March 2009
MOTIONS THIS MONTH
The board moved to say “tell the Borderline folks that, while we appreciate the aims and goals of Borderline, there does not appear to be enough enthusiasm or support on the Board to make it happen at this time. We suggest you pursue non-profit status in New York on your own.” This motion was tabled until Mark could make a thorough investigation and report on these and other issues.
The board moved to accept the recommendations of the Ad Hoc Compensation Committee. Tabled after extensive discussion, due to lack of time.
OPENING CEREMONIES
The meeting was called to order at 8:03 PM at the home of Bob Safranek & Pam Robinson by Vice President Evelyn Maurer. Note that this meeting was originally scheduled to be at Mark’s house, hosted by Jean because Mark was sailing in the BVIs on vacation with Robin, but it was moved to Bob and Pam’s at the last minute due to weather. The phone-tree procedure that was suggested at the last meeting for this kind of emergency worked well. Nobody failed to get the word. A big “Thanks!” to Pam, Andy, Rick and Jean.
Roll Call
Present were Lois De Ritter, Jim Gartner, Jim King, Allan Kugel, Brad Pryor and Jim West (Trustees), Evelyn Maurer, Ed Roffman, Rick Thomas, Mike Agranoff, Connie Crawford, Lori Falco, Andy Koenig, Elizabeth Lachowicz, George Otto, Sandie Reilly, Pam Robinson, Bob Safranek and Rivka Willick, and Margaret Crowl, Bill Hartmann (Guests)
Absent were Scooter Ferguson, Ruth Wolfish, Mark Schaffer, Carl Croce, Pat Rolston, Bobbie Rosengarten and Jean Scully.
Secretary’s Report
Lori (Festival), Mike (Minstrel), Carl (Newsletter), Ralph (Horses Sing) and Andy (Ad hoc Compensation Committee) filed email reports that may have more detail than given here. Copies of these reports are attached. I encourage Board members to follow their example! Please try to get your email reports to me a few days before the meeting.
The minutes of February were accepted with the correction that Mike wanted it known that he did not resign from the Festival Committee, he was dismissed.
Treasurer’s Report
Eddie reports that Chris’ automated reports have been cancelled, and he will be sending out equivalent reports. He will also send a “Full Transaction” report for the month so that Committee Chairs can review the details if they need to.
He explained that about $8,000 of “Festival Income” (admissions collected) should also show up as an offsetting liability (because, if we cancelled the Festival, we would have to refund the admissions already collected – hence “liability”) but Eddie is still learning the technicalities of QuickBooks Online, and hasn’t figured out how to make that happen yet. More later as we learn more!
Key Dates
The New Jersey Folk Festival, in New Brunswick, is coming up soon. See Elizabeth if you would like to volunteer to staff the Folk Project desk.
BUSINESS ITEMS
Borderline Concert Series
Mike reports that the Borderline Folk Music Concert Series located in Rockland County, NY, has asked to come under the Folk Project’s wing to take advantage of our non-profit status. They are a struggling venue about 5 years old. After a short discussion, no Board champion appeared, and further discussion seemed unlikely to produce one.
There are a number of problems with the proposal. No champion; it’s out of state – this could affect our insurance and legal liability status; not part of our community; while we’ve sponsored a coffeehouse far away from our home turf, it did not have the other problems; and finally their proposal was sketchy on details – it’s not clear what advantages it would have for us.
A motion was made to “tell the Borderline folks that, while we appreciate the aims and goals of Borderline, there does not appear to be enough enthusiasm or support on the Board to make it happen at this time. We suggest you pursue non-profit status in New York on your own.” The motion was tabled until Mark could make a thorough investigation and report on these and other issues.
Ad Hoc Compensation Committee
This ad-hoc committee was created in response to Jim King's motion from the February meeting suggesting that if anybody wanted compensation for going to a conference, it was a committee affair, and should not be brought to the Board. It was intended to avoid long painful discussions such as the one we had last year when Sandie asked at the last minute to be reimbursed for her expenses at NERFA. In February it was decided to form an ad-hoc committee consisting of Rick, Jim King, and Andy to come up with a concrete policy that would address all the concerns brought up as a result of Jim's original motion. This is the report of that ad-hoc committee...
