June 11, 2023 ZA Board Meeting Minutes

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

Review Agenda (All)

May Minutes/Synopsis

Already approved by email.

Board Membership

A quorum (50% of membership plus 1) must be present for votes. We did not have a quorum at the last meeting. In part this was due to several coincidental absences, but some members do not attend meetings regularly, and this significantly increases the probability of this occurring in the future. We will discuss with those members about how to move forward.

Insurance Follow-Up

The quote request was sent to our agent at the end of May and he is on it.

Membership Report

As of June 17th, 2022, there were 47 members signed up. As of right now, there are 113 active members, 26 of which were auto-renewed. That means that we have 87 new members for the year!

Is it possible to set up monthly membership payments in the RegFox system? Mandy will look into whether it’s easy with RegFox.

COVID Policies

The board has made some small edits to the Covid policy, in line with OSU, Oregon State, and Washington State policies.

Updated policy:
“As members of a community who care about one another, we are mindful of those among us who have a weakened immune system or chronic illness. In order to keep everyone as safe as possible, we recommend, but do not require, that all Zimfest participants wear a mask while in indoor public spaces.
However, teachers may require masking in indoor classrooms; if so, we expect participants to respect the teacher’s wishes and comply. We ask this with consideration, holding the best of intentions for a healthy gathering of our Zimfest community.
We encourage attendees to bring their preferred style of mask (KN95/N95 or surgical) with them. Zimfest will make masks and hand sanitizer available at registration, while supplies last. Masking is optional in outdoor spaces, including outdoor concerts, per Benton County public health regulations.”

Janis will look at whether the half-full box of hand sanitizer is still at Kutsinhira.

Paul/Evelyn Donation

Paul Mataruse and Evelyn Mukwedeya are generously sponsoring a second new (to Zimfest) artist travel fellowship for Zimbabwean Guests! The Board has expressed our gratitude and will be following up with Paul and Evelyn.

2023 Zimfest Update

Registration stats as of June 10:

  • 199 registrants
  • 504 workshop slots sold; 15 full (almost all marimba)
  • 96 meal plans + 127 individual meals sold
  • 287 concert tix sold
  • 370 volunteer shifts = 57% filled

Zimbabwean guests status:

  • Muda visa approved
  • Joyce W. denied
  • Mangoma upcoming appt. July
  • No anticipated problems w/ others coming from SA, UK, Canada
  • Neal (Joyce host) and Claire working on letter of complaint to Congressperson P. Jayapal re: Joyce denial

Corvallis security company Knight Vision: after agreeing to only 2 guards/night, they decided not to sign the agreement after all. Shelly at University Events found another company for comparable $2000+ price/ 2 guards.

OSU Workshop room site visit May 30, Nora Holmquist and Shelly. MU Main ballroom/marimba and West Ballroom/dance ok for sharing with Theatre company. Nice accessible spot outside if singing classes want to go out.


Next Meeting

Next meeting: Sunday, July 9th, 2023, at 6:30pm Pacific Time on Zoom.