MINUTES - HMFS BOARD MEETING  

April 9th, 2011 at River Falls Lodge 2:00-4:30PM, pot-luck and dance to follow

 

Present:  Wayne, Keith, Frank, Maggie, Tamara, Anna, Marty, and June

Absent: Minty, Hank, Steve

 

Welcome and Acknowledgements:  Wayne

 

President’s Report: Wayne

  • Meeting Goals:  involvement, focus, brevity, consideration, accomplishment

 

Old Business:

  • Youth Representative application form re-work: Anna

Anna presented the revised Youth Board application to the Board. She will email out the final application to the board for approval and then the send to Steve to post on the website.

  • Safety equipment:  Frank, Marenda, Marty

Marty made a motion to request Frank to contact the local Red Cross to get pricing on an AED for River Falls. If pricing is good, the Marty will contact the HMFS Treasurer to purchase the equipment (through Red Cross or another reasonably priced provider).

One opposition from Tamara and the rest in favor. Motion approved.

Frank encouraged the Board to take note of where the fire extinguishers are, we have breathing masks at River Falls and Landmark, and have vinyl gloves in the mask.

Frank is still looking into a sign for “No Parking on the Bridge”. We’ll see how the “no parking” tape goes for now and make adjustments as needed.

Frank mentioned asking campers not to have a fire.

  • Special Committee

No report since the last board meeting.

  • Mike Compton’s subwoofer

Frank is going to get a “paragraph” to the board about the make and model of the speaker, and what the damage costs will be, for Mike to agree upon.

  • MoonDance Band/Caller list:  Wayne

There IS a list of Moondance callers and bands who Wayne wants to get to Steve to develop an archive page on the HMFS website.

 

Secretary’s Report:  Anna

  • Vote on previous minutes

Unanimous Approval of the Minutes.

 

Treasurer’s Report/Finance Committee:  Marenda

  • No Report

 

Governance Committee:  Steve, Hank

  • No Report

 

Nominating committee:  June

  • No report.

 

Volunteer committee:  June

  • No report.

 

 

Facilities Maintenance:  Frank, Minty, Hank

·         Ongoing roof leak

Wayne reminded the board to make sure to keep the red trash can under the roof leak to prevent further floor damage. Now that it is getting warmer, Frank will encourage Hank to check out the roof situation.

·         Work day

Frank will schedule a HMFS Work Day on a day that is not a Saturday Dance day.

·         June is making a check list for Hosts/Volunteers top Open/Close to laminate and post in the dance hall.

·         Harriett Bugel           

The board really likes Harriett cleaning the dance hall. Frank will contact Harriett to work up an agreement for periodic (quarterly?) Lodge cleaning in exchange for free dancing.

 

Band/caller booking and Host reminding:  Tamara

  • City Dance in August is scheduled for the first night of Splash Dance. So she is looking for ways to re-schedule that month.
  • Wayne is getting Charles Kellett’s email address to Tamara for her to start the relationship with Landmark Hall.
  • Tamara made a motion to cancel City Dance for August due to regional dance weekends in the area. Second the motion by Frank. Unanimous approval.

 

Band/caller lodging coordinator and Callers Collective:  Keith

  • There are 20 people on the Callers Collective email list.
  • Caller’s Collective will participate in CityDance, the Friday before Easter at LandMark Hall. Experienced dancers are encouraged to come.
  • Keith is going to start following up with bands that she books lodging for to make sure that their lodging was adequate and maintain a good list of host options.

 

Sound committee:   Frank

            Already reported on the sound.

 

PR and outreach committee:  Anna, Steve, Wayne

·         Facebook, Gvl. News, Yahoo, Hotline

Wayne and Anna will work with Jimmy to correct the current Facebook Page’s information.

·         Web-site archive listing previous MoonDance and MonsterMash events

Wayne is working with Steve to create an “auto archive” page for the website with old dances, callers, etc.

Wayne is working with Minty in her offer to take over publishing the Dance Schedule hard copy sheets that we provide at the dances.

 

CityDance:  Marenda, Anna, Hank

  • Last meeting’s policy change didn’t include minimum share.

Frank made a motion that the minimum payment for talent at City Dance is $100 and the going rate for sound is $200. Any cash leftover after the minimums are distributed will be allocated to the musicians/talent. HMFS will subsidize the rent payment for Landmark Hall, and checks will be deposited.

Second by June. Unanimous approval of the motion.

