ITMDG August 23, 2005 Board Meeting Minutes

Present were Fiona, Juliet, Tony, Susan, Jan

I. The Board Approved the Minutes of the 7-12-05 Board Meeting

II. Susan Meyer delivered the Financial Report.

a. Attendance has been decreasing in July, and this has slowed down our receipts. Nonetheless we have a $1135 surplus for the year, largely due to the reduced room rent.

b. Check contract limits for the limit on the number of times (if any) we can be bumped from our room during a year. Through October 11 it has been 6 times so far this year.

c. Liability insurance is paid, via certified mail. The insurance agent is proving unresponsive. We need a certificate for Gypsy Moon.

d. Lion’s club rent has increased to $75.

e. All tax returns and reports have been filed.

III. Scheduling

a. Vicky White is the new scheduler, and has already begun to take action in this area.

b. The Board okayed 11/22 Adina Gordon (caller from Atlanta)

c. The Board okayed 2/21 Lissa Schneckenberger & company

IV. 2006 Saturday/Weekend dances

a. February 25

b. Band & caller possibilities?

V. General Organizery things

a. The Board agreed that we need a High Lord Overseer at Tuesday dances.

i. We need a “crib sheet” for this position, which Fiona said she could provide.

ii. This would be a rotating position, like the sound set up

b. Other sound equipment (more stands, snake)

i. Tony promised to have these sorted by the next Board Meeting.

ii. Need to repair the Sound Box

VI. Gypsy Moon Ball

a. Bloomington Friday Dance is confirmed

i. Changeling & Darlene Underwood

ii. Boys and Girls Club from 8-11

b. Publicity

i. Flier

1. Batch went out at Sugar Hill

2. 2nd printing will go out with Oct Newsletter

ii. Emails

1. Send to mailing list we have from last years

2. Announcement went out to all the usual message lists (rec.folk-dance, contra dance & heartland dance on yahoogroups)

iii. Website

1. Website is up

iv. Dancers

1. Encourage our dancers to spread the word to other communities as they travel, and distribute fliers.

c. Admission

i. Early $30/At the door $35

ii. Saturday night $20

iii. Sunday $15

iv. Kids $5/day

v. Cabin $5/bed

d. Talent

i. Changeling & Duck Duck Goose

ii. Darlene Underwood & Nils Fredland

e. Budget

i. The Board approved the payment schedule for callers and bands.

ii. The Hall rent is $400+$1/person per day

iii. Various other supplies as usual

iv. The Board was informed that we did get 2 cabins.

f. Hall

i. The Board felt that we did not need to do a floor check in September

ii. Tony agreed to supply floor lamps again this year.

g. Buttons

i. Need to set a button making party date, combined with the GMB supply inventory. More bad dance movies at Fiona’s!

h. Committees

i. We should post volunteer sign up sheets on the dance table in September

ii. Task lists for all the committees are being passed out

iii. Committee head needs to work at getting volunteer help for each committee

iv. Inventory/shopping lists are being updated from last year

i. Other

i. Bandanas at Bright Ideas for $5/piece and no setup charge. Minimum order is 24.

j. Post Gypsy Moon Tuesday Dance Cancelled.

i. There will be no post Gypsy Moon Tuesday Dance, November 1.

VII. Newsletter

a. Printing to be done by 9/26

VIII. Other

IX. Next Board Meeting October 18, 6:15 at either the Lockerbie Pub or Santorini’s.