Board Meeting Notes
December 2025
Board Meeting Minutes
Date: December 12, 2025
Location: Virtual
Quorum: Present
1. Approval of Minutes
The secretary will send out the previous meeting minutes by email.
2. Treasurer’s Report
The most recent financial report was reviewed.
The former bank account has been closed. It remained open for several months to ensure the transition to the new bank did not disrupt payments.
A previously received sponsorship check will be deposited next week.
The previous board president will be removed from all financial accounts within the next month.
3. Concert Reports
The December concert had excellent attendance. Congratulations to the musicians and conductors.
The Mooresville concert was also well attended, and the payment has been deposited into the current bank account.
Dates for the upcoming concert season have been submitted to the Allied Solutions Center for the Performing Arts.
4. Sponsorships and Program Ads
Board members are encouraged to continue seeking program advertisements and sponsors.
Thanks to the organization’s newest program advertiser, Mike Pote Music.
The Indiana Jazz Educators Association will sponsor the Feb. 15 concert.
All travel plans for the Feb. 15 guest soloist have been arranged except for the hotel reservation in West Lafayette.
5. Marketing
The organization has signed a Letter of Agreement to continue with its marketing firm for next year. Minor adjustments were made to increase digital marketing efforts.
Programs have improved; however, a significant amount of time and effort is still required from the Executive Director to proofread and correct content.
A social media photo was replaced to ensure accurate representation of a musician’s technique after it was determined that a stock image was not accurate.
6. Strategic Plan
A recent meeting was held to discuss establishing a review process for staff roles. A more detailed analysis will follow.
There has been significant change and growth in the ensemble over the past year and a half under new leadership. The following has been observed:
Member attendance has improved significantly.
The performance level of the ensemble has improved.
Audiences respond positively to shorter concerts.
The music selections and guest soloists are well received by audiences and ensemble members.
The organization’s reputation is strengthening regionally, based on discussions within the music community.
An invitation to perform at a state-level music educators conference in 2027 has been extended and will be accepted.
Compensation increases were granted to conductors and the grant writer.
An Executive Director was hired.
The Board of Directors has been restructured with active membership.
The bylaws have been updated and approved by legal counsel.
A Conflict of Interest policy has been adopted at the recommendation of legal counsel.
November 2025
Board Meeting Minutes
Date: November 19, 2025
Location: Lawrence North High School
Quorum: Present
1. Approval of Minutes
Previous minutes were approved.
2. Bylaws
The bylaws, recently sent back to legal counsel for revisions, were voted on and approved.
3. Conflict of Interest Policy
All board members have signed the conflict of interest policy form but one.
That member signed the form.
4. Chamber Ensembles Update
The group, including the chamber chairman, discussed dates that are under consideration for chamber performances during the 2026-27 season.
Consensus was that Oct. 24, 2026, would be the best date for the fall chamber concert with an outreach concert 1-2 weeks afterward.
Dates have been proposed for the full ensemble performances but they have not been submitted to the venue yet pending review by the music director.
The board president will request the Oct. 24, 2026, date as well.
The spring 2026 chamber concert is on March 7 and the music director will not be in attendance.
5. Logo Revamp
The organization needs letterhead, a thank you note design and an updated logo so that we can send out materials to companies, donors, etc.
Four options were presented to the board and option 3 was selected for use.
6. Treasurer’s Report
There will be a budget update soon of actual amounts spent for the fiscal year to date. Some new items not added yet are an advertising purchase by a local university and the bill for concert reconciliation from the venue.
The comparison from this year to last year is less due to now paying staff monthly and raising payments for the conductors and the grant writer.
There will be a fee paid for the outreach concert performed in Mooresville and the December concert will have a profit, too.
The treasurer’s report was approved.
7. Board Member Information for Grants
Board members are to complete the information request from the grant writer as soon as possible and return it with a headshot and short biography for the website.
8. Sponsorships & Program Ads
The last concert’s sponsor was thanked and a new advertiser in the program was recognized.
There is no official sponsor for the December concert, though the previous year’s title sponsor is usually listed as recognition for the in-kind discount received.
The program is complete so no co-sponsor can be sought for this year but the organization will seek one for next year.
