JUNE 2014

BOARD MEETING MINUTES

JUNE 3, 2014

The meeting was called to order at Allan Kugel and Cecilia Rowedder’s home in Highland Park at 8:00 pm.

Present: Rachel Streich, Allan Kugel, Elizabeth Lachowicz, Eddie Roffman, Joanne Cronin, Robin Schaffer, Lori Falco, Bill Henderson, Mike Agranoff, Jim Gartner, Dave Sherman, Grover Kemble, George Otto, Leigh Walker, Jean Scully, and Lois DeRitter.

Absent: Lindsey Meyer, Bob McNally, Tom Picard, Shari Korenstein, Mark Schaffer, Barrett Wilson, Paul Fisher, Steve Humphreys, Sandie Reilly, Mike DelVecchio, Scooter Ferguson.

Guests: Loretta Brooks, Barbara Hall, Dave Heistand.

As of 8:00 pm, we did NOT have a quorum.

ADMINISTRATION:

TREASURER’S REPORT:

Our year-to-date P & L statement shows us running at a loss of approximately $7,400 as of May 31^st.

Lori wondered how we were going to show a profit at year end if we’re showing such a loss this late in the year? Robin said that the Acoustic Getaway Committee’s figures show that the Getaway made money that is not reflected on the QuickBooks P & L. Elizabeth noted that general and administrative expenses, such as insurance, are not allocated amongst venues like Minstrel, Getaway, Swingin’ Tern, and Special Concerts, so the P & L’s are misleading. Venue chairs may think their operations are profitable, but are they really? They need to generate more revenue to help cover the general and administrative expenses.

Bill accounts for revenues and expenses on a cash basis – expenses are recorded in QuickBooks when the check is written, and income is recorded as the funds are deposited to our checking account. This means Prepaid Expenses for future events, such as Prepaid Performer fees and advance deposits to Camp Bernie for Fall Acoustic Getaway, and revenues received for advance ticket sales for Uke Fest and Getaway, are often posted to P & L months in advance of the actual events, which skews our YTD financial results. Mike A. pointed out that Scooter has paid out about $3,000 in prepaid performer fees for various Special Concerts and the Uke Fest II, scheduled for later this year, but those performer fees are showing up as expenses on the current P & L.

Mike also noted that we do have a substantial cushion of cash in various bank accounts. Elizabeth argued that we don’t want to rely on that financial cushion.

George reminded us that in years past, we used to require all venue chairs to make 10% “profit” to help cover general and administrative expenses. [Mark said that "traditionally, Festival did not have to cover G & A." Mike A. concurred, "10% of expenses was out of line for Festival so they weren't required to cover G & A."]

Eddie suggested we come up with a motion to analyze our 6-month YTD financials to an accrual basis to see where our money is going. Former Treasurer Rachel volunteered to chair such a committee. Allan and Lori also volunteered to serve on the committee. Eddie suggested contacting former FP member Diane Goodheart, who is a CPA, to enlist her help in preparing the accrual statements. George moved that an Ad-Hoc Financial Committee be formed to investigate the FP’s finances, with Rachel as chair. Motion was seconded and passed.

Lois DeRitter arrived at the meeting. We now have a quorum!

The May 2014 Board Meeting minutes were accepted.

OLD BUSINESS:

VOLUNTEER APPRECIATION DINNER 5/18/14:

Elizabeth reported that there were 74 attendees, “maybe a few more than that”. 160 volunteers were contacted, she got 50 RSVPs, but her email wasn’t working properly in the days before the Dinner, so she didn’t get everyone’s RSVPs.

There was a catered, sit-down hot dinner, costing $20 per person. Volunteers helped set up, brought or prepared appetizers and desserts, and helped clean up, parked cars, etc. Attendees had lots of wonderful comments about the evening, Eddie: “It was great!” Joanne: “Wonderful party! Great food, great music, great company!” Lori called the evening “Money well spent!” Lois: “Beautiful day! We are incredibly lucky.”

Toby Walker gave a surprise concert after dinner, and there was jamming after the concert.

