Board Meeting Notes

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.