  • Tamara made a motion that the Caller’s Collective, when calling at CityDance, takes the share we would pay a caller, with those funds go into the checking account to off-set the costs of future workshops. Approved, none opposed..
  • Frank made a motion that we include a line item for funding workshops in the next budget. Approved, none opposed.

Monster Mash: June

  • We are very excited about this year’s Monster Mash on October 29th, 2011.
  • Seph Tepher and Adina Gordon are the callers
  • Contraversial is the afternoon band
  • We are still waiting on confirmation for the evening band.

 

New Business:

  • Dance Seminar:  Marenda and/or Frank

Frank reported on the Southeast Dance Leadership Conference in Raleigh last October. He gave a report on some of the things he learned. He encouraged all board members to try to attend this event.

  • Gap Creek VFD donation

Weogo recommended that we support the River Falls Fire Department with a donation in appreciation for their services.

Frank made a motion that we should make an annual donation to the River Falls Fire Department.

Second by Maggie. Unanimous approval by the board.

 

 

Next Meeting: June 25th at 3:00-5:30pm. Followed by social and potluck. RFL

 

ACTION ITEMS

 

  • Keith and Wayne will draft up a contract to review with the bank and Scott.
  • Wayne will call Jerry Vice to discuss his interest in purchasing the Lodge.
  • Anna will email the Youth Board Application out to the Board. Upon approval of the application, Steve will update the application on the web.
  • Frank will check with the Red Cross to see what kind of AED models they have for sale.
  • Frank to send email/paragraph to the board about using Mike’s subwoofer at the Lodge.
  • Hank to check out the roof leak situation at RFL.
  • Frank will schedule a HMFS Work Day on a day that is not a Saturday Dance day.
  • June to make a checklist for Hosts/Volunteers to laminate and post in the dance hall.
  • Frank will contact Harriett to work up an agreement for periodic (quarterly?) Lodge cleaning in exchange for free dancing.
  • Wayne is getting Charles Kellet’s email address (from Landmark Hall) to Tamara.
  • Wayne and Anna will work with Jimmy to correct the current Facebook Page’s information.
  • Wayne and Marenda will get together (before the next board meeting) to look at the budget and evaluate our extra expenses each year that we can contribute to service organizations (such as Crossnore School, River Falls Fire Dept, etc.).

 

 

 

MINUTES - HMFS BOARD MEETING  

February 20th, 2011 at Steve Simmons home 3:00-5:30PM, social and pot-luck to follow 

 

In Attendance: Tamara, Hank, Wayne, Frank, Steve, Anna, Maggie, Marty, Minty and Marenda 
Welcome and Acknowledgements:  Wayne 
President’s Report: Wayne
  • Meeting Goals:  involvement, focus, brevity, consideration, accomplishment
  • Successor:

Wayne’s term comes to a close September 30 of 2011. He recommended that the board start talking to June and the nominating committee about recommendations for the incoming board president. Anna is also finishing her first 3 year term as Secretary effective on September 30 as well.

Wayne encouraged that current board member(s) start taking on tasks that are involved with his current role such as the weekly hotline, weekly yahoo groups email, and the quarterly hard copy of the dance schedule that dancers can take home with them at the dance. 

Old Business:
  • Scott McCall Relationship: Wayne

Wayne has talked with Scott briefly about the drain field situation. The comment was “go ahead and use it as normal since we think we have it cleaned out.” Board members have not heard anything in particular about the issues so we are ok to continue to use the facilities as normal.

  • Vote Minutes of Dec 12, 2010

Motion made by Steve, second by Anna, unanimous approval of minutes by all. 

Treasurer’s Report/Finance Committee:  Marenda
  • Marenda received a notice from the IRS taking out 32% instead of 28% from Scott’s rent payment.
  • The treasurer’s report reflects the end of 2010. The total income is less than the total expenses, but only in part to Moondance (the rental for the facility taken out before Moondance income comes in).

Tamara moved to accept the Treasurer’s report, second by Hank. 

Governance Committee:  Steve, Hank
  • Youth Representative application form, quorum clarification

Anna will look at the board application to edit it specifically towards students. She will bring hard copies to the next meeting to for the board to review and approve. 

Nominating committee:  June
      June was unable to make the meeting. No report on nominating committee. 
Volunteer committee:  June
      No Report. 
Facilities Maintenance:  Frank, Minty, Hank
  • Water heater maintenance/repair

Hank got the hot water heaters working. The hot water heaters are being dissolved by the well water. The one in the ladies bathroom may stop working first, but we could easily use one hot water heater for both bathrooms. Wayne sent a copy of the bid the board. Even though we own the heaters, we have to consider how much more money we want to put into Scott’s property that we may not be able re-claim.

