We gathered at Virginia Winn's house at 7pm.
Present: Fred, Dianne B., Victor, Gail, Virginia, John, Dianne P-Q.
Absent: Maris, Kenny
Via Google Meet: Marguerite
John called the meeting to order at 7:35pm.
Minutes of the last meeting (November 29, 2023) were read and approved.
Dianne B. gave the Treasurer's Report. The current balance is down $230 from last meeting and $130 since last dance (which was in December last.) She estimated that we are seeing $150 loss per dance over the last year to date. The report was approved.
Marguerite presented the Booker's Report. The dance schedule follows:
Jan 13, Band Cloud 10, Caller: Chris Hernandez, at CFMA
Jan 27, Band Sherlock's Meow, Caller: Leslie Bowers, at CFMA
Feb 27, Band: Lettuce Prey, Caller: Tom Machlin, at Bill's Pick'n Parlour
March 23, Band: CCOB, Caller: Joel Wilder, at CFMA
April 27, Band: TBD, Caller: Chris H, at CFMA (expected)
May 25, Band: TBD, Caller: Kenny Greer, at CFMA (expected)
June 22, Band: TBD, Caller: TBD, at CFMA (expected)
July: No Dance
August: No Dance
The discussion centered around the decision to reduce our dance production from two dances per month to one dance per month, staring in February. Also, we will not be producing dances in July and August because of inadequate HVAC at CFMA.
Discussion regarding the possibility of using Bill's Pick'n Parlour as a venue ensued. The board is expressed generally positive remarks about the prospect. We would need to see how this experiment turns out.
The Booker's Report was approved.
Victor Gascon was elected as an at-large board member, filling the slot that became vacant after Karl resigned. The vote was unanimous.
Dianne P-Q reported on some informal discussions she had with CDSS executive members at the recent Berea College dance week regarding the whole process of restarting a dance community after covid. Possibilities for grant development and workshops to engage the community are possibilities. For example a caller's workshop. She recounted a bit of how some other dance communities have dealt with the restart. She will investigate further.
Last dance Report:
Table staffing, and staffing the dance in general is something that needs to be proactively managed. Because we have been trying to produce two dances a month it is inevitable that there will be some months with personal conflicts.
ACTION ITEM: Fred will provide a consolidated list of tasks that need to be considered to put on dances at CFMA. We have a lot more to do there to set-up and tear-down in that venue.
Also, at the last dance we forgot to get water so that was an example of the kind thing that can fall through the cracks but can have a big effect.
Another item identified in the discussion was this: Caller's need to provide more detailed instructions on how the swing works to keep a proper distance between dancers to minimize collisions (not able to express the exact sentiment from my notes).
Change of Venue. Bill's Pick'n Parlour is eager to have their facility used buy dancers on 4th Saturdays, so it make sense to try to align our dance series with theirs. The February dance is an experiment to see if and how this can work. More to come!
ACTION ITEM: John will check into the requirements for our insurance and to have Bill's venue added if necessary.
Mailing Lists: No changes.
Meet-up Group. Dianne P-Q. has investigated and restarted the Meetup Group established by Karl earlier. One insight gleaned from the Charlotte group is that they see the contra dance as an activity that helps provide a context to further socialize. Their objective is not dance per se rather social interaction with members of the meetup group; they regularly have dinner before coming to the contra dance.
Child Safety Policy. Not really a big issue. Back burner and maybe not needed.
Next Meeting: Wednesday, March 13.
The meeting adjourned at 9:03pm.
The following additional items have transpired since the date of the meeting and the date that I transcribed my meeting minutes:
(1) The second January dance was called by Stephanie Marie in place of Leslie Bowers, who had become ill with respiratory symptoms.
(2) During the interval since the meeting, Marguerite had the foresight to compile a list and field test it in the several e-mails she prepares in the days leading up to the dance date. Here's the list of tasks she identified that need to be covered when producing the dance at CFMA.
___ unlocking the CMFA door at 6:00 pm
___ bringing chairs upstairs
___ bringing tables upstairs
___ running the table: collecting admission, verifying venmo payments, making the zip code list
___ counting the receipts and recording attendance statistics
___ handling the money (either doing it or oversight)
___ paying and thanking the band, caller, and sound person for their work
___ making the general announcements before the break (publicly thanking talent & sound guy, announcing future local dance schedule and dances in other areas.)
___ bringing water, ice, pitchers and cups
___ bringing snacks
___ putting up directional signs
___ bringing chairs downstairs
___ bringing tables downstairs
___ gathering and putting away directional signs
___ neatening the pink studio after the dance
___ sweeping the dance floor
___ making sure our group is out of the building and locking up after the dance
___ other [please specify]
The items in italic are the ones needed at Bill's Pickin' Parlour.