NERFA:

“Big NERFA conference” is coming up November 13 – 16.

NEW BUSINESS:

HOSTING AN INTERNATIONAL FOREIGN EXCHANGE STUDENT?

This was published in the most recent Newsletter. Two female students – one from Taiwan and one from Korea – are anxious to come to our area and learn American guitar playing while they’re here. Art Tamburino has offered to give them free guitar lessons. If you, or anyone you know, would be interested in hosting a student in your home, please speak to Mark.

2015 NOMINATIONS:

Elizabeth noted that according to our Bylaws, we’re supposed to form a Nominating Committee in October, but that does not give enough time for the Committee to recruit a slate of candidates for Board positions, committee chairs, etc. in time for the Annual Meeting in November. Mike suggested, “do it now!” Mike and Elizabeth volunteered to serve on the committee, along with others to be recruited later. Elizabeth will chair.

OPPORTUNITIES FOR TECHNOLOGY:

Elizabeth noted that we use quite a few social media apps, such as Constant Contact, FaceBook, Twitter, Meetup, and so on but there may be other opportunities we’re not aware of, or not using as extensively as we could be. What are we doing? What could we be doing better, or differently? Feedback? Suggestions? Should we form another ad hoc committee to review this?

George suggested that Chris Reimer was interested in this re: Back Office some time ago.

George said he would be interested in serving on such an ad hoc committee.

Jean volunteered. Joanne said she might be interested in some limited form of participation on this committee. Lori already volunteered for the Ad-Hoc Financial Committee but volunteered to serve on this one as well. Cecilia Rowedder said she would be interested in limited participation on the committee. Allan already volunteered for the Ad-Hoc Financial Committee but volunteered to serve on this one as well. Robin volunteered Mark in his absence.

Jean noted that all this social media is simply a way for us to get our name out there. She said, she gets first timers at the Minstrel all the time saying “I’ve lived in this area for 20 years and never knew you were here.”

George moved we form an Ad-Hoc Committee to better study how best to use social media. The motion was seconded and unanimously approved, [with George as chair of the committee].

COMMITTEE REPORTS:

ACOUSTIC GETAWAY: SEE WRITTEN REPORT

Robin reported, we had a GREAT Getaway. Post-Weekend survey responses (66 total) and comments received during the Weekend were very positive. She and Mark will send out a wrap-up email and send it to the Getaway mailing list, to share cooments, suggestions, stats, etc, instead of a wrap-up meeting. Robin said, in response to a question from Cecilia, that there were 172 attendees – some day passes included. “Sense of community” scored VERY high on surveys. According to the Committee’s figures, they think they made somewhere between $500 - $700 profit. Bill has not yet posted all Getaway admissions revenue or paid all relevant expenses. Mike commented that a profit of $500 with an operating budget of tens of thousands of dollars was cutting it “a bit close” to cover general and administrative expenses like insurance. Robin admitted we have not been very successful at attracting families with young children.

SOUND REINFORCEMENT: SEE WRTTEN REPORT

Mike D. absent, see written report.

NEWSLETTER: SEE WRITTEN REPORT

George reported that he is becoming more efficient at putting together the NL. He has been noticing a lot of errors in NL submissions – names spelled wrong, incorrect phone numbers and the like. He asked us all to review names, phone numbers, driving directions, etc, before submitting.

MEMBERSHIP: SEE WRITTEN REPORT

Our membership numbers are up a little, said Eddie. Getaway is the main driver of new membership applications, as the $20 discount on Getaway admission for members pays for the year’s membership dues. Renewal notices went out but Eddie has not seen a lot of responses. Dave asked if we track how people found out about us on the membership application? No, said Eddie.

E-COMMUNICATIONS: SEE WRITTEN REPORT

“Pretty busy month”, said Lori. We’re now using Constant Contact for registrations for Uke Fest II. Getaway did registration, email and surveys on CC as well. Any emails that go out can now also be shared on FaceBook and Twitter.

PUBLICITY: SEE WRITTEN REPORT

Paul absent, see written report.

