ContraCola Board
Meeting Minutes, June 30, 2015 - not yet approved
Meeting came to order: 7:45 pm
Present: Virginia, Marguerite, John, Fred, Dianne, Sandra, Connie (by phone)
Minutes approved.
Reimbursements: none.
Dancers' email list: up-to-date.
Treasurer's report was combined with an analysis of our situation. Predicted balance for end of June, including estimate of income/expenses for June dance, is $2162. We had a seasonal loss of $512, which would have been $805 had we not received extra donations. The extra dance at the end of April was a "wash". Given our current treasury balance and a loss
rate of approximately $50 per dance, we can operate for another 4 years.
Treasurer's report was approved with amendments to be submitted.
We decided not to change the policy regarding bands and rates. We plan to combine local bands for a fifth date -- i.e., for the season, five out-of-town bands, two dates each for two local bands, and the combined band on another date.
Marguerite will rewrite the booking policy to be posted on the website. Connie to continue doing Facebook and social media.
Motion passed: Due to the time crush, we are abandoning the proposed survey for summer dances and we will hold a dance event with caller workshop on the third Saturdays of July and August.
"Dance Etiquette" draft was presented to the Board for posting on the website. The draft will go out to the board via email for comments to be returned to Victor. It was suggested that the title be changed from "Dance Etiquette" to "Responsible Conduct".
John brought up whether we should buy a caller platform, and a couple of designs were discussed. Motion passed: Purchase a two-step stool for approximately $30.
Signatures were added to the thank you letter to the Methodist Church on Heyward Street. The letter thanks the church for the use of the facilities. Virginia will deliver the letter to the church.
There is additional parking for the Emerald Ballroom directly across the street. Virginia will make a sign with the words "More parking" and an arrow.
We discussed the problem of inebriated dancers. Any confrontation needs to be motivated by behavior or visible evidence of alcohol. Any such problem will be addressed on an as-needed basis.
Adjourned: 9:30 pm
Next meeting: 8/18/2015
Friday, July 31, 2015
Saturday, June 27, 2015
Minutes, May 19, 2015
ContraCola Board
Meeting Minutes, May 19, 2015 - approved June 30, 2015
Meeting came to order: 7:40pm
Present: Marguerite, John, Fred, Dianne, Sandra, Tim P., Virginia, Connie, Victor (by phone).
Absent: Kenny
Minutes read and approved.
$1616.92 end of April
$105 loss/dance avg.
Donations received at Emerald Ballroom dance in April.
At current rate of loss, estimate 12-15 dances left.
May dance had a profit of $53.
Virginia presented a table of season costs for bands, sound, callers which showed moderate increase in cost relative to use of out-of-town bands.
Agenda item for next meeting: variety of bands, rate, policy, student rate, etc.
There were no reimbursements requested.
COTMD Board list - no change. It was noted that this agenda item needs occur annually, in the first meeting following the election of officers and board members.
ContraCola dancer email list: Outstanding updates to the list are to be sent to Dianne. Dianne is to send email reminder each month to the contracola dancers list. Victor will research a self-service email list, which will become a future agenda item.
The board voted that the Vice President would be the booker generally.
Connie agreed to be re-added to the slate.
Motion unanimously passed to elect entire slate of officers and members-at-large as amended, to whit:
President: Victor
VP: Marguerite
Treasurer: Virginia
Secretary: John
Members at large: Fred, Sandra, Dianne, Tim P., Kenny, Connie
The booking policy was amended, in agreement with Marguerite.
July and August: It was briefly discussed why we abandoned holding dances in July and August, citing historical poor attendance of dancers and unavailability of key board members during those months. Victor offered to call dances in July and August of this year for free, using recorded music, if there is enough interest from the dancers. The dances would also function as a callers' workshop with an "open mike" for would-be callers. Donations would be accepted but not mandatory. The dances would be on 3rd Saturday of July and August, with reservations available through EventBrite. To determine a likely attendance number, Victor will put together a survey, pass it through the board for comment, and email it out subsequently.
Virginia read suggestions/feedback on the Demo Dance at Red Bank Elementary
The draft of the document concerning our "slowly developing 'emergency'" needs to be revised for a more positive tone. Everyone agreed to the "So, What to Do" section, which promotes community. Sandra and Virginia are to rework this document, written by John, with the intent of disseminating it to the dancers via as many means as possible - email, FaceBook, Twitter, website, etc.
Agenda item concerning our disruptive dancers policy skipped.
Health risks of dancing: Discussed signatures and a warning sign. Sandra came up with a wording that we all liked: "Contra dancing is a strenuous activity! Please be mindful of your own health and respect your dance partners by dancing safely."
Adjourned: 9:18pm
Next meeting: 6/23
-- Dianne
Meeting Minutes, May 19, 2015 - approved June 30, 2015
Meeting came to order: 7:40pm
Present: Marguerite, John, Fred, Dianne, Sandra, Tim P., Virginia, Connie, Victor (by phone).
Absent: Kenny
Minutes read and approved.
$1616.92 end of April
$105 loss/dance avg.
Donations received at Emerald Ballroom dance in April.
At current rate of loss, estimate 12-15 dances left.
May dance had a profit of $53.
Virginia presented a table of season costs for bands, sound, callers which showed moderate increase in cost relative to use of out-of-town bands.
Agenda item for next meeting: variety of bands, rate, policy, student rate, etc.
There were no reimbursements requested.
COTMD Board list - no change. It was noted that this agenda item needs occur annually, in the first meeting following the election of officers and board members.
