Sweet Pea, A Festival of the Arts 424 E. Main St., Suite 203B, Bozeman, MT 59715 (406) 586-4003 MEETING OF THE BOARD OF DIRECTORS OF SWEET PEA, A FESTIVAL OF THE ARTS

July 27, 2016

Pursuant to notice duly given, a meeting of the Board of Directors (the “Board”) of Sweet Pea, a Festival of the Arts (the “Festival”) was held on Wednesday, July 27th, 2016 in the basement of the organization’s office located at 424 E. Main Street, Bozeman, Montana.

Prior to the meeting, Chris Seymour introduced this year’s Sweet Pea custom brew, provided by Madison River Brewing. The Board shared a toast to the Festival at the conclusion of the meeting.

INTRODUCTIONS

Glenniss Indreland, the President, called the meeting to order at approximately 6:16 p.m. Erin Sullivan, Secretary of the meeting, confirmed that the following members were present, constituting a quorum of the Board: Rachel Anderson, Mike Babcock, Vicki Bentley, Larry Bratke, Elizabeth Brock, Gina Byrnes, Jim Cole, Kate Cowart, Grant Gilmore, Courtney Grigg, Heidi Henry, Todd Hoberecht, Cheryl Holm, Glenniss Indreland, Robyn Miller, Travis Miller, Sharon Muldoon, Kris Olenicki, Eric Patti, Rob Pertzborn, Melanie Ross, Cassidy Seymour, Chris Seymour, Julie Snapp, Erin Sullivan, Wendy Tage, Katy Taylor, Kevin Thane, and Joy Vance.

Admissions DC is vacant; Gina Byrnes served as proxy for Admissions. Lauren Patti was absent; Eric Patti served as proxy for Festival Exhibitions. Matt Sloan was absent;

MINUTES

Glenniss asked if there were any changes or corrections to the July 13, 2016 minutes. Kevin moved to approve the July 13 minutes; Katy seconded the motion. The July 13 minutes were approved without revision.

VICE PRESIDENT’S REPORT

Rob passed around a sign-up sheet for staffing the Headquarters tent. He also mentioned the HQ binder, which is an information resource for those on duty. Larry asked that all items to be included in that binder be sent to him.

SECRETARY/TREASURER’S REPORT

Erin reported that the recent money-handling meeting was a success.

EXECUTIVE DIRECTOR’S REPORT

Kris will be sending out evaluation forms by e-mail next week. These will be collected on or before August 22nd and compiled in the agenda for the Festival Review Meeting September 14th. She encouraged everyone to note ideas and feedback while they are fresh in mind. Anyone needing passes of any kind— performer passes, backstage passes, etc.— is asked to let Kris know ASAP. Lindley Park needs to be clear of all Sweet Pea business by the morning of Monday, August 8th. There will be no security after 5:00pm on Sunday. Kris has updated the website Thank You page to include all names of which she is aware. Anyone who knows of additional businesses or individuals that need to be recognized is urged to submit their names right away for inclusion on festival signage and by August 9th for inclusion on the website. Kris proudly announced that the new and improved website is live. It underwent changes in mobile compatibility and July 27, 2016

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Page 2 appearance. Kris cautioned those who will be moving items from storage to be mindful of the walls and the construction currently underway in the basement. Anything that is taken from basement storage needs to be returned to basement storage as neatly as possible. Kris mentioned that she would like to find a donor for a free additional storage space. Any items that belong in the semi trailer need to be delivered to the trailer by 5:00pm on Sunday. Larry will be there to take inventory as the trailer is loaded. Glenniss asked if the old HQ and Merchandise tents should be removed from trailer storage. It was decided that no action will be taken before this year’s rental tent is set up and evaluated. Kris reminded the Board that the term for all positions runs not just through the festival but through the annual meeting in November. She pointed out the phone numbers of the Executive Board members printed on the agenda. Glenniss corrected hers to 581-8767. The traditional Board On-Stage Recognition will be at 7:30pm on Saturday night at the main stage. All who are able are to meet at 7:25 on the east side of the stage. Kris reported that she and Joy delivered coasters to a number of downtown bars, and that Montana Ale Works would be willing to host Sweet Pea’s donor lounge for GiveBig next year. Thanks to a connection through Ellie at the Downtown Business Association, an ice artist will bring a 20x40x10-inch ice sculpture to the beer garden for a brief display. Kris encouraged everyone to wear Sweet Pea temporary tattoos in support of the Festival.

