Mile High Community Band Board of Directors

Meeting Notes

Saturday, 02/12/2022
10 a.m.
Panera

Submitted by Beth Hutchison

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Board Members

Present

Cristina Baker (CB), President

Roger Oram (RO), Vice President

Jessica Cooke (JC), Treasurer

Beth Hutchison (BH), Secretary

Bruce Thron-Weber (BTW), Operations Manager

Andy Michaud (AM), Music Director

Kim Tiede (KT), Music Director

Jeff Miguel (JM), Music Director

Conrad Smith (CS), Scholarship Coordinator

Risa Wolff (RW), Member

Barb Lichtenstein (BL), Member (via phone)

Absent

Mike Lucas (ML), Music Director

Tim Hanna (TH), Member

Amber Kantor (AK), Member

Agenda

Call to Order, 10:17

  1. Attendance
  2. Approval of Minutes, CB MOTION, RO 2nd, Unanimous approval, Motion
  3. Approval of Agenda, CB MOTION, JC 2nd, Unanimous approval, Motion PASSES.

Last Meeting Follow-up

  1. BTW wants dues explanation for new folks

New Business - Paste Agenda

  1. Officer Reports
    1. President
    2. Vice President
    3. Treasurer
    4. Secretary
    5. Operations Manager
    6. Music Directors
  2. Budget Review
  3. SCFD Grant Application Review
  4. New Operations Manager
  5. New Director
  6. Funding/Income
  7. Dues payment
    1. Discount
    2. Auto payment
    3. Venmo
  8. Next Concert

Minutes

  • Officer Reports, 10:25
    • President, CB
      • Suzanne signed contract to be Secretary starting March
      • Venmo - need phone number for band to set this up
    • Vice President, RO
      • Website updated
        • Home page modifications still needed
        • Nice to get new pictures
      • Announcement that NM band planning to have band festival
        • Los Alamos County Winds
        • Scheduled for May 3-8, 2022
      • There is a closet in the band room for storage
      • Ventilation now working during rehearsal
    • Treasurer, JC
      • Quickbooks mostly set up
        • Communicating with Toni for taxes
        • Need another accountant to fill out 990EZ
      • Had several rehearsals canceled due to snow, anyone ask for dues return? No.
    • Secretary, BH
      • Nothing
    • Operations Manager, BTW
      • People who have paid mostly paid full term.
    • Music Directors
      • JM -
        • Can directors be paid for short-notice cancellation?
          • Tabled
        • Need help in library for Jazz tunes
          • Each song separated by instrument
          • CS set up a Sunday for beer, pizza and organizing
          • CB Scholarship folks help?
      • KT -
        • AM joining to direct concert band?
        • Volunteers

 

  • Budget Review, 10:39
    • Funding/Income
      • BTW
        • Budget draft sheets handed out
        • 5% increase included for directors
        • Video/CD services
          • Make a CD to sell maybe ($500 per year?)
        • Pay for performance space
        • $7000 deficit shown in budget draft
      • CB
        • Income has decreased since COVID
        • Need to figure out ways to bring in more money (realistic)
        • New Manager responsibility to find funding/grants
        • Program Ads
        • Virtual Silent Auction
          • Collect things (lessons, gift cards, etc)
          • Zoom performance
        • Spaghetti Dinner
        • Perhaps hire someone who can fundraise
      • CS
        • Specifics in contract for manager for minimum $ amount
          • Build incentive in
        • Pay dues annually
          • Small percentage off to incent non-refundable for cancellations, etc
      • RW
        • If we are moving from dues paying, provide alternate income streams
      • BH
        • Levels of sponsorship
          • Reserved seating, honors in program
      • JM
        • Projects for some team members to fund CD or something
        • Reduced size performances at nursing homes, etc
      • CB Need to know what’s in library for instrumentation of smaller groups
      • KT
        • More performances bring more life
          • Nursing homes, etc
        • Organize a 5K for 5K
          • Company sponsors
          • Runners can get sponsors
        • Add KS fundraiser How-To on Program
        • CB -
          • might expect $2500-$3000 from SCFD(?)
          • Program ads $300-$1500(?)
          • Still have large deficit
        • JC
          • This is not set in stone
        • CB asks AM what his vision is
          • Arvada Center, School of Mines
          • Concert series by all concert bands in Lone Tree festival
          • Want more performance opportunities
    • Expenses
      • Find someone willing to do some of these things for less/free
  • Motion to approve budget 2022 & 2023 CB, 2nd JC
    • Unanimous approval, Motion Passes
  • SCFD Grant Application Review, 11:45
    • Board members should read SCFD application and email suggestions to BTW
  • Phone number for band
    • CB, Jess 2nd, Unanimous approval, Motion Passes
  • Two open board positions
    • Amber & Tim exiting
    • Candidates:
      • JM fiancé Kelsey might be interested
      • Sam band member
  • New Operations Manager, 12:35:
    • Plan to meet with RO, BH to split some duties to get manager back to management and get smaller jobs distributed
      • Dues should go to JC
      • Greeting/New member handling can go to BH
    • CS proposal that expectation for Operations Mgr. should be that their income should be 100% covered by the trackable money they bring into the band with 10-15% over and above bonusable once realized
  • New Director, 12:25:
    • Even out amounts and split difference?
      • CB Motion to change rate for primary director per “occasion”, RO 2nd
        • Unanimous approval
      • Offer Andy Michaud a director temporary contract as of now to board meeting April 2022
        • RW motion to bring AM on as Primary director for Concert/Intermediate fundamental bands, JC 2nd
          • Unanimous approval
  • Dues Payment, 11:
    • CB raises motion to increase dues from $35-40 per month; 2nd RO
      • Vote Unanimous, Motion Passes
      • Effective next term, 05/01/2022
  • Discount
  • Auto Payment
  • Venmo
  • Next Concert
    • Hand date setting back to directors with direction from board on board wishes and goals

  • CB MOTION to adjourn at 12:58, 2nd JC: Unanimous approval, Motion PASSES.

Notes

  • Remaining agenda items:
    • None

Action Items

  1. RO will check on auditorium/gym availability for rehearsal (1/15)
  2. CS will respond to scholarship recipients(1/15)
  3. CB find replacement for Bruce(1/15)
  4. CB spin up committees for Grant Proposal, Scholarship Committee, Fundraising(1/15)
  5. JC/CB will meet to find accountant for completing tax forms(1/15)
  6. JC/CB set up Venmo account(1/15)
  7. BH coordinate with Roger to find out if we can integrate one of our emails with 1-2 Google Calendars for board/band members(1/15)
  8. CB/RO follow up on Operations Manager job description(1/15)
  9. BH will send QR code making site that includes our logo(1/15)
  10. CB-Need a Google doc put together for request list for equipment(1/15)
  11. CB/BH-Google doc for inventory and its location(1/15)
  12. Organize Carpool list(2/12)
  13. Board members should read SCFD application and email suggestions to BTW(2/12)
  14. CB: Google Voice account set up(2/12)

Next Meeting Agenda Items - March 12, 2022, 10 a.m. Virtual

  1. Figure out dues structure (Annual, Term, Monthly)
    1. List out what dues cover for announcement
  2. Recurring payments for dues members as well as recurring donations