ContraCola dancer email list: Outstanding updates to the list are to be sent to Dianne. Dianne is to send email reminder each month to the contracola dancers list. Victor will research a self-service email list, which will become a future agenda item.
The board voted that the Vice President would be the booker generally.
Connie agreed to be re-added to the slate.
Motion unanimously passed to elect entire slate of officers and members-at-large as amended, to whit:
President: Victor
VP: Marguerite
Treasurer: Virginia
Secretary: John
Members at large: Fred, Sandra, Dianne, Tim P., Kenny, Connie
The booking policy was amended, in agreement with Marguerite.
July and August: It was briefly discussed why we abandoned holding dances in July and August, citing historical poor attendance of dancers and unavailability of key board members during those months. Victor offered to call dances in July and August of this year for free, using recorded music, if there is enough interest from the dancers. The dances would also function as a callers' workshop with an "open mike" for would-be callers. Donations would be accepted but not mandatory. The dances would be on 3rd Saturday of July and August, with reservations available through EventBrite. To determine a likely attendance number, Victor will put together a survey, pass it through the board for comment, and email it out subsequently.
Virginia read suggestions/feedback on the Demo Dance at Red Bank Elementary
The draft of the document concerning our "slowly developing 'emergency'" needs to be revised for a more positive tone. Everyone agreed to the "So, What to Do" section, which promotes community. Sandra and Virginia are to rework this document, written by John, with the intent of disseminating it to the dancers via as many means as possible - email, FaceBook, Twitter, website, etc.
Agenda item concerning our disruptive dancers policy skipped.
Health risks of dancing: Discussed signatures and a warning sign. Sandra came up with a wording that we all liked: "Contra dancing is a strenuous activity! Please be mindful of your own health and respect your dance partners by dancing safely."
Adjourned: 9:18pm
Next meeting: 6/23
-- Dianne
Friday, May 8, 2015
Minutes, April 21, 2015
COTMD Board
Meeting Minutes -- April 21, 2015 - approved 5/19/2015
Attendance:
John W.
Victor G.
Marguerite F.
Fred D.
Sandra K.
Virginia W.
Absent:
Dianne B.
Kenny G.
Tim P.
Connie R.
Fred agreed to take minutes in Dianne's absence.
Previous Meeting Minutes were approved.
Treasurer's Report:
$1774.92 balance in checking account
$821 loss for dance operations as of 4/21/2015
No Reimbursements
John & Virginia will formulate an e-mail to the dance community regarding our financial health.
List Maintenance:
General discussion about "Who should be able to send to the general e-mail list?"
All board members? or some subset?
There are currently three people authorized.
Add John Wetzel to the general list.
Discussion about potentially setting aside moneys for restart after an extended suspension of operations.
No specific action was decided.
Discussion about our disruptive dancer policy.
Victor will send a recommendation to board consisting of two parts:
(1) what we say about our policy in the way of a small sign at the gate (i.e., one or two sentences);
(2) what we say as a fully elaborated (lengthy, several paragraphs) policy published on our website.
Demo Dance May 9.
Five men, three women volunteers.
It's a Saturday. But it's also USC Graduation day.
Planning to have flyers at the Emerald Ballroom dance.
Venues:
Dance at Emerald Ballroom -- drive before we buy.
Prospect of Trinity Cathedral
Slate for next year's Board:
President: Victor
VP: Victor to explore possibilities.
Treasurer: Virginia
Secretary: John
Booker: Margurite
At large members:
Fred
Sandra
Connie ?
Dianne ?
Tim ?
Kenny ?
Carry-over Agenda topics:
Liability declaration vs. signatures taken at the gate.
Booking document to be settled by John, Marguerite, and Virginia.
Next Meeting: May 12, 2015
Location: Virginia's
Meeting Minutes -- April 21, 2015 - approved 5/19/2015
Attendance:
John W.
Victor G.
Marguerite F.
Fred D.
Sandra K.
Virginia W.
Absent:
Dianne B.
Kenny G.
Tim P.
Connie R.
Fred agreed to take minutes in Dianne's absence.
Previous Meeting Minutes were approved.
Treasurer's Report:
$1774.92 balance in checking account
$821 loss for dance operations as of 4/21/2015
No Reimbursements
John & Virginia will formulate an e-mail to the dance community regarding our financial health.
List Maintenance:
General discussion about "Who should be able to send to the general e-mail list?"
All board members? or some subset?
There are currently three people authorized.
Add John Wetzel to the general list.
Discussion about potentially setting aside moneys for restart after an extended suspension of operations.
No specific action was decided.
Discussion about our disruptive dancer policy.
Victor will send a recommendation to board consisting of two parts:
(1) what we say about our policy in the way of a small sign at the gate (i.e., one or two sentences);
(2) what we say as a fully elaborated (lengthy, several paragraphs) policy published on our website.
Demo Dance May 9.
Five men, three women volunteers.
It's a Saturday. But it's also USC Graduation day.
Planning to have flyers at the Emerald Ballroom dance.
Venues:
Dance at Emerald Ballroom -- drive before we buy.
Prospect of Trinity Cathedral
Slate for next year's Board:
President: Victor
VP: Victor to explore possibilities.
Treasurer: Virginia
Secretary: John
Booker: Margurite
At large members:
Fred
Sandra
Connie ?
Dianne ?
Tim ?
Kenny ?
Carry-over Agenda topics:
Liability declaration vs. signatures taken at the gate.
Booking document to be settled by John, Marguerite, and Virginia.
Next Meeting: May 12, 2015
Location: Virginia's
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