A board member has contacted boutiques and businesses around the performance venue and wants to know what the follow up should be so that she can be proactive. A one-page sponsorship handout will be created.
A board member has contacted a spreadsheet of senior living communities and will track who she has reached out to and send a link to the next performance.
The board president has been trying to contact a potential concert sponsor to see if they would be interested in sponsoring the February concert. He has also invited high schools to attend via email and will also be reaching out to colleges.
The music director recommended advertising the February concert at a local university’s jazz festival.
9. Budget Alignment
The board president and the executive director adjusted some numbers on the budget so that it would align better for upcoming grant applications.
The updated budget was approved.
10. Community Outreach: Veterans and Senior Living Facilities
Envelopes containing two complimentary tickets and a flyer for the November concert were distributed to veterans at a local football game. Additionally, 75 tickets were given to a representative from a county veterans organization for further distribution.
Packets containing individual concert flyers, a season flyer, an introduction letter, rack cards and four complimentary tickets were sent to 93 senior living communities. An additional 12 locations received packets delivered in person. Notes were made regarding which locations would be suitable for smaller ensemble performances and receipts were submitted for reimbursement.
11. Strategic Plan
A strategic planning document was briefly reviewed, with members asked to examine it further independently. Future goals include:
1. Shifting away from print media and focusing more on digital platforms (e.g., online video and social media).
2. Increasing audience size by 20%.
3. Engaging guest artists.
4. Encouraging greater school participation through collaborative concerts and competitions.
5. Performing at the request of the local municipality.
6. Increasing financial stability by at least 10%.
12. Contracted Staff
There is a need to develop job descriptions, a review policy and contracts.
The executive board will work to address the need and provide a checklist of requested changes.
13. Music Director’s Report
A guest artist’s contract covers four days and will not include attendance at Wednesday rehearsal. A soundcheck is scheduled for Sunday. The guest artist will also conduct master classes at a university, and part of the overall fee will be offset by that engagement. Contact information will be shared to coordinate travel arrangements.
A former board chair has expressed interest in sponsoring the conductor position and a section leader position with recognition in the program as a memorial tribute.
The ensemble has been invited to perform at a naturalization ceremony on March 11, 2026. The group would provide pre-ceremony and closing music. Attendance may reach 1,000 people. The event is unpaid and considered a service to the court and city.
One selection on the December program has been replaced with a different holiday piece. It is expected to be prepared within two rehearsals.
A conductor will need to be secured for one piece during the March chamber concert.
Adjournment
Meeting adjourned at approximately 7:30 p.m.
October 2025
Board Meeting Minutes
Date: October 22, 2025
Location: Lawrence North High School
Quorum: Present
1. Approval of Minutes
Previous minutes were approved with corrections.
2. Bylaws
The bylaws, recently reviewed by legal counsel, were presented for approval.
Board members recommended additional revisions, including clarifying roles and addressing requirements for bonding.
A revised version will be prepared by a designated board member and voted on at the next meeting.
3. Conflict of Interest Policy
Legal counsel advised that all directors and paid contractors sign the policy annually.
Policies were distributed to board members and internal contractors.
External contractors (marketing and accounting) will not be required to sign.
4. Treasurer’s Report
An update was provided on bank accounts, invoices and payments.
A current balance sheet was distributed.
Adjustments are needed in the accounting system, including relabeling payments, correcting storage payments, and uploading the full budget.
An invoice will be sent to a university band program for advertising.
The board discussed reviewing expenses related to certain contracted roles.
5. Grants
Board members still need to complete requested bio questions for grant applications.
Members should also send short bios and photos for the website.
6. President’s Report
Recent and upcoming concert sponsors were acknowledged.
The goal is for every concert to have a sponsor.
A sponsor has also committed to supporting a spring competition concert.
7. Grant Writer Compensation & Recognition
The grant writer requested compensation for consulting work outside their original responsibilities.
A proposal was made to honor this individual at an upcoming concert and to provide an additional payment upon completion of several months of work and turnover of materials.
The board approved both recommendations.
8. Sponsorships & Program Ads
Board support is needed to secure more sponsors and ads.
A strategy document was shared.
A flyer and reprinted season brochure will be developed.
