April 10, 2022 ZA Board Meeting Minutes

April 10th, 2022 Zimfest Association Board Meeting Synopsis

Members in Attendance: Jacqueline Fallon, Daniel Lockley, Tendai Muparutsa, Cloud Petayi, Mandy Walker-LaFollette, Janis Weeks, Alex Weeks
Members Absent: Chris Halaska
Non-voting members in attendance: Claire Jones

Review Agenda (All)

March Minutes/Synopsis (All)


Treasurer Report (Cloud)

  • 2021 Financial summary – We more than broke even with last year’s festival. The biggest help was from a grant.
  • D&O / Liability insurance – has been paid
  • Payroll preparation fee (Gary Spalter) – has been paid
  • Claire has a debit card for the association account but wants to get one for the festival account.
  • Alex will file for an extension for IRS return

OCCU Banking Follow Up (Cloud, Alex)

  • All signers are now authorized
  • Cloud does not have the debit and credit cards.
  • Considering consolidating festival and association bank accounts; will revisit after the festival

Background Check Policy (All)

  • Every three years – board members and teachers
  • $6.95 per person
  • Add request for background check for OC and registration (those who have access to regfox account, not day-of volunteers)
  • Last background check dates of board members, need to sign up again.

Zimfest 2023 Proposal From an Attendee (All)

Alex will respond and have him check into the site to see if any of our preferred dates are available. And later have him join a meeting for us to get to know him.

COVID Safety Committee Update (Janis)

New member Nancy Novitski. The Covid Safety web page is up. Volunteers who work outside don’t have to be fully vaccinated. Confirmation email will be sent via Cognitoforms when ZCSC approves. Anyone uncomfortable sending image of vaccine card will have the option to show it over Zoom, if they let us know. Lincoln Theatre will no longer require vaccine or test to enter the theatre after April 16. However, since we’re renting it, we can set the rules – require vaccines or masks. Claire proposes we tell Lincoln Theatre to keep in place proof of vaccination or negative test requirement as of when they start selling tickets April 24, subject to change later (and that we can provide volunteers to facilitate this). Board approves.

Zimfest 2022 OC Update (Claire)

  • Mapfumo concert off for this year as UK sponsor declined backing
  • Teachers and workshops chosen for first draft of schedule, init. notification sent with links for COVID and Background checks
  • Live performers selected for day, evening stage and waitlist: all sent init. notification w/COVID link.
    • Requesting increase for evening concert pay to a maximum of $200 for 4 or more performers @ $50 each. *Board approves
  • Pre-recorded performers and presenters selected for Lincoln, online programming and denial, init. notifications sent.
    • Note expenses more than last year for Blessing contract (mostly studio fees) and reimbursements. Also greater travel expenses as some coming from outside Harare to be recorded by Blessing.
      • Some performers were asked to submit 45 minutes.
      • Travel expenses will be provided to travel to Harare to record
    • Tsungai Tsikirai, based in UK, requesting expenses reimbursement magnitudes greater than our offer. Claire will write to her.
    • Signed contract w/Blessing Chimanga for recording 8 Harare-based performers April 28 and 29, have agreements for almost all
  • Moving forward, and/or trying to move forward on other fronts: sound equipment for daystage to be put together by Jake (saving $); Food trucks (none yet); Skagit College rooms; poster in process; evening concert tix to go on sale April 24 or when we say yes

Village Meeting (All)

Working on picking a date.

Claire: I would prefer at least two weeks after Zimfest because the wrap-up time is so busy for me and the treasurer and some on the OC. Also think it’s a good idea to keep it on Sunday morning Pacific time.

Next Meeting

Sunday May 8th, 6:30 pm Pacific time on Zoom. Confirmed: if anything comes up before then, send out an email.

2 Comments on “April 10, 2022 ZA Board Meeting Minutes

  1. Angela Marie says:

    Thank you for keeping us informed and for your great work.

    Please do not make the village meeting two weeks after Zimfest, as that is the Oregon Country Faire weekend.

    • Claire Jones says:

      You are welcome! Do not worry about conflicting with Country Fair, Eugene Board members have already cautioned against this.