OCTOBER 2013

BOARD MEETING MINUTES

OCTOBER 1, 2013

The Folk Project Board Meeting was called to order at 8:01 PM at the home of Allan Kugel and Cecilia Rowedder in Highland Park, NJ.

Present were: Rachel Streich, Nancy Kelner, Allan Kugel, Pat Brangs, Eddie Roffman, Barrett Wilson, Pam Robinson, Lois DeRitter, Lindsey Meyer, Grover Kemble, Mike Agranoff, Elizabeth Lachowicz, Joanne Cronin, Lori Falco, Leigh Walker, Mark Schaffer, and Bill Henderson. Absent: Mike DelVecchio, Scooter Ferguson, Bob McNally, Joe Graziano, Jean Scully, Sandie Reilly. Guests: Cecilia Rowedder, Dave Sherman.

ADMINISTRATION:

September Meeting minutes were accepted without corrections.

TREASURER’S REPORT:

Bill reported that there is an additional $2,000 in Festival revenues from PayPal that has not yet been posted to QuickBooks.

OLD BUSINESS:

NEXT MEETING DATE:

Our next meeting, scheduled for 11/5/13 at Pam and Bob’s, falls on Election Day, so it has been moved to the following Tuesday, 11/12/13.

NEW BUSINESS:

QB WORKSHOP:

Barrett recently emailed a survey to Board members to find out when would be most convenient to do this workshop, offering two dates in January 2014 and two in February. Then the question is – where to do the workshop. Mark offered the Schafferosa as a winter location as long as there are only 10 cars or less that need to be parked on their driveway. Mike A. suggested doing the workshop on a weeknight at MUF; he thinks we can get the use of a room there for free. Logistics for the actual presentation will have to be worked out between Bill, former Treasurer Rachel, and possibly Chris Reimer. Bill suggested that if Board members have questions about QuickBooks, they can contact either Bill or Rachel. After some discussion, it was agreed that the workshop will be at MUF on one of the following dates: 1/20, 1/23, 2/18, or 2/20, whichever is most convenient for most attendees.

Eddie suggested having attendees bring their own laptops so they can log into QuickBooks and “play” with the software. Rachel pointed out that we don’t know how many people can log into QB at one time; we will have to investigate that.

JOB OPENINGS:

Mike A. volunteered to chair the Nominations Committee to recruit new Trustees and fill upcoming vacancies on the Board as of the new year. Pat, Mark, Lois, and Elizabeth volunteered to be on the Committee. We have someone willing to take over as Newsletter Editor (George Otto), but are still looking for a Publicity Chair and Community Services Chair. Mike also suggested moving the formation of the annual Nominations Committee back to September, starting in 2014. This will require a change to our By-Laws.

ANNUAL MEETING:

Our December annual meeting, open to all FP members, has in previous years been held at the Chimney Rock Inn, in Gillette. Attendees pay $15 for their meal, with the FP picking up the balance of the tab. We will do this again this year. Eddie volunteered to organize this year’s event.

DONATION FOR MUF FUND-RAISING SILENT AUCTION:

Elizabeth suggested the FP donate something MUF can auction off as part of their fund-raiser. Nancy suggested donating a pair of Minstrel passes for each month of 2014 – a total of 24 passes, for a total value of $196. And if anyone were inclined to donate goods or services individually, they can, of course do that as well.

COMMITTEE REPORTS:

FESTIVAL: SEE COMMITTEE REPORT

Mark reported that 125 people have registered as of today; we need 140 to breakeven, and 150 is the cut-off. We have a lot of new people coming. Our mission, Mark said, is to get first-timers to come back a second time. He visited Crossroads Camp, about 5 minutes from Camp Bernie, as a possible location for Spring 2014. Crossroads would have to be “20% better” than Camp Bernie for us to move our Festival there. He said long-time Festival attendees who’ve visited Crossroads think its better. It has a dedicated dining hall and separate concert hall, which is being renovated starting in October with a reported budget of $100,000. The camp can accommodate the same number of commuters as Camp Bernie, has dorm rooms, some of which are heated, and its located 5 minutes from Camp Bernie. We have no contract yet with Camp Bernie for Spring 2014. Mark will organize a trip for interested FP’ers to look at Crossroads in November; date TBD.

PUBLICITY: SEE COMMITTEE REPORT

Pam, our FaceBook page maven, ran some interesting statistics: the 55-64 age group, who make up 3.5% of FB’s usership, constitute 40% of the people who “like” our FB page; the 45-54 age group, who make up 7.2% of FB’s users, account for 26% of those who “like” us. OTOH, the 25-34 age group, who make up 26.6% of FB users, make up only 7% of those who “like” us, and the 18-24 age group, who constitute >25% of FB users, account for only 5% of those who “like” our FB page. Clearly we have some work to do to appeal to those younger age groups.

