Arkansas Winds Board
    Meeting minutes - Thursday, October 9,2003

BOARD MINUTES 10/9/03
PLACE: Mike Ferguson home
TIME: 6:30pm
MEMBERS PRESENT: Allen Fields, Nancy Sloan, Linda Cullers, Norma Horner, Tom Raber, Mike Ferguson

I.FIRST ORDER OF BUSINESS: REVIEW OF MINUTES 9/18  -REHEARSAL SITES- Will have rehearsals at Holt at least through Xmas.
 -CONCERT SCHEDULE DISCUSSED-Council on Aging (concert cancelled)--Butterfield Tr. Dec.8--Arkanshire Dec 15--Jingle Jog Dec 5 (will get a list of people who will play for sure in spite of what the weather will be)
  -BOARD MEMBER DUTIES- Tom Raber does not wish to do ACB organization because of conflict of other duties with the Brass Band. Norma offered to trade publicity duties with him but Tom felt it would still be a large load with his other responsibilities. Allen suggested we discuss it further another time.
  -MAILING LIST - Linda will check with ACO for their mailing list. Allen felt Linda's previous suggestion of having each band member submit 10 names to start our own mailing list would be a good idea.
 -OTHER CONCERT DATES- Feb. 21 &/or 23 --April 24 & 26 are accepted dates but no sites have been decided on yet. But this would give us a concert close to the date of ACB.

NORMA MOVED TO ACCEPT THE MINUTES OF 9/18/03: MOTION WAS SECONDED BY TOM RABER AND PASSED

NEW BUSINESS:

I. REHEARSAL SITE-Will be Holt through Xmas for sure:   --Norma suggested we should have the first rehearsal at Ramay to accomodate those that may not receive the mail out. After brief discussion Allen proposed that we have the first rehearsal at Ramay and thereafter at Holt. He will have a map to handout.  --Pizza will be delivered to Ramay for the first rehearsal (Norma will order 20 pizzas) (Mike will get the drinks) (Linda will get plates and napkins)

 --Tom suggested we have an audition requirement for H.S. students.After short discussion it was decided the H.S. student must have a recommendation from his/her band director as to their ability. Allen suggested they also have a "sponsor" within the band to assure their resposibility for attendance, performance, music and have connection with that student's section leader as to how they are performing. Tom will draw up a form for the student to give to his/her band director for guidelines as to our requirements.
  -Allen asked whether we should write this into our bylaws. Mike suggested we try this method for awhile to see how successful it will be first.

 --Tom also recommended that Mike has an idea each week as to who will or will not be at rehearsal. Linda suggested the phone roster used in the clarinet section worked well last year and everyone called when they could not be present.

II.XMAS CONCERT SCHEDULE (Possible additional concert on Dec. 12
  --Tom said there was a lot going on that weekend in other areas.
  --Allen asked if we should just stay with 5,8, &15th concerts. No conclusion was come to but sites were discussed: UBC, 1st Presbyterian (Mike will check into), Central Methodist, Fine Arts Concert Hall, UofA Ballroom ($300)

III. PUBLICITY
  --Norma presented several samples of programs from other bands which included sponsor ads and a booklet format. She suggested that the program ads could pay for the programs as well as additional funding for further publicity.
 --Norma also presented a price list from Jone Center printing and Office Max. It was decided we go with an 8 page (2sheet) 11x14(paper size-unfolded) format for the program. She had a diagram handed out to each board member with page layout suggestions and a person who will not charge extra for doing the layout. We discussed a tan colored paper with black print. Number of programs per series will be around 250.
 --Price for ads will be $150 for business card size or $200 for larger (approx. 2x3") ad.

IV. MUSIC STANDS
 --Norma brought a Peterson fold up black stand ($30)showing how it could eliminate the need to haul stands to concerts. Some discussion was has as far as the importance of having all the stands look alike--it was also proposed that some members may object to the expense of having to buy a stand with an already more costly year (with ACB expenses if we don't raise enough money)
  --Allen said he prefers to have stands look alike and prefers to continue to haul them.
 --Tom moved to leave the stand issue as is--Nancy seconded- motion passed

V. 5 YEAR PLAN
 --Allen brought up Norma's idea to have a 5-Year Plan which would include budgeting for what we want to do each year. Several suggestions were made from the group: Mike: It is good to have ACB for an incentive this year as a goal to work toward Norma: Said "tours" could be another incentive --paying our band directors --also to establish a band "home" such as Springdale H.S. thus giving us better access to the performing arts center or perhaps First Baptist. Nancy: suggested a young artists competition.
 --Tom suggested we plan an entire meeting to brainstorm on this sometime.

VI. REHEARSAL STARTING TIME
 --Mike asked if we always need to start so late; maybe change the start time to 7:00--Tom felt Mike should start right at 6:30 no matter how many were present because if we start at 7:00 people would still show up at 7:15 or later.
 --Mike also asked how much we should spend on music.
 --Allen said probably none on Xmas but maybe later for ACB.
 --Norma suggested we have an audience "sing-a-long" piece for Xmas. (She added at the end of the meeting that she was looking into ads in Rural Arkansas and Citiscapes magazines)

Meeting dismissed at 8:45PM