MHCB Board Meeting Minutes, 1-15-2022 Mile High Community Band Board of Directors Meeting Notes Saturday, 01/15/2022 10 a.m. Virtual Submitted by Beth Hutchison ─ 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 Kim Tiede (KT), Music Director Jeff Miguel (JM), Music Director Conrad Smith (CS), Scholarship Coordinator Risa Wolff (RW), Member Barb Lichtenstein (BL), Member Absent Mike Lucas (ML), Music Director Tim Hanna (TH), Member Amber Kantor (AK), Member Agenda Call to Order, 10:04 Attendance Approval of Agenda, CB MOTION, JC 2nd, Unanimous approval, Motion PASSES. Approval of Minutes Last Meeting Follow-up New Business Officer Reports President Vice President Treasurer Secretary Operations Manager Music Directors Scholarships Vaccination Poll Results/New Variant Lead Director Percussionists Intermediate Band/Second Combo/Second Jazz Band Funding/Income Discount for Full Dues payment Website Minutes Officer Reports, 10:07 President (CB) Librarian Position- Not a lot online; Flash drive contains files, but not comprehensive Need to regain possession of physical music Suzanne (clarinet) has expressed interest Vice President (RO) Insurance Watching DPS/North High for closures DPS changed preferred provider without information Price over $400 for 90 day period Found insurer at $207 for full semester of coverage (less than past coverage) Quoted for other insurance at further reduced rate Website (on agenda already) Treasurer (JC) No fundraising happening, trying to get dues paid Secretary (BH) No updates Operations Manager (BTW) Would like to retire by end of March, requests a shadow to learn his role Final report due middle of February Grant proposal for next year due March If we want project funding from other counties, applications due beginning of March Board member involvement requested CB suggests forming a committee to handle business Secured Quickbooks for accountant Need to get a board member access RO nominates JC, JC volunteered, CB should have access as well Jeremy Lew returned baritone sax, paid $200 deposit, has requested refund, JC will mail check today Sound system stored in BTW’s garage, will need new home Need to find accountant to complete Form 990EZ before end of March Dues are not being paid due to low attendance Music Director (KT) Needs to be gone last week of January Has fill-in option Idea to get more people in band Highlands Ranch band solicits HS players and offers volunteer hours, dues-less players, but then not paying for subs JC full bands will attract more players and concert attendance CO Band directors FB group Reach out to DPS CB will research offering volunteer hours as 501c3 Google Drive has more music than CB was told Music Director (JM) Dazzle concert Can potentially increase attendance Spurred discussion on concert frequency, tabled for next meeting Scholarships, 10:41 CS - Have received 2 applications CB - Past recipients need re-apply 2022 Full Year Application Review Application review #1 (AH, Flute, Concert) MOTION to approve by CS, 2nd RO: Unanimous approval. Motion PASSES. Job assignment: Social Media Support Application review #2 (CS, Trumpet/Euphonium, Jazz) MOTION to approve by CS, 2nd CB: Unanimous approval. Motion PASSES. Job assignment: Support BTW CS needs list of past scholarship recipients to follow up with them CB edit list of jobs available to help with, CS: we need to edit application to select three options Vaccination Poll Results/New Variant, 10:53 Poll results, 10:53: 98% vaccinated of 51 responses, 100% attending/responded are vaccinated CB does not wish to mandate vaccination Will disseminate results to bands New Variant, 10:55: Rehearsal attendance down due to current surge CS: Does it cost more to attend? RO: Room ventilation after hours JC: Wants to rehearse. Paying conductors may be offset due to returning dues. Concerned about band dissolving. RW: Will not be attending due to personal risk. Limit to unmasked time. BL: Will not be attending for now. Suspend due to low attendance, but if not a huge burden suggest we continue. CB: Commitment to directors. Continue rehearsals. BTW: Main concern is financial. Extra space in room makes more comfortable. BH: Possible to rehearse and spread out in a bigger room like gym or auditorium? JM: Continue to rehearse, sectional work. Expects many would return knowing vax rate. KT: Continue to rehearse. Will try to encourage mask wearing in breaks. MOTION to continue rehearsals CB, 2nd RO, Unanimous approval. Motion PASSES. Lead Director, 11: 25 CB wants to hear from KT & JM on status of direction right now Currently: JM Jazz/Combo & KT Intermediate/Concert. One director/assistant director for all bands? Like how it’s split currently? KT likes current split JM likes current split Current pulse on taking on director role officially: KT more comfortable now than 6 weeks ago. Will commit to 2022. Will consider if an offer is extended. BTW - Need to ensure we have qualified conductor for dues-paying members BL - Truly need one head conductor? CB - Guest conductors? Need consistency leading the band. General consensus is that the current split was formed organically and seems to be working. Percussionists, 11:34 RW - percussionist friend may come when she resumes attending. BTW - response from Craigslist was going to attend and then did not. CB - Will get Covid vax poll results out, then be more aggressive about pursuing more players. Social media person should post something to share. Intermediate Band/Second Combo/Second Jazz Band, 11:37 CB - JM suggested splitting out into secondary combo CS - Table due to low attendance and lack of time. Funding/Income & Discount for Full Dues payment, 11:40 Funding/Income, 11:40 CB - Need a few streams for larger chunks of funding CB - Form Fundraising committee (1-2 board members & 2-3 band members) CS - Advertising in Programs. Need consistency. Venmo/Paypal QR needed for program & sign on donation box with receipt for donors. JM - Annual supporter Gala? CB - Spaghetti dinner type event once we are able. CB - Asking for money from companies. Organizations interested in furthering music programs. Add Assist with Fundraising for scholarship recipients BH: Commit to one idea for fundraising and then grow from that RO: Board members make commitment to certain level of contribution Suggestion for board members to send a donation of any amount via Paypal No board members were resistant Link will be sent out Proof of donations received helps on grant applications CB/JC will set up Venmo Discount for Full Dues payment, 11:59 Need clearer expectation of dates and break-down of periods being covered by dues. CB makes MOTION to eliminate discount pending dues restructure, 2nd CS: For: 2, Oppose: 3, Abstain: 1, Motion FAILS. Website, 12:12 RO - No progress made with current web designer. New candidate found. Ask for estimate from current consideration CB MOTION to Approve 2 hours of work to update website, 2nd CS; Unanimous approval, Motion PASSES. CB MOTION to adjourn at 12:17, 2nd RO: Unanimous approval, Motion PASSES. Notes Remaining agenda items: None Action Items RO will check on auditorium/gym availability for rehearsal CS will respond to scholarship recipients CB find replacement for Bruce CB spin up committees for Grant Proposal, Scholarship Committee, Fundraising KT find replacement for last week of January x-CB will reach out to Toni/accountant for list of scholarship recipients for 2021 JC/CB will meet to find accountant for completing tax forms x-CB send vax poll results to band JC/CB set up Venmo account BH coordinate with Roger to find out if we can integrate one of our emails with 1-2 Google Calendars for board/band members CB/RO follow up on Operations Manager job description x-CB Add agenda item for next meeting to assess inventory and discuss storage protocol BH will send QR code making site that includes our logo Next Meeting Agenda Items - February 12, 2022, 10 a.m. Brainstorm ideas for change to concert structure Fewer but larger concerts? Need to meet funding expectations. Concert series/season (multiple venues)? Intermediate Band/Second Combo/Second Jazz Band Schedule out dues/dates/discounts Venmo and other platforms Assess inventory and discuss storage Recurring payments for dues members as well as recurring donations
