ITMDG Board Meeting Minutes - February 18, 2003

Present: Fiona Solkowski, Amber Challifour, Juliet Port, Glynis Kinney, Susan Meyer and Tony Gregory

The regular board meeting of the Indianapolis Traditional Music and Dance Group was held on February 18, 2003, at The Abbey on Massachusetts Avenue at 6:30 PM.

1. Fiona welcomed the new board members, distributed agendas, and engaged in a explanation of the duties of officers and committee chairpersons.
1. The Board then elected officers as follows:
• President – Fiona Solkowski
• Vice-President – Juliet Port
• Treasurer – Susan Meyer
• Secretary – Tony Gregory
2. The Board then appointed committee chairpersons as follows:
   1. Scheduling/Talent – John Tesky
   2. Communications – Juliet Port
   1. Flyers -- Jan
   2. Press releases -- Glynis
   3. Promotion/Recruitment -- Glynis
   4. Website and Discussion Groups -- Doug
   5. Membership list -- Fiona
   3. Site Prep -- Tony
   1. Schedule sound setup -- Tony
   2. Hall/Sound equipment setup-teardown -- Tony
   3. Signs and Flyers -- Susan
   4. Special Events -- Board
   1. Gypsy Moon
   2. Saturday dances
   3. Out-of-Town talent
   4. Theme dances
   5. Housing – Deb Boyer
   5. Food – Amber/Glynis
   1. For weekly dance events
   2. Work in conjunction with Special Events coordinator
   6. Nomination/Election – Phil Coleman
   1. As needed for yearly election.
   2. Post annual meeting announcement for required period of time
   3. Recruit volunteers/nominees
   4. Create ballot with bios for candidates—mail out ballots if needed.
   5. Run election at annual meeting
2. Budget Report
1. Susan Meyer Delivered the Budget Report and distributed copies
2. The group had positive revenue for 2002
3. Currently there are 55 members
4. The Bank Account has a healthy balance
5. We are running at approximately break-even at our regular dances
6. We have added the small expense of a Web-Site and Domain Address registration.
7. The Hall rental increase is the main reason we are only breaking even on Tuesday dances
3. Pressing Issues
1. Beach Party – final plans were made
1. The band and caller still plan on coming, despite predictions of dire weather
2. We are lining up backup talent if they cannot make it
3. No pot luck dinner, but numerous snacks. These were arranged.
4. We had 70 dancers last year, but that might be way off if a heavy snow falls.
5. Plan to arrive at 6:00 to set up the hall and sound system.
6. Band and caller to award the prizes.
4. Athenaeum Floor
1. Tony delivered a report on the Athenaeum floor disaster. We have controlled the situation, made them ware that the refinishing was totally botched, offered to help, and will be conveying much information we have been accumulating on the subject.
5. Scheduling – Tabled until the next meeting, due to lack of time
1. Planning for Gypsy Moon – Tabled until the next meeting, due to lack of time
2. Bands – Tabled until the next meeting, due to lack of time
3. Callers – Tabled until the next meeting, due to lack of time
4. Schedule for weekend events – Tabled until the next meeting, due to lack of time
6. Button Maker
1. The Board approved the purchase of a button maker for dances.
7. Suggestions on other dance related stuff – Tabled until the next meeting, due to lack of time
1. Weekly dance
1. Has our revenue increased enough to increase pay scale for musicians/callers
2. Pre-dance waltz lesson (May 13th)
3. Possibility of an article on the dance group?
4. Our next special weekly dance is March 25th, with the out of town band Kitchen Chair
2. Quarterly dance – Tabled until the next meeting, due to lack of time
1. Schedule for the rest of the year – There is a possible conflict on the 9/28 dance, which may have to be rescheduled. This was tabled until the next meeting, due to lack of time
2. Caller and band suggestions
3. Website update – Tabled until the next meeting, due to lack of time

Respectfully submitted,
Anthony M. Gregory