2.02.25 Board Meeting Notes
WTFBoard Meeting
2 February 2025 / 1:00 PM / Google Hangout
Attendees
Birdie
Bradley
Dasia
Marie
Peaches
Symoan
Tulla
Opening Exercise:
Nonviolent Communication Workbook
Please read pages 1-10 on your own time.
3-5 min break
Agenda
Old Business
Annual Report
Sydney is finishing edits then will be printing 50 copies
PanEctor Printing @ festival
Available but asking if we could do one day, not two due to limited capacity on their end. They also mentioned:
“ We are currently working with the team to better understand our capacity for events since Brady left. At the moment we do not have a dedicated Event Coordinator which means that I don't feel confident committing to two days of printing on-site (even with a dedicated Event Coordinator, two day events can be a big ask sometimes)....Would you be open to a more limited on-site print window this year? Are you interested in supplementing live-printing with any pre-printed goods? We also have the capability of running pre-orders online leading up to the event if that's something you'd be interested in. “
GDAC Partnership - Education Programming
GDAC is donating their craft room for us to use for education
We need to give them a schedule and tentative list of what we plan to offer/what we need in that space.
Board applicants
Interviewed:
Vixie
Latravious
Makenzie
In Need of Review:
Dyani Colon
Kristen Gaddis / Ranch
Asana
Everyone’s boards are updated, please review them and share tasks with your committees.
Individual updates and their committees:
Board Member/Dept Chair
Update
Needs / Notes
Art Dept (Birdie)
Started a group chat with art team regarding festival design. Have contacted Morgan and Domino.
Communications (Tulla)
Sydney made the annual report wheeee
Meetings are scheduled for the rest of the yearrrrr
About to start content creation
Reached out to vendors for photography quotes, videography quotes
There is a potential to collab with thin line - they need art installations? Maybe we can help do a photo back drop or sthg to be more involved with thin line
Naomi and Naomi to make communication templates?
Development (Bradley)
Made contact with legal team, working to continue the 501 c 3 process.
Hospitality (Dasia)
No new news really. Reaching out to companies and restaurants. Waiting on responses.
Talent & Competition(Symoan)
Reached out to the team -Kerry & Cher (MIA?). Making a list, checking it twice. Hoping in the next 2 weeks reaching out to headliners. Solidify competition judges. Winners from last year judge this year.
Tech Dept (Peaches)
Team is in ideation process. Turn the venue into a monster rock festival. Feel of a rock n roll fest, but monster.
tap Psyril and Ginger to see about ideas. Who would want to assist in crafting and installation.
Executive/Board(Marie)
Booking thin line show
Naomi to perform
Bradley, Tanner, Daisa to crew
Show is a fundraiser show. Mary Annette is coming to perform.
Casting call for 1-2 performers/ acts.
General support.
New Business
Siren Production Contract
Vote on next steps and requests to make to SP
Update By-Laws
Verbiage is needed around voting when it comes to spending $$
Unlimited spending up to $500
Budget
Review and approve full festival budget
Photographer(s) quote review
Videographer(s) quote review
Current, specific budget asks?
Sponsorship
Please share the sponsorship deck with friends, family, colleagues, rich friends, etc - the asks can start right now.
Thin Line Film Fest (fundraiser show)
Anyone available to perform or work??
Asking folks, if possible, to donate 50-100% of their pay back to the festival travel fund or general funding if preferred.
Black Tie Dinner
Apps are due feb 7
You have to request an application and they verify your tax-exempt status before sending over the application information. No exempt status, no application.
SO, if we don’t get our forms and things done before then, which I doubt we will, then we will focus on participating in this for 2027. BTD is a really great opportunity for new nonprofits to get some significant financial support as well as deepen our connection to the queer community here and abroad.
Notes
Notes here for Historian
Old Business
Annual Report
invoice paid, Sydney to add Marie’s signature and print. Posted on website, given to sponsors, past donors, Rubber Gloves, Board to keep copies.
Pan Ector
Move forward with pre-order, Live printing Saturday. Danielle to ask if shirts can be picked up/ worn at event, pre-order turn around time, and shirt color options. At next all hands meeting, activity for t-shirt design. (Naomi & Danielle will look into virtual/ hybrid collaboration options.)
GDAC Partnership
WTFemme to provide schedule and tentative list of needs. Timeframe to be in the space.
Classes free for performers?
Education Paid education pass?
4 hour time block Friday & Saturday
Waiting to confirm headliners/ performers to fully flesh out schedule.
Board applicants
Interviewed:
Vixie 🔥- Education Chair, Danielle or Naomi to send follow-up email
Latravious 💪🏾- Voted in, Danielle or Naomi to send follow-up email
Makenzie- Hospitality committee member, Danielle or Naomi to send follow-up email
In Need of Review:
Dyani Colon- Committee Member, Danielle or Naomi to send follow-up email
Kristen Gaddis / Ranch- Operations Chair Deja and Symoan to interview- Danielle to coordinate chat. Education Chair, Danielle or Naomi to send follow-up email
ASANA
Board members to reach out independently/ schedule a time to chat with Danielle about tasks. Reach out to Danielle during office hours (12-4pm Fridays), or schedule a time to connect.
Board Updates:
New Business
Cass/ Siren Production
We would continue a working relationship with Cass under conditions- Naomi, Birdie and Tanner to do communication- email to be sent by 2.3, no later than 2.5. Email to be sent from WTFemme email and CC other board members.
update contract with specifics
non-violent communication
if you can’t agree we can’t have you as a vendor
Can be either a vendor or a committee member but not both
Update By-Laws
Verbiage is needed around voting when it comes to spending $$
Any fees over $500 need approval by the board
Danielle to update bylaws.
Action Items
Let Marie know when your committee meetings are scheduled by no later than February 12th
Next Meeting Agenda: Sunday, March 2nd
NVC Workbook, pages 20-25
Department Check-Ins
FF25 Headliners - Review
Schedule Volunteer Meet & Greet