PARTNERSHIP COMMITTEE REPORT

US Bank and Lehrkind’s Coca-Cola have declined Kris’ offer to speak from the main stage during the festival. They will be appropriately recognized from the stage, though. Kris is already in talks with Lehrkind’s Coca-Cola and Montana Ale Works about 2017 partnerships. Partner income for this year totals over $16,000 in cash and $11,000 in-kind.

DIVISION REPORTS

Festival Exhibitions: Arts & Crafts. Eric reported that everything is on track. Arrangements with the Lions Club for the Pancake Breakfast have been made and documented. Flower Show. Vicki announced that bouquets of Sweet Peas will be sold in custom-etched mason jars at the Flower Show Tent for $20. Flowers without the jars are also available for order from the same local vendor.

Children’s Activities: Kevin reported that he is making preparations for the poop scavenger hunt. He thanked those who helped him collect plastic bags for the tie-dying activity. Children’s Volunteers. Kevin reported that volunteers are still in high demand. According to Larry, 65-70 shifts remain unfilled. Rachel will see to it that an ad calling for volunteers goes out.

Admissions: Gina reported that iPads, anti-theft cases, and wifi hotspots have been secured. Kris has received an e-mail from Chelsey detailing the Admissions signage needs and will order accordingly. Admissions Volunteers. According to Kris, 98 shifts remain unfilled as of this afternoon. Gina will solicit help from companies and groups in an effort to reduce that number. Gina will not be at the festival until Sunday.

Performing Arts: Music. Grant reported that Ethan Tucker did have to cancel as suspected. Paige and the People’s Band has been booked as the replacement for Sunday afternoon. As a result of the lineup change, Music committee spending is now under budget. Some of the bands are reportedly asking for meals and stage risers that were not mentioned in their contracts. Grant intends to appease them for the sake of preserving good relations with their agents. Mike suggested using the old Family stage pieces for risers. Grant is still missing July 27, 2016

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Page 3 some contracts and will be working to get them fully executed. He is also working on load-in logistics with some of the bigger bands. Dance. Todd indicated that all is going well for Dance and that he is “a couple thousand” under budget. Theatre. Kris reported that she has yet to see most of the Theatre contracts. Hospitality. Julie reported that she has all of the HQ meals arranged. She will buy groceries from Albertson’s and Safeway at cost.

Physical Arrangements: Travis distributed an information sheet about parking, security, loading & unloading, radio protocol, carts, setup, and teardown. He methodically explained each item and fielded questions from the Board. On the back side were inventories of tables, chairs, tents, and stage equipment allocated to various areas of the park. He asked everyone to check their respective area’s allotment and alert him of any additional needs. Mike mentioned he could use more volunteers for teardown. Wendy suggested that there be a whiteboard or check-in sheet at HQ to indicate which Board members are currently in the park. Food Concessions. The ice trailer will be at the Lindley Center as before. Parking attendants will check out ice bags and charge them to the recipient’s division. Wendy is reachable by cell phone in the event that the parking monitors are not there to unlock the ice door. Heidi gave her phone number, 539-2722, to be added alongside Wendy’s on the information sheet. Beer Garden. Chris is trying to reach Aaron Cline to ask about setup timing. Rob reported that the acoustic musician he had in mind for the beer garden is no longer available. Park Infrastructure. Jim is the go-to contact for extension cords or electrical needs of any kind.

Merchandising: Festival Sales. Joy reported record earnings from this year’s Crazy Days event and thanked Larry for his help setting up. She intends to claim the same location in front of Jacobs Crossing next year. Merchandise sales in the Jacobs Crossing Lobby will take place next Monday through Thursday. Nearly all volunteer shifts are filled for both there and at the festival. Joy has heard positive feedback about the t-shirts as well as the posters and postcards. She closed by saying that she is proud of the Merchandise team and has learned a lot. Pre-Sales. Cassidy reported that, according to Becky, outlets are running out of some items. Although she doesn’t have any final counts yet, Cassidy infers that the merchandise is selling well. Becky will not be available next Thursday, so helpers are needed for picking up remaining inventory from outlets.