Potential sponsor leads include venues, funeral homes and financial planners.
9. Outreach Committee
Outreach materials and ticket vouchers are being distributed to senior living facilities.
10. Community Outreach / Clinics
A letter to musicians about upcoming clinics will be distributed.
The organization plans to expand educational outreach as school funding declines.
Clinics will be free, with grants sought to cover travel costs.
11. Music Director’s Updates
Copies of contracts for upcoming guest performers are needed.
A program adjustment was made for the next concert due to repertoire balance.
Another featured performer’s expenses will be partly covered by a partnering institution.
A program for an additional concert date is needed.
Future programs should include composer and publication dates.
Financial results reviewed: the first concert resulted in a loss; the chamber concert had a minimal loss. Revisiting fall concert dates was recommended due to scheduling conflicts.
12. Committee Reports
Committee leadership roles were assigned.
Adjournment
Meeting adjourned at approximately 7:30 p.m.
September 2025
Board Meeting Minutes
Date: September 17, 2025
Location: Lawrence North High School
Quorum: Present, 5/7
1. August Minutes
The August minutes were approved with no corrections.
2. Leadership Updates
The board welcomed the new executive director, who began on Sept. 15.
Officer appointments were confirmed by board vote.
Planning continues for the upcoming side-by-side concert.
3. Finance Report
The organization remains financially stable, with operating and reserve funds in place.
The music library (2,000 titles) and instruments are insured.
4. Grants
The organization received a state arts grant to support programming this season.
Additional grant opportunities are being pursued.
5. Marketing
The board reviewed current marketing efforts, including print and radio advertising.
Plans are underway to evaluate marketing effectiveness and explore new outreach strategies, including digital engagement, partnerships, and expanded email communications.
6. Sponsorship
The board discussed sponsorship goals and strategies for the season.
Community partnerships continue to grow, with concert sponsorship opportunities available.
7. Governance
Updated bylaws are nearing completion following legal review.
8. Artistic and Outreach Updates
The ensemble has joined two composer consortiums and is preparing music for the next concert cycle.
Education and community outreach efforts are expanding, including engagement with schools and senior living communities.
Plans are underway to add a summer jazz ensemble.
9. Additional Updates
Administrative updates are in progress to improve operations and communications.
The board noted statewide arts funding reductions that may impact future planning.
Adjournment
Meeting adjourned at approximately 7:15 p.m.
August 2025
Board Meeting Minutes
Date: August 24, 2025
Location: Private Residence
Quorum: Present
1. Approval of Minutes
July minutes were approved.
2. Treasurer’s Report
The end-of-year financial report was reviewed.
The savings account balance was announced.
Funds from a smaller savings account were moved into checking.
A proposal was made to automate monthly payments to contractors.
3. Marketing
Marketing is the organization’s largest expense.
The board discussed consolidating all marketing expenses into a single budget line for clarity.
The group reviewed advertising options and discussed experimenting with new digital platforms such as Google Ads, Spotify and Pandora.
A QR-code audience survey will be added to programs to gather data on how attendees hear about concerts. Incentives may be offered.
Suggestions included partnering with local restaurants, offering promotions with concert tickets and connecting with private teachers rather than relying on high school attendance.
Additional cross-advertising tactics were discussed, including working with conventions, visitor bureaus, and tour groups.
Senior living communities should receive flyers, intro letters and complimentary tickets before the season begins.
The venue’s audience analytics system may provide useful marketing data, to be accessed regularly by staff.
4. Grants
A formal protocol for grants and outreach tracking will be created, including benchmarks for clinics and senior engagement.
Emphasis was placed on demonstrating financial stability regardless of grant outcomes.
5. Conductor’s Report
First rehearsal was successful; guest artists and composers were confirmed for the first concert.
Messaging is needed for the upcoming concerto competition and side-by-side concert.
The music director prefers applicants who are private students or students of ensemble members.
An application and flyer will be prepared.
Approximately 25 student participants are expected.
6. Committees
All board members should serve on at least one committee.
Ensemble members will also be encouraged to participate, with a sign-up sheet circulated at rehearsal.
7. Budget
Updated budget items include increases for grant writing, artistic director compensation, and a salary for the executive director.
