Louisville Country Dancers: Board of Directors Meeting
May 25, 2010
Meeting at home of Beth Brokaw
Board Members Present: Janette Rogers (chair), Beth Brokaw (co-chair), Kelle Mahoney, Tim Sorrell, Lisa Eichholtz (secretary), Peggy Schoenhoff, Joann Graf.
Board members absent: Kerry Jones,
New Board Members (Guests) Present: David Leppert, Jamie Hounchell, Nick Mattingly
Old Business
Approval of the Minutes:
A correction was made to dates, and the minutes were approved.
Treasurer's Report - Peggy
LCD is in good financial health. Treasurer Report is the last page of
these minutes. We have improved our
financial situation in the past year.
Potato Run Report - Peggy
Potato Run was a success. The
dance sold out, no notable problems. As
of the May 25 meeting, the dance weekend had a profit of $1.36, but there were
several outstanding receipts. The
estimate is that the weekend probably was in the red, but only by about $100 or
so. An issue which needs to be addressed
by the new board is free admission for committee members, as it will be helpful
to set a policy so that dance committees and members all know what to
expect. All in all, a successful dance
weekend, kudos to the committee!
Sound Committee Report - Kelle
Training
sessions are being set up for Naresh, Dwayne, Jim
Fry, Norm, Kelle, Paul and John. The training will be provided by a gentleman
from Moms Music, who will come to the church to work with us on our
equipment. After training, we will pay
one of them to take care of sound for Saturday dances (for a fee of $100). Monday dance sound will continue to be on a
volunteer basis, with the sound volunteer getting in free to the Monday
dance. Cost of the training will be
$350.
New Business
New Board Members -
Transition, (key exchange, list of responsibilities, opening schedule for
Mon. and Sat. dances...)
Janette compiled
information from current board members about tasks they regularly do so that
the new board can divide up tasks when they meet in June.
Chair
Manages
operation of group
Presides at meetings
Draws up agenda
Solicits input for Agenda
Brings agenda to meetings
Calls regular or special meetings of the Board
Appoints Chairpersons of standing or special
committees
Remind members of action statements and
timelines.
Liaison to church administrators concerning
dances, hall upkeep, additional concerns expressed by membership.
Presides as Chairperson in
the absence of the Chairperson
Succeeds
to the office of Chairperson if office becomes vacant
Hires
bands and callers
Informs
Communications Chairperson of scheduled callers and bands
Secretary
Records the
minutes from each meeting and sends them to the members and the website within a
timely manner (1 week from meeting date).
Sends notices and
flyers out to membership especially to the Communications Chairperson and other
groups
Receives and
distributes information from other groups and organizations
Responsible for
the collection of dues, fees, and charges, for the disbursement of fees to
musicians and teachers and for payment of authorized expenditures.
Collects money at the end of the dances. Pay caller and band as
needed.
Count
money, fill out the Dance Financial Report, figuring
profit for the dance.
Deposit
cash and checks at Republic Bank (current account May
2010)
Keep
records of incoming money & and outgoing expenses.
Write
checks to pay expenses as needed.
Regular
expenses include hall rent, Mark Cannon (every quarter), CDSS dues, and
insurance.
Attend
board meetings and report on finances.
Retrieve
mail from post office box at the
Assist
in formulating the budgets for the regular and special activities.
Prepares a yearly financial statement of operations
and reports to the Board of Directors.
Responsible
for the flow of information from the board to the membership and to other dance
communities.
Create
flyers advertising upcoming events, (6 month schedule of dances and callers, two annual dance flyers…)
Co-manage
the web page
Print
mailings and organize a mailing party twice yearly
Send
up to date notices and information to membership list and to other dance
Communicates via the web page, email and other media
as necessary.
Keep records of all current
members listing
Total
Members
Members
on contact list
Members
under 30
Members
over 30
Promote
dance groups, especially membership
Send
email addresses for new members to Communications Chairperson
Provide
mailing list 2 times a year for current members and other dance groups.
Serves in
an adjunct manner on projects and tasks as they occur. Tasks may include:
publicity,
assisting with potluck organization, facilitating housing for Fleur de lis Fling, opening and closing dance hall,
working a shift at registration/admission
for weekly, monthly or annual dances.
Fleur de lis
Fling – Janette
So far, Janette and Norm are the committee. More members will be recruited. Band will be the Groovemongers,
with Carol Ormond calling.
Conversation for focus of Board for the upcoming year
Potluck duties – janette
Janette will coordinate potluck for June, new
board will decide who will coordinate for future.
Meeting adjourned at 8:00 p.m.
YEARLY FINANCIAL REPORT
MAY 17, 2010
Republic Bank Checking Account Balance
5/1/09 10,883.04 4/30/10 19,371.70
Republic Bank Savings Account Balance
12/31/08 2540.11 12/31/09 2,541.38
Cash
in
LCD Scholarship balance (included in above) 371.75
Hall rental 3,720.00
Mark Cannon 2,550.00
Bands 3,692.00
Insurance 430.00
CDSS 410.00
Misc Expenses 2,529.00
Food 139.00
Printing/postage 762.00
Sound 3,928.00
Fleur-de-lis Reg fees collected (included) $5,020.00
Fleur-de-lis expenses 4,994.00
Potato Run Reg fees collected (included) $6,770.00
Potato run expenses to date 6,413.00