July 2015

MOTIONS THIS MONTH

• The board agreed to accept the recommendations of the Ad Hoc Technology Committee, thereby bringing its service to an end.

• The board decided not to publish a retraction associated with the board meeting report published in the July newsletter.

OPENING CEREMONIES

The meeting was called to order at 8:02 PM on July 7th, at the home of Mark and Robin Schaffer. We had a quorum right from the jump.

Barrett had a new agenda to distribute, including a late-breaking item. And he asked all present to abide by his decision to postpone discussion of Mark and Robin’s June resignation until the August meeting. He feels we need the cooling-off period, as well as more time to fully understand the background issues.

Roll Call

Present were Joanne Cronin, Lois DeRitter, Deborah Graham, Grover Kemble, Allan Kugel, Bob McNally, Lindsey Meyer, Barrett Wilson and Jay Wilensky (Trustees), Mike Agranoff, Pat Brangs, Ken Brody, Christine DeLeon, Mike Del Vecchio, Lori Falco, Scooter Ferguson, Paul Fisher, Elizabeth Lachowicz, George Otto, Chris Riemer, Mark Schaffer and Leigh Walker (Other Board Members) and Mercury the Dog (Guest). Absent were Andrew Hines and Ed Roffman.

Secretary’s Report

Acceptance of the June minutes was deferred until next month, given that the link to the wiki had not been distributed prior to the meeting.

Treasurer’s Report

Chris had nothing particular to add to his written report. Our cash on hand as of June 30 included $3,171 in checking, $34,107 in the Money Market account and $230 in the cash boxes for Minstrel and Swingin' Tern. And in the first half we have posted a profit of about $5,500, which is a nice change from last year.

In June, he also held the first in a likely series of QuickBooks Online Tutorials, delivered over the Web. Lois, Lindsey and Christine were in attendance, and to each Chris presented a “Certificate of Showing Up” (because showing up is half the battle). Suitable for framing! More sessions will be scheduled in the months ahead, as long as there’s continuing interest in them.

BUSINESS ITEMS

Final Report of the Ad Hoc Technology Committee

George Otto had previously distributed the final report of this committee via email and took some time to summarize its recommendations. By way of background, this committee was formed because of a perceived lack of cohesion in our social media activity. Individual champions had established our Facebook page (Pam Robinson) and Twitter feed (Jean Scully), but they are built on individual accounts and managed without any particular oversight. That is, they are logically tools for Folk Project publicity but are not considered part of the Publicity committee.

After 12 months and a number of meetings, the committee has come to several conclusions. First, we shouldn’t try to do too much, but focus on channels that will bring us the most “bang for the buck.” We should look for channels that could be used to build a community, rather than just post information. That community could be virtual, too, including interested folks who are not in our geographic area.

The committee feels there are three channels that make the most sense, namely Facebook, Twitter and YouTube. We should do what needs to be done to convert the individual Facebook and Twitter feeds to a shared organizational ownership, and look into creating a YouTube channel in the same way.

We should feature photos whenever possible, not just publicity photos but photos to show what’s happening behind the scenes. We should cross-promote on all three channels, and build in Share buttons that would make it easy for people to add our content to their own pages. That way, we can use the audience as a force multiplier. And we should make this pitch a part of the MC’s patter at the Minstrel. “If you’re having a good time, let people know!”

The committee also had some secondary recommendations, beyond a renewed investment in the three channels mentioned above. There is a Folk Project Wikipedia page, but it’s on the thin side. It would be worth building that out. We might consider approaching local colleges to see if there was interest in student-produced podcasts to promote what we do. Finally, we might consider developing a mobile website (or mobile app), since so many people now use mobile devices for Web access.

None of these recommendations should be considered exclusionary; if committees want to pursue something on their own (as the Getaway has with MeetUp) more power to them. Finally, the committee feels this work should be managed under the Publicity Committee, rather than under a new Social Media Tsar.

Much discussion ensued.

