Minutes of the ITMDG August 29, 2006 Minutes

Attendants: Juliet, Susan, Fiona, Chris, Tony – Daniel (arrived late)

I. Board approved meeting minutes from past two meetings

II. Susan provided her final Financial Report

a. Attendance is up, membership is helping

b. We are showing a profit for the year

c. Susan’s LAST financial report – The board thanks Susan for her hard work and dedication

III. Scheduling

a. Vicki is preparing – board decides needs to be completed before Oct. 1st Dance. Schedule is due before last week of a quarter.

b. Special Bands next quarter – Flyover Zone – special announcement should be stated at dance

c. Board agrees Bill Baus can be added to regular schedule

d. Agreed to Special Band on Oct. 31st – agreed no extra $ since it’s a holiday and before GMB

IV. General Organizery things

a. Decided to “wait and see” for Overseer idea.

b. Tony is comparison shopping for a snake and a few more sound equipment items . Board agreed we should get the equipment.

c. Discussed rates for out-of-town callers and bands

i. Discussed possible payment, generally agreed to try to come up with a “gas allowance”

ii. Juliet agreed to ask the “talent” to provide average distances. Will look into matrix to pay for extra miles. Gas allowance needs to be affordable for the group

d. Discussed Status of Jan & Dan’s/Ken & Carole’s Dance this upcoming weekend

i. Tony has key; Fiona, Susan and Tony will arrive for set-up at 6:30; others agree to try to get there early

ii. Fiona and Deb have coolers, Juliet getting ice and punch stuff; snack are for everyone; Fiona has decorations and supplies

e. Doug does not want volunteers for contra at Lawrence Community Center for Thurs Sept 14-Oct 5, 7-8 pm; He will let us know when he wants people to come help

V. Gypsy Moon Ball

a. Bloomington Friday Dance is confirmed for Nov. 3rd

i. Band: Little Egypt Steppers (Jim Nelson from St.Louis, Chirps Smith from Chicago, & Robert Freeman from West LaFayette)

ii. Caller: Nils Fredland

iii. Harmony School from 8-11

iv. Cost: $4/5

b. Publicity

i. Flier

1. Some went out at Sugar Hill

2. 2nd printing will go out with Oct Newsletter

ii. Emails

1. Emails will be sent to mailing list from last years, Juliet will send Fiona the roster

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 to date with all GMB info thanks to Fiona

iv. Dancers

1. Board will 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

vi. A scholarship for students will be granted, they must volunteer at least 4 hours

d. Talent

i. The Cosmic Otters & The Monks

ii. Nils Fredland & Susan Moffett

e. Budget

i. Nils $300/Susan $100

ii. The Monks $1200/Cosmic Otters $200-$300 (not yet confirmed, Fiona will confirm)

iii. Hall $400 +$1/person per day

iv. Various other supplies as usual

v. 2 cabins

vi. Other charges – Clubhouse (showers) at Juliet’s condos is $25

f. Hall

i. Juliet will do a floor check in October/November following the Boyscout jamboree

ii. Tony will bring Floor lamps again this year

g. Buttons

i. Button making party date, combined with the GMB supply inventory set for Sunday October 14th at 1:00pm (more bad dance movies at Fiona’s! – Antonio Banderas!)

h. Committees

i. We will post volunteer sign up sheets on the dance table in October

ii. Task lists for all the committees were passed out

iii. Committee Chairs:

1. Sound – Tony

a. Tim is set-up again this year

2. Decorations – Susan and Fiona

3. Registration – Chris

4. Set-up Food Crew – Deb and Harry can not do this year (family wedding or something) we will ask other dancers (Jill Moore?)

5. After Dinner – TBA

6. Breaks – Juliet

7. Cleanup – Vicki

8. Sunday Breakfast – Carole and Jeanette

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

v. Inventory/shopping lists are being updated from last year – Susan, Fiona and Juliet will do shopping

i. Other

i. Board agrees to order bandanas

ii. Tony needs help with sound, we will announce again at dances

VI. Next Board Meeting set for October 11th – Lockerbie Pub, 6:15pm

GYPSY MOON JOB DESCRIPTIONS & CAPTAINS

In the 2 weeks before GMB

Inventory supplies & update shopping list

Make buttons

Shop for supplies

Tuesday 10/?

