Minutes of a regular Board Meeting of the ITMDG March 15, 2005

Present were Susan Meyer, Fiona Solkowski, Phil Coleman, Tony Gregory, Juliet Port, and Jan Withers, for the Board.

I. Welcomed the returning Board members – Fiona, Susan, and Juliet. The incoming Board member, Garry Prosser, was unable to attend due to a family emergency.

II. The Board approved the minutes of the December 7, 2004, and February 15, 2004 meetings.

III. Officer responsibilities were discussed, and officers were nominated and elected, as follows:

a. President – Fiona Solkowski, who agreed to serve again, with discussion of the serious need to find individuals who would be able to take over this role next year, given that the idea of creating understudies as detailed in last year’s minutes had not worked out. It was discussed at length what responsibilities that Fiona had managed could be transferred to other Board members.

b. Vice-President – Juliet Port.

c. Treasurer – Susan Meyer, who also agreed to serve one more year, also with discussion of the serious need to find individuals who would be able to take over this role next year, given that the idea of creating understudies as detailed in last year’s minutes had not worked out.

d. Secretary – Tony Gregory, also agreeing to serve one more year. Tony agreed to take over the membership roster records from Fiona. It was noted that Susan is the de-facto keeper of the Corporate Records, since many relate to the financial elements of the group.

IV. The Board assigned/agreed to committee chairmanships as follows;

a. Scheduling/Talent – The Board to ask Vicki White, to be assisted by Juliet Port

b. Communications – Garry Prosser and Jan Withers

c. Site Prep and Sound – Phil Coleman (Tony to still provide special dance sound)

d. Special Events – Fiona Solkowski, Susan Meyer, Tony Gregory

e. Food – Jan Whithers

f. Nominations and Elections – Phil Coleman

g. Gypsy Moon Ball – Juliet Port

V. Susan Meyer delivered the budget report for 2004.

a. The group has actually made money in 2004

b. The checking account has the highest balance it has ever had.

c. We had higher Jan/Feb 2005 attendance than ever, and made money for these two months.

d. We made a small amount of money on the Beach Party 2005 dance.

e. Our special dances and risks on talent have ended up paying off this year.

f. It was agreed that board approval is required for extra money for out of town talent.

VI. Special events

a. Confirmed traveling talent:

i. Kitchen Chair and Bev Bernbaum for 3/22. Standard rate.

ii. Changeling with Tom and Myra 5/10. Standard rate.

iii. Shawn, Jonathon, Owen 7/12. Standard rate.

b. U4 wants a date in May at the out of town rate. Board is okay with the out of town rate, but not during May.

c. State Fair dance, Thurs, August 18. Phil to check on sound equipment and to make arrangements.

d. The Board okayed waltz workshops with Ken and Carole for next summer quarter.

e. Bump dates from the Athenaeum hall next quarter:

i. May 3 – Eric’s hall.

ii. Floor refinishing for two Tuesday’s in May.

f. Agreed that the only remaining Saturday dances would be the Beach Party, so long as Celebration Weekend is scheduled.

VII. Scheduling

a. New scheduler needed – discussion of this. Juliet to take the lead, but ask Vicki White if she is interested in this position.

VIII. Other issues

a. Buttons for weekly dance

i. Fiona working on a logo for this with Garry Prosser.

ii. Two buttons per person, one to keep and one to hold in a display on site.

b. Board agreed to a free “second dance” coupon for beginners.

c. Also to free coupons for a special “bring a friend” month.

d. The Board voted “no” to a family group rate

e. A new Webmaster might be needed. Doug is doing this, but would prefer a change.

f. Susan noted that we have Sales Tax Exemption certificates to use any time someone makes a purchase for the Dance Group.

g. Fiona noted that we now have a PIP printing account.

h. Fiona noted that the dance group also has a Flower Factory membership, which is an excellent source for party, promotional, and prize items for the group.

IX. Weekly Dance Food rotation

a. We believe this has been effective in making it more of a social event and creating a “group” spirit.

b. We believe this has increased attendance.

c. This has been falling disproportionately on Fiona

d. Jan Withers agreed to come up with a sign-up sheet and manage this function.

X. Advertising

a. Asked all members to keep an eye on the print and web calendars

i. Indy Star Sunday Calendar and website tend to lapse the entry after awhile

ii. INTAKE weekly calendar and website

iii. Nuvo no longer lists weekly events in print, but does have them on the website.

XI. Sound Equipment Update

a. New Equipment acquired has been two new mikes, plus a vocal mike last year.

b. Tony has been able to repair the mike stands, and the speaker stands to full serviceability.

c. Mike umbilicus still needed to mix sound from the back of the hall. Tony to handle.

d. New Monitor speaker(s) needed. Tony to handle.

e. Fiona asked that the Sound Box be repaired. Braced so that it doesn’t sag, and casters either replaced or lubricated.

XII. Gypsy Moon a. The Board agreed once again to a 2 day dance.

b. The Hall at Belzer has been booked by Susan.

c. Tim Padrick is tentatively booked for Sound. Tony has confirmed this.

i. Tony to talk with Tim about how to reduce setup time between bands on Saturday.

d. Cabins are available.

e. A Changing room has been added to the booking.

f. Bands:

i. Contrarians

1. Main band only

2. Check 2 day weekend price

ii. Still need second Band.

g. Callers:

i. Nils Fredland – agreed, late Saturday and Sunday, standard budget

ii. Darlene Underwood – also agreed as okay, early Saturday, standard budget

iii. Joseph Pimentel not available.

iv. Others?

h. The Board decided against workshops.

i. The Flyer needs to be out by mid-June.

XIII. Sound Setup

a. Need to try to get more people to volunteer to learn to do this.

b. Mixing and balancing is the scary challenge to most people. Tony or Phil can make it plain that they will handle this whenever they are there, provided others volunteer to set up.

XIV. The next Board Meeting was scheduled for April 19th, at 6:15 at the Lockerbie Pub.

XV. There being no further business, the meeting was adjourned

This is a true record.

Tony Gregory, Secretary