Minutes, August 12, 2026

We met at Virginia's house.

Present: Ashley, Fred, Dianne B., Dianne P-Q., Gail, Victor, Virginia, John, Maris

John Called the meeting to order at 7:34pm.

The minutes from the last meeting were approved.

Dianne B. gave the Treasure's report.  It was approved.

Victor gave the Booker's report. 

Victor suggested using an AI app that would transcribe and summarize the discussion.  I have lightly edited that to remove executive session commentary.

Alas, Marguerite and Ed are retiring to Massachusetts; she sends greetings to all, expressing gratitude for the opportunity to be involved with this group over the years they have been in Columbia.  She will remain on the board mailing list for as long as she prefers.

The meeting concluded at 8:45 pm. 

Treasurer’s Report

• Current total cash and details: See separate sheet.

  • Venmo balance cleared out to bank (does not affect service level)

• Net loss of ~$500 since last meeting (over ~2 months)

• Seasonal average profit: $20.80 per dance

  • Best dance (profit-wise): First Thursday barn dance, +$215 profit

  • Worst dance (loss-wise): June dance, -$168

• Full-year net loss: $237.78

  • Balance sheet reconciles to zero; it will be submitted to CDSS

  • IRS filing is essentially a postcard (revenue well under $50K threshold)

• Treasurer’s report approved

Insurance Decision

• Previous insurer repriced dramatically after recalculating total annual attendance

• Two options considered: CDSS insurance or no insurance

• Case for coverage

  • Protects officers personally from liability suits

  • CDSS has lawyers in every state ready to respond

  • Even a near-certain-to-fail lawsuit requires expensive legal defense

• CDSS pricing: $625 flat for 1–20 event days per year

• Vote 1: Purchase CDSS insurance. Passed

• Vote 2: Purchase ASAP (not waiting for old policy to expire). Passed

  • Rationale: current insurer may contest coverage given the dispute over attendance figures

Booker’s Report

• September dance: Dianne P-Q calling, Blue Ridge Rounders playing

• Sound: Tyler unavailable in September, replaced by Jay Joseph

  • Tyler to verify Jay’s equipment; may need supplementing

  • Backup option: Victor owns a 16-channel soundboard and speakers

• October: Blue Ridge Rounders return; JJ Luxe calling

• November: LettucePrey (Joey and son JoJo)

• December: Gretchen calling with the Contracola Open Band (her request)

• All other details on the Booker’s log in Google

2027 Season Schedule

• Voted to switch from 4th Saturday to 2nd Saturday every month

  • Simpler to communicate; only conflict is Mother’s Day weekend

  • Previous 4th-Saturday logic (avoiding Charlotte/Charleston) no longer necessary

• Exceptions and date adjustments:

  • February: 2nd Saturday = Feb 13 (Valentine’s Day theme opportunity)

  • March: 2nd Saturday avoids Easter (4th) and Carolina Meltdown (3rd)

  • November and December: 2nd Saturday as before

• July: schedule the hall but treat as optional; plan a workshop-style dance if weather cooperates

• Motion to adopt 2nd Saturdays for 2027 passed

Band and Caller Bookings for 2027

• Open Band: wants at least 2 dates

• Sherlock’s Meow: wants at least 2 dates (played only once this season)

• The Outsiders: dates TBD, depends on fiddle player’s grad school schedule

• Tea and Whiskey: availability uncertain, will be asked

• Callers: Stephanie Marie, and others to be invited; Joel and Chris from Charleston to be re-contacted; Tom previously declined scheduling conflicts

• Bands/callers to claim preferred dates directly on the booker’s sheet

September Dance Logistics and Next Meeting

• Treasurer away; door coverage arranged

  • $312 cash on hand covers band ($300); caller ($75) and sound ($50) to be paid via Venmo

• Hall rental check for September already sent; October check to be mailed before departure

• First Thursday event (November 5th): pursuing repeat of last year’s paid city event ($600)

  • Treasurer to follow up with Rebecca after return

• Next board meeting: October 14th

• Dianne and Fred traveling, returning ~September 16th

Next Steps

• Purchase CDSS insurance for the current season ASAP

  Cover the group before the next dance; old insurer’s coverage is in dispute.

• Book Arsenal Hill for all 2nd Saturdays in 2027, including July

  Contact Sedora at the city parks; coordinate with Tyler on availability.

• Send bands and callers the 2027 date list and invite them to claim spots

  Open Band and Sherlock’s Meow get first dibs on at least 2 dates each.

• Give LettucePrey feedback before November dance

• Follow up with Rebecca about repeating the First Thursday city event in November

  Last year’s event paid $600; Rebecca said she’d raise it at their next meeting.

• Dianne to Mail October hall rental check before traveling