An updated budget will be distributed via email.
8. Jazz Ensemble
A summer jazz ensemble performance is planned with members from the main ensemble.
The music director will appoint a leader rather than the board selecting one.
Guest conductors may be used when appropriate.
9. Sponsorships
Board members identified at least five potential sponsors each.
A compiled list will be created.
Sponsorship forms from previous seasons will be shared for reuse.
Ensemble members will also be asked for leads.
10. Executive Director
After review of candidates, one individual was selected as the new executive director.
The board also discussed engaging an additional consultant to support development and outreach initiatives.
11. Board Reorganization & Nominations
Board terms and cycles need to align with bylaws.
Several individuals were discussed as potential new board members.
The board discussed ways to recognize long-serving contributors.
Paid contractors cannot serve as voting board members.
Protecting organizational governance was emphasized.
Bylaws need to be reviewed, finalized and officially date-stamped.
12. Board Elections
The board voted to reappoint the current president for an additional one-year term.
The board also voted to reappoint the current secretary.
The meeting was adjourned following a motion and second.
Adjournment
Meeting adjourned at 4:57 p.m.
May 2025
Date: May 19, 2025
Location: Private residence
Quorum: Present
1. Executive Director Position
Proposal to add a part-time Executive Director to assist with marketing, finance, organizing meetings/materials and reducing board workload.
A salary was suggested, with details (hours, rate, duration) to be defined in the budget.
Concern was expressed about funding. The position should be supported by donations and fundraising, not reliant on grants.
Agreement that responsibilities and expectations must be clearly defined.
Potential candidates were mentioned, but the position will ultimately be posted and open to all applicants.
2. Sponsors
The board plans to update sponsorship tiers/benefits and approve them by email.
The goal is to finalize sponsor structure by July for use in print materials and ads.
Huntington Bank is interested in a season sponsorship, but requires a minimum account deposit. IWS will work with Huntington to see what they can do.
Katz, Sapper and Miller is also interested in sponsorship.
Templates and examples from other organizations will be reviewed.
3. Minutes
Clarification made on one item.
Motion to approve minutes passed.
4. Treasurer’s Report
Recent deposits and receipts were recorded.
Emphasis on collecting bills/receipts for accurate budgeting.
Goal: one-third of income from ticket sales, one-third from grants, one-third from donations. Plan to encourage donors to match grant funds.
An overview of grants applied for was provided with diversification of sources.
Discussion about keeping a minimum fundraising line in the budget despite reduced gala activity to maintain ambitious goals.
A fundraising gala opportunity was discussed.
5. RESCO Event
Ensemble participation confirmed with promotional plans.
No comp tickets; admission includes show and cast party.
6. Dropbox/Google Transition
Work is underway to shift files from Dropbox to Google.
Bylaws revisions will be shared with the board.
Need to prepare invoices and secure advertising commitments for the program.
7. Conductor’s Corner
Upcoming concert themes and featured soloists were reviewed, including guest artists and special repertoire.
Funding is required for some guest artist fees; sponsorships will be sought.
Possibility of ticketed master classes or meet-and-greets was discussed.
Long-term concert planning through May (including 250th U.S. celebration concert) is taking place.
Summer break from certain performances agreed upon.
8. Committee Reports
Community Education and Outreach:
School programs include concerto competition, side by side concert and clinics. Goal to reach 20 schools.
Interest in outreach to underfunded schools and partnerships with marketing for materials.
Senior communities, plan to perform in conjunction with Studio Theater concerts and provide outreach.
9. Handbook
Revised version sent to the board; feedback requested by May 30.
Fees collected at first rehearsal.
Clarification on honorarium positions.
Discussion of audition process for vacancies and sub list.
10. Summer Retreat
Scheduled for late August.
Focus on mission review and strategic planning with clear takeaways.
Committees to meet in June and report in July.
11. Percussion Section
Reimbursement requested for percussionists’ equipment moving expenses.
Regular reimbursement to be reviewed during budgeting.
12. Donor Gift
An $8,000 instrument was donated; acknowledgment letter needed for tax purposes.
Will be recorded as a gift-in-kind and added to inventory/insurance.