and share posts!

I am creating some raffle items (a couple of merch pieces, random gift cards I have, etc.) I’m not sure we will have the participation to do a 50/50 raffle, but I can be optimistic and organized.

I am cleaning up the sponsorship info for Erin to start laying out on the website.

OKRs:

Host combined membership/fundraising event
Create a timeline with milestones and deliverables to execute a Spring 2025 live signature event
Complete Bari Sax campaign fundraising goal

Miscellaneous merch ideas:

Season pin based on artwork
Letterman style patch that can collect pins/badges

Marketing, Joy

Nothing new to report.

Membership, Nick

Committee meeting held 25Jun2024 - minutes linked here; next meeting Monday 29Jul2024 7p
Survey results - comprehensive report linked here

ASK TO BOARD - PLEASE READ THE SURVEY RESULTS
Meet up opportunities in the coming season will use the survey feedback as a guide
The most common barriers members identified for social activities were related to work schedule, time constraints, other commitments, distance, and finances. Some members also mentioned social anxiety, introversion, feeling of not belonging, age gap, driving, physical health, and organization of events as factors that hinder their social participation.
Key pillars for members

Friendship and connection
Musical knowledge and experience
Fun and enjoyment

Meetup - Amadeus at Screenland Armour Sat Jul 13th - another reminder to go out morning of event. Nick will be there (looking at ~5ppl confirmed so far)
Season Kickoff Cookout - Sun Aug 4th 3-5p at Loose Park. Initial RSVP request went out to membership 7/7; will send out another reminder 7/21 and 7/31 for headcount

ASK TO BOARD - ARE WE OK WITH RAIN OR SHINE EVENT OR DO WE NEED TO COME UP WITH A RAINOUT/LIGHTNING SCENARIO?

Rain or shine! - last year it did rain

ASK TO BOARD/IAN/LISA - DO WE HAVE TAX EXEMPT STORE OPTIONS AND IF SO WHAT IS NEEDED TO GET THAT INFORMATION

Will be buying food/water morning of event

Lise will coordinate w/ Ian

DO WE HAVE PLATES/UTENSILS AND IF SO WHERE ARE THEY LOCATED?

Book Club - ~16 initial interested responses meaning we will likely need to split into two groups. Nick/committee planning to have a meet up with everyone (likely Plaza library meeting room some weekday evening) ideally prior or just after season start.
End of Season Party May 2025 - Gael’s will work well with our budget. $750 food pre-purchase minimum required to reserved date. Refundable up to 24 hours prior to the event. NM NEEDS CONFIRMATION ON HOW TO PAY - REIMBURSED OR IS ANOTHER METHOD REQUIRED. Ready to reserve once method confirmed by board.
OKR ideas

90% or greater retention rate season over season
1 membership meet up opportunity per quarter
Establish one new subgroup this season (e.g. book club)
Future seasons

X% new member increase
Engagement survey that is quantitative to track engagement progression/improvement season over season

Rain or shine, we will host the BBQ. We will tentatively plan on asking for members to bring grills under the pavilion. It has historically rained a few times, but we can adapt.

Lisa will work with Ian to get our tax-exempt form. Certain stores require specific memberships, etc. (Costco/Sams Club business memberships). Double-check requirements before purchasing.

The band can use its card for the required deposit/pre-order. Nick can coordinate with Lisa to get the card info.

Performance Opportunities, Steven

Rose reached out w/ a potential playing opportunity - curious for everyone’s thoughts.

Sat Sept 7th - afternoon - (1-3?) Macken Park - Retirement community tailgate
Also asked about potentially caroling for holiday.

We prefer to postpone the tailgate as not to add a date so early in the season (and without prior communication with the membership). We will pursue consideration of the holiday caroling, but cannot communicate until we have the consensus of availability from membership.

Reports

Secretary, Steven

Did not attend meeting.

Artistic Director, Lee

Thank you for all your work over the summer to make this upcoming season smooth! Huge thanks to Lisa for finding documents for the NTDF final report. MAC final report filed. NTDF to be completed this weekend. Applying for KC Pioneers grant again. So looking forward to the start of the season.

OKR idea

Gauge interest for chamber ensembles and establish path moving forward if enough people are interested for Winter/Early Spring 2025.

Submit two proposals to new foundations

Nothing new to report.

Assistant Artistic Director, Jessie

Did not attend meeting.

Board Chair, J.J.

Board Retreat Minutes - please review if you were unable to attend:- MAFB Board Retreat Meeting Mins- June 2024

Board / Staff position descriptions - aiming for those to be fleshed out for September board meeting!

Staff position descriptions listed here in MAFB Board Files: Job Descriptions

OKRs

Secure a production coordinator
Board / Staff job descriptions gathered and organized in Google Drive
Section leaders secured for coming season when welcoming new members

JJ will share/seek approval of the Production Coordinator job description from Lee and Jessie before posting and encouraging membership to share.

Vice Chair, Christian

Christian putting together spreadsheets to prepare meetings with committee heads. I'm also meeting with Erin to have pages added for committees.

MO business filing due Aug 31, 2024

We need to complete the full 990 form (extensive), which is due at the end of the year. Christian will seek support from Kansas City Volunteer Lawyers & Accountants for the ARTS to help with the form and keep JJ and Lisa copied. This has to be completed by Dec 1, 2024.

Treasurer, Lisa

Report available upon request.

Executive Director, Ian

Did not attend meeting.

Librarian, Jeanine

Once music arrives, the librarian team will begin scanning and uploading.

Did not attend the meeting.

Webmaster, Erin

Our website is now on Squarespace 7.1, so we have a lot more layout options.

I added the flags information to the pep band page, mostly because we have so little on the pep band page.

OKRs:

Improve Website’s SEO and increase traffic on band-specific keywords (right now our top keywords are MAFB specific or for (oddly) ace pride shirts

Make updates to website within 1 week of submission.

Erin will work with Rameka on sponsorship packages, Christian on committee pages, and JJ on history updates. Thank you, Erin, for getting this done!

Lee sent Erin an updated member/ new member of the year to be reflected on the website.

New Business

Production Coordinator discussion