Wednesday, January 18, 2017

Minutes. January 10, 2017

Minutes. January 10, 2017
Members present:
Victor Gascon
John Wetzel
Fred Druseikis
Virginia Winn
Marguerite Frongillo
Natalie Weston


The meeting began by approving the minutes of the previous meeting.
Virginia presented the treasurer's report.  We lost money at our last dance, but only about $30.
No reimbursements were reported to be needed by anyone.
The reports from our last dance were discussed.  The primary issue discussed was the occasional "observer" (admitted free) who ends up dancing.  We informally agreed that this was not a big issue, but does need watching, and we agreed that it would help if we DO NOT provide observers with wrist bands, so that they can be more easily monitored. Victor will also remind those in attendance to make sure they have paid during the mid-point announcements.
The mailing list was discussed.  A few changes to the list will need to be made and those will be added, probably by Aaron.
Marguerite indicated there was no change on the status of bookings.  The group discussed the balance of out of town bands to local bands (60% to 40%) and agreed that we should retain this ratio as we move into hiring for the next season.  We also agreed to attempt negotiating down fees for "super bands" so that we can continue to afford them.
We discussed recruiting students and other community members as dancers and board members.   No new candidates have been identified.
The selling of our old speakers came up briefly, JWetzel reported that the speakers have been delivered to Jonathan, and he will be sending Virginia a check for them as soon as he has the money.
We briefly discussed our underwhelming attendance numbers, and possible strategies to turn that around.
Victor presented some nametag/button ideas and designs, and the group is to mull these ideas and designs over, for future action and decisions.
The pot luck dinner was discussed.  We are doing a "hybrid" pot luck in January.  We will be investing up to $100 of group money to provide part of the food (sandwiches, a dessert and beverages, as agreed in the November meeting).
Action item: John to contact Emerald Ballroom (Barbara) about how early we can arrive without impacting some other group finishing up.
We had another mostly fruitless discussion about devices to accept debit cards, and finally decided it was too small a problem to justify any effort we might make.
Natalie is going to look into "Midland Gives" as a possible future source of funding. It appears we already missed this year's deadline.
We briefly discussed the officers election slate lineup for next year.  Basically it will be identical to this years uncontested slate (unless somebody decides to throw a hat into the ring).
President: Victor
VP/Booker: Marguerite
Treasurer: Virginia
Secretary: John
The holding (or not holding) of the two summer dances was discussed.  We voted that we WOULD hold these dances:
A Techno in July AND
A Live dance in August.
The discussion of DOOR PRIZES and AFTER DANCE OUTINGS was postponed until the March meeting.
The next meeting will be held on March 14, 2017.
The meeting was adjourned.

Friday, December 2, 2016

Minutes. November 15, 2016

Minutes. November 15, 2016
Members present:
Aaron Davis
Victor Gascon
John Wetzel
Fred Druseikis
Dianne Britton
Marguerite Frongillo
Natalie Weston (via telephone)
Connie Robinette (via telephone)

The meeting began by approving the minutes of the previous meeting.
The Treasurer's report was tabled, since we did not have up to date financial information (Virginia was unable to attend).
No reimbursements were reported to be needed by anyone.
The reports from our last dance were discussed, with the primary theme being that the
problems we are having are common across the southeast as far as we can tell, and so are not likely to be the result of anything we are doing wrong. 
The mailing list was discussed.  Aaron has taken over the mailing list, and there was some discussion to clarify this issue.  Aaron is using mailchimp as the email list tool.  Content to be supplied by any of us who are up for supplying it.
Marguerite indicated there was no change on the status of bookings.
We discussed recruiting students and other community members as dancers and board members.   No new candidates have been identified.
The mission/vision statement issue was bought up, and it was made quite clear that this issue is settled, and that this is a matter of record in previous minutes.  Just some minor confusion about it having been voted on.
The selling of our old speakers came up briefly, JWetzel reported that this was just a matter
of getting the deal done (Jonathan is to purchase them).
Liability insurance  JWetzel reported that the Emerald Ballroom does have some liability coverage, which provides us with some protection.
The possibility of having a pot luck dinner was discussed.  We decided to try a "hybrid" pot luck in January, meaning that we would invest up to $100 of group money to provide part of the food.
Aaron reported briefly about the contra video he is working on for us.
We discussed leadership positions and possibilities.  Victor indicated he would be willing to
serve at least one more year as president.  John and Connie both indicated a willingness to serve in that role after that, should it transpire that no one else is interested in doing that.  Everyone serving at present seems to be willing to serve in their current office for at least one more year.
There was considerable discussion of the low attendance, with no new ideas as to how to
deal with this issue, other than to soldier on for now as best we can.
Summer dances for next year were discussed.  FOR THE MOMENT, and pending the results and attendance of future dances, we are going to hold off on:
A Techno in July AND
A Live dance in August.
We will need to check and see if we still need to pay for the hall on those months.
The official donation receipt form was unveiled, and the need for it discussed.
Jonathan' birthday party date has been shifted to January 27,which eliminates anyone having to choose between his party and our December dance.
The next meeting will be held on January 10, 2017.
The meeting was adjourned.

Saturday, September 24, 2016

Minutes. September 13, 2016

Minutes. September 13, 2016
Members present:
Aaron Davis
Virginia Winn
Victor Gascon
John Wetzel
Fred Druseikis
Dianne Britton
Marguerite Frongillo
Natalie Weston
Jonathan Janzen (via telephone)

The meeting began by approving the minutes of the previous meeting.
The Treasurer's report was provided, and accepted by voice vote.
The reports from our last dance were discussed, primarily our financial loss at the dance, which was approximately $278. This also brought up the fact that we need more "Jacob"s to help with our attendance issues. 
The mailing list was discussed, and we decided to have Aaron take over the mailing list, and move it over to mailchimp, and act as the publisher of content to be distrubuted thereby.  Said content to be supplied by any of us who are up for supplying it.
Marguerite provided a brief report on the status of bookings.
We discussed recruiting students and other community members as dancers and board members. 
Victor talked about his experience with attempting to network and gain publicity using MEETUPS as a tool.  In spite of having no luck, he is going to give it another try until the next meeting.
Victor and Aaron will be meeting to discuss details about/for our marketing efforts.
Victor has an action item, which is to add contra dance links to our website/blog space.
Poonam and Connie continue to post in facebook and other social networking spaces.
The group agreed to allow John Wetzel to attempt to sell our older speakers.  Jonathan Janzen expressed an interest in possibly purchasing these.
The board discussed again the issue of liability insurance. 
John has an action item, which is to check with Emerald Ballroom and try to find out whether we are covered under their insurance
(if any).
Victor indicated that he continues to work on updating the website/blog for our group.
Jonathan suggested that we might do buttons, both NAME buttons but also MESSAGE buttons (messages like "I dance both roles").  Virginia responded with our history with name buttons and tags, and indicated that this is something she has done plenty of, and someone else would have to take on this issue.  This issue will be discussed again at future meetings.
The board decided that, because of the election, the next meeting will be held on November 15, 2016, a week later than it would normally take place.
The meeting was adjourned.