MHCB Board Meeting Minutes, 11-20-2021 Mile High Community Band Board of Directors Meeting Minutes & Notes November 20, 2021, 10 a.m. Panera, 38th Ave Submitted by Beth Hutchison Call to Order - 10:06 a.m. Attendance - Board Members - Present: Cristina Baker (CB), Roger Oram (RO), Risa Wolff (RW), Barb Lichtenstein (BL), Beth Hutchison (BH), Jessica Cooke Mess (JCM) Absent: Brian Smith, Amber Kantor, Tim Hanna Music Directors - Present: Jeff Miguel (JM) Absent: Mike Lucas, Kim Tiede Other - Present: Absent: Bruce Thron-Weber Approval of Agenda NA Approval of Minutes 10:06, Unanimous approval MOTION made by CB, 10:07 - to add Discussion of making discount for full payment of dues permanent, should there be enough time in the meeting Seconded Votes: 6 For, 0 Against, 0 Abstentions Motion Passed, 10:07 Discussion surrounding CB's return to band CB advised she will likely not return until Fall 2022 Board agreed this has no bearing on her role as president Outcome: Resolved Discussion surrounding Website RO unable to post concert to website, needs to call web person again Website needs updated again CB suggested we use something anyone within the band can maintain RO wants to maintain historic data, too CB suggests Weebly & move all to new site. Suggests looking for discounts Outcome: Tabled for next meeting Donations received at Concert 11/18/2021 JCM reports $78 received Discussion with JM that all directors should make announcement about donation box early in concert in hopes it will generate more revenue Outcome: Resolved Discussion surrounding need for microphone at next concert BH advises she owns a lot of A/V equipment the band is welcome to use. This includes: Microphones, mixers, speakers, large tents, tables & chairs. Outcome: Resolved Discussion surrounding Thank You Notes for 11/20 concert venue RO suggested sending Thank You notes to owners/GM of Crown Hill, venue for 11/20 concert Owners: Suzanne & Guy Stanfield GM: Mike Skolaut Board approved sending Thank You note from the entire band Outcome: Thank You Note sent by RO on Monday, 11/22/21 Discussion surrounding Venue selection for 11/20 concert Need venue w/ right characteristics for little to no money North HS has its own events, & DPS limiting visitors due to COVID Being a Jeffco SCFD sponsored community band, most concerts must occur within Jefferson County JM suggests we allocate more funds to concert venue JCM advised COVID killed off fundraising efforts RO said MHCB has a good relationship with Alameda HS, but venue has been under construction BL asked if there are objections to church locations CB said no objections if all needs are met (space, piano, percussion equipment) and non-discriminatory Outcome: Resolved MOTION made by CB, 10:30: Appoint new Secretary BH volunteered Seconded Votes: 6 For, 0 Against, 0 Abstentions Motion Passed, 10:32 Outcome: BH made Board Secretary Board reviewed a scholarship request (Concert band, Flute) Discussion surrounding responsibilities of recipients such as: Assist with Library Moving gear Discussion surrounding term of scholarships Webform needs adjusted to include dates of scholarship request MOTION brought by CB : Approve scholarship application Seconded Votes: 6 For, 0 Against, 0 Abstentions Motion Passed, 10:45 Outcome: Scholarship approved, Webform change tabled COVID protocol review - 10:47 Masks & Bell Covers Band policy has been to follow current CDC guidelines with recommendations being the preference over requirements RW advised will not return to band practice until masks are being worn (always for people not requiring wind for an instrument, & whenever not playing for winds) & covers for instruments are used JMC reviewed the internet for availability of bell covers & their costs; vary wildly in cost & efficacy JM advised bags not a great idea for woodwinds, but could work for brass BH weighed in that recommendations OK but not requirements RO discussed ventilation of room. Will ask school about ventilation for room & timing of when that runs BL suggests band provide covers & strong recommendation to use them & masks CB suggests section members have conversations about their comfort level & risks directly, & the band will research cost & logistics of providing bell covers RW advised she would donate for the purchase of bell covers & masks RW brought up CO2 detectors for room BH suggested using box fans in doorways to circulate air MOTION brought by CB: Board to issue "Strong recommendation" that masks be worn when not playing a wind instrument & will provide bell covers for voluntary use Seconded Vote - 4 For, 2 Against, 0 Abstentions Motion Passed, 11:02 This will be a point of discussion at all board meetings as situation changes Vaccination Status of members It was suggested that band members should be required to be vaccinated to participate in band activities RO suggested an anonymous, voluntary survey be taken to assess percentage of vaccinated population CB advised given the voluntary/anonymous nature, results could not necessarily be trusted to be accurate MOTION made by CB: Board to create and send Voluntary & anonymous vaccination survey to the band Seconded Vote - 5 For, 1 Against, 0 Abstentions Motion Passed, 11:15 Discussion surrounding Director Coverage Fill in directors doing great job & would be good replacements if it came to be needed (should they want to do it) CB suggested rotation of guest directors as a backup during transition period, to ensure we don't end up in a lurch BL suggested posting at Flesher-Hinton RW suggested discussion with DPS conductors BH suggested contacting schools with internship opportunities BL suggested Mike be given opportunity to conduct song as guest of honor at concerts even post-retirement CB suggested made to post to Denver musicians Facebook page Outcome: Tabled for future discussion Discussion surrounding need for percussionists Any percussionist would be offered full scholarship CB suggested posting need everywhere we can think of BL suggested contacting recent graduates Outcome: Tabled Discussion surrounding Librarian - 11:40 Need to set rules about location of all music Member responsibility to erase notations upon return/receipt of music Need to set deadline for return of all music Discussion surrounding frequent repeats of music rotation This last concert period was shortened, so a conscious choice made this time to repeat music in that interest JM suggested a checkout sheet for libraries of music to know who has it Who, what, when, why Google Drive - CB needs full admin access immediately Outcome: Discussions will be had surrounding responsibilities of librarian, supporting librarian, & scholarship helpers, CB needs access to online library immediately End of Year Bonus - 12:02 p.m. JM asked to leave due to discussion of End of Year bonus for fill-in directors CB suggested bonus be given to fill-in directors Motion by CB: Offer End of Year Bonus for Kim Tiede & JM Seconded Votes: 6 For, 0 Against, 0 Abstentions Motion Passed, 12:05 RO suggested a committee for scholarship review Include Brian Smith plus two dues-paying Band members Outcome: Tabled MOTION by CB: Set Next Meeting - January 15, 2022 10 a.m., Seconded Votes: 6 For, 0 Against, 0 Abstentions Motion Passed, 12:10 Need scholarship applications by Friday, 1/14/2022 Call to Adjourn - 12:19 Approved Unanimously ACTION ITEM(S): Need scholarship applications by Friday, 1/14/2022
