April 2012

MOTIONS THIS MONTH

1. The Board agreed “to create a limited access section of the FP wiki that would be accessible to the president and secretary. They would have discretion to create a second limited access area for other Board members.” Lindsey moved, Mike seconded.

2. The Board agreed “to authorize Swingin’ Tern, the Minstrel, and Special Concerts to invest $2,000 each, from the general funds, to increase their attendance.” Mark moved, Elizabeth seconded.

OPENING CEREMONIES

The April 2012 Folk Project Board meeting was called to order at 8:01 pm on April 3, 2012 at the home of Robin and Mark Schaffer in Rockaway.

ROLL CALL

Present were Pat Brangs, Lois DeRitter, Jim Gartner, Elizabeth Lachowicz, Bob McNally, Ed Roffman, and Bobbie Rosengarten (Trustees); Mike Agranoff, Carl Croce, Howie Goldman, Joe Graziano, Lindsey Meyer, Sandy Reilly, Pam Robinson, Mark Schaffer, Robin Schaffer, Jean Scully, and Rachel Streich and Leigh Walker (Other Board Members). Absent were Nancy Dugan, Allan Kugel, Scooter Ferguson, Gloria Friedman, Nancy Kelner, Kevin Redden, and Scott Ross.

ADMINISTRATION

Secretary’s Report

There were three corrections to the March minutes, which were approved as amended.

Treasurer’s Report

Rachel reported our checking account balance as of 3/31/12 was $7,280.99 and our Money Market account balance as of 3/31/12 was $23,571.92. Together, these accounts equal approximately $30,000 in liquid assets and don’t include Festival money or the Agranoff Festival Fund. She received a check for $1,000 from a donor who wishes to remain anonymous, to be used toward scholarships for Spring Festival. Mark knew the money was coming in and has already spent it. There was discussion about the approximately $83,000 in our Vanguard account, which currently isn’t earning much. Rachel explained that it’s not worth moving it because interest rates are low everywhere that’s safe.

The Treasurer’s report was approved. Interested Board members can look at the financials and run their own, customized reports, by logging in at QuickBooksOnline. If you don't have a login (or don't remember your password), contact Rachel and she can set you up.

NEW BUSINESS (5 items)

1) Mike received a request from Scott Alarik to booktalk his newly-published folk music novel for no charge to the Project either as a Special Concert or at Festival. Comments from the group were positive and Mark and Robin will consider giving him a workshop slot at spring festival.

2) Lindsey presented a proposal to create a new part of the wiki with no public access. She explained that the wiki is currently accessible to anyone who wants to see it or download it. Consequently, there are documents and materials that we can’t post, such as performer payments and anything politically sensitive. For instance, former secretary Chris Riemer has documents on his computer that should not be public on the Web but that would be a shame to lose. She stated that these documents should be accessible to those who need to know but shouldn’t be archived on individuals’ computers. Treasurers’ reports wouldn’t be posted because they’re already on QuickBooks, which is already limited to the Board.

Those with full access would be the president and secretary, with the precedent being the passing of certain presidential papers from president-to-president. A separate area could be accessible to the full board and could contain information such as performer payments and politically sensitive documents or discussions.

Lindsey moved “to create a limited access section of the FP wiki that would be accessible to the president and the secretary. They would have discretion to make a second, limited access area for Board members.” Mike seconded.

During discussion, Bob questioned whether we should make the wiki totally private. The consensus was that we should keep the public part open, in keeping with the spirit of the FP. Lindsey noted that although our minutes must be publically available, as we are a registered non-profit, that doesn’t mean the entire wiki has to be public. Mike noted that when members leave the Board, they should lose their access privileges for any limited areas.

The vote: the motion passed by acclamation.

3) Mark presented his proposal for an “AIS” program, which turned out to mean “Asses In Seats”. As he explained, “Our wealth is the asses in seats,” meaning the number of people attracted to our events, and he proposed offering $10,000 of the aforementioned $30,000 to various committees to enable them to take risks they might not normally take. The goal would be to attract more people to events without committees straining to break even, which has been a Board mandate for many years.

Discussion followed. Pam pointed out that our money has always been available and questioned why we need this proposal. Mark responded that it’s because we have a history of requiring each committee to break even or at least come close and that this inhibits risk-taking that could pay off with higher attendance and greater growth. He envisions it like an investment to attract better performers, bigger audiences, and more staff. When Lindsey asked what we’re saving the $30,000 for, Pam stated that it was meant as back-up for Festival, in case of monetary loss, but since we already have $83,000 in Vanguard, we don’t need to keep all this money. Eddie pointed out that our organization has been careful and frugal over the years and that has paid off in financial solidity.

Other discussion focused on whether money should be proportioned based on relative attendance at dances, special concerts, and Minstrel (Bob) and whether we should tell committees to take more risks and not worry about the money, instead of giving a set amount of money (Rachel). Leigh said that taking risks for Swingin’ Tern would be easier if it’s “FP money” and not “SnT money”.

Mike requested that funds be taken out of general funds and put into each committee’s fund. He said he’s opposed to the proposal but would use the money if the board votes for it, which elicited some chuckles from the group.

