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:
  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)
  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.

Tuesday, May 10, 2016

Minutes 05/10/2016

Minutes, May 10, 2016
Board Members present  (** denotes new members to be voted in at this meeting)
Amy Lacoste **
Aaron Davis **
Connie Robinette
Virginia Wynn
Victor Gascon
John Wetzel
Fred Druseikis
Dianne Britton
Poonam Dhull
The meeting began by approving the minutes of the previous meeting.
Virgina delivered the treasurers report, which was an abbreviated process owing to her not being able to print out anything, due to a fried computer. 
We lost about $85?? at the last dance (I did not record exact amount).
John Submitted receipts for a $30 expenditure to get an amplifier channel repaired (peavy power amp owned by COTMD).
Victor stated (on behalf of Marguerite who was not present) that the signing up of bands for the next season is almost complete, and signing up of callers is going pretty well.
We then held our election to elect officers and members at large.  All officers and members present at the meeting agreed to serve another year, and we therefore voted for all existing officers and members to continue in their present positions, with the caveat that any officers (Marguerite) and members (Jonathan, Natalie and Tim) not present at this meeting retain the right to refuse to serve in those positions.  Fred indicated that he and Dianne might not be able to serve on the board after the next season, this being intended as an early warning of that possibility.
There was extensive discussion of the Mission/Vision statement.  The result of this discussion was that Fred will blend the best elements of a couple of versions of statement that seemed to be preferred by most of those present, with some verbiage to be added (community building, etc.).  The resulting revised statement will be presented for an up or down vote at the next meeting.
There was a brief discussion of "Midlands Gives", with the result that we will try again with this next year, there having been a lot of issues and problems with that this last year.
Aaron offered to create a professional video to answer the question: "What is Contra".  Victor will set up a scripting meeting with himself, Aaron and John to try and create a script to act as a starting point for this process.
The use of Meetup groups and other methods of  outreach were discussed.
We agreed that a July meeting would be a good idea, owing to the summer dances scheduled.  The next meeting will be held on July 12, 2016

Meeting adjourned.