Confirm times and duties with Captains and volunteers

Send fans, rug, brushes, banner, and power cord bag home with someone

Announce/email start times for setup/sound volunteers

GYPSY MOON BALL SOUND & DECORATIONS

Saturday

• Camp Belzer will be open to us at 3pm

Sound—Tony?

• Unload Equipment & Set up

• (2 musicians in first band, 4 in second. Last band on Saturday plays on Sunday morning)

Decorations—?

• ITMDG Banner and Sandwich board placed outside on road and by building

• Vacuum or dust mop—Wet Mop/Sweep Floors

• Wipe down tables/benches/etc

• Fiona has all decorations

• Do not use tape or tacks on the walls

• Setup floor lamps around hall (Tony will bring)

• Hang twinkle lights along windows

• Using fishing line, hang decorations from beams

• Flannel backed tablecloths on serving tables

• PVC tablecloths on dining tables

• Scatter toys on tables

• Light candles in pumpkins

• Dry Ice in freezer, break off chunks with hammer, drop in cauldron and add warm water (use gloves!)

GYPSY MOON BALL REGISTRATION

Registration—?

Set up registration area table in foyer

• Set up large sign with schedule & maps in foyer

• Registration opens at 5pm, someone should be assigned to be at the table by 4:50

• Garry & other early volunteers need to be training on laptop registration by Doug or Fiona before registration begins

• Sign in all attendees (Using laptops, or printed list & paper forms)

• Take money

• Distribute buttons, make more if we run out

• Confirm housing assignments to those with hosts. Direct bedless dancers to Fiona

• Fill in duty slots for registration table duty

ROOM SETUP & FOOD

Setup—Food Crew

Dinner starts at 6:00

• Perishables (see list) need to be purchased a few days before the dance

• Fiona has all paper goods, etc

• ITMDG is providing 4 lasagna pans for extra entrees, cooked at Camp (need to be in oven no later than 5pm)

• Tables and chairs stored room at back of hall, across from kitchen

• Ovens, microwaves, coffee pots, ice machine available

Before Dinner

• Set up serving tables in kitchen

• Set up dining tables in back of hall

Dinner

Label food areas

Add new/remove empty dishes

After Dinner

• Clean off tables

• Leave snack-type leftovers on tables in kitchen, also leaving room for during-dance snacks

• Set-up beverages on built in table next to kitchen or in kitchen

• Set up coffee maker, one coffee, one hot water. Crock pot with hot cider

• Break down tables and chairs if necessary.

• Setup “Don’t throw away my cup” table along back or side wall with sign

• Replenish snacks, beverages & ice

Breaks

• Refill beverages

• Check snack tables

• Check/Empty Trash

• Late night snack (Nachos and cheese)

Cleanup

• Clear any remaining food

• Tidy up dessert/leftover & beverage tables

• Pick up trash in dance hall

• Remove empty potluck dishes to hallway “pick-up/lost & found” area

• Turn off coffee makers

• Set up tables and chairs for brunch

• Sweep dance hall

Sunday (Carole and Jeanette)

• Food crew should cook/warm-up casseroles in ovens for 11am brunch

• Set up rest of brunch items as listed for Saturday night

GYPSY MOON BALL FINAL CLEANUP

Final cleanup (Everyone available)

• Take down and load sound equipment

• Organize lost & found/Collect dishes left behind

• Take down decorations and supplies(load boxes in Fiona's car)

• Send fans, rug, brushes, banner, power cord bag home with someone to bring to next Tuesday dance

• Sweep Room

• Sweep Cabin

• Clean Kitchens/Washrooms

• Gather trash from Gyro and Cabin and bring to dumpster

• Close up Cabin

• Gather recyclables (give to Fiona or someone else willing to drop off)

• Follow-up with Ranger Kevin