Minutes, July 16, 2019

COTMD Board Minutes for Tuesday, July 18.

The meeting was held at Virginia's house.

People gathered and socialized starting at 7 pm.

Attending in person:

     Victor, Dianne, Virginia, Fred, John, Marguerite, Jonathan

Attending via phone:

     Natalie, Casey

John called the meeting to order at 7:32 pm.

The proposed agenda was reviewed and approved.

the minutes for the last meeting were approved.  it was noted that connie has since resigned from the board.

TREASURE'S REPORT

Virginia presented the treasure's report.

The the financial documents from the group's checking account were reviewed and approved.

The treasurer prepared a spreadsheet summarizing the operational results over the last year.  This recorded the data from the specific "dance sheets" that record the payments and attendance statistics for each event.  There was general discussion about the current run rate (loss) and it was noted that this is (on average) in the vicinity of $300/dance.  Attendance has been significantly off from past years. Other dance groups are facing similar problems.

Jonathan requested that the board accept his calling for two forthcoming future dances as payment in-kind for the outstanding balance on the speakers.  The board approved this.  The treasurer will make appropriate transactions in the general ledger to reflect this.

In view of the current run rate, it was proposed that an agenda item be added for the next meeting: Discussion of Exit Strategy for COTMD as an organization.

It was proposed that a Google Docs folder be made available for Board materials so that those attending by phone would have access to them during the call.  This was widely perceived as a good idea.  Concerns were raised over the possibility of unauthorized access; it is believed that these can be satisfactorily resolved.

BOOKER'S REPORT

Marguerite presented the booker's report.

We are booking for the 2019-2020 season assuming that we will continue to use the Quaker Church as the venue.

Compensation-wise, our pay scale for outside bands and callers is similar to that for other groups.

In view of the current run rate, the booking policy for outside talent is to book only duo's.

The booking policy is presently to give first preference for dates to local bands and callers.  The board generally agrees with this.

Victor has been working on his calling over that last interval by attending workshops and seeking a mentor.  He requested that the board consider allowing him to call a couple of dances supervised by the main caller in an evening so that he can better calibrate his progress. Jonathan volunteered to support this request; and it was also reported that Kenny had made a similar offer as well.

Natalie put together a spreadsheet to catalog the venues which have been investigated.  The secretary will adopt this as a starting point for future record keeping.

OLD BUSINESS

With the ascendancy of John to the position of COTMD president, the issue of IRS Forms required by CDSS was revisited.  In the interval the IRS has moved from paper forms to an on-line system for mandatory reporting.  The required data is similar it just needs to be put in a different place now.

It was noted that there has been a rather striking gender imbalance at the Quaker Church.  Too many larks and not enough ravens; or is it the other way around?  There was discussion about the topic of dancing one's opposite role and it was suggested that one of the local callers might offer a brief introduction during the break for those interested.  It was generally felt that attendance has taken a hit because of the change in venue and the number of dances that got canceled last season -- one by the weather, and another two because of hall availability.

There is concern that the scheduled date for the December 2019 dance (12/21/2019) is too close to Christmas and attendance will suffer even more.  There is a general question about the availability of the Quaker Church venue during the Advent season as well, so availability is still TBD.  Therefore the board voted to cancel the December 2019 dance and instead approved a Techno Dance for that date, to be hosted by Jonathan as caller and DJ, subject to availability of the hall.  A voluntary contribution will be requested.  COTMD will cover hall rental should there be a shortfall.

QUEST FOR VENUES

Dianne reported on the status of our application for use of the Ebeneezer Lutheran Church's gymnasium.  Some years ago -- possibly 15-20 -- COTMD did use this venue at a very favorable rate.  The following issues have been identified in the formal response to our application: (1) Concern over soles of shoes on the newly refinished floor; can we dance on special floor mats? (2) Can't guarantee 3rd Saturdays; (3) Church must approve all advertising; (4) Hall rental $400/evening; (5) Liability insurance $1M required; (6) Waiving $300/evening cleanup; (7) Significant additional costs if door keys are lost.  The board voted to decline the offer.

Marguerite reported on the Rosenwall Community Center in Lexington.  At this point there is no price.  The venue's calendar is synced to the public schools.  The police department opens and closes the building. It has a stage and wood floor.  The building is old; AC power outlets are fewer than we might expect.  Has air conditioning. Is 18 miles from Columbia; half-way to Devil's Backbone.  Currently available dates: Oct, Nov, Feb, Mar, Apr., May.  Still being investigated.

Virginia reported on the Laurie Senior Center.  Expensive $480. In Five Points.  Issues.

Mt. Hebron Methodist Church on Leaphart Road in West Columbia may be a possibility.   Marguerite offered to follow up with their senior pastor. Fred will provide contact info.

DANCE ETIQUETTE ISSUE

Over the last few weeks it has come to the attention of the Board that one of the regular dancers seems to be having issues with dance etiquette, viz. excessively powerful swings and twirls and seeming refusal to honor the requests of his dance partner.  This has been ongoing for some time.  Several ladies had noted this when asked; and some reported injuries as a consequence of dancing with the gentleman in question.  The Board is concerned first with the safety issues inherit in this situation, and also with the liability issues of not taking action.  The Board has formulated several drafts to the individual.  The specific content was discussed in the meeting, including issues of tone, and possible consequences for not changing the behavior, including being banned from dances.

The Board approved the following: that John and Natalie finalize the official letter from the Board and sent it to the individual in question; the letter will be sent under John's name in his official role as president.

