Topeka Blues Society
Monday, May 13, 2013
6:30pm @ Uncle Bo’s
BOARD MEETING MINUTES
CALL TO ORDER at 6:40pm
BOARD MEMBERS PRESENT: Brad Hern, Suki Willison, Gib Ramirez, Tony Gaines, Luan Betts, Brian Gabel, Bill Beasley, Gerry Schmanke, Rod Peterson, Stacy Jeffress and Karen Osborn
(Gib left early).
APPROVAL OF MINUTES OF PREVIOUS MEETING: Bill made motion that minutes of April 21, 2013 be approved, Luan second; approved.
TREASURER’S REPORT: Karen had handout showing expenses and deposits (attached to paper copy). No new members.
OLD BUSINESS
TBS Summertime Blues Concert, May 15th
Suki has two youths lined up to open for Cassie Taylor. At 7pm, each youth will perform three songs, and then Cassie will start at 7:30 and play for 90 minutes. Board Members available for setup should arrive at 6pm. Table will be setup for merchandise (shirts, hats, Blues fans) and membership applications. We will also have a bowl for donations. Gage Park will have some concessions. Rod and Brad will work on some lights for stage.
Spirit of Kansas Blues Festival (SOKBF)
Fund Raising/Sponsorships: Karen supplied handouts of 2013 Donations and 2013 Budget. Gib offered to ask Briggs, CoreFirst and Six Auto. Tony will ask Chic-A-Dee Cafe. Suki will ask Al Janosik. Karen will see if Barb or Cindy know Scott Kennedy, DDS. Bill will ask Toyota if they would be interested in exclusive car sponsorship. Regarding budget, Gerry got estimate from Jim Beilman. His contract includes four helpers and side stage setup. We need more money raised.
Food and Beverage (Chair Luan): Luan gave budget for food. If Ice & Olives will contribute food for volunteers, that amount might be less. Suki will ask if they would like to be Volunteer Sponsor. Last year BBQ pork butt and sides prepared for 150 for those eating in the Lodge, 75 hot dogs for volunteers. There were lots of hot dogs leftover – this year will supply food for 16 volunteers (possibly two meals each).
Suki will again bring extra sodas, beer, liquor, salsa & chips.
Budweiser will probably donate 5 cases Monster drinks (same as last year).
Coolers with water & soda needed for volunteer tent.
Cups and water dispenser in Lodge, cooler for sodas and any band’s liquor requests.
Bottled water for stage.
Individual band liquor requests should be in separate marked coolers and hidden until needed.
Breakfast items supplied by Board members, if they like.
Ice Machine – Gib said ice machine costs are: $75 for trailer, 20# bags of ice @$3.50, with a 50 bag mininum, $250 total.
Last year 490 bottles of water purchased for volunteers, staff and stage – only 20 bottles left. Will wait to see weather forecast before making decision on water quantity.
Promotions: Chair Rod: 3000 flyers were printed last year (were ready by June 27), last year Board voted to order 4000 for 2013. Rod will check on cost and email Board members with that information.
Interviews on WIBW TV; KSNT TV; newspaper week before event
Blues Music Magazine, Blues Blast, Blues Festival, etc. have or will be contacted
Topeka Magazine
Wichita Blues newsletter, KC Blues Newsletter (place ad)
Info in K.C., Lawrence areas (Knuckleheads and any “free” music rags)
The Pitch
Topeka calendars
Suki has contactd KANU/KPR, American Profile newspaper insert, Visitor Topeka
Media (Chair Stacy): Stacy will write press release for all media outlets.
Volunteers (Chairs Bill/Tony): Each committee needs to decide how many volunteers they will need, if any (looking at approx. 16 volunteers).
Last year lots of volunteers early in day, faded by afternoon and evening.
Volunteers must work at least four hours for food ticket.
Volunteer should pass donation bucket with regularly scheduled times.
Detailed schedule should be provided with times assigned for each volunteer.
Food under separate tent for volunteers (they are not allowed in Lodge) – worked well last year. Volunteers working first shift should arrive by 10am.
Bill and Tony should schedule a volunteer meeting week before event. When they decide the date/time for meeting, Karen will notify membership asking for volunteers.
Band & Music (Chair Suki): 2 towels per band member; side stage manager & crew; secure area around stage; sponsors’ banners displayed if they supply one; American flags for stages; lanyards and parking passes for bands; Suki will be MC (list of sponsors will be made available to her in large font); large fans for stage. Suki said she was contacted by Kelley Hunt’s manager – she would like to play our Festival. We are booked solid, and we have no extra money.
Stage & Sound (Chair Gerry): Gerry got one bid for stage setup and sound, Board asked him and Suki to get another bid.
Security (Chair Brad): will ask Marvin to work Lodge security; will we need overnight security? Secure stage doors (Reynolds Lodge).
Security in parking lot from 8am-7pm.
Craft show & vendors not allowed in festival area.
Lanyards for TBS board & volunteers.
Passes needed for parking, Board/Band, Press.
Merchandize/Event income (Chair Suki): 4 Tents supplied by Gib; lights, extension cords, clothing hangers, money aprons, cash for change, pens, pins, clips, etc.
Need design for 2013 Festival tshirts (last year Jeff Davis offered to do artwork for free).
Will sell TBS hats, festival posters (don’t need as many as last year), Blues fans.
Pricing signs and decorations needed for merch tent.
Print schedule of lineup and tape to table.
Miscellaneous: Last year’s comments mentioned a Guest book with comment area and/or a survey for attendees asking what they’d like for future festivals.
NOTO Fall Festival
Suki said NOTO planners have decided to hold the fall festival in the parking lot behind the old Post Office (now houses NOTO office). They plan to build a stage on the loading dock. They again would like TBS to assist with booking bands. They asked if TBS would be willing to help clean parking area – Board agreed that TBS won’t clean as an organization, but we will let membership know when NOTO needs volunteers, and any of our members/Board members may help on their own.
Blues, Brews & BBQ, Sept. 6 & 7
The Blues, Brews & BBQ staff would like TBS to assist with booking their entertainment. They have offered the use of their cattle fence for our Blues Festival. Suki said they have booked Terry Quiett again. She is thinking of asking our local IBC winner, if they have that date available.
NEW BUSINESS
Jayhawk Theater: The Jayhawk Theater group has asked for our help with their fundraiser. They will offer tours of the theater, and Suki is thinking of a solo/duo act in theater. More on this at a later date.
NEXT MEETING DATE: 6:30pm, Monday, June 3rd at Uncle Bo’s
Brad moved that meeting be adjourned, Luan second; adjourned at 7:50 pm.
Respectfully submitted 05/18/2013
Karen Osborn, TBS Sec’y/Treasurer
Minutes approved 06/03/2013