Mark moved “to authorize Swingin’ Tern, Minstrel, and Special Concerts to invest $2,000 each from the general funds to increase their attendance.” Elizabeth seconded. Jim asked to amend the motion to include Internal Affairs but Jean agreed to wait till next month.

The vote: 13 in favor, 2 opposed (Pam and Mike). The motion passed.

4) Robin presented a proposal to “build our Folk Project community”. She suggested forming an ad hoc committee to discuss the state of our community’s social life: to measure its success and brainstorm ways to improve it. Following many positive comments from the Board, Robin said she’d move forward with this project after Festival is over.

5) There’s been a change of venues for the next three meetings. Here’s the new schedule:

May 1 – Lindsey Meyer

June 5 – Ed Roffman

July 3 – Joe Graziano

STANDING COMMITTEE REPORTS

Festival

Robin and Mark recapped their email report and told us that staff is set, workshop schedule is posted on the website, and they’ve already booked one performer for fall. They’ve used up the $1,000 scholarship donation (noted above) and said that those in need often don’t want to ask for scholarships but they’re more willing to accept the funds in exchange for Festival jobs.

Although pre-registration spots went like hotcakes, the actual registration has been somewhat slow. 145 people have registered, leaving 35 spaces which have now been opened up to the waiting list. If there are still openings, they will begin a new round of promotion starting on April 7. Many fewer families registered than were expected based on pre-registrations. They thanked Elizabeth for doing a great job running registration and Pat Brangs for wrangling the volunteer crew and managing the scholarship program.

Camp Bernie is booked for the fall festival October 5-7 and other camps are being considered for future.

Minstrel Booking

Recapping his email report, Mike told us the Minstrel had a great March, with an average paid attendance of 113.5 for regular show. Buskin and Batteau brought in 150 listeners and made off with over $1,000 and the relatively unknown Spuyten Duyvil attracted 105. Attendance for the past 12 months is up about 12% over the previous 12 months and March figures are $1010 in the black.

MUUF agreed to waive the rent for the Phil Ochs movie night and will charge only a very reasonable custodial fee of $20/hour. The two-fer program is getting “piddley results” so he’ll determine whether to continue it. The attempt to attract an after-show gathering to Urban Table in Morristown hasn’t caught on, so that’s being abandoned.

Upcoming show highlights are the Folk Goddesses, Finest Kind, and Brother Sun, which has earned an Agranoff Imperative.

Minstrel Staffing

Scooter was absent but it was reported that he’s contemplating a web-based tally sheet so no more “teeny tally sheets”. Elizabeth asked for volunteers to learn the head staff role, since Rick’s moved and Mark’s stepped back because of Festival duties.

Swingin’ Tern

Recapping his email report, Leigh told us that the St. Patrick’s dance brought in $112, with most dancers receiving a $1 discount for wearin’ o’ the green. The April 21 dance will be up against NEFFA, which pulls many experienced dancers, so SnT will offer a 2-for-1 if experienced dancers bring a newby. Leigh gave kudos to band booker Dan Black who does great behind-the-scenes work. He explained that all dances such as Rock ‘n Reel are under SnT. Some special dances are separate events with separate P&Ls but they’re still all considered SnT events.

Internal Affairs

Jean reported that Evenings of Music are booked through the end of the year except for November. April is at Cecilia and Alan’s and May is at Heilbruns’. There was no email report.

Newsletter

Carl recapped his email report, saying he printed 400 newsletters at a cost of $483.

Publicity

Nancy was absent but her email report is here. She welcomes Karen Justin, who just joined the committee and will take over emailing info to our major outlets. Eddie declared that “a big part of our growth is Nancy” and exhorted us to consider stepping up to fill her position when she retires from Publicity at the end of the year.

Membership

Scott was absent but his email report is here.

Community Services

In recapping his email report, Joe said he’s completed his review of the Performer List and has identified musicians listed as performers whose membership has lapsed. He’s working with Scott to reach out to these performers to ask them to renew if they want to remain on the list. Wayne Day is donating $500 to the FP as well as paying the performers. Joe pointed out that he came to the Board three years ago with the Wayne Day proposal, we agreed to take a risk, and now this effort has grown and flourished. He related this to Mark’s “Asses in Seats” initiative and said it shows how appropriate risk-taking can lead to positive results.

Horses

Sandie had to leave early due to a headache, but Ralph’s email report is here.

Merchandising

No report from the absent Gloria but Eddie told us 24 canvas bags have been ordered.

Sound Reinforcement

Kevin was absent but his email report is here. Mike reported that the old power amp was replaced and the new one is noticeably quieter for audience members sitting near the sound board.

Special Concerts

Howie recapped his email report and told us that he’s concerned about the upcoming Keith Murphy house concert, as only 2 tickets have been sold so far. Several board members recommended an email blast through Lori Falco and suggested advertising to the dance community, as Keith is well known there. Howie is talking with Trout Fishing in America about playing a double concert (afternoon kids’, evening adults’) when they are in NJ for New Year’s.

ADJOURNMENT

The meeting was adjourned at 9:56 pm. The next meeting will be on May 1 at the home of Lindsey Meyer in Peapack.

Respectfully submitted,

Lindsey Meyer

Recording Secretary