COMMUNITY SERVICE: SEE COMMITTEE REPORT

Joe absent. He sent a condolence card to Kathy Caccavale on the passing of her father.

NEWSLETTER: SEE COMMITTEE REPORT

Pat reported that 193 newsletters were printed, and she spent approximately $380 in printing and postage.

MEMBERSHIP: SEE COMMITTEE REPORT

The Committee met on 9/10/13 to come up with ideas to attract and retain members, and to revamp the membership dues structure. Among the Committee’s recommendations: we need to become a more welcoming place, to do better at attracting and retaining members. The Committee also recommended a new dues structure, which Mike A. reminded us required an official Motion. Discussion ensued. Grover suggested a special “youth membership” rate, which Eddie thought was a “great idea”. Allan brought up the question of different dues rates for people getting paper newsletters vs emailed ones, since people getting e-newsletters can access the weblink and continue to download newsletters even after their membershp expires. Eddie said he sends out reminder emails on a quarterly basis, reminding people to renew their memberships. Lindsey suggested snail-mailing renewal reminder letters instead as they would be less likely to be ignored. After some lengthy discussion of the Committee’s written report, Joanne moved to accept the Committee’s recommended new dues structure, effective January 2014: $25 for one person or $30 per family; members choosing the eNewsletter option will be entitled to a $5 discount. The motion carried with a vote of 15 Yeas, 3 No, and 1 Abstention.

REPORT OF 9/10/13 COMMITTEE MEETING:

MERCHANDISING:

Gloria absent, no report.

SOUND REINFORCEMENT: SEE COMMITTEE REPORT

Mike D. absent, no report.

E-COMMUNICATIONS: SEE COMMITTEE REPORT

Lori reported, “everything is rolling along in Constant Contact.” She noted that the process of putting the Minstrelgram on FaceBook has been streamlined.

SWINGIN’ TERN: SEE COMMITTEE REPORT

Leigh reported that they had a very good September. The techno contra dance did VERY well; they promoted it heavily and raised the door price, and several people stayed behind afterwards and helped clean up. And they made money on the 3rd Saturday dance that month as well. Nancy came to the Swingin’ Tern Committee meeting in August and was warmly welcomed and appreciated for her hard work in helping publicize the dances. Leigh promised “lots of big things” coming up for the end of the year and the early part of 2014. Mark commented, “Leigh greets every single person who walks into a Swingin’ Tern Dance”.

HSNOI: SEE COMMITTEE REPORT

Sandie absent. They taped 2 great shows in September. Want to become a part of the crew? They’re still looking for volunteers, please speak to Sandie.

SPECIAL CONCERTS: SEE COMMITTEE REPORT

Scooter absent. Mike A. read from his report. 33 advance tickets have been sold so far for the Joni Mitchell "Blue" concerts with Chicks With Dip. Scooter may have found a grant writer for us. He has been in contact with the Morris Arts Council regarding possible FP members participation in a song swap as part of their concert event at Fairleigh Dickenson on 10/30/13.

INTERNAL AFFAIRS:

Jean absent. There will be no Evening of Music in October due to Festival. The November EoM is – we think – at Steve Humphreys’, but no one was entirely sure. Pat put several notices in the newsletter soliciting venues for EoM’s. Elizabeth’s condo complex has a meeting room that would be suitable for EoM’s. the only issue is parking.

MINSTREL STAFFING:

Jean still absent. Barrett noted, “we really need Head Staff. We will train you!”

MINSTREL BOOKING: SEE COMMITTEE REPORT

Mike reported we had a decent September, with an average of 108 attendees, and a lot of first-timers. The Frank Vignola show on 9/6/13 was “packed”, said Mike A. As a result of his and Elizabeth’s meeting with MUF representatives last month, our rent has been rolled back from $319 a week to $280; it will go back up to $319 next July. We will run a benefit show on MUF’s behalf, with the goal of raising between $1,000 - $2,000. Mike has fabric swatches for MUF to approve of, to re-cover the panels on the stage in the Sanctuary. Mike offered to hold our September Open Stage in the Terrace Room so that MUF could use the Sanctuary for their Yom Kippur celebration; we earned a lot of goodwill with MUF because of that. The show on the Friday after Thanksgiving will be a “Blast from the FP Past”, featuring former FP old-timers Jean Farnworth, Bill Hall, Claire Reynolds, and AJ Bodner and Liza DiSavino.

Barrett asked about a possible increase in the Minstrel door price; Mike has ruled that out until the next rent increase, scheduled for July 2014.

The meeting was adjourned at 10:10 pm. Next meeting will be on 11/12/13 (SECOND Tuesday), at Pam Robinson and Bob Safranek’s, in New Providence.