May 14, 2017 Zimfest Association Board Meeting Synopsis
Members in Attendance: Jacqueline Fallon, Chris Halaska, Claire Jones, Daniel Lockley, Evelyn Mukwedeya, David Simon, Alex Weeks, Janis Weeks
Members Absent: Rujeko Dumbutshena, Dana Moffett
Review/Modify Agenda
Done by email
Update on 2016 Festival Financials (Janis/Alex/Chris)
Janis is preparing a final financial report so the accountant can file the 2016 990-PF form. September is the target for completion of the financials.
Update on Directors Liability Insurance (Chris)
Since the price didn’t go up we decided to stay with the same company.
Report on Evergreen State College Site Visit (Claire)
There was a site visit made to Evergreen State College. They had a really great visit and looked at 3 different choices for concert venues. The largest space is on the 4th floor of the library with a lot of tile and bad acoustics. They liked the Long House which has a number of different wall dividers, there are bleachers at the sides of the rooms. There is an Indigenous Arts and Culture Center. Drawbacks are that we would need to build some sort of a stage and figure out where to create the green room. If we held Zimfest there, we have a volunteer who would help with the Community Outreach. A few options were looked at for the outdoor concert/marketplace. There is a mix of singles and doubles for housing, 4 person or 6 person apt. with living/dining spaces. They are willing to work up an estimate per person and per facility after festival numbers are provided to him. We feel very positive about Evergreen State College.
Update on Software Demo (Alex/Janis)
The software programs have been narrowed down to several finalists including Eventgrid, RegFox and RegPacks. Housing and room assignments seem to be the most challenging to figure out with the boxed software. Depending on the timeline of final testing, the Tech Committee may have a recommendation for the Board in June.
Discussion on 2017 Priorities and Rough Milestone/Task Calendar (All)
Working on a finalized timeline by June.
Festival Structure (Daniel)
Some of what we might consider depends on what registration system we go with. We are revisiting the flat fee idea, ideas for the afternoon stage – drawing more listeners, research other types of locations – schools, hotels, fairgrounds (Whidbey Island Fairgrounds, Claire didn’t think the Port Townsend Fairgrounds had enough facilities for us). Creating a list of pros and cons with our current research.
Financial Sustainability (David)
The team feels like they need some assistance in brainstorming more ideas. Reach out to different bands and groups, appealing to them in this off year to have at least one fundraising performance this year for Zimfest. Maximize and manage our income from our festival that we have direct control over. Sponsorships from the local communities. We were provided the opportunity of sponsorship in Monmouth.
Volunteer Engagement/Marketing (Evelyn/Dana)
Communicating with the community around specific campaigns. Create banners to post on FB and Dandemutande. Remind members to look into company match donations. Maybe highlight some members/companies who have match donations. Continuing to post on FB, the more we post the more engaged we can keep the community. Have a campaign around what will you bring? A short blurb and recognizing volunteers leading up to the festival, creating a way to inspire others.
Tech (Alex/Janis)
See above notes.
June Meeting (All)
TBD. Try a 6:30pm start time for a compromise.
Wanted to thank the board for looking at Evergreen College. I hope the financials and other details work out so we can have the festival there. It’s a great community and with the outreach volunteer already identified it could be an excellent venue with exceptionally keen local interest.
Thanks, Toni! I feel very positive about having the festival at Evergreen as well!
Claire