Wednesday, January 16, 2019

Minutes, January 15, 2019

Minutes, January 15, 2019

Victor Gascon
Virginia Winn
John Wetzel
Dianne Britton
Fred Drusekis
Jonathan Janzen
Marguerite Frongillo
Cayce Thompson

The minutes of the previous TWO meetings were individually reviewed and approved.   
(NOTE:  For the record, there was no meeting in November of 2018.)

The treasurers report (including a new iteration of tracking spreadsheet) was provided, discussed and approved.
There were no reimbursements requested.
"Reports from the last dance":  There was discussion of the problem of a dirty or sooty (carbon black??) deposit on the floor.  Victor will discuss or mention this to Jim.

Mailing out of emailed notices/news is behind, and will be sent out before the next dance.

The booking report mainly consisted of the fact that there is still no band for the March dance, and details or possible solutions thereof.
A local old time string band is an upcoming possibility.

OLD BUISNESS was tabled for this meeting, as there was nothing new to discuss, EXCEPT FOR the "additional board members" category.
In that category, Mr. Cayce Hunter Thompson offered to serve on our board, and was officially voted in as a board member.

Virginia and Victor are still working on Paypal and Patreon accounts, as a way of accepting donations, should such become available.

CHANGES to dance fees.  The board had an extensive discussion of our steady losses, and formally agreed to the following "fixes".
A.  Beginning with the March 2019 dance, the charge per person will go from $8 to $10 per person.
B.  Dancers will be warned of this at the February dance.
C.  Door staff will be allowed, totally at their discretion, to charge "family groups" a flat fee of $30 per group.  This means that door staff  has the right to charge $10 per person if they are unsure that they are seeing an actual "family", or do not have time to make the determination.  Door staff actions and decisions on this are final in each case.  A family group would typically be a pair of parents and
one to three children.  Family groups are limited to TWO generations (parents & children or adult children).

We discussed that we are having the next (Feb.) dance in the "front room" of Blue Moon ballroom, and that this is just an experiment.  Notices about this are to be sent out via email and other channels, and a sign will be posted on the back door where we have been entering.

We agreed to make a final decision about doing a techno dance in March, if a band for March has not been finalized by some date certain.  That decision (and the date certain in question) will be the day after the February dance.  If a techno is to happen, J Janzen will be the caller and Victor will act as "DJ".

The next meeting will be on March 19, 2019.

The meeting was adjourned,

Tuesday, November 27, 2018

Minutes September 18, 2018

Minutes  September 18, 2018

Victor Gascon
Virginia Winn
John Wetzel
Dianne Britton
Fred Drusekis
Jonathan Janzen

The previous meeting minutes were NOT reviewed or approved, because Mr. Wetzel forgot to post them.  Said review and approval was tabled for future attention at the next meeting.

The treasurer reported that we were paid up and current with CDSS.
We lost money on our most recent dance, but exact amount was unavailable at the time of this meeting.  We showed losses of $157 in October, and $129 dollars in November, these amounts being rough markers for the continuing shrinkage of our funds.
No one had any new reimbursements.
Reporting on the last dance mainly included complaints about problems with the venue, which we decided to discuss later in this meeting.
We reviewed mailing list issues (mailchimp problems).
Marguerite was not present to discuss details of the status of hiring bands and callers.  Basically, one band slot remains to be filled.

The "OLD BUISNESS" portion of the agenda was tabled to allow extensive discussion of the various problems with our current venue.
Soundscape is excellent.  No echoes, crystal clear sound is possible here.
Shape of hall is not good.  Not long enough, three lines not possible without danger.
Size of hall will never allow us to break even
Stairway into upper part of facility is in the way of band, forcing band into dance space.
Contra force had to use 20% of the space that would be danceable with a "smaller footprint" band.
High cieling and sheets on walls, and lighting, produce a non-contra feel or vibe.
Lots of time needed to move chairs from front room.  Victor had to spend a lot of his time and effort on this.
These issues were discussed at length, and we decided to investigate the possibility of using the "front room".
Victor said he would discuss this possibility (and our concerns) with the owner.
Any board members who have time are urged to check out the front space.
John is supposed to go down and measure the back and front spaces, so that we can make realistic capacity estimates.
John and Victor agreed that the front space, though smaller, is not much smaller, and has a much better "vibe" or feel.
That conclusion may not survive actually making measurements.
John was asked to keep a close eye on (and report on) any news regarding possible usable church space, or new dance spaces he has rumours of happening soon.
There was a general consensus that the Blue Moon is not viable for our group in the long term, although we are grateful for it saving us short term.

