Saturday, December 27, 2014

Minutes, December 9, 2014

COTMD ContraCola Board Meeting - minutes approved 2/10/2015
December 9, 2014

Meeting was convened at 7:37pm.

Present:  John, Tim, Sandra, Victor, Marguerite, Virginia
Absent:  Fred, Dianne, Connie, Kenny

Minutes:  The minutes of the November 11, 2014 Board meeting were reviewed. A motion to accept the minutes as written was made and seconded.  The motion was approved.

Treasury:  The treasurer reported that we have had a $650 loss for the 2014-2015 season so far. We presently have an available budget of $2026.92. A motion was made to accept the treasurers report. The motion was seconded and approved.

Reimbursements:  There were no reimbursements.

Email lists:  Dianne reported via email that the Board email list and the dancer reminder email list were up to date.

Seasonal Losses:  There was a discussion of what to do about the losses we are incurring this season.
>>Fliers: Board members are encouraged to do whatever they can to get fliers posted around the community. They are also to encourage other dancers to help post fliers at gyms, exercise classes, dances classes and events, bookstores, coffee shops, etc. These fliers will be made available at the front desk and/or the refreshment table. An announcement should be made at each dance saying the fliers are available.
>>Business cards:  Board members are encouraged to carry and pass out card as appropriate. These cards will be made available to the other dancers at the front desk and/or the refreshment table. An announcement should be made at each dance saying the cards are available.
>>USC:  Sandra is going to continue pursuing  permission to post fliers on the USC campus. Presently we do not have an official USC sponsor.
>> Social Media:  We all agreed that Connie is doing a good job getting our events posted to all the avenues.
>>Present Venue:  A discussion was held concerning the pros and cons of our present venue.
Pro:  It is centrally located and the size of the room is excellent. 
Pro:  The cost is in line with the cost of our last venue.
Con:  The floor is linoleum over cement. Some of our former dancers have said they no longer come because of the flooring.
Con:  AC/Heating problems. Sometimes it just doesn't work. In the summer you cannot drop the AC below 75. In the winter you cannot turn the AC on at all. There is a specified date in the Spring and in the Fall when the unit is converted between AC and heat.
Con:  The windows will not open. This prevents using them for ventilation especially in the summer.
Con:  The folks that have to setup the room must come extra early so they can tear down  whatever is presently there. Tables and chairs have to be moved and the floor/room has to be cleaned up. The stage has to be cleaned up to accommodate the musicians/caller. After the dance everything has to be put back the way we found it.
 >>Emerald Ballroom:  Because we need to keep looking for a possible new venue we again revisited checking out the Emerald Ballroom. We agreed to  ask at the next dance if folks would be interested in having an extra dance in early Spring as an exploratory dance. Victor  will ask about this at break time. John is to contact the Emerald Ballroom about a possible extra dance in April either on the 2nd or the 4th Saturday.
>>Fundraisers:  We discussed several ways we could try and offset our losses. The one that got the most momentum  was selling Tee-Shirts/Tank Tops. Victor said he would look into this.

Real Estate:  We revisited John's desire to purchase some real estate property and convert it to a dance hall.  John said he could not find anything on the internet that would suit our purposes.

Disruptive Dancers:  We revisited this issue.  It was decided that even though we have not had a problem in the past, it would be advisable to have a written policy on the topic.  The policy would provide Board members an acceptable  standardized reaction. It was agreed that we would need two forms of this policy. The first one would be a short, user friendly document that expresses the essence of the policy in very positive terms. This will be posted on the website where the public can easily access it; posted at the front desk where dancers can read it; and, posted in the newsletter.  The second document would be fleshed out and be posted on the website for Board members to access. It would not be available to the general public. Victor said he would write it up for review.

Volunteer Dancers:  In response to an email from Lucy Gordon (Charleston) that Victor had forwarded to the Board concerning new dancer recruitment and volunteer dancers for demo dances, Virginia designed a poster and sign-in sheet for volunteers. Virginia pointed out that we have had to turn down requests because we don't have a pool of dancers to draw from. We discussed the importance of showing people what contra dancing is all about which could lead to recruitment of new dancers. It was decided that we needed a source of responsive dancers so that we can accept requests for "demo" performances.

Next Meeting:  January 13, 2014

This meeting was adjourned at 8:45pm

Submitted on 12/18/2014 by Virginia Winn

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