NEXT MEETING

The date Tuesday, September 17, 2019, was selected.  Dianne and Fred noted that they will quite probably be out of the country then.

ADJOURNMENT

A motion was made and seconded.  The meeting concluded at 9:30 pm

Minutes, May 21, 2019

Minutes, May 21, 2019

--Natalie Weston (via telephone)

--Bob Fellenstein

--Virginia Winn
--John Wetzel
--Dianne Britton
--Fred Drusekis

--Marguerite Frongillo

The minutes of the previous meeting were approved.

The treasurer gave a brief report on available funds.

Various people provided their thoughts on the last two dances, which were both at our new venue at the Quaker meeting hall.

Attendance is low, but the dancers who attended the last dance seemed to enjoy themselves.  The working capacity of the hall seems to be about 46 to 48 dancers, allowing 40 to dance at most at one time.

We can cover the costs of most dances with that many dancers, but not our yearly costs, and not "big name/expensive" bands and such.

Dianne Cahill sent us an email indicating that she has determined she cannot continue to serve on the board, but she is happy to help us out when she can.

There was some discussion of using Survey Monkey to reach out to our dancers and get feedback.  Natalie agreed to look into the Survey Monkey issue, including possible downsides, such as this service possibly requesting that survey respondents identify themselves using (for example) their facebook ID, and then demanding access to friend lists and things of that sort in order to respond to the survey.

We discussed the fact that apparently no one has updated the list of email recipients in a while.  Virginia will try to find copies of the handwritten lists of people wanting to join our email lists.  These were photographed, and may even exist as paper copies with the names crossed out once they were photographed.  Virginia will also check with Victor to see if he has any of those photographs of email lists.  We will then be able to include those new email recipients on our newsletters and such.

We agreed that Natalie would take over the maintaining of the email list (ie. trying to keep the email list of dancers up to date) and that Fred would maintain and update the website with things such as the current pricing scheme, which was incorrect as of the time of the last dance.

We discussed how to proceed with booking, which required us to first look at our upcoming schedule in light of recent events and issues (venue change being prime).

We decided not to have a dance in July, and to have one in August, with a pot luck included in that one.

We decided that booking could proceed for next season on that basis, with some reservation about the December date, which is far too close to Christmas.

Natalie reported on her research on the metrics of our mailchimp outreach.  Those metrics looked pretty good.

Natalie and Connie agreed to be responsible for sending out reminder/newsletter emails.

We discussed continuing our efforts to find a better venue.  This included the idea that we need to maintain a list of places we have "checked out".  We also agreed that this is best done by use of a spreadsheet, and that Fred should be the one to set up and maintain the spreadsheet.  Presumably this spreadsheet would be available for viewing by all (and possibly for editing by anyone investigating veneus?), in order to prevent different board members from investigating venues that have already been checked on and rejected (or are already in process of evaluation).  The spreadsheet allows us to have columns for accept/reject, as well as things like parking, bathrooms, ambience etc.

We did not discuss the need for recruiting new board members, other than to welcome a new one at this meeting.  Welcome, Bob Fellenstein!

We voted in the slate of officer candidates as developed during the last meeting, as follows:

President:  John Wetzel

Vice Presidient/Booking agent: Marguerite Frongillo

Secretary:  Fred Druseikis

Treasurer: Virginia Winn

We also voted in the following members-at-large:

Jonathan Janzen

Bob Fellenstein

Connie Robinette

Natalie Weston

Cayce Thompson

Dianne Britton

Kenny Greer

Victor Gascon  (Victor has resigned, but we are hoping he will agree to rejoin us as a member at large if and when he is able and willing)

The next meeting will be on July 16, 2019

The meeting was adjourned.

Minutes, April 16, 2019

Minutes, April 16, 2019

--Victor Gascon

--Virginia Winn
--John Wetzel
--Dianne Britton
--Fred Drusekis

--Marguerite Frongillo

The minutes of the previous meeting was approved.

The treasurer gave a brief report on available funds.

We discussed booking related issues, specifically when booking for next season should begin.  We voted to delay booking at least until one dance had occurred at the new venue, as our experience there (will this even work?) should influence that decision.

No one has visited the "ballroom on Broad river road" yet.  However, if this is the "Esmerelda" ballroom, which it probably is, this is unsuitable, per comments by John Wetzel who has been there.

Ebenezer lutheran might be workable, we have danced there before, but is costly.

Liability insurance was discussed at length.  Result:

1. CDSS affiliated insurance covers only the group not the officers.

2. Therefore, it does not address our primary concern of protecting board members individually from being sued.

3. Therefore, we voted to purchase that insurance only if required to do so by a venue, and the treasurer is empowered to do so immediately if such conditions come to pass.

4. The issue of finding insurance (or convincing ourselves via research that this is not needed) to protect individual board members remains on the table.  Fred suggested that we begin by contacting CDSS to find out if there is any documented history of suits against dance group board members.

Accounts receivable: Jonathan still owes some money to group for speakers.

Victor spoke with many organizers from around the USA at the bug stomp.  The problems we are having are the same everywhere, and we are actually in fairly good shape compared to many groups.  Meaning we are not doing something wrong.

Victor will forge ahead on the name tags issue.

Victor announced that he is resigning as President (and from the board also) effective immediately.  

The slate of officers to be voted on at the next meeting is:

PRESIDENT: John Wetzel

VICE PRESIDENT: Marguerite Frongillo

SECRETARY: Fred Drusekis

TREASURER: Virginia Winn

The next meetng will be on the 21st of May

The meeting was adjourned,