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Call To Order:
The call to order was given at 2:15 p.m. Members present included all five board members and Nina Tartakoff, Richard Kemnitz, Marilyn Nigro, Norman Jones, Sal Fernandez, Vickie Fernandez, Jeanne (Baker) Daniel and Terri Babers. The agenda was approved; several items were added under Old and New Business.
Treasurer’s Report:
Nancy gave the following end of year report: We had 130 paid members in 2001. The club took in $18,488 during dance classes; $1,492 at the Friday night dances. Total income for the year was $26,189. Total expenditures were $23,780. Our actual profit is $2,409. The hall rent was $5,460; we paid instructor Jerry Blemke $10,672, $142 for insurance, $500 toward our legal expenses. Our opening balance last year was $3,877; our current balance is $5,360 after monthly expenses, but does not include Starlight Ball expenses. So far, the club has made less money than we’ve spent on expenses at our big dance events.
Committee Reports:
Membership: Nina stated that as of today’s date; we have 81 paid members for 2002. She emphasized that membership information, via the annual membership forms, is crucial information for the club. In the event that we need to send out voting ballots via the USPS, we must have our member’s current mailing addresses.
Publicity: Terri Babers represented the Publicity Committee. Margo Matthews had to step down so Terri is the committee’s acting Chair. The board voted and unanimously supported her in as the new Chair. Terry has also volunteered to be the new enews representative, as Elyse Guttenburg has resigned. (A discussion on the proposed reduction or change in enews was discussed under New Business.) Terri stated that Leafy McBride would be assisting with advertising and community publicity as she is now employed with the Fairbanks Convention and Business Center. The committee expressed interest in a future membership drive.
Linda Knighten-Gilhuly stated that Margo Matthews said she would assist the board with a future strategic planning workshop/retreat, in order to help the board establish clear goals and a mission statement. Robin Near shared concerns about former, regular members who for a variety of reasons are no longer attending the dances or taking classes. She suggested individuals call or email people they remember and let them know they are missed.
Facilities: Jeanne Daniel stated that the new Open/Close policy (of offering one set of free dance lessons to two individuals who volunteer to open and then close on Mondays and Wednesdays), was working well. She would like to see the same idea implemented for Saturday afternoon dance practices. Incentives to get members interested were discussed but it was decided that initially, free labor would be tried first. Jeanne will try to get at least 6 couples to alternate every 6 weeks.
Old Business:
It was brought to the attention of the board that the suggested raise in Friday night dance admission from $3.00 each to $5.00 each for non-members had not been voted on. After discussion, the board approved the increase. Terry Daniel expressed a member’s concern that prices were increasing but the concern is; how is the money being spent? A financial report listing income and expenditures will be available to members; Terry Daniel and Kurt Byers will supply the board with a draft, for approval.
Linda stated that the club needs to have a consistent travel agency, florist and photocopying business lined up who are willing to bill the club for expenses, as we do not have a club credit card. Robin will check business’s prices and policies and make suggestions to the board in these three areas.
Legal Update: Wade filled in membership on specific legal happenings beginning with the settlement conference the board participated in on January 18th. We retain our name and membership. Upon our attorney’s recommendation, the board voted to dissolve the articles of incorporation formed by the Zitos and start from scratch. We would like to have this done by April 15th. The club may have accrued approximately $4,000 in legal fees when done; only $500 has been paid. At mediation; we agreed to pay up to $4,500 to the Zito’s attorney for legal fees and take out a small advertisement in the local paper, thanking the Zitos for their work in the dance club and introducing their new “Ballroom Dance Academy”. They had the option of keeping or turning over the club records; they choose to keep them. We agreed NOT to give them indemnification for any activities or decisions prior to 11/05/00. They must assume all responsibility, tax-wise, etc. They agreed to return our cd writer. Linda thanked Wade for his advocacy and hard work in this battle..
Nancy stated how important it is that we obtain on ID# for IRS status. Nancy agreed to obtain this and communicate with our accountant.
Music Library Update: Wade and Terry ordered 10 cd’s for the club. Terry made copies for use at the dance hall; he will keep originals in a secure place.
By-Laws: Terry suggested we put the by-laws on hold and work on the new articles of incorporation. The board voted and agreed to put the by-lawson hold.
New Business:
The board agreed that board members and the program committee will from
now on, handle all travel arrangements for out of town instructors. Scheduled
lessons by Katya from Anchorage had to be cancelled and it has caused
unnecessary stress for all involved. The board needs our potential travel
agency to work with us to obtain travel vouchers for future events.
Enews: After much discussion, it was agreed by the board that major committee decisions be made at the board meetings, in order to protect the committee members and so vital information may be recorded in the meeting’s minutes. The enews will be changing format. Identical information will not be repeated every week but less often and important info or events will be presented in short form.
Nenana Ice Classic: Several couples from the choreography class have volunteered to perform on March 2nd, per the request of event officials. Last year, the club was well received.
Door Prized for Ball: We need more shoe bags for the Starlight Ball. Robin will work with Nancy to price and order from Trademark.
Disabled Individuals and Dance Classes: Robin wanted comments on how the board felt on disabled people attending dance classes with able-bodied dance partners. The board was very open to this and suggested Jerry Blemke’s input before pursuing.
James Murdock briefly came by to ask the board’s permission to hold an additional weekly or every two-week practice at Ft. Wainwright on Thursday evenings form 6-9 p.m. He has access to a floor there. The board agreed and James will contact Terry Babers and request this info be included in the enews.
Announcements:
Adjournment: The meeting was adjourned at 4:50 p.m.
Respectfully Submitted,
Robin Near
Secretary