Minutes - HMFS BOARD MEETING  

August 2, 2009   3:00pm-5:30pm

Tamara McGovern’s House 

 

Attendees:

 

David White, Wayne Richard, Dwayne Plaisted, Jennie Wakefield, June Glenn, Tamara McGovern, Marenda Moore, Anna Rowe, Catherine Scott,  John Bryson

 

 

 

Acknowledgements and Welcome….  [5  min]

  • Marenda Moore NEW MEMBER [Vol incentive prog], Jennie and John (for the donation follow through with accident from Y Dance), Tamara, Wayne (septic)

 

 

Old Business: [10 min]

  • Minutes (all approved, none opposed)
  • Formal approval for Nov 8 Sunday dance (all approved, none opposed)
  • Banjo workshop (all approved, none opposed)

Motions: "HMFS will sponsor an intermediate clawhammer banjo workshop by Adam Hurt on the afternoon of August 22 from 4-6 pm. HMFS will guarantee Adam $200. There will be a $10 to $15 per person charge for attending the workshop (to be decided). If the take at the door is $150 or more, HMFS will add an additional $75, which allows Adam to exceed the minimum with minimal input from us [Wayne suggests in the future that we offer a set minimum without qualifications.

  • $200 Donation to Jan Berkley (for dance injury) - (all approved, none opposed)

 

 

New Business:

  • Tammy Miller is resigning from the board.  She sends her love and thanks  to all.
  • Motion for Catherine to serve a second term on the board: all approved, none opposed
  • Officer Elections –David White will not seek reelection as president.  Wayne Richard was nominated for President.  Motion: Wayne Richard as HMFS President beginning Oct. 1

-Motion approved

 

 

 

Nominations for Vice President Include: Catherine Scott

 

Motion: Catherine Scott as HMFS Vice President beginning Oct. 1

 

-Motion approved

 

 

 

            Nominations for Treasurer Include: Marenda Moore

 

Motion: Marenda Moore as HMFS Treasurer beginning Oct. 1

 

-Motion approved

 

 

 

Nominations for Secretary Include: Anna Rowe, re-election

 

Motion: Anna Rowe as HMFS Secretary beginning Oct. 1

 

-Motion approved

 

 

 

 

 

 

 

Committees: David [10 min]

  • Presented committee list and reviewed certain changes.  A list of committees and committee members will be attached to the minutes.

-Dwayne would be interested in giving up his position as band/caller lodging coordinator.

 

            -David White will join the Y Committee and chair the Governance Committee and will continue booking for his remaining year on the board.

 

            -All other committee changes will be discussed via email.

 

 

 

Finances – Wayne [10 min]

  • Wayne presented the 2009 Budget with actual, budgeted, and difference. The total income, expenses and differences will be off-set by Moondance, but overall, the difference is favorable.

 

 

Y Dance

 

·         Update  – Jennie

 

·         The attendance at the Y Dance is holding pretty well this summer at 70-80 people.  We’ve broken even and are doing better with the dance.

 

·         The Y has new administration and so the facility has become less favorable. 

 

 

 

Special Events Committee –

  • Monster Mash – June will begin sending out information closer to the time of the event.
  • St. Mark UMC as potential dance site/special dance

-Board members have looked at the church for a potential venue.

 

Motion: Jenny Wakefield proposed that HMFS hold a special dance in the gym at St. Mark Methodist Church, N. Franklin St., Greenville, contingent on approval by St. Mark’s board, for the purpose of determining if the gym is a viable location for future dances, either Wednesday night dances or other in-town dances. This trial dance would be held on a night other than Wednesday.

 

            All in favor of the motion, none opposed.

 

 

 

Moondance  -Catherine Scott

  • Everything is going well thus far.  If you have checks, please keep Wayne posted as early as possible so that he doesn’t have to write dozens of checks at once.

 

 

                                      **************Break *************

 

 

 

Building Committee- David

  • Septic and flushing – The committee is in agreement that we need new drain lines, done appropriately.  David White has been working on a solution and communicating with Scott. In the mean time, we will step up efforts to encourage conservative flushing and other water conservation measures and consider renting  port-a-johns if needed.

 

 

Dance Quality/Slam Dance/ Committee – Tamara – Motions

 

Motion 1 Rationale: The caller is the voice of the authority and is therefore in the best position to recognize and alleviate overcrowded and potentially unsafe dancing conditions. We already have a detailed list of tips for callers on the web site, and we also propose new language to be added to this list, which can be re-emphasized (along with existing tips) by the host to the caller on crowded evening.

Motion 1a: The committee for dance safety moves to add the following language to the instructions for callers:

"Limit the number of lines to 4 or fewer."

Motion 1b: The committee for dance safety moves to add the following language to the list of tips for callers:

In extremely crowded conditions, the caller or host may ask dancers to voluntarily sit a dance out periodically to alleviate crowding on the floor.