  • Ongoing roof leak. Hank will check that.
  • Safety:

Frank spoke to the Board about the situation with Ed Skewe’s condition last week. He recommended to never get rid of the landline on the property. Parking is becoming an issue and when the ambulance was unable to get onto the road to the lodge. Frank put parking tape up at the last dance, which helped the situation. There is a whole roll of parking tape in Leon’s closet to use for the dances. Frank will start with getting signage on the spaces of the road that need to remain clear. Board members are encouraged to keep an eye on the parking tape.

Lastly, Frank discussed safety. Everyone needs to be aware of the fire extinguishers on the wall. The board is encouraged to be aware of where those are located. We are looking at getting EXIT signs up on the wall. Frank thanked Minty for updating the first aid kits. He will also add disposable gloves and a rescue breathing mask.

Signage – Marenda took a class on dance signage. She will email the information on the signs (which ones we need) and then Tamara and Anna will decide on the signs and have them printed. 

Band/caller booking and Host reminding:  Tamara
  • Remember:  Don’t announce Advanced Dances

Tamara has the hosts lined up through July. She is undecided about the Sunday dance in May. Tamara mentioned having Keith get a tally on Tamara’s calling an advanced dance.  

Band/caller lodging coordinator: Keith
  • Have you accepted or declined being a musician/caller host?

Keith was not able to attend, but thanks the board to responding to the “out of town band hosting”. Keith reported to Wayne that she had 20 people listed on the Caller’s Collective list. 

Sound committee:   Frank

One issue at the moment is that Mike has been bringing a subwoofer. It has made a nice difference in the sound. Mike has offered to let it stay on the grounds of RFL for free with the exception that if we write up an agreement, HMFS would insure its repair/replacement if it was damaged in our possession. Wayne agreed that it would be a good idea to let it stay at the lodge. Frank offered to make a motion that we would write up an agreement between HMFS and Mike to read, vote on, and move forward with keeping the subwoofer. Marenda will call the insurance company to make sure we can add an additional $3,000 to our equipment insurance. 

PR and outreach committee:  Anna, Steve, Wayne
  • Facebook, Gvl. News, Yahoo, Hotline

Tamara and Anna update facebook and the News for the Landmark Hall dances (since the RFL dances do not need advertising at the moment.) 

CityDance:  Marenda, Anna, Hank
  • Shares Policy in web site

Since we have reduced the shares of the dance <down>, there was discussion about changing the way that the CityDance payments work. Frank made a motion that “we alter the pay schedule (once again) for Landmark Hall dances. This includes taking out $200 for sound and allocating the rest of the money for talent. The decision will be reviewed at maximum of 12 months from now (Feb. 2012)”. There was a second by Tamara. Motion tabled at 4:56pm.

  • Maggie made a motion to continue to Landmark Hall dance for one full year beginning April 2011 through April of 2012. There was unanimous approval by the board.
  • Motion back on the floor that we alter the pay schedule (once again) for Landmark Hall dances. This includes taking out $200 for sound and allocating the rest of the money for talent. The decision will be reviewed at maximum of 12 months from now (Feb. 2012). There was a second by Tamara. There was a unanimous approval by all. This will be implemented at the February dance coming up.

 
Monster Mash:
  • June asked that “if we have suggestions of bands and callers for Monster Mash, we should email June by March 21, 2011.”

Tamara suggested that we try to find a way to list the past callers and bands on the HMFS from MoonDance and Monster Mash. Wayne will follow up with Theresa Pizzuto to get the list from previous years. 

New Business:
  • Special Committee: Maggie, Frank, and Steve

Steve reported for the committee. There is a document with all of the information (see attached form).

Between now and the next meeting, Wayne encouraged the board to review the form and brainstorm on the items. Please respond to the committee (or Reply All) with suggestions/thoughts.

  • Dance Seminar:  Marenda and/or Frank

Hold until the next meeting.

  • Emergency preparedness

Marty will look into getting an AED for River Falls Lodge (expense, time, training, etc.) as well at the Red Cross CPR and AED Certification.

  • Crossover Dance Sponsorship
Wayne shared an email from a Clemson dancer requesting HMFS sponsorship for his dance. Board consensus was that HMFS should not sponsor the proposed techno-crossover dance but would go-between with Landmark Hall and would help advertise. 
 