Allan reminded us to get stuff to the Webmaster for inclusion on the website early in advance so the Web people don’t have to go looking for it. Jean has sent 247 tweets to publicize every FP event since setting up our Twitter account. We’re following 803 different people and organizations, and 240 people are following us. She reported that she posted an article from Bill Moyers on FaceBook and Twitter, and Bill Moyers then re-tweeted us to his followers – free publicity on his mailing list!! Eddie opined that our Twitter account may be the single most important thing we can do to publicize us, Jean also mentioned Hootsuite, a scheduler that works with Twitter to pre-schedule tweets to go out. She is using a free version now, but there is a deluxe version available for $9.95 a month with enhanced metrics and more reports. Elizabeth suggested continuing to use the free version a little while longer, until we figure out which reports we need. If anyone has photos from Getaway, please send them to Jean and she will re-tweet.

INTERNAL AFFAIRS:

Second Saturday Home Made Music Party at Judy Hunt and Bill Hunt’s home (“folk meets jazz”). Hank and Frank will perform from 9 – 9:45 pm. The next one will be hosted at Judy Hagen and Ken Galipeau’s home for Ken’s 60^th birthday. Betsy Rose and the Chicago Fire will perform.

SWINGIN’ TERN: SEE WRITTEN REPORT

Leigh reported that last month was “not great”. But they have good dances planned through the rest of the year. He is optimistic about the future. There will be a special Friday dance on June 27, featuring Perpetual Motion (one of the top bands in the country), with Bob Isaacs calling.

HSNOI: SEE WRITTEN REPORT

Sandie absent, see written report.

ZED MUSIC:

Tom absent. Elizabeth reported that Grover performed on May 5, and Mike A. is scheduled for June 7. After that, Zed will be on summer hiatus.

COMMUNITY SERVICES:

Shari absent, no report. Elizabeth let us know that Joe Petraitis is much better since his recent surgery. Eddie shared that he moved Robin to a nursing home approximately 2 weeks ago.

MINSTREL BOOKING: SEE WRITTEN REPORT

Mike reported that our average attendance for May was 52.3, not counting Open Stage; 47.3 including Open Stage. Turnout for FP member Rich Deans was disappointing. Minstrel lost $537 for the month.

Former long time FP members AJ Bodnar and Liza DiSavino will be at the Minstrel on 6/20/14; Christine DeLeon headlining on 8/22/14 with hubby Mike DelVecchio opening.

The rent is going up from $280 to $319 as of July 1; door price will be going up from $8 to $9 as of July1 also.

The Minstrel’s 40^th anniversary is coming up next year. The actual date is July 25^th, which is a Saturday, one day after the Birthday Party. Mike is considering a special high-level concert, but nothing is firm yet.

Mike will be signing up with a service called “Fill-A-Seat”. Clients pay a yearly fee to join ($125 for a couple). If your venue has a show they don’t expect to sell well, you can offer free seats to Fill-A-Seat clients. You decide how many tickets to give away. Possible problem: Mnstrel regulars might join in order to get in for free. Mike noted that performer’s attendance bonuses are based on 100+ PAID attendees, so giving away free admissions will not cost us anything. He will try it for 6 months.

New Bookings:

8/1/14 Bon Temps Brass Band, a New Orleans-style jazz band, is opening for Reeds, Rhythm and All That Jazz.

1/15/15 Julie Gold

1/23/15 Vance Gilbert

MINSTREL STAFFING:

“Still trying to get more volunteers”, said Jean.

SPECIAL CONCERTS: SEE WRITTEN REPORT

Scooter absent, see written report.

MERCHANDISING: SEE WRITTEN REPORT

Gloria absent. Elizabeth said that the new T-shirts Gloria ordered for Acoustic Getaway were misprinted. Instead of returning them to be reprinted, Elizabeth offered to take the shirts for a 40% discount, so we saved $900 and had shirts to sell at Getaway Weekend.

Next meeting will be on July 1, 2014 at Mark and Robin Schaffer’s home in Rockaway, NJ.

Meeting adjourned 10:19 pm.