Motion 1c: The host on a crowded evening should re-emphasize in person to the caller before the beginning of the dance: 1) give instruction for dancing small and smoothly both during the beginner's session and perhaps again during the first half (a small demonstration between dances may be effective); 2) the caller should exercise their power to limit line length and line overcrowding my moving people or asking them to sit out.
All accepted the motion.  None opposed.

 

 

 

Motion 2 Rationale: It is of great benefit to have all new/ inexperienced dancers attend the teaching session, and the presence of experienced dancers greatly facilitates teaching in the teaching session.

Motion 2: The committee for dance safety move to add signs on the interior and exterior entrance door encouraging beginners to arrive early enough for the teaching session and encouraging experienced dancers to assist in the session.
All accepted the motion.  None opposed.

 


Motion 3 Rationale: Dancers may need an external reminder of when a line is too crowded.

Motion 3: We move that a line be painted at the back of the hall, and that callers should be instructed to advise dancers that hands-4 that start below that line should either move to another line or sit out this dance.

 

Motion was not accepted.

Motion 4 Rationale: In the event of extremely crowded dances, asking dancers to voluntarily sit out may not sufficiently alleviate crowding, and the host should have the option of using color-coded wrist bands as a way to limit the number of dancers on the floor. Pending approval of the motion by the board, we will develop policies for the implementation of this option.

Motion 4: We move that the host should have the option of using color coded wrist-bands to limit the number of dancers on the floor.
Motion was not accepted.

Motion 5 Rationale: Should the host need to ask that dancers dance small, voluntarily sit out, etc., it would be helpful to have prepared language to read (similar to that prepared for inappropriate behavior).

Motion 5: We move the following language be added to the web site and be available to be read/ paraphrased by the host or a board member on crowded evenings:
All accepted the motion.  None opposed.

 


"Welcome to River Falls. We hope you are having a wonderful time. It's very crowded tonight and we can all - experienced dancer and beginner alike - get carried away by this wonderful music. For everyone's safety, we encourage you to dance small and be considerate of those you're sharing the floor with. Please don't crowd the lines and consider sitting out a dance periodically to give everyone a chance. We want everyone to have a wonderful dance experience and we definitely don't want anyone to get hurt, but we just can't make this happen if everyone here is on the floor."

 

 

 

Volunteer and host committee – June: Motion for website change

 

At the last meeting, we discussed changing the language on the website about volunteers. 

 

The paragraph currently reads:

 

You can volunteer for as many dances as you like. However, we do ask that you only sign up for dates that you know you will honor the commitment to volunteer. Only two people will be allowed to sign up for the same time slots. Sign up instructions will be given by e-mailing This email address is being protected from spambots. You need JavaScript enabled to view it.">This email address is being protected from spambots. You need JavaScript enabled to view it.. Contact June Glenn at the dance for more information.

 

June suggested that the paragraph read:

 

You can volunteer for as many dances as you like. However, we do ask that you only sign up for dates of which you can honor the commitment to volunteer with certainty. The volunteer coordinator will contact you and confirm the need for one or more volunteers for that particular time slot. Confirmation and details for performing duties will be given by e-mailing This email address is being protected from spambots. You need JavaScript enabled to view it.">This email address is being protected from spambots. You need JavaScript enabled to view it.. You may also contact June Glenn at the dance for more information. Volunteers are greatly appreciated by the contra dance community.

 

All accepted the motion.  None opposed.

 

Nominating Committee – Wayne

 

Wayne put forth a nomination for Paul Boska as a youth representative.

 

All in favor, none opposed.

 

 

 

Also, Wayne sent out about a dozen emails to tell dancers that we are looking for board members.  Steve Simmons responded with an interest, so we hope to hear from him soon.

 

 

 

Sunday Dance – John

 

John has received a lot of positive feedback for scheduling Sunday dances.  The only concern is the increase in work for hosting and using the facility.  David suggested starting the Sunday dance calendar for once every two months.

 

Catherine suggested getting information about the Sunday dances included on a mailer to send out to seasoned dancers to inform them of the dance.

 

Motion 1: John Bryson moved,  Unknown second
I move that HMFS add a Sunday dance each month to the schedule, beginning when convenient, but not before October.
Discussion:
This is based on the popularity of the last Sunday dance.  I believe that a regular schedule would allow the dance to grow to be profitable.

 

Motion opposed

 

 

 

Motion 2: Anna Moved; Unknown second
I move that HMFS add a Sunday dance up to 6 times a year,  beginning when convenient, but not before October.
All in favor, none opposed.

 

Sound Committee – John

 

The sound board that we use in River Falls is broken (an Allan Heath GL 2000) and Weogo is looking  into what is necessary to repair it.

 

 

 

Band booking/callers –David/Jennie 

 

Continue to bring suggestions to the table.

 

 

 

Other-

 

Please be sure to make the “appropriate behavior” announcement at the first RFL Saturday dance of the month.

 

Anna, Jenny, and June will meet to propose “perk” options and numbers for the next Board meeting.

 

 

 

Next Meeting –

 

Sunday Sept 20 3:00-3:45 – David and Kerry’s;

 

Followed by Moondance meeting & Potluck