Members in Attendance: Daniel Lockley, Mandy Walker-LaFollette, Tendai Muparutsa, Heather Steele, Maria Minnaar Bailey, Michael Sibanda
Members Absent: Adrienne Stewart, Alex Weeks
Non-voting members in attendance: Claire Jones
Meeting lead: Maria Minaar Bailey
Notes taker: Mandy Walker-LaFollette
Was a quorum of Board members present?: Yes
September Notes/Minutes
Approved
Check-Ins from Last Month (All)
The Zimfest Board is in need of new Board Members. We are brainstorming potential recruits. If you are interested in joining the Zimfest Board, please see the Board Recruitment page on the website.
Daniel Lockley is stepping down from the Membership Queen role, so we will need a new Membership Queen (or King).
Annual Business for October (All)
The Board considered whether the 2 year term for board members/officers/etc. should be extended, but decided to revisit at a later date.
Festival Coordinator contract: The contract runs from 11/1 through 10/31 of the following year. The Board has offered a renewal of the Festival Coordinator contract to Claire Jones, and Claire has accepted.
Bookkeeper contract: Maria will call Gary Spalter to discuss his role and a reasonable payment moving forward.
Annual (Upcoming) Business for November (All)
Complete current year Festival financials – Gary did a P&L report.
WA State Charities Renewal – Heather will do this.
Heather will renew Benevity as well.
Zimfest 2025 Update (Claire, Heather, Tendai)
Post-Covid, conference services systems have been completely disrupted.
Central Washington University (would be Aug 8-11): as of 10/9 the max number of beds available would be 176 (our avg. is ~220). This would be supplemented by limited dry camping on the Rodeo grounds. Fees not finalized but still likely less than Whitman.
University of Idaho (would be Aug 8-11): Heather did a site visit in mid-September, and is still having trouble getting prompt communication from them.
- Evening concert possibility is a ballroom with a small stage, and doesn’t have main-floor access (stairs only)
- This is what we used last time we were at UI.
- Afternoon space is a lawn
- Housing/dining all seems fine.
- They insist on using their own people for sound, lighting, staging, etc.
- This is all different from last time we were at UI
- Projected total cost is $50-65K (no itemized information)
- Heather will respond and request itemized costs, and any possible negotiations
Whitman College is still a possibility
Zimfest 2026 Update (Claire)
Western Oregon University Final Response: “Unfortunately, we will not be able to host Zimfest at WOU in 2026. We want Zimfest to have the best experience and WOU just doesn’t have the resources to make Zimfest successful.”
University of Oregon is a logical next candidate to check out for 2026.
Post a Reply