Ballroom Dance Club of Fairbanks,Inc.

BOARD MEETING MINUTES
January 16, 2004

Directors Present: Don Turner, Richard Kemnitz, Michael Smith, Patty Davis, Bruce Loughheed, Judy Krieth, Mary Christensen, Jerry Blemke.

Directors Absent: Sue Trabke

General Members Present: Terri Babers,

Call to Order: Meeting convened at 6:33 pm

Previous Meeting's Minutes: Sue Trabke was unavailable for review

Committee Reports:

Membership:
Richard Kemnitz reported 34 new members since previous meeting. (How many members total?)
Total of 260 individuals on list serve. 70-ish are crossovers with swing club list serve. Richard requested of Terri Babers (board member for UAF Good Time Swing Dance Club) that he be added as a co-moderator to swing club list serve to make this investigation easier. Terri said that this may be a good idea that she will discuss w/ Kurt Byers (President of swing club).

Council Representative:
Michael Smith reported that Isabelle Mudd needs to receive the complete list of our membership.
The Tai Chi group is interested in assisting the NLCD with cost of mirroring walls. They will provide a cost estimate to NLCD.

Programs:
See attached Jan 12 and 14 Session Report
Don applauded the quality of dance instruction.
Richard discussed need for assistance with email and registration on-line (this is a crossover responsibility between the Program and Communication Committee where Richard serves as WebMaster). Proposed either drop email on-line registration have another volunteer assist.
o On-line registration is extremely time consuming but valuable as it alerts program committee to the number of students and the need for angels and partnering. However, it is not really useful as a tool for reducing on-site, physical registration at beginning of lesson session.
o Terri suggested we develop an auto-reply to online registration so that he does not need to personally deal w/ the issue but will still get the information. Richard will initiate that process.
o Terri volunteered to deal w/ email that comes if Richard will provide instruction (Communication Committee issue)
Jerry will make contacts w/ Teresa Shiree to teach for licensure in collaboration with Anchorage dance studio.
o Judy requested videos as adjunct to instructional materials to prepare for licensure of dance instructors.
Briefly discussed instructor wages. Need to consider revamping-are we paying too much? Is quality of lessons the same when only one instructor is teaching? Etc?.
o Richard and Don requested this be considered and carefully discussed after some research is done.
Dance Practice:
o Don discussed need to emphasis to dance students the need to practice, saying it took me three years to realize that practice would help! Richard agreed to put a note out to list serve discussing practice. (aside; this may be a topic for the eNews to all students rather than to the membership list-serve)
o Don raised issue of need for more volunteers for dance practice.
Richard suggested a meeting w/ Judy and Stefani re having their students provide dance practice assistance for a stipend. Don prefers to try to get more volunteers from the club.
Jeanne Daniel emphasized need for experienced dancers to volunteer during dance practice. Terri suggested that dance practice does not need to include instruction; volunteers could simply be there to open, close, and deal with music. No motion

Community Outreach: (see two attached proposals)
Collaboration w/ Anchorage: Don proposes a formal line of communication be opened between Anchorage dance clubs and BDCF. So moved by Jerry, 2nd by Mary. Motion carried.
Discussion re spontaneous opportunities for quality dance instruction (such as Michelle Kincaid who will be in Anchorage March 5-7). Issue of whether or not established instructors and students should give up their regular time. Jerry suggested that possible outside instruction could be stipulated in the verbal and/or written contracts. No motion.
Don suggested BDCF offer to provide and pay for dance instruction to community organizations prior to their events.
o Patty called for discussion of prior approval of instruction opportunities. Don emphasized that a full meeting of the board shouldn't have to be called to approve said instruction. He offered to be the formal authorization contact point.
Jerry Blemke moved that a memo be sent to community organizations who may potentially use this service. The memo would inform the organization that BDCF will locate instructors and pay $40.00 for an hour of instruction as a community service.
It will be the obligation of the instructor to promote our club's services and activities at the event. 2nd by Bruce Lougheed.
Don requested motion for formalization of Member rates to student (UAF, FNSBSD, and others). So moved by Terri, 2nd by Judy. Motion carried
Mary moved that Angel be brought on as Consultant to the Board as Military Liaison. So moved by Mary, 2nd by Richard.
o Discussion ensued re possible events that could be held on post and issues involved (such as ease and relatively low expense, limited size of dance floor, strategies to allow dancers on post).

Communication
Committee chair, Terri Babers will step down and Judy Kreith will step up. Mary Christensen and Sue Trabke will join current committee members, Terri Babers, Richard Kemnitz, Margo Matthews, and Kurt Byers.
Called a meeting for Tuesday evening, Jan 20 at Terri B. house to discuss current Comm activities and strategies for publicity of both Starlight Ball and Salsa Workshop.
Committee activities this month included continued updating of web by Richard, PP Marquee by ?, PSA on radio stations, mistake w/ public service blurbs in FNM and display ad in FNM. Richard reported that the display ads saved our butts on attendance at this session because of problems w/ FNM free publicity (a common occurance!)
Terri requested the committee develop a short survey to learn where attendees heard about lessons. To be distributed at 3rd lesson.
Due to time constraints, information re Ballroom eNews was not reported.
Club Brochure: this is an ongoing planned action of the Comm committee that we have not had the time to develop. Don made formal request for development

Social Activities:
Starlight Ball:
Jeanne Daniel gave report on Ball. Everything progressing well except issue of food. Westmark will charge us a very high fee for food.
Discussion ensued and it was agreed that food is necessary, but to limit the total amount to less than $1300.00. Motion by Terri, 2nd by Judy. Motion Carried.
Also discussed need to locate new venue for Starlight Ball.
Angel Ramos requested permission to sponsor Salsa dance using Mike Guzman as DJ. Fees for dance would remain the same as normal fees.
Because this committee does not currently have a chair to approve Dynasty Production's sponsorship of a Salsa Dance, the board felt a need to approve through formal process. Judy moved, 2nd by Bruce. Motion carried.
Mary suggested first Salsa Dance hosted by Dynasty Productions be held during Sydney's Salsa Week Workshop. No formal motion but agreed by all present.

Treasurer's Report:
See attached Treasurer's report.
Patty reported net for club in 2003 was $1,884.86.
Patty moved that the club move $10,000.00 from checking to savings. 2nd by Mary, Motion carried.
Don requested that Patty and Terry D. develop an Income Statement for comparison clearly show gross, net, and comparisons of expenses and income.

New Business

Salsa Workshop:
Mary reported that Fairbanks Summer Arts Festival will sponsor Syndey for $600.00.
Have collaboration between FNSBSD, UAF, BDCF, FSAF, Magic Carpet, and the BDCF.
See attached schedule of events.
Sydney will stay with Terri Babers.
Will discuss publicity strategy at Tuesday Communication committee meeting.

Honorary membership for Jerry
Discussed awarding lifetime honorary membership for Jerry and for all outgoing board members. Richard moved, 2nd by Richard.

Thank you for Terry Daniel