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Cascade Zydeco Board Meeting Minutes

September 7, 2011

Board Minutes List

Minutes for the Cascade Zydeco Board Meeting
September 7, 2011

Board members in attendance: Terri Jo Bonbright, Janine Tebeau-Jemerson, Marcia Esther, Patti Renfro and Marie Torrillo. Susan Sullivan, Vicki Ryan Barbur, Chere Weiss and were not in attendance. Patty Kadel attended as acting Treasurer.

Minutes from August 3, 2011 meeting. Read and approved.

Treasurer’s Report. Patty Kadel provided the treasurer’s report. Details were emailed to board members prior to the meeting. $2715 have been taken in in membership dues. We’re close to breaking even on dance camp (we’ve taken in $23,027 for dance camp).

Committee Reports

Dance Camp.
Dick Brainard reported on Dance Camp. Approximately 107 people have signed up and paid to go to dance camp. There are still 6 or 7 “follows” on the wait list. Dick said he would let everyone on the wait list in, even though there will be a slight imbalance between leads and follows. Diane is working with Kenny on the menu; the decorations have been taken care of. Terri Jo will check with Jim to see if the individuals who have volunteered to transport band members need to do anything special to be covered under our insurance policy.

Membership.
Patty Kadel deposited a number of the membership fees she received in the past month. Vicki is updating the membership list but was not in attendance to provide a report.

Music.
Lumas was not in attendance to provide a report. We have three live music events that are on the calendar: Halloween (Oct. 29), the day after Thanksgiving (November 25), and January 21.

Publicity.
Chere is in charge of publicity, but is in Europe and was unable to report. We want to make sure that there is sufficient coordination between Lumas, Chere and Barb Wertz (who updates the CZ web page)

Old and Unfinished Business.

Live Band Discussion. We’ve always lost money on live band dances we have sponsored. This is not necessarily cause for concern, since it is our mission to promote Zydeco by bringing Zydeco music to the community. And, as a nonprofit, we almost always break even at the end of the year. However, it would be good to get closer to breaking even at the live music dances.

To that end, we should look at patterns throughout the year so we can schedule more effectively and have a better chance of bringing in more money, e.g., typically what time of the year and what venues have the best attendance at dances. Terri Jo and Janine will take the lead on examining information on past dances and will meet during the next 2 months. Others can take part if available.

ART Brunch report. The brunch at EAT was fun. EAT management would like to have us back on a regular basis, possibly monthly. The management even brought up the possibility of having a live band at the brunch. Marcia will talk to Jim and Libby about putting up a Cascade Zydeco banner and flyers at the brunches.

Annual Picnic. Next year, it would be good to set a specific start and end time for the picnic, with the picnic committee identified ahead of time and informed of when to be there to perform set up and clean up tasks. Also the time for the Annual meeting should be announced ahead of time.

New Business.

Election of Officers. The following individuals were nominated and voted by the committee to occupy the following positions:

Other responsibilities for Board members:

Discussion of treasurer position. No one has volunteered to occupy the position of Treasurer. Options for filling this position were discussed. According to the bylaws, the treasurer should be a Board member and be responsible for all money coming in and going out. However, maybe there is a way we could entice a volunteer to perform the bookkeeping for the Treasurer, possibly by offering free membership and attendance at CZ sponsored dances. Whoever will be in charge of the books would be provided the Quick Books software. Possibly tasks that were performed by Patty as the treasurer, can be split off and performed by someone else who is not the Treasurer.

Procedural list for all Board positions and committee assignments, as needed. A description of all board positions are in the CZ bylaws. However, it would be good to develop task/procedure listings for positions as needed, especially for Treasurer. Also, we should develop task/procedure lists for the committee heads, especially for the Music committee (which would include a listing of venues, venue capacities, contacts, etc.) Marie will be in charge of coordinating task/procedure listings for Treasurer and for the Music Committee before the next meeting.

Planning Calendar. Marie will bring a calendar to the next meeting and we can start filling in regular events that CZ is involved in. The calendar would include when planning should start for the different events (e.g., when should planning start for the next CZ annual picnic).

Information

Committees