​FY18 October BOD Meeting Minutes

1._fy18_october_bod_meeting_minutes.pdf
File Size: 76 kb
File Type: pdf
Download File
​Cantus
Board of Directors Meeting
1201 Marquette Avenue, Suite 100
October 30, 5:30pm


Present: Katie Berg, Chris Foss, Nancy Gaschott, Jonathan Guyton, Wendy Holmes, Patricia Kirkpatrick, David Niles, Chuck Peterson, Jeff Reed
Staff: Joe Heitz, Joey Hillesheim, Kelsey Sieverding
Absent: Pete Cochrane, Jim Dorsey, Katie Gabriel, Brock Metzger, Paul Scholtz, Craig Shulstad, Kevin Stocks


BOARD AGENDA
 
 
  1. Call to order                                                                                                     5:36pm
    1. Jeff Reed presiding
  2. Jeff thanked board for participation in Board Retreat, outlined next steps.
  3. Approve: Minutes of FY17 September Meeting
    Motion: Chuck Peterson; 2nd Wendy Holmes; approved.
  4. Chris: Artistic Report
    1. Reported beginning of rehearsals for Three Tales of Christmas.
    2. Three additional holiday concerts recently added: two in Detroit, one in NYC.
    3. Highlighted positive press for Discovery of Sight, both Twin Cities and national.
    4. Provided overview of upcoming schedule:
      1. Covers repertoire planning underway.
      2. Next year’s Covers album will also be decided before holidays.
      3. Brainstorming future collaborators; hope to finalize by end of Nov/Dec.
        1. Requested suggestions from board members.
    5. Reported changes to audition format, including hearing auditions while on tour.
  5. Joe: Executive Director Report
    1. Strategic Planning: Hopes to have draft of report from John for November mtg.
    2. Informed board that Athwin foundation will be considering our request for additional funding on November 1. Should know result mid-to-late November.
      1. Outlined plan to better evaluate HSR program for grant proposals.
    3. Reported lunch with donor which resulted in generous two-year pledge.
      1. Board discussed other possible donor cultivation events.
  6. Chuck: Treasurer’s report
    1. Updated board members on status of audit.
      1. First draft received; final draft will be presented at November meeting.
      2. Auditor will also be present at that meeting.
    2. Reviewed discrepancies between budget/actuals in Sept Financials.
      1. Sweet Honey payment came earlier than expected.
      2. Music Accord $10K is incorrectly allocated under “other earned,” but should be under foundations.
      3. China payment came later than originally budgeted.
  7. Accept: FY18 September Financials
    Motion: Chuck Peterson; 2nd Nancy Gaschott; approved.
  8. Joe/Chuck: CD Inventory
    1. Reported Finance Committee evaluation to write off or re-value CD inventory.
    2. Provided board with total CD inventory, including cost to produce.
    3. Reviewed available options:
      1. Do nothing.
      2. Write off over three years.
      3. Write off all now; future sales will be 100% profit.
    4. Chuck reported Finance Committee recommendation to write off all at once.
      1. Allison at NAF agrees.
      2. Include cover letter to explain on audit.
      3. Would reduce our CLA expense from the time currently spent.
    5. Board discussed ways this could impact future CD production.
    6. Board discussed possibility of using CD donations for education or community outreach grants.
    7. Chuck reported change in audience listening trends, declining sales would be used as rationale for audit cover letter.
  9. Approve: Finance Committee recommendation to write off full CD balance. Effective as of July 31, 2017 (end of FY17).
    Motion: Chuck Peterson; approved.
  10. Brock/Jon/Joey: Engagement Committee Update
    1. Reported results of first Cantus Idol Committee meeting including date change, new host, and shift to table captains for ticket sales.
    2. Reported Discovery of Sight ticket sales ended under goal, but made it to 91% and saw very similar numbers to last year.
      1. More staff time devoted to Sweet Honey likely had impact.
      2. Variance was largely seen in subscriber vs. single tickets.
    3. Board discussed ways to better incentivize subscriptions.
    4. Joey reported new initiatives to build and expand audiences.
    5. Board discussed feasibility of eliminating venues to consolidate audiences.
      1. Fuller hall is more exciting for performers and audience.
      2. Don’t want to lose Twin Cities metro communities.
      3. Patrons are dedicated to “their” venues.
      4. Board identified need for future discussion.
    6. Jon thanked Wendy, Brock, and Jim for making stage speeches during fall show.
    7. Engagement Committee expressed thanks to board members for pledges.
    8. Jon provided overview of upcoming Thank-a-thon.
  11. Adjourn
    Motion: Chuck Peterson; 2nd Wendy Holmes; adjourned.                                6:53pm