January 14, 2018 ZA Board Meeting Minutes

January 14, 2018 Zimfest Association Board Meeting Synopsis

Members in Attendance: Rujeko Dumbutshena, Jacqueline Fallon, Chris Halaska, Daniel Lockley, Evelyn Mukwedeya, David Simon, Mandy Walker-LaFollette, Alex Weeks, Janis Weeks
Members Absent: none
Non-voting member in Attendance: Claire Jones

Review/Modify Agenda

No updates

Update on Tech Initiative (Alex/Janis)

Launched performer and teacher applications, going smoothly so far. They are continuing to work on prototyping the registration. A few performers and teachers have applied at this point. Have not set up a support email yet. Not enough support to have a good response time if problems occur during registration, but with a different system, there may not be as many questions or not as much tech. related questions. Tech committee is meeting about every other week and may start meeting more frequently.

Festival Coordinator Monthly Update (Claire)

Volunteer Recruitment

A few small jobs filled but no add’l OC members; Carla has several outreach requests pending. We don’t need any more proofreaders! Brainstorming ways to find more volunteers. Continue to reach out individually and to a group leader to reach their community. Registration lead and assistant for OC needed, as well as an assistant for workshop and teachers coordinator. Letter to community being specific about the need for volunteers, everyone bringing something to the table or we will not be able to hold a festival each year.

Artwork and Save the Date Cards

Rachel sent three design ideas and now working further on one. Plan is to have unified design elements in all promo materials.

OC Programming and Procedural Options Discussed

Workshop Evals – Evaluation stations during/throughout the festival where workshop feedback can be left. The past volunteer process to get the surveys is a problem, due to lack of volunteers.

Handling complementary entrance to evening concerts for performers? Registering for comp tickets on the website has not been successful. Let’s print out band rosters to be given to people at the door; name is crossed off upon entry.

Cultural appropriation panel – let’s do it! Further discussion about format and possible participants. No workshops planned so that more people could attend.

Need to plaster Monmouth town with posters and publicity – but who??


Suggested to Monmouth City Council that they schedule a Zimbabwean band for Wednesday concert in the park series a few weeks before instead of the day before.

Update on 2019 Site Selection

Fort Flagler won’t work for us, the concert venue is too small and hard to get onto the schedule. Fort Worden – they haven’t started the 2019 scheduling yet but will check back in with them. Evergreen – received costs and per person will be a lot more expensive than WOU, does not have dates to put on the calendar yet, 2020 might be easier to slot in.

Discuss Next Steps to Resolve the Membership Payment Process Issue (All)

We will need to unravel and fix the problems with google forms and paypal links.

Discuss Proposal to Formalize the ‘Membership Queen’ as Board Member Role

Position was a board member in the past. Thank John for all his work and let him know we want it to be a board member position.

Treasurer Update (Chris)

Next months board meeting hoping to have a proposed budget and what happened in 2017.

Next Meeting

February 11th, 6:30pm on Google Hangouts