 

Next Meeting:  Saturday, April 9th from 3:00-5:30pm at River Falls Lodge followed by potluck and dance.

 

 

 

MINUTES - HMFS BOARD MEETING

August 13th 2011 at River Falls Lodge 3:00-5:30PM

 

Present: Wayne, June, Keith, Steve, Frank, Maggie, Marty, Minty and Hank

Absent: Anna, Marenda, and Tamara

 

Welcome and Acknowledgements: Wayne

  • Have a get together (maybe at Anna’s) just as a formality for voting

President’s Report: Wayne

  • Meeting Goals: involvement, focus, brevity, consideration, accomplishment

 

Scott McCall:

----Marenda hasn’t received the W9 because it needs an LLC number, not a SS

 

Questioned the floor: structural or surface problems?

How long would he have to fix it?

Apparently he has had someone look at the floor and isn’t as worried.

Winterizing bathrooms: Could insulate the bathrooms and pipes more. Maybe putting space heaters in and check on them throughout the week. (Board explained the pipes outside would be the problem…Scott didn’t really understand, said he’d have to look into it/talk with someone about some more options.)

 

Old Business:

  • Attorney Consult

  • AED—Marty

4 year battery, training pads and training mode, adult pads are $60 to replace

we will lock the AED in the sound closet

  • June—Volunteer Duty list

  • Harriet Bugel

  • Roof leak

Hank said he would caulk it again.

  • MoonDance/MonsterMash event listing

In place and ready to go!

  • Storage options

***Get Wayne to attach copy of storage information

Stay with Marietta, PODS, or Cargo trailer

Frank made a motion to accept option #3 (Cargo Trailer), Hank seconded it. Board agreed!

 

*The trailer would also be able to tow a vehicle (the one used to pick up rental equipment!)

  • Facebook errors: “City Dance”

  • Contract: Keith/Wayne

  • Budget for Contributions: Wayne/Marenda

 

 

Secretary’s Report: Anna

  • Vote on previous minutes

Unanimous Approval of the Minutes.

 

Treasurer’s Report/Finance Committee: Marenda

  • No Report

 

Governance Committee: Steve, Hank

  • No Report

 

Nominating committee: June

  • Johnny Dehlea, Kurt Stevens, and Maggie are now on the committee. Both Johnny and Kurt are considering joining the board.

 

Volunteer committee: June

  • No report.

 

Facilities Maintenance: Frank, Minty, Hank

  • No report.

 

Band/caller booking and Host reminding: Tamara

  • No report.

Band/caller lodging coordinator and Callers Collective: Keith

  • No report

Sound committee: Frank

  • No report.

PR and outreach committee: Anna, Steve, Wayne

  • No report

CityDance: Marenda, Anna, Hank

  • No report

Monster Mash: June

  • No report

 

Next Meeting: Sept. 25th at 5:00 pm for elections only followed by social and potluck

 

New! ACTION ITEMS

 

Board agreed on cargo trailer. So get back with Scott about the possibility of a storage unit here or rent space from Marietta

 

 

Old Action items

  • June is making a check list for Hosts/Volunteers to Open/Close to laminate and post in the dance hall.

  • Frank will get in touch with Harriet about cleaning the Lodge and may set up a regular cleaning schedule that would result in Harriet dancing for free!

  • Keith will try to get Pine Top Revival to play for Collective, which would also give us the opportunity to hear this new band. Otherwise we’ll be getting Marty to play.

  • Wayne and Steve are still looking to create a Web-site archive listing previous MoonDance and MonsterMash events

  • Wayne will call Jerry Vice to discuss his interest in purchasing the Lodge.

  • Anna will email the Youth Board Application out to the Board. Upon approval of the application, Steve will update the application on the web.

  • June to make a checklist for Hosts/Volunteers to laminate and post in the dance hall.

  • Frank will contact Harriett to work up an agreement for periodic (quarterly?) Lodge cleaning in exchange for free dancing.

  • Wayne is getting Charles Kellet’s email address (from Landmark Hall) to Tamara.

  • Wayne and Anna will work with Jimmy to correct the current Facebook Page’s information.

  • Wayne and Marenda will get together (before the next board meeting) to look at the budget and evaluate our extra expenses each year that we can contribute to service organizations (such as Crossnore School, River Falls Fire Dept, etc.).