The next board meeting is scheduled for January 15, 2019

Meeting was adjourned.

Thursday, May 31, 2018

Minutes May 15, 2018

Minutes  May 15, 2018

Marguerite Frongillo
Victor Gascon
Virginia Winn
Natalie Weston
Dianne Britton
Fred Drusekis
Jonathan Janzen

The meeting began by reviewing the minutes of the last meeting (printouts provided as needed) and then formally approving those minutes.  Before approving the previous minutes, those present made the following suggestions, asked the following questions:
Fred: Question, did we vote to keep $8 only? (John comment: we informally decided to ask for $8, but give students who request the $5 price a break).  This will give us a bit more income, while allowing people who need the student break to ask for it.  The formal pricing scheme remains unchanged, but how we present it to the public is modified so that our income may improve.  I am not sure a formal vote was needed, given that the actual prices have not changed.  A rebuttable assumption on my part.
Fred statement: we need to vote on this formally later this meeting.  (John statement:, I don't think you guys actually did vote on this, did you?  I am not certain it matters, but it could go on the next agenda).
Unattributed statememts: The slate should be a list of names, not just a reference to existing slate.  ALSO, Aaron has asked to resign from the board, but Victor has not accepted that resignation.
Those present accepted the previous minutes, with the above comments and questions to be added in.

The treasurer gave the following report:
March: In March we made roughly $200, because the band and caller were inexpensive, and we had many beginners.
April: In April we broke even.
The cash and bank funds on hand were reported.
The treasurers report was formally approved.

We have been working on a pair of grants for two years.
We purchased new equipment, and are doing well.
Virginia has a new and simplified gate form.
We need to tally up how many DANCERS came AND how many people are in the hall.
Form needs a line for donations and a line for all expenses.

Fred asked the question: Why are board members charged $7? AND Why was this not mentioned in the minutes? AND Are we still going from $8 to $5 for latecomers after half time?

Natalie said she had been to a dance in Oak Ridge, and they used a very simple form, which they will share with us.

A woman from Soth Dakota liked our dance, she dances there.
Kim Buzard is settimg up an event towards the end of june, and needs musicians.

The next pot luck will be in the fall of 2018.
Jonathan never got any notification about our last potluck.

Our booker reported on the current status of booking efforts.

Jonathan agreed to do the beginners lesson for the next dance.
Natalie reported that Tess did a very good job of teaching the beginner lesson.

CONCLUSION (of discussion?) Primary event caller should teach the beginner lesson if possible, but can hand off beginner lesson to one of us if desired.
FRED:  Having someone other than the primary event caller teach the beginner lesson is rare, but it can be done well.  Callers are different, so different beginner lessons can be helpful to beginners who attend many beginner lessons.  ALSO, all our promotional materials should make it clear that for those who need beginner lessons, the start time is 7:00 not 7:30.  Suggestions: Emphasize to beginners the importance of changing patners, and try out having all the beginners in one line and all the experts in another, to allow people to easily pick an experienced partner for lessons.

Victor has not ordered the buttons yet.  Victor is to get with Virginia about setting up pay pal and patreon accounts.

Victor discussed the status of the IRS receipt, and how he managed to get the IRS situation squared away, and how he created a receipt by using a screenshot.

Spartanburg group is having problems, cannot use Church, music store is too small and too hot, and has a bad floor.
Charlotte has ended it's Saturday dances, and is keeping its Monday dances.
Greenville is doing OK with River falls dance and City dance.
Moondance is also having problems.

The new slate of board officers was formally voted in by those present.
The vote was unanimous. 
The slate is:
Victor Gascon - President
Marguerite Frongillo - Vice President & Booker
John Wetzel - Secretary
Virginia Winn - Treasurer
Members at large:
    Dianne Britton
    Fred Druseikis
    Jonathan Janzen
    Connie Robinette
    Tim Peisch

Dianne mentioned that we need to invite interested people to each board meeting at every dance and via all of our publicity channels.  Board meetings can be a facebook event, for example.

The next board meeting is scheduled for July 17, 2018

Jonathan has a friend who is interested in playing contra music (Carson? on viola?).

Fred and Dianne are offering to have monthly music playing gatherings at their house for people interested in learning to play contra music.  Interested persons should have some facility at reading sheet music.  These gatherings can be announced on facebook.
The meeting was adjourned.