Minutes

MHCB Board of Directors Meeting

Red Rocks Community College; 8/4/16

Submitted By Eva Bramlett

CALL TO ORDER:      Vern Vail called the meeting to order at 8:40pm

ATTENDEES:            Board Members: Eva Bramlett, Tracy Collins, Cedric Lindsay, Roger Oram, Brian Smith, Vern Vail

     Music Directors: Michael Lucas, Rick Mongrain

                              Operation Manager: Bruce Thron-Weber

READING AND APPROVAL OF MINUTES-

Minutes from the 5/5/2016 meeting were approved as submitted.

MUSIC DIRECTOR’S REPORT:

Mike Lucas welcomes us to the new season and mentioned that we are doing 6 pieces for the next concert.

Rick Mongrain stated the Edgewater performance on the 28th of July went well. In addition, a bass drum head owned by RRCC broke during rehearsal. He said that he would discuss this with Hill Baker.

PRESIDENT’S REPORT- Vern verified that we now have four signers to sign checks.

VICE PRESIDEN’TS REPORT- Roger says that we are in the process of getting the spring concert uploaded to the website and mentioned that we should have a link shortly.

SECRETARY’S REPORT- No report.

TREASURER’S REPORT- No report.

OPERATION MANAGERS REPORT- Bruce said that usual turn-over has occurred in the band and we have gained a few players. Dues are continuing to come in at a good pace.

OLD BUSINESS-

  1. The bass clarinet, loaned to a previous band member has been recovered.
  2. SCFD is requesting us to search for another source of income for the band. To do so, we are in hopes of finding a promoter. The position would entail finding grants from foundations or businesses that may be interested having their name promoted or that are willing to sponsor us. In addition to these duties, it was discussed that the individual may also be looking after concert details to include sound systems and communication between MHCB and RRCC regarding recording. We have a deadline of December 31st to show that we are making an effort to develop this position.

To find an individual suited to be the promoter, Cedric will be contacting RRCC to see if they have anyone that does this for the school and if they are willing to work with the band. It was also mentioned by Brian that we may be able to find a student through the school that is looking into working with non-profit organizations and would benefit from gaining from the experience.

Bruce mentioned that after a job description has been created, he would be able to find websites to post the position.

  1. There were two separate discussions regarding checks. Among these included a scholarship recipient receiving money for a gig. In addition, four checks had been requested, two of which were signed and delivered without board approval.

The confusion of the process regarding checks stemmed from the fact that we currently have no procedural guidelines stating if the board is to approve all signed checks. To prevent further miscommunication, Roger will be composing a section under article III of the bylaws regarding financial expenditures.

A motion was made to proceed with signing and sending the checks to those who played at the combo gig, which was approved by the board.               

  1. Our music is currently stored at Golden Music in a room adjoined to a rehearsal space. We have a key to the rehearsal space but there is no lock for the door to our music library. Vern will be contacting Golden Music in hopes to gain a lock on our music library.
  2. Cedric mentioned that CAEPA does not have the funds to pay us to play for the music educators and we will not be doing the concert.

NEW BUSINESS

  1. It was suggested that the Volunteer or Contractor position to possibly include Publicity and Stage Manager in addition to Drummer Assistant may come from one of those who have a scholarship to be in the band.
  2. An unintentional communication error occurred at RRCC resulted in the absence of a recording of the concert.

An error occurred on the programs for the concert. Stephanie and Roger Oram have volunteered to proof read the programs before concerts.

  1. We are currently missing the MHCB banner. Roger will be in touch with both Paul and Dave in hopes of finding it.
  2. A motion was made to wave Cedric’s dues due to the fact that he is currently managing the quintet. This motion was unanimously approved by the board.
  3. Roger has voiced a concern on the balance sheets that they may not be currently showing the correct asset and depreciation amounts. He will be contacting Toni Loomis for input on this situation.
  4. A motion was made and approved to move the next board meeting to the second week in September.

ADJOURN – 9:40 pm