Board Meeting – October 13, 2024

Attendees: (x)=present, (_)=absent

7:04pm call to order

Committee reports

Treasurer report:

September was a busy month! As per usual.
Youth Festival Suggestion: Have Zach (Treasurer) join the youth festival committee since all finances are coming through the Chordsmen. Would be easier and prevent surprises.
Motioned and accepted!

Meeting minutes:

Grant writing:

Marketing:

Committee has been formed and met!
They’ll be doing work to market our Christmas, Valentines, Annual Show, and Youth Festival.
- And they’ve got ideas already! See the marketing team meeting minutes from 9/19/2024.
Marketing will be marketing Valentines, not necessarily running valentines (although Brad K is on the committee)
EVG has money for marketing type things. Eric and Sid will sync up on what’s available.
Will will upload the marketing team minutes.

Communications:

New ticketing system was good for the youth festival afterglow! Looking good for using for Christmas.
Discussion: Establishing guidleines for debit card usage
- Makes sense that if something falls within our official budget, then it doesn’t need approval.
- So… we need a budget.
- Tell committee people to start coming up with recurring line items! Steve will send a notification for everyone to do that.
- At our next board meeting, we will discuss how we look at fitting expenses into budget categories.
- Quarterly budget reviews are also being suggested. Then the board has a good idea of how we’re doing for the year.
- For now: any purchase under $100 that Chordsmen has made in the past is OK for the Debit card until we get a budget deployed. (Motioned and accepted)
Hey we need details for Christmas!
- Music team needs to come with details after next week and communicate details back to board ASAP.
- Aaron is willing to run any canned foods to the food bank afterwards. If you bring X cans of food then you’ll be entered into a raffle for a free Valentine (idea for incentive).

Music:

Membership:

New business

One off issue:

A few of our members have purchsed jackets with the Chordsmen logo on it.
- We’re concerned that these jackets may be cost prohibitive at $120, and the group of individuals are using it as a marketing tool.
- We’re also a little concerned about how this was approached.
- The back has a new-ish logo and tagline “where overtones happen” – it deviates from Chordsmen brand and that’s our biggest beef with it.
- Any merchandise that bears the Chordsmen logo should be approved through the Marketing committee by the authority of the board. General guidelines: use our logo and appropriate colors.

Donation to Cloverdale:

We made $539 on the Extravaganza, Ken Leonard has suggested we give a donation to Cloverdale.
- Motion to give $100 to Cloverdale, passes. Ken will write a card to pair with a check from Zach.

Lemon Squeezy:

Dan Wessler emailed us + SH if we’re open for hosting Lemon Squeezy the last full week of June. Maybe doing a show with them.
We’re OK with entertaining a conversation about a quartet show.
Another thought is to do the barbershop appreciation show with Capitol City, SH, Chordsmen, and Quartets at this date.

Chorus learning opportunity:

Look at the “Take the big leap” email from Sept26 from BHS – might be a good opportunity for Chordsmen!
Would probably be ~$2500 to send four people. We think it’d be worth every penny.
We should have our 4 people decided by next board meeting.

Adjourned at 8:59pm