Board Meeting Notes
October 2025
Board Meeting Minutes
Date: Oct. 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 a payment of $250 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. Conductor’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: 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 23, 2025
Format: Virtual
Quorum: Present
1. Secretary Selection:
A volunteer agreed to serve as board secretary for this meeting.
The board approved the appointment.
2. Approval of March Minutes:
Two corrections were made, including updating an officer’s title for banking purposes.
The corrected minutes were approved.
3. Finance Report:
The August financial report was reviewed.
Some members rounded up their membership payments as additional donations.
Checking account balance: approx. $74,880.
A deposit of approx. $3,000 was pending.
The performance venue paid approx. $2,000 toward season ticket revenue.
Ticket sales for the upcoming concert were slowly increasing, though sponsorship was lacking.
4. Marketing & Development:
Extensive marketing was completed, with only follow-ups remaining.
Materials were sent to colleges, high schools, and senior communities.
Social media posts and radio ads were scheduled.
Event information was being sent to local media.
A large group from an out-of-state high school planned to attend a February concert.
A board member suggested marketing to attendees of a recent performing arts gala.
The October concert program was in progress.
Follow-up was needed to confirm receipt of public relations materials.
5. Music Director’s Report:
Rehearsals are progressing well.
A guest artist’s expenses would be fully reimbursed by sponsors, resulting in no cost to the organization.
The chamber music program scheduled shortly after the season opener will include small
ensemble performances and required additional promotional details.
A stage diagram was requested for an upcoming performance.
The November concert will feature a narrated work honoring World War II veterans.
Efforts were underway to invite veterans and coordinate ticket vouchers.
Future holiday and summer performance collaborations are being explored.
The holiday concert program and narration are being finalized, with additional logistics noted.
6. Technology & File Management:
The organization discussed migrating from Dropbox to Google Workspace for improved storage and centralized access.
The nonprofit plan would be $3 per user per month.
Key officers and staff would receive access.
The transition was approved, and file transfer preparations were underway.
7. Concerto Competition:
The application form was nearly complete and would be shared with the board soon.
Additional prize funding was being prepared, bringing the total award to $1,000.
8. Old Business:
Parking arrangements for a holiday concert were confirmed as acceptable with a time limitation.
9. New Business:
A request was made to store percussion equipment at the performance venue due to unsuitable storage conditions elsewhere; inquiries were sent to venue staff.
Dates for the 2025–2026 season were confirmed for the primary venue but not for a secondary venue.
The idea of reestablishing subcommittees (outreach, audience development, marketing, development) was discussed.
Previous efforts stalled due to limited personnel.
Some board members expressed willingness to help lead these efforts.
The board discussed elevating awareness of an existing endowment fund through on-stage announcements and potential donor campaigns.
Efforts to increase business partnerships and sponsorships were encouraged, with suggestions to solicit names from ensemble members.
Additional leadership in development and outreach was strongly encouraged.
Adjournment
Meeting adjourned at 8:05 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:
Total expenditure: approx. $132,000
Total revenue: approx. $117,000
Savings account balance: approx. $53,681, with an additional $1,000 donation pending.
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 (~$17,400), with total expenses around $38,122.
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 conductor 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 conductor 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
Board Meeting Minutes
May 19, 2025 l 6:00 p.m. l Larry Purdue’s Residence
Minutes taken by: Kelleen Strutz Chernet
1. Attendance:
A quorum was present with 5 of 7 board members in attendance, plus both ex officio members.
Board Members: Jan Schreibmen (Vice President, N), Kelleen Strutz Chernet (Secretary, Y), Tim Cox (Interim President, Y), Linda Moore (Y), Larry Purdue (Y), Jeff Goens (Y), Eric Baker (Treasurer, N).
Ex Officio: Evan Cooper (Assistant Director, Y), Jay Gephart (Music Director, Y).
2. Approval of March Minutes:
One clarification was made.
A motion to approve was made, seconded, and passed.
3. Treasurer’s Report:
Recent deposits and receipts recorded.
Emphasis on collecting bills/receipts for accurate budgeting.
Income goal: one-third ticket sales, one-third grants, one-third donations. Donors will be encouraged to match grant funds.
Overview of grant applications; diversification of sources noted.
Discussion on maintaining a $40k fundraising line in the budget despite reduced gala activity, to keep ambitious goals.
Mention of possible fundraising gala opportunity.
4. Executive Director Position:
Proposal to add a part-time Executive Director to support marketing, finance, meeting organization, and reduce board workload.
Suggested salary: $8,000 annually (adjusted from earlier $10–14k range).
Funding should come from donations and fundraising, not rely on grants.
Responsibilities and expectations must be clearly defined.
Potential candidates mentioned; position will be posted and open to applicants.
5. Sponsorships:
Plan to update sponsorship tiers/benefits; approval to be handled by email.
Goal: finalize sponsor structure by July for use in print materials and ads.
Huntington Bank interested in a $5,000 season sponsorship, with condition of a $10,000 account deposit. IWS will work with the bank to resolve.
Katz, Sapper, and Miller also interested in sponsorship.
Templates and examples from other organizations will be reviewed.
6. RESCO Event:
Ensemble participation confirmed for August 5 performance, with promotion underway.
Admission includes show and cast party; no complimentary tickets provided.
7. File Management & Bylaws:
Transition of files from Dropbox to Google Drive continues.
Bylaws revisions will be shared with the board.
Invoices and advertising commitments for the program need preparation.
8. Conductor’s Updates:
Upcoming concert themes and featured soloists reviewed, including guest artists and special repertoire.
Funding required for guest artist fees; sponsorships will be sought.
Possibility of ticketed master classes or meet-and-greets explored.
Long-term planning includes concerts through May, with a special 250th U.S. celebration concert.
Summer break from certain performances approved.
9. Committee Reports- Community Education & Outreach:
School programs to include concerto competition, Side by Side concert, and clinics; goal of reaching 20 schools.
Interest in outreach to underfunded schools and collaboration with marketing on materials.
Senior communities: performances planned in conjunction with Studio Theater concerts.
10. Member Handbook:
Revised handbook distributed; feedback requested by May 30.
Fees will be collected at first rehearsal.
Clarification made on honorarium positions.
Discussion of audition process for vacancies and sub list.
11. Summer Retreat:
Scheduled for late August.
Focus: mission review and strategic planning with clear takeaways.
Committees to meet in June and report back in July.
12. Percussion Section:
Reimbursement requested for percussionists’ equipment moving expenses.
To be reviewed during budgeting process.
13. Donor Gift:
An $8,000 instrument was donated.
Acknowledgment letter needed for tax purposes.
Gift will be recorded as gift-in-kind and added to inventory/insurance.
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.