Topeka Blues Society
Monday, July 21, 2014
6:30pm @ Uncle Bo’s
MEETING AGENDA
CALL TO ORDER at 6:39pm
BOARD MEMBERS PRESENT: Suki Willison, Chardy Hern, Gerry Schmanke, Bill Beasley, Gib Ramirez, Luan Betts, Paul Schwartz, and Karen Osborn
BOARD MEMBERS ABSENT: Stacy Jeffress, Rod Peterson and Brian Gabel
TBS MEMBERS PRESENT: Patti Beasley
APPROVAL OF MINUTES OF PREVIOUS MEETING: Bill moved that the minutes of June 30, 2014 be approved, Luan second; approved.
SECRETARY/TREASURER’S REPORT: Karen had handout of expenses and income for past month. Income: SOKBF donations, guitar giveaway donations, merchandise sales, BF Food tent,
BF and Summertime Blues (SB) bucket donations, memberships, and IBC Blues Challenge application fee; Expenses: SOKBF water, food and supplies, BF and TBS shirts, BF stage and artists payments, ice machine, and SB artist payment. Bank balance is $5,243.71 with additional $50 in petty cash. Topeka Blues Society membership broke the 100 mark – we now have 102 members listed! Bill moved that Secretary/Treasurer’s report be approved, Luan second; approved.
OLD BUSINESS
SPIRIT OF KANSAS BLUES FESTIVAL WRAP UP
Fund Raising/Sponsorships: Karen handed out a spreadsheet showing the 2014 SOKBF donations and SOKBF budget. Grand Total Festival Cost was $17,221.94 (includes TBS shirt costs), and Grand Total Income was $17,090.42. For the first time, festival income and expenses broke even. Paul suggested we begin working on getting a corporate sponsor, and also suggested a dedicated M.C. would be a good idea. Suki would like a video board showing sponsors.
Band/Staging/Security: We still need to work on restricted access to Reynolds Lodge. Several volunteers and friends of band members were seen going through food line. There may have been some “sharing” of Access lanyards. Suggestion to put names on Restricted Access passes. Otherwise, all went well. The fencing around the front of the stage worked well – board agreed to purchase stakes to make it more secure. Regarding parking lot, suggestions from volunteers were to have a list of bands posted, checking off arrivals. Also post Gib’s phone number. Many of the early band arrivals did not have a parking pass, as well as press reps, causing some problems for our volunteers. It might help to have a list of names allowed in the parking lot, for volunteers to verify.
Food and Beverage: Food tent a success! Paul suggested adding soft drinks to the menu, maybe get Pepsi or Coke to donate. Sandwich and chips will be bundled with one cost, drinks extra. Thanks for the Betts extended family and our Board members for keeping Food Tent running. We will definitely need more volunteers next year, especially since the 4th falls on a Saturday. Luan would like a way to monitor Lodge food line, to make sure users go through line once, until all have been served. More discussion needed on how to monitor the inside Lodge food line.
Promotions & Media: Rod and Stacy did a great job of getting our festival promoted, and Stacy has done a great job of thanking our sponsors on Facebook.
Volunteers: Chardy did a great job showing volunteer times on spreadsheet, and for the most part, all volunteers showed up for their alloted time. Board agreed more volunteers will be needed next year, with festival being on a Saturday. Volunteers will need to be reminded that they get their food from the Food Tent, not Reynolds Lodge. It was suggested that we have a “pool” of volunteers throughout the year. Ellen took lots of videos and photos of our festival, and has been loading them on Facebook. Will ask her to submit to Steve for web.
Merchandize/Event income: TBS shirts and festival shirts sold well! Karen mentioned that slips of paper on shirts was a good idea in theory, but didn’t work well in reality. Chardy suggested we inventory shirts before event, then inventory again to get total sold. She also liked the idea of shirts begin categorized by “size” – much easier to sell.
Miscellaneous: We will need more outdoor toilets next year – the four near Reynolds Lodge were overflowing by 5pm. Four more were placed across from our parking lot. We will need at least 8 near the stage, and 4 across the parking lot. We had a very good crowd all day, and next year will be on a Saturday. EMT did a great job. Lodge was reserved for a wedding the following morning – we need to make sure we have the Lodge for both days. Chardy will send thank you notes to John Deere tractor, as well as volunteers. Karen will update “to-do” list for next year. Paul suggested asking WU or 501 to video tape concert next year.
SUMMERTIME BLUES CONCERTS
The Summertime Blues concert with Knock Kneed Sally on July 16th went well, with approx. 250 in attendance. We brought in $45 from a new membership, $149 in merch sales, $129.50 in donation jar (thanks to Dana Valyer’s granddaughters and Karen Osborn’s grandson!), and $50 for guitar raffle. Last 2014 S.B. concert is August 20th with Hector Anchondo.
IBC/ANNUAL MEMBERSHIP MEETING
One Blues Challenge application has been received. Suki is lining up judges. Karen will look for 11 x 17″ frames for all our signed posters for auction. Suki, Luan, Rod, Bill, Brian and Stacy are up for reelection. Luan and Stacy will not run. Karen will send an email to membership announcing the annual membership meeting, and will also send a Dues renewal notice. Membership meeting will be at 11:30 – Karen will have an agenda and yearly update for Gerry to present. $5.00 donation suggested at the door.
NEW BUSINESS
2ND INTERNATIONAL BLUES MUSIC DAY
Will be August 2nd – Suki will ask Anthony Gomes to mention on August 1st and Platinum Express on the 2nd. We will promote on Facebook and to our membership.
NEXT MEETING DATE: Annual Membership Meeting, 11:30, Sunday, August 17th, at Uncle Bo’s
Meeting adjourned at 8:00pm.
Respectfully submitted 07/29/2014
Approved 09/08/2014
Karen Osborn, TBS Sec’y/Treasurer
