July 22, 2021 Meeting minutes

JOMO Pride Inc Pride Planning & Board Meeting Agenda
Thur. July 22nd, 2021 @ 6pm
In-person Blackthorn Pizza & Pub
Submitted by Co-Chairs: Ron & Loni

Call to Order
Roll Call – Approve Quorum
Board Members – Ron, Johnny, Ashley, Loni, Taryn, Larry, Lydia, Shayna, Halie, Preston
Others in attendance – Scarlet, Jessica, Achillies,

Guest Speaker - None

Approve Board Minutes July 8th – Approved, no objections
Approve Board Agenda for July 22nd – Approved, no objections

1. Reports of Officers and Committees
Co-Chair - met with Insurance - submitted application to CVB board for 2022 grant, waiting on definitive response from underwriters about roped area outside where alcohol may be consumed at Blackthorn for Pridefest
Co-Chair - none
Treasurer - $13,081.36 Funds in account, several invoices paid, including $450 for website design and Facebook posts to boost event
Secretary - none
Sponsorship - collecting donations for July 24th
Vendor – need to work on placement of booths for both day 1 and 2 of Pridefest
Entertainment Director – Working on finalized line-up for shows for Pridefest
Asst. Entertainment Director - None
Volunteer – Working on number of volunteers needed for event
Media – Not present
Marketing - none

2. Unfinished Business
A. Titleholder photoshoot -


·       July 25th - set up at blackthorn 11am (rising star in back room) - MOTION - $225 – Motion passes, no objections
·       Motion hotel accommodations for Tania so she can be here for photo shoot. Night of July 24th - Discuss & Vote Motion to approve hotel accommodations for Tania, approved, no objections

B. Drag Show Fundraiser - July 24th - All Ages 7pm - Blackthorn


·       Double crowning ceremony - at beginning.
·       Booking fees: $100 for titleholders, $75 per additional entertainer, tips to JOMO Pride; Stephan Storm, Remi Storm, Tania Carrington, Ace of Hearts, Anne Howe, Sean Tylr Davis - unable to attend, Aryn Venus on cast.  Aryn now unavailable, working on replacement due to illness
·       Hosts - Stephan Storm & Tania Carrington
·       Josh Shackles - MOTION - $75 for tech services Motion passes, no objections
·       Silent Auction items needed
·       Volunteers needed: 2 Door, 2 Silent Auction (3 for checkout), 1 general volunteer, 1 entertainment/backstage assistant (Lydia)
·       Mel approved use of other storage/office area… fans needed for office and back room.  Ashley and Lydia to bring fans
·       Bank box, bank bags (2), card readers, table cloths, bid sheets, raffle tickets, ticket tub, clear tip tub for stage, pens, table stands, signage, masks, sanitizer, bank of ones/silent auction bank, receipt book, silent auction items, 3 6ft folding tables, 1 4ft vip table for front, JOMO Pride banner, flags/buntings decor.
·       Make sure back room/stage area is clean when volunteers/performers leave
·       Setup Sat - 3-4pm 

C. PrideFest Aug 28th - 29th


·       Logistics for Day 2 check in/setup/breakdown need to be worked out for park
·       Vendor placement needs worked out for both days (can wait until closer to event) - Measure and chalk vendor areas – Ron and Hailie to meet
·       Meeting with City for stage/logistics pending - invoice for $150 road closure & permit received
·       Event insurance app sent to Probert - waiting on underwriting
·       Marketing/promotional materials needed; hand fans, PrideFest flyer, event shirts (DISCUSS & FINALIZE SHIRTS)
·       What should volunteers wear during pride? Lanyards, Vests, event shirts, jomo pride in shirts  - Laynards and vests for security, march leaders, others required by City of Joplin
·       New set of walkie talkies - MOTION for $120ish for 6+ rechargeable – Scarlet to donate walkies from previous event to JOMO Pride
·       Porto potties - sanitizing stations - Ron to reach out to solidify and coordinate logistics
·       Green Room for headliners/Drag Dressing area - Mel said it was okay to use the back of Blackthorn, JACC said it is okay to also use the back room of JACC
·       On-street dressing trailer- Shayna has rented the trailer and will arrange for pick-up but will also go see the unit to place a deposit. All performers may use the unit for changing, but only headliners may leave their belongings in the unit - Board offered to reimburse if receipts are submitted – Moving trailer into place early day of event, gentleman accompanying Lydia to meeting volunteered to tow and place trailer day of.
·       "Ancy" Level 2 vests - For traffic/March guards & security personnel - order
·       Flags & Flag poles (Progress) need ordered - recount light poles
·       Glow Sticks and glow necklaces for Glow Party – Order bulk glow sticks online prior to event
·       Stage decor - Rainbow balloons on stage supports.
·       Volunteer duties/list - Ashley, Loni & Ron
·       Bounce house day 2.  Motion to approved, no objections
·       Shayna - Performer list/breakdown of Shows: (add names during meeting)
1.     Mainstage 1 - (Pattaya, Vega 1# a piece) Tania, Remi
2.     Mainstage 2 - Tania, Remi (Pattaya, Vega 1# a piece)
3.     Mainstage 3 - (Pattaya, Vega, KC Sunshine, Mr Gay A, Londenn, 1# a piece)
4.     Whisky Dicks Show - Misty, Victoria, Londenn, (Pattaya, Vega, KC Sunshine, Mr Gay A 1# a piece).
5.     Pride in the Park Show - (Mr Gay A, KC Sunshine, 1# a piece)
6.     Blackthorn Finale Show - Tania, Remi,  (Mr Gay America, KC Sunshine 1# a piece)
·       Volunteer Organizational Meetings - Pride Rehearsals

D. Grant 2022-


·       Presentation July 27th City Hall 5th floor - Ron working on presentation
·       Grant 2021 - get receipts from ad payments to get reimbursed -

E. Marketing -


·       PrideFest Flyer (to be approved by visitors bureau, provided to Probert insurance)
·       Event shirts - Custom Ink
·       Stage banner - Bodegas - already in cart - vista
·       March/event banner w/sponsor logos  - already in cart - vista
·       (2) 2ft by 3ft a frame sign posters- logos on one side, itinerary on other, 2 of each - already in cart - vista
·       Promotional hand fans - 24hourwristbands - Preston

• Teespring merch revamp - Preston
  
  

F. Treasurer -


·       File change of address with IRS, get new non profit letter with new address if needed

• Hire CPA - make post / reach out to Tabitha Smith
  
  

G. National Anthem singer - John to submit Madelyn Wilson Motion to approve singer, motion passed, no objections – Ask if she can also sing the Black National Anthem
Kids booth – sidewalk chalk, bubbles, Ashley to coordinate

H. Bookings discussion  - Remove person discussed at meeting from performing at Pride due to concerns of inappropriate conduct.  Motion passes

I. White Party event & fundraiser - Tania Carrington - October - themed Drag show + horderves, ticket sales online, offer limited vip tables up front. Venue & Date

3 . New Business

• Possible portable AC units – look into cost
• 2pm Saturday, lunch for Sara Cunningham at Hackett Hot Wings
  
  

A.             Next Meeting date and time -  August 5th, August 12th, August 19th Meeting & rehearsals, August 26th, Fri August 27th - site prep/light cleaning

1. What board members need Jomo pride shirts and sizes -
2. Adjournment