Pre-Festival Exhibitions: Bite of Bozeman. Jeff reported the “usual” difficulties collecting entry fees and insurance certificates from vendors. He passed around large and letter-size posters advertising the Bite along with a sign-up sheet for volunteers. The performer lineup is now complete with the addition of The Dirt Farmers. Kris reminded Jeff to submit “Invitation to Perform” forms. Art Show. Drop-off for Art Show entries is this Friday at the Bozeman Public Library. Judging will be Friday night, hanging will be Saturday, and the Show opens on Sunday. Sharon called for someone to oversee teardown on August 30th, as she will be unable to be there. Chalk on the Walk. Cheryl asked when the professional chalk artist will be on site. Kris responded that he will start at approximately 9:00am on Tuesday August 2nd and finish on Wednesday around 5:00pm.

Marketing/PR: Rachel plans to push volunteering in this week’s messaging. Glenniss offered to take some marketing posters to post in Big Sky if there are any left. Digital Media. Kate urged everyone to follow Sweet Pea on social media, namely Instagram and Facebook. The official hashtag for this year is #SweetPea2016. Kate asked if anyone could help photograph July 27, 2016

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Page 4 the Sweet Pea Run. She also welcomes photos from other areas for posting on social media and can be reached by phone to capture happenings as they arise. There will once again be a selfie contest. This year’s theme is “What you love about Sweet Pea.” Full contest rules are posted on the website. Near the end of the meeting, a Board selfie was taken. Advertising. Print media is in circulation. Cheryl made reference to several radio engagements in progress and highlighted Grant’s lengthy interview on 1450AM. She needs someone to participate in another interview next Tuesday at 7:00am. Kris inquired about the possibility of being featured on the Moose’s Sunday Brunch. Cheryl reported that Sunday Brunch has not been arranged, instead emphasizing a live remote at the Bite of Bozeman. Grant will look into the Sunday Brunch idea. Cheryl asked what was decided for this year’s Thank You ad; Kris responded that it has been budgeted under Partnership. Cheryl described last year’s ad in the Bozeman Daily Chronicle, which thanked major contributors but not every volunteer by name. Glenniss suggested making this year’s ad comparable to that. The ad will be planned for Thursday, August 11th.

NEW BUSINESS

Photographer. Kris has hired a photographer to cover all Sweet Pea events from Chalk on the Walk through the end of the festival. His name is Wesley, and he will be wearing a gray Sweet Pea shirt with “Photographer” printed on the back. Pop-up Painters. Painting workshop coordinator Loretta Domaszewski has arranged with Kris for “pop-up painters” to set up easels in two locations—inside the Buttonwood Gate and at the beer garden—for people to watch as they paint. Robyn asked if they will have any kind of identification; Kris responded that they will just have wristbands. Thank you list. Glenniss gave a reminder to keep track of and submit the names of all in-kind donors for the thank you list. Live News Broadcast. ABC/FOX will be doing a live newscast on Friday at 5:30pm from the Headquarters area. Strategic Plan Booth. As previously announced, the Bozeman Strategic Planning Committee will be gathering public input near Buttonwood Gate and by the bicycle valet. HQ Check-in. Glenniss encouraged everyone to stop by Headquarters upon arrival to the park even if not signed up for an HQ shift. Board Stage Recognition. Glenniss reminded everyone to meet at 7:25pm on Saturday on the East side of the main stage. Emergency Plan. A copy of the emergency plan, be it printed or electronic, should be accessible by all Board members at the festival. Stage Equipment. Glenniss reminded everyone to not touch stage equipment. The people handling staging, sound, and lighting know what they’re doing and don’t need any help. Jim remarked that all are welcome to help move the Cypress stage “equipment” on Thursday afternoon and back again Sunday night. Security. As a reminder, Rocky Mountain Security will be on site to handle any kind of confrontation. There’s no reason to try to handle it alone. Volunteers. Glenniss encouraged those managing volunteers to keep them well-informed. She suggested giving them each a schedule of events for quick reference. Board Wristbands, Nametags, etc. Board members can each pick up a free wristband tonight along with a $5 Ale Works gift certificate, button, and signed poster if not claimed already. Lanyard ID tags will be brought to HQ. Festival Review and E.D. Review. In addition to the Festival Review, DCs will be asked to complete an Executive Director review as her contract approaches its expiration. July 27, 2016

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At the end of the meeting, Kris gave an emotion-ridden speech congratulating the Board on its work this year and the legacy that it continues to carry on after 39 years. The Board then shared a toast to the Festival.

CONFIRM BOARD MEETING AND ADJOURNMENT

Pursuant to the previously adopted annual calendar of regular Board meetings, the next meeting is scheduled for September 14th, 2016. The meeting was adjourned at approximately 8:07 p.m.

Approved by:

______Date: ______Erin Sullivan, Secretary/Treasurer