MHCB Board Meeting Minutes, 2-12-2022 Mile High Community Band Board of Directors Meeting Notes Saturday, 02/12/2022 10 a.m. Panera 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 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 Attendance Approval of Minutes, CB MOTION, RO 2nd, Unanimous approval, Motion Approval of Agenda, CB MOTION, JC 2nd, Unanimous approval, Motion PASSES. Last Meeting Follow-up BTW wants dues explanation for new folks New Business - Paste Agenda Officer Reports President Vice President Treasurer Secretary Operations Manager Music Directors Budget Review SCFD Grant Application Review New Operations Manager New Director Funding/Income Dues payment Discount Auto payment Venmo 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 RO will check on auditorium/gym availability for rehearsal (1/15) CS will respond to scholarship recipients(1/15) CB find replacement for Bruce(1/15) CB spin up committees for Grant Proposal, Scholarship Committee, Fundraising(1/15) JC/CB will meet to find accountant for completing tax forms(1/15) JC/CB set up Venmo account(1/15) 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) CB/RO follow up on Operations Manager job description(1/15) BH will send QR code making site that includes our logo(1/15) CB-Need a Google doc put together for request list for equipment(1/15) CB/BH-Google doc for inventory and its location(1/15) Organize Carpool list(2/12) Board members should read SCFD application and email suggestions to BTW(2/12) CB: Google Voice account set up(2/12) Next Meeting Agenda Items - March 12, 2022, 10 a.m. Virtual Figure out dues structure (Annual, Term, Monthly) List out what dues cover for announcement Recurring payments for dues members as well as recurring donations