Andy read the report of the Committee (attached) and moved to pass it as official Board policy. A very long discussion followed. It was finally tabled until next meeting to allow for off-line discussion to resolve the remaining points of disagreement.
Points that were brought up include:
As Andy read the report/motion, he explained each point and how it relates to the two goals of (1) avoiding long discussions at Board meetings, (2) making sure that the process allows for proper oversight by the Board and (3) avoiding possible conflicts of interest.
Rick pointed out that the trustees are the ones who have fiduciary responsibility for the organization. They are the repository of the “aims and goals” of the Project. It is logical that they be the ones charged with deciding whether a request for funding is in keeping with those aims and goals.
Rick asked whether it was appropriate to allow the Committee to take into account financial need? Andy asked, “How do they do it? Should a request include a copy of your tax return?” Others answered that in a small tight-knit community (“village”) such as the Folk Project, folks will have enough of a general idea of a member’s circumstances to informally take this into account without a formal procedure being required.
Jim King was uncomfortable with having the Committee talking about other people’s financial situation. Andy felt that if we are going to act as a charity, we should amend our charter to say so. Others pointed out that just because we take into account financial need when we reimburse some of our members for some expenses, that does not make us a charity. Some felt it was not necessary to allow or disallow the Committee from taking into account anything they wanted to. They are there to make decisions. Let them do it. Connie said it clearly, “Pick your Trustees and trust them!”
Andy pointed out the text of the motion that assures that the recommendations of the Committee will be accepted by default, unless overturned by a formal Board motion. This is there to help avoid frequent long discussions where the Board rehashes things already discussed and decided in the Committee.
Mike felt that limiting the Committee to Trustees was not necessary in a “village” such as the Folk Project. Andy replied that it is important to have decision makers who are not likely to have conflicts of interest.
Ed pointed out that the financial situation of the Folk Project should be one of the things the Committee should take into account.
Amendments proposed (none of which were passed):
George suggested that it’s not necessary to have the clause saying that committee’s decision will be followed unless overturned by the Board. As part of their monthly report, it would naturally become a motion before the Board and be treated appropriately.
Jim King said that this would lead to long and useless discussions in Board meetings and make the Committee ineffective as a way to avoid such discussions.
Lori suggested that we give the Committee a budget at the beginning of the year and let them spend it on proposed projects as they, in their wisdom, felt appropriate. Several folks pointed out that we don’t have a formal budgeting process at this time.
Ed said that there should not be a pre-planned amount, so as to allow the Committee to take advantage of opportunities.
Lori proposed an amendment that would change the wording as it currently stands:
After the Fellowship Committee has ruled on a request, it must report on that ruling at the next Board meeting, including any internal dissent. The report’s recommendation will be followed unless the board overturns it by a motion at or after that meeting. A Board meeting without a quorum is not a Board meeting for the purpose of this paragraph.After each activity funded by a fellowship, the recipient is expected to report promptly on the activity to the Fellowship Committee. The Fellowship Committee will evaluate the activity’s degree of success. Its evaluation, together with the recipient’s reports on the activities, shall become part of Fellowship Committee’s report to the Folk Project Board, hence part of the minutes.
to the new wording:
The committee will be given an annual budget to be determined at the January meeting each year. For 2009, the budget will be determined after this motion is approved. The committee does not need to report to the Board on every action for a vote.
After each activity funded by a fellowship, the recipient is expected to report promptly on the activity to the Fellowship Committee. The Fellowship Committee will evaluate the activity’s degree of success.
Andy felt that this would eliminate any chance of Board oversight. Connie asked if we should give guidelines to the Committee? Lois suggested “The same thing but without the budget.”
