Topeka Blues Society
Monday, June 3, 2013
6:30pm @ Uncle Bo’s
BOARD MEETING MINUTES
CALL TO ORDER at 6:38pm by Luan Betts
BOARD MEMBERS PRESENT: Suki Willison, Gib Ramirez, Luan Betts, Brian Gabel, Gerry Schmanke, Stacy Jeffress and Karen Osborn
BOARD MEMBERS ABSENT: Brad Hern, Tony Gaines, Rod Peterson and Bill Beasley
TBS MEMBER PRESENT: Mike Betts
APPROVAL OF MINUTES OF PREVIOUS MEETING: Stacy made motion that minutes of May 13, 2013 be approved, Gib second; approved.
SECRETARY/TREASURER’S REPORT: Karen had handout showing expenses (Summertime Blues, Bluehost web fees, festival insurance and Blues Foundation affiliation dues) and deposits (SOKBF donations, Summertime Blues donation and merch sales, two new memberships). Handout is attached to paper copy of minutes. Gib made motion that report be approved, Stacy second; approved.
OLD BUSINESS
TBS Summertime Blues Concert
Suki estimated 250 in attendance – great start! We sold $119 in merchandise sales and received $107 in donation jar. Karen will be out of town for next concert – she gave Suki merchandise signs, membership sign and $50 petty cash for merchandise sales. Will also give her cash for JVB with a W-9 form. Table will again be setup around 6pm for merchandise (shirts, hats, Blues fans) and membership applications and donation jar.
Spirit of Kansas Blues Festival (SOKBF)
T-shirt design: Suki asked Marni for design ideas, and Marni had four samples for us. All agreed the blue/turquoise tie-dye design was favorite. Shirt should be turquoise or yellow to best match design colors. Marni arrived near the end of the meeting and we made some edits to the design while she was there. Same design will be used for posters. Suki made a motion that TBS pay Marni $100 for shirt design, Stacy second; approved.
Fund Raising/Sponsorships: Karen supplied updated handouts of 2013 Donations and 2013 Budget. Nothing has been heard about a possible Toyota sponsorship. With increased costs, we are needing more money. All Board members should be actively seeking donations and sponsorships.
Food and Beverage (Chair Luan): Suki said food should be prepared for 25 band members (she said this number allowed for their families and extra), 20 Board members/spouses/partners, and 6 stage crew. With media, should prepare enough for 75 people total in Lodge. For volunteers, 50 hotdogs, with chips, cookies, sodas. Suki also gave band special requests to Luan. Suki will check with Ice & Olives about supplying food the night before. She advised against asking them to sponsor our Volunteer tent.
Promotions: (Chair Rod): Information has been distributed to media. Board agreed to look at costs to print 4000 flyers, to be ready by June 27.
Media (Chair Stacy): Stacy is writing a Press Release – Suki will send to media. Stacy will also keep Facebook up-to-date.
Volunteers (Chairs Bill/Tony): Bill had sent an email to Board members with information regarding a Volunteer meeting and sign-up sheet, asking for suggestions. The Board approved and will ask Bill if June 27th is okay for Volunteer meeting at Uncle Bo’s.
Band & Music (Chair Suki): Blues Caravan has some changes in line-up. Other than that, nothing new.
Stage & Sound (Chair Gerry): Gerry said Jim would have contract in the mail in the morning. Jim will meet with Al Janosik regarding insurance – security guard should be in stage contract. Suki said we will borrow cattle fences from The Office for stage security – the fences need to be returned by the next morning (Friday). She has towels for stage and kitchen.
Security (Chair Brad): Gib offered to print passes for lanyards. Suki said she can buy 24 lanyards for approx. $11, and the plastic inserts run about $25 for 50.
Merchandize/Event income (Chair Suki): Suki will look into ordering tank tops for women, and t-shirts – all one color. She will make sure to have money aprons for merch tent.
Miscellaneous: Some discussion about ordering TBS t-shirts. Board agreed we like the “hand on frets” design. Suki will look into costs. It would be nice to have shirts by festival, but cost is a concern.
Other Festivals
NOTO: Suki said she is meeting with NOTO soon. No other news.
Blues, Brews & BBQ – Sept. 6 & 7: Suki is helping with band lineup. TBS will have membership/merch tent, and will help sell artist merch. TBS involvement will be on Saturday only. Terry Quiett Friday night, Brandon Santini and Eddie Turner Saturday. Suki will ask them to put Uncle Bo’s and TBS logo on their promotional materials.
Jayhawk Theater: Fundraiser will be held during Blues, Brews & BBQ. TBS will sponsor solo act (Mark Montgomery) for Jayhawk stage.
IBC
Grand Marquis is interested in competing, but would need first slot and then leave. Board agreed this is not a problem.
NEW BUSINESS
Reality TV: All Board members had received an email from a Reality TV company, wanting to send musician Randy Scott to play at our Blues Festival, to be followed by cameras, documenting him and the festival. We would pay $2500 for this promotion. Board voted against this offer.
Ist International Blues Music Day, Aug 3rd: Stacy asked if TBS could do something to recognize the 1st International Blues Music Day. After some discussion, Luan made a motion to recognized the 1st International Blues Music Day by posting a summary on website and Facebook about why Blues music is important and needed. Stacy will write the summary. Suki will ask musicians playing on Aug. 3rd to recognize this event. Stacy seconded the motion; approved.
NEXT MEETING DATE: 6:30pm, Monday, June 27th at Uncle Bo’s
SOKBF Volunteer meeting is 7:00pm, Monday, June 27th at Uncle Bo’s
Luan moved that the meeting be adjourned, Gerry second; adjourned at 8:20 pm.
Respectfully submitted 06/09/2013
Approved 06/27/13
Karen Osborn, TBS Sec’y/Treasurer
