Board Meeting Minutes

The Imperial Sovereign Empire of Arizona

 

 

Meeting Date             January 21, 2007

 

Minutes Prepared     January 31, 2007

 

Attendees       Steve LaFata, Don Hilton, Joe Kunkel, Craig Van Deen, Michael Gaffney, Cris Cringle

Absentees     

 

Guests            Regina Wells

________________________________________________________________________

 

¨       Call To Order:  Meeting called to order at 12:15

 

¨       Meeting Minutes from December: Motion by Joe to approve the minutes with second by Steve (passed).

 

¨       Treasures Report: Checking: $2,987.37  Savings: $2003.03

 

New member Regina Wells

 

Old Business:

 

¨       This is H.O.W: Regina gave the Board an update on where she was with their 501c3.  It has been filed and they are just waiting for confirmation.  They found a building but while waiting for their board and bank the property was sold.  They are now looking at another building and waiting for approval.  This one has two bedrooms in the front and four bedrooms in the back.

¨       International Court Website: We are officially on the Court website now (www.impcourt.org).

¨       Bios:  This will be brought up in the General Membership meeting.  Some still need to get bios to Boy Joe and pictures from Wayne. 

¨       Gay Pride: It was discussed that we want to be in the parade this year.  Monarchs to ride in the car or cars.  Ashley is working on the cars for the parade.  We will also be sharing a booth on the grounds with Flavaz Magazine.  The line will be performing on the Community Stage for about an hour.  They would like to do Best Little Whorehouse in Texas with choreography. 

¨       Pamphlets & Frame: Michael had Alphagraphics print up 500 color brochures to be used at any and all events.  Thank you to Boy Joe for editing the brochure.

¨       Membership:  On going and needs to be talked about at all of the fundraisers.

¨       RoadRunner Regional Rodeo: Everything went very well.  Saturday was very cold for everyone.  But we did make some good contacts.  We got four new members from the rodeo.  Both Jennifer and Steve performed both days.

¨       Southwest Leather Conference: This event went very well.  The leather community is very supportive of the Court in Arizona.  They love our production numbers even though they aren’t polished but very entertaining.  They had over 400 attendees this year.  Great silent auction items. The leather community is a very good group to work with.

¨       Email Vote: Boy Joe asked that he be able to use the Court backdrop for the Southwest Leather Conference.  We have three yes votes, Joe, Steve and Michael.  This passed.

 

 

New Business:

 

¨       Coronation Committees: We have begun setting up the following committees.  A board member will head each committee with help from anyone else interested.

1.      Hotel – Joe and John Nelson

2.      Hospitality – Michael & Craig

3.      Sponsorship – Steve

4.      Set – Don (Ken Barker from Denver)

5.      Program, ad sales, ticket sales and printing -                      

6.      Protocol – (Joe asked John Nelson to be in charge and to train us to take over ourselves)

7.      Bus Tour –

 

The hotel information was discussed in length at this meeting.  Joe has come up with a great venue, The Marriott Airport at 44th St and the 202 Loop.  His contact is Paul Pruitt who was familiar with the Connecticut Court. 

 

-          Joe gave us estimated prices for Coronation II.

-          Friday night we would use the Pima & Yuma ballrooms.  For Saturday we would have the whole Arizona ballroom, which includes the Pima and Yuma ballrooms.

-          Hospitality Room would be on the 11th floor. 

-          Room rates for an individual is $119.00 per night with a free upgrade to a suite.  This is a non-smoking hotel.

Items that the hotel can provide:

-          Menu items: $17.95

-          A/V through the hotel

-          2 wireless microphones

-          Light Tree package: $360.00

-          4X8 staging: $45.00 each (est $545.00)

-          Tower speakers: $75.00 each (est. $150.00)

-          Follow spot light: $225.00 each

Total $2,305.31

 

Food: 4,813.13

2 bartenders Friday night at $75.00 each per night, and 4 bartenders on Saturday night.

 

Total costs thus far $12,064.53

 

Motion by Joe and second by Don for Joe to approve this with Paul at the Marriott and work out details later.

¨       Coronation Committee: The Coronation Committee will begin meeting on Wednesday February 7 at 6:30 at Kobalt.  This motion made by Joe second by Cris. 

¨       Set: Ken Barker will be coming in to Phoenix and staying on Don’s house to help put together our set.  We would like to have Ken come down in mid March through April.  Joe may fly him in and we would pay to have his tools shipped.  This motion passed.

¨       Overhead Projector: Motion by Don and second by Joe to purchase one to help with set design

¨       Ticket Prices on website: This will be done shortly

¨       Bus Tour Proposal: Still working with Bud Light and then the bars on this item

¨       Alaska Bird Water Party: On hold until we have our Coronation Committee meetings

¨       Setup for Aspirants: Per Craig, he would like to have something set up by the next Board or General Membership meeting. Joe to work on this and email to the Board.  Suggestion made to announce the candidate’s mid-February and announce to the Community at our fundraiser on March 10th at Bunkhouse.  This will take some time and would like to have done by February meeting, selected by February 18, candidates interviewed and selected.  Tabled until Joe and John Nelson meet.

¨       Ads for Coronation: Everyone responsible for selling will get more detailed in Coronation Committee.

¨       Update Empress’ Ball: This is going very well.  There will be a mask making party, to be announced, at Joe’s house

¨       Empress’ Ball Silent Auction Items: Everyone is working on getting items for this

¨       Letters the Governor, Mayor and Tom Simplot: Joe to email Craig last year’s letters to follow

¨       Habitat for Humanity: Tuesday January 30th at Gallery 3, all welcome

¨       Publication of our Books: Still being worked on by Joe and Cris, may put on the Court website for everyone to be able to see

¨       Vendor at Gay Pride: We are talking to Jimmy at Gay Pride to maybe have the Court run either one of the Beer stands or the water/soda stand.  Will discuss more lately.

¨       MCC Gentle Shepherd Benefit: Sylvia has asked the Court to help with their fundraiser for the church again like the one for Halloween.  This will be on March 17 – to be brought up at the General Membership meeting

¨       One Voice Community Center: Wednesday January 24 from 7-9pm discussion with all 501c3 organizations

¨       Online Votes for the Board: Please make sure that you email your vote

¨       Sponsorship Easley’s: This was not accepted by Easley’s because they discount to all 501c3 organizations

¨        

 

¨       Upcoming Events:

January: Turnabout Show to be held on Saturday January 27th at Charlie’s.  This will run from 7 – 9 with a suggested $5.00 cover charge.  Duchess Lady Joy will host this event.  Met with Kevin at Charlie’s to discuss the venue and what we will need and what will be provided.

February: Cupids on Fire at the Cash Inn February 10th.  Prince Royal Don Hilton and Princess Royal Justice Prevails host this event.  The beneficiary will be The Wellness Center.

February: Empress’ Ball Mardi Gras Masquerade Ball. To be held on February 24 at the American Legion at 35th Ave and Thunderbird.  Regine and Ashley will be working closely with Jennifer on this event.  There will be 3 commands done that evening. 

 

Open Forum:

¨         

 

¨       Adjourned: Motion by Joe second by Cris