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.

Monday, July 18, 2016

MINUTES, July 12,2016

Minutes, July 12,2016
Members present:
Amy Lacoste
Aaron Davis
Connie Robinette
Virginia Winn
Victor Gascon
John Wetzel
Fred Druseikis
Dianne Britton
Marguerite Frongillo
Natalie Weston
The meeting began by approving the minutes of the previous meeting.
The treasurers report was given.  It was also heavily discussed, as we lost about $900 in the last season.  This included discussions of various numbers such as "average cost per dancer", and more particularly, how to stop the loss of dollars to our organization.
We decided that at each dance, we will try to obtain a rough count of new and experienced dancers.  This will be done by a caller or other available person at mid dance, using a show of hands, and is not to be added to the workload of those working the door.
It was formally decided that we will terminate the use of "get in free" coupons. 
It was formally decided that we will terminate the selling of prepaid tickets.
There was some discussion of using meetup groups as a way to bring in more dancers.
It was formally decided to take no other actions (such as raising prices) for six months, while we see how things are going. 
This allowed us to finish with the treasurers report.
The agenda items New Reimbursements, Reports from last dance, and Mailing lists were dealt with very quickly (nothing much to discuss).
Fred brought up that there was interest in electronic/computer payments for people who do not carry cash.  This was discussed.  Victor agreed to look into the technical aspects of this.  There seemed to be general agreement that we could probably pull this off, providing that users of this method of payment would probably have to pay a one dollar surcharge to cover costs of the transaction.  BUT it would take time (and create problems for the door workers because of that).
We had a brief discussion about the continued search for potential board members.  No one had any people to suggest.
The latest draft of the mission statement was read twice, discussed briefly, and formally accepted by vote with no changes.  Our now official mission statement is as follows:
"Our mission is to encourage the growth and development of traditional music and dance in the South Carolina Midlands.  We do this by hosting contradances and live music events; by building community through teaching and demonstration of traditional dance forms; and by promoting events in the Columbia area."
We briefly discussed out summer schedule.
We were going to table all remaining agenda items for the future, but first we had a brief discussion of Aaron's proposed video.  We then tabled the rest of the agenda to be handled at future meetings.

The tabled (deferred) agenda items are:
WORK IN PROGRESS
  Aaron, contra dance video
  Links to dance videos on website (Tims idea)
  Posting our dances on dance related facebook sites (Poonam)
  Using meetup groups (although we discussed those today somewhat)
  Midlands Gives (Join as a promotional opportunity, Connie)
NEW BUISNESS
  Sell old speakers?
  Liability Insurance
  Website update (mostly other events)
The next meeting will be held on September13, 2016
People started yawning and the meeting was adjourned.