November 13, 2022 ZA Board Meeting Minutes

November 13, 2022 Zimfest Association Board Meeting Synopsis

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

Review Agenda (All)

October Minutes/Synopsis (All)


Interview: Heather Steele

ZA board interviewed Heather Steele as a potential new board member.

Interview Debrief/Decision (All)

Brief discussion – sounds good to us! We invite her to join the board.

Zimfest 2023 Site Updates (Alex, All)

OSU is currently holding the weekend of 7/21-7/23 for us.

(Other options were
6/22/23-6/25 (seems too early)
7/7/23-7/9/23 (conflicts with OCF))

Alex is doing a site visit on 11/21, to scope out the ballroom loading situation in person, and also (hopefully), meeting with conference/dining services. Once this is done, Claire will likely take over negotiation with them.

We are not eligible for internal rates. It might be possible to negotiate on this, especially if we collaborate with the music department, etc., for example if they are sponsoring some visas.

Zimfest 2023 Decision – Live or Not?

OSU seems plausible

Last year’s OC expressed enthusiasm for next year as well.

Will we be able to get Zimbabweans here on visas?

  • P/Q visas – need to start now
  • B visas – unknown
  • Is there still utility/demand for an in-person festival even if we can’t get any/many Zimbabweans here? We think yes. In person festival will be good for our community.

Decision: Move forward, if OSU logistics end up looking workable.

Remaining 2022 Online Programming (Claire, Mandy)

Moving forward with December 16/17 semi-live events.

Working Washington Grant Update (Claire)

One more financial check, but we’re in the final round for it.

Festival Financial Report (Cloud, Alex)

Cloud is unable to attend this meeting, so no financial report.

Co-Coordinator/Paid Finance Person Decision (All)

Claire is satisfied that Gary’s proposal will take enough weight off of her.

Festival Coordinator Contract (All)

Will renew previous contract. Alex will send to Claire.

Annual Campaign? (All, Daniel)

Daniel will send out drive letters (in past, Thanksgiving, Xmas, New Years)

Renewals are automatic with the new system! Repeat in this letter that it’s a new system, and to make sure they’re signed up, plug Zimfest Online 2022, as well as in-person 2023 festival.