Ballroom Dance Club of Fairbanks

Board Meeting Minutes
August 10, 2002

Call To Order:

The meeting was called to order at 2:07 p.m. by the President, Linda Gilhuly. The following members were present: Patty Davis and Wade Godfrey. (Later Terry Daniel, Richard Kemnitz and Nina Tartakoff arrived at the meeting.)

Approval of Minutes from July Meeting.

Secretary Robin Near was not present to read the minutes from the last meeting, we will approve both the April and August minutes at the next board meeting, September 20, 2002.

Treasurer's Report

Treasurer Patty Davis gave a Report.

Explanation Deposit/Payment

* Balance reflects additional club expenses not listed.

We also still have two CD accounts that will mature in October. At that time we will deposit those into our account. For complete details, please request to look at the full report the next time you are at a dance or during the upcoming lessons. A copy is kept at the hall in our locked drawer.

Old Business:

Update on legal status: Wade Godfrey gave the following report. We have completed our part of the requirements of the settlement with the Zito's. This includes the payment of $4500.00 towards their legal fees. This check is being held by our attorney until the Zito's have returned the last item owed to the club, a cd writer. We expect this to happen within the next few weeks. We have received the money from our former account and that has been deposited in our new account. We still have two Certificates of Deposit in the Credit Union which will mature in October. At that time those funds will be added to our account. The former Incorporation has been dissolved. We are now working our own application for Incorporation.

Dance Instructor for next session:

Jerry Blemke will be teaching on Mondays and we have offered Wednesday to Rulon Jensen, a graduate of the Brigham Young University. To date he has not accepted, however we expect this to happen within the next week. We are planning to offer a nice variety of classes.

Lessons for the new session:

Patty Davis stated that currently the choices are not made for the new classes other than a Monday and Wednesday Social Ease I. Those being considered are, American Tango, West Coast Swing, Salsa, Hustle I and Night Club 2.

Board Chair Retreat:

Due to many schedule conflicts the Board and Committee Chair retreat did not occur this summer. It was felt that after elections in November the new board can decide how to plan for this event in 2003.

Board Meetings:

Motion was made to change the day and time of our monthly board meetings. The new time will be: 3rd Friday of every month at 6:30 p.m. just prior to one of our monthly dances. The next board meeting will be September 20, 2002 at 6:30 p.m.

Advertising budget for the Communications Committee:

Discussion on budget, motion made to give $300.00 toward advertising of new classes and the budget to be discussed again at the September board meeting.

New Business:

Wade Godfrey went over the recommended changes to the by-laws made by our attorney Joe Strines. Joe also commented that our by-laws were very detailed and thorough. We gave his compliments to those that prepared these. Special recognition was given to Brian Rogers for his excellent leadership in developing this instrument for our club. A copy of the by-laws will be available via our website.

Plans for the approval of our by-laws:

Discussion on how to get the by-laws out to the membership for a vote. A decision was made to do the following: By-laws will be available on the website for review, an email will be sent to all membership with an email address asking them to vote. A ballot will we sent via mail to every member along with an addressed stamp envelope for returning the ballot. We plan on this being complete by September 30, 2002. At that time the articles of Incorporation will be prepared and we will officially apply for our own Non-Profit exempt status.

Tax Status:

Wade Godfrey collected all the forms from our CPA required to gain non-profit status. The Board met to assist in filling out the forms and we have them ready to go as soon as the by-laws are approved. Thanks for Wade for his diligence in getting this done.

Annual Meeting:

The annual meeting will be held the third Friday in November at 6:30 p.m. Nominations for the board of directors will be presented at that meeting and a new board will officially take over. We hope to make this a fun event for the club with a potluck dinner added before the dance.

Committee Reports:

Activities: Debbie Franchek, not present.
Program: Patty Davis gave a report under Old Business.
Communication: Terri Babers, not present.
Membership: Nina Tartakoff, presented the current membership list. We have over 100 members at this time.
Facilities: Jeanne Daniel, not present.

Discussion:

We discussed the method of getting the by-law ballot out to membership. Richard and Nina will head this up with the help of those board members who can assist.

Adjournment: 3:20 p.m.

Respectfully submitted by Linda Gilhuly, President