Board Meeting Notes

March 2025

1.  Attendance:

  • A quorum was present with 5 of 7 board members in attendance, plus both ex officio

    members.

2. Approval of January Minutes:

  • A motion to approve was made, seconded, and unanimously approved.

3.  Treasurer’s Report:

  • There was discussion on handling membership fees; a recommendation was made to

    track them in a business account and transfer to the endowment annually.

  • Clarification was made that the endowment supports new music commissions and a

    named initiative.

  • The board discussed seeking leadership gifts to grow the endowment.

  • Asset breakdown was shared, including savings, checking, and recent grant funds.

  • It was suggested to explore short-term CDs for better returns.

  • Physical assets include scores and instruments.

4.  Sponsorships:

  • A potential $2,000 sponsor is pending confirmation.

  • Board discussed pursuing multiple sponsors per concert or a major overarching sponsor.

  • Suggestions were made to seek sponsorships for principal chairs or musical director

    roles.

  • A committee may engage musicians in finding potential sponsors.

5.  Donor Follow-Up:

  • A spreadsheet tracks donors; a volunteer will send thank-you notes and ensure proper

    recognition in programs and ticketing.

6.  Grants:

  • A report was shared detailing allocations from various grants.

  • The annual grant writing budget ceiling is approaching.

  • Focus will shift to sponsorships unless additional opportunities arise.

7.  Palladium Naming Update:

  • A new naming rights agreement for the venue was announced and will be shared with

    relevant stakeholders.

8.  Upcoming ResCo Performance:

  • AmenA concert is scheduled for August 5, with a rehearsal on August 4.

  • The ensemble has 15 minutes of performance time and must submit materials by May 1.

  • Promotion efforts are underway.

9. File Management:

  • Transition to Google Drive is in progress; interim Dropbox access required a paid

    upgrade.

10. Conductor’s Updates:

  • 40 members are confirmed for a naturalization ceremony performance.

  • Summer schedule includes CarmelFest and Franklin; August concert replaces a prior

    one.

  • A “side-by-side” concert may be moved to a May educational event.

  • Summer rehearsals will alternate leadership weekly.

  • Alternative venues for chamber concerts are being considered due to scheduling

    conflicts.

  • Collaboration with a local church choir is in development.

  • Season titles have been submitted to the venue for marketing.

11. Survey Results:

  • Feedback from members was reviewed and discussed.

12. Committee Structure:

  • Committees will define goals and report back to the board.

  • Members are being surveyed for committee interests.

  • Interest was expressed in various areas, including grant writing, sponsorship, and

    outreach.

  • Program creation will be handled by a new volunteer.

  • Committee structures and personnel were approved.

13. Minutes & Website:

  • Meeting minutes will be posted on the organization’s website.

The meeting adjourned at 9:21 PM.

February 2025

1.  Attendance:

  • 6/7 board members present; a quorum was achieved.

2. Approval of January Minutes:

  • Minor corrections made (spelling and attendance).

  • Approved unanimously.

3.  Finance Report:

  • Business account: $83,000 (includes $40,000 from Carmel Grant); savings account: $39,000.

  • Clarified membership fees' placement in accounts.

  • Endowment fund is being built, possibly with Eli Lilly shares in the future.

  • $12,000 in the rainy day account.

4.  Concert Recap:

  • Black History Month concert with Angela Brown and Jim Butz was a success.

  • Change to rehearsal schedule worked well due to weather.

  • Contract review regarding rehearsal space with Palladium.

5.  Grant Update:

  • Carmel Grant received $100 less than expected, allocated for production and admin costs.

  • Other grants submitted to Penrod Society, Allen Whitehall Clowes, and others.

6.  Conductor's Corner:

  • Surveys sent out with positive response.

  • Plans for participation in Naturalization Ceremony.

  • Searching for replacement soloist for next February’s concert.

7.  Concerto Competition:

  • 7 applicants, winner Jasmine Choi (flute), announced on social media.

8.  Bylaws:

  • Amendments made and stored in Dropbox.

  • Legal review suggested

9. Committee Discussion:

  • A document listing committee categories is being produced.

  • Planning to assign committee chairs next month.

10. Program Book:

  • Correction of a name in the program.

  • Discussion on program notes and audience engagement.

11. Handbook for Band and Board Members:

  • In review.

12. Collection of Fees and Contract:

  • Discussion on handling unpaid fees, with some suggestions for alternatives.

13. Marketing:

  • Exploring partnerships with local businesses for discounts and sponsorships.

  • Evan suggests using local businesses to promote concerts.

14. Squarespace and PayPal:

  • Clarified donation and fee processes.

  • Tim and Linda will meet with a banker to explore other payment methods (e.g., Zelle).

15. Sponsors for Upcoming Concerts:

  • Small sponsors secured, more outreach planned for future concerts.

  • Dance studios being approached for sponsorships.

16. Instrument Fund:

  • Discussion on purchasing a professional field drum and new music file cabinets.

  • Quotes to be obtained for drum purchase.

The meeting adjourned at 7:36 PM.