At this point discussion had gone on for over an hour and, in the interest of getting home before midnight, we decided to table it until next meeting.
Privacy Policy
George reminded us that the lawyers at Pro Bono Partnership had recommended that we have a privacy policy. He distributed a partially finished draft based on a template from the Pro Bono folks.
Questions that were raised: George asked (1) whether we want a “single point of contact” for privacy issues – in effect a “Folk Project Privacy Officer” and (2) there seems to be a chat board with our name on it (Secretary’s Note: I think this refers to the FPNJ Yahoo Group; Wiki Master's Note: See the minutes of November 2008, under BUSINESS ITEMS, for background on this subject, under ) that we don’t have effective editorial control over.
What, if anything, should we do about it? Andy noted that there is no legal requirement that we have a formal privacy policy, but if we do have one, we are required to follow it. George said that even if we don’t have a policy, we can still get sued for privacy violations.
REPORTS OF THE STANDING COMMITTEES
Minstrel
Mike reports that they had a very good month in February. Jeremy Kittel and David Mallett and the demonstration of contra dancing were all successful, either financially or artistically, or both. He’s started to post Minstrel fliers in local establishments. Future highlights are Michael Smith on the 20th, Tracy Grammer on Sept 25, and Mike himself on July 3.
Staffing
Sandie needs volunteers. Jim King gave kudos to Hartmann for a well-run show and door last Friday.
HSNOI
Ralph says they taped two good shows in Feb. He was especially knocked out by Bob Conroy & Norm Pederson. Jacob Johnson was good too! Mike reports that Ralph is feeling well enough recently to accept a booking at the Minstrel. He and Al Podbur will be opening for the Wiyos.
Swingin' Tern
Connie reports that they are actively looking for a new venue. They have submitted a proposal to the First Presbyterian Church of Hannover to relocate the dance starting in June. The rent would be $125/night (compared to $275 in Chatham). They have also notified Ogden Church that they are considering relocating and would need a rent reduction to $150 to consider staying.
Special Concerts
The Special Concerts Committee has decided to give a $100.00 donation to the New Jersey Jazz Society’s Educational Scholarship (NJJS). The Society was helpful in getting word of this event out to their members, and also came out and set up a Jazz info table.
Special Concert events coming up in March: Irish Songs/Irish Stories on Wednesday March 11th 7:30 pm @ MUF, and Guitar Workshop with Randall Williams on Saturday March 14th 3:30 pm.
Festival
Lori reports that Festival registration is going well. The Commons are sold out and we have 86 total registrations, with 66.5 paid adults. Margaret pointed out that there are still Festival scholarships available.
Merchandising
Margaret reports (more details in the attachments) that she is close to finalizing the order for the new T-shirts with the goal of having them ready for Spring Festival. The new T-shirts will feature artwork by a Seattle artist named Leone Ardo, called "Three Guitars." The art is copyrighted, but Margaret has a verbal OK to 10 cents per shirt (and a few shirts!) as a license fee.
EmbroidMe in Morristown will handle the printing. This company has the advantage of being a national franchise with a vast catalogue of possible product choices but is but is still a local business with real people to deal with. The minimum quantity is 144, which is a reasonable number for us. The cost for short-sleeved shirts in adult sizes S - XL will be just over $9, and long sleeved shirts will be just over $13. For 2XL add $2, for 3XL add $3, for 4XL add $4. (3XL and larger only by special pre-order.) These prices includes everything--set-up & printing for four color screens on the front, one on the back, shipping, licensing fee, etc.
She is also have looked at ceramic mugs but wants to get the shirts done first. These would have just the Folk Project logo. The old T-shirts (w/ mandala design) are pretty much gone. Only a couple of "smalls" left.
GOOD OF THE ORDER
Talk to Eddie if you’ve had or know about someone who’s had a significant event in their lives recently.
ADJOURNMENT
The meeting was adjourned at 10:35 PM.
The next meeting will be on April 7 at Eddie & Robin Roffman’s house in Randolph.
– Rick