Joanne, Elizabeth, Lois, Mark, Deborah and Bob McNally all thanked George for the committee’s hard work and the impressive results. Chris felt that while the recommendations may seem a tad overwhelming, he’d like to see us accept the implied motion that this report represents and move forward to the execution phase. Jay agreed, suggesting that we break the recommendations into specific tasks and find people to take them on. George feels we already have some champions on deck, in the persons of Jean, Pam Robinson and (probably) Chris Riemer for YouTube. (Grover suggested that Chris take a look at the Shanghai Jazz YouTube channel, which he feels is very well done. The Secretary can agree, since he is listening to Grover with the Jerry Vezza Quartet while proofreading these minutes.)

Bob stressed that we need a system that will support content continuity, so if champions lose interest or burn out, new folks can take over. Lois noted a certain irony in that we always tell people to turn off their cell phones, and now we’re suggesting they connect and share. Times change. And Ken had an interesting thought about the messaging. He sees participation in the Folk Project as a way to enrich your life by learning and connecting with like-minded folks. It’s about more than just going to a concert, and we should try to communicate that.

Mike Agranoff had some concern that accepting this motion would commit us to take certain actions, even if there are no timelines specified. Is that what we want to do? Deborah, Lois and others were comfortable thinking of the recommendations more as goals than mandates. Mike also felt this would significantly increase the workload for the Publicity chair, and perhaps it should be managed separately.

In the end, we voted to accept the committee’s recommendations as a whole, with one dissenting vote. That was Mike, who was still worried about the implied mandate. Barrett thanked the committee on behalf of the group, and there was much rejoicing. (Applause, applause)

Damage Control for the Board Meeting Report

Lindsey feels the board should take action to address the information in the July newsletter regarding Mark and Robin’s resignation from the Getaway. She felt it was shockingly inappropriate, and has had to field calls from several concerned members. So she wants the Board to get in front of the situation, reassure the members that war isn’t about to break out and print what amounts to a retraction in the next newsletter. She had also prepared some possible copy (presented here in the final form that was submitted to a vote):

"The FP Board would like to address the statements made in the July newsletter concerning the resignation of Mark and Robin Schaffer as Getaway Chairs. Published comments did not give a complete picture and we regret any alarm created in the general FP membership. A review of this issue will be included in a future newsletter."

Mark was the first to speak. He said that originally, he was going to resign with a story about being too busy. But he was counseled that if in fact, The Folk Project has become the kind of organization that undermines its own hard-working committee chairs, “sweeping it under the rug” is not in the best interests of the group. It’s something that needs to be brought out in the open. Much discussion ensued, and there were three threads in that conversation.

A good bit of it had to do with people expressing the broad consensus that this was in fact a very serious organizational lapse. Jay was “appalled” when he read the remarks, and felt it made all of us look terrible. He also thanked Lindsey for having the courage to bring it up for discussion. Lois said people reading the newsletters at the Calan concert were “devastated.” We should pull those printed newsletters from circulation to the degree possible. Christine agreed on that point.

A parallel thread was focused on the wording of Lindsey’s proposed retraction. For example, Mark felt it was fair to refer to the report as “incomplete,” but took issue with the word “inaccurate” (although Lindsey's original text actually used the words "not an accurate picture.") There was quite a bit of talk on this front, with Bob McNally and others proposing alternative wording.

The final thread focused on whether a retraction was appropriate at all. Mike Del Vecchio felt it was not, and Lori and Elizabeth warned that a retraction might only fuel the fire. Mike Agranoff tended to agree, since “the toothpaste was out of the tube.” Bob McNally thought that was an apt metaphor, and wondered how publishing a retraction would make things any better. “They couldn’t be any worse,” said Lois.

Chris suggested that since he will be writing the next board meeting report, perhaps we can address it that way. That is, he can come up with something that will satisfy both sides, pour oil on the waters and reassure the general membership. Elizabeth, Joanne and Deborah all liked that idea, and Allan pointed out that it was a more “targeted” response. People who read the meeting reports will see it, and people who don’t read the reports won’t have the controversy brought to their attention.

Time was passing, and Chris called the question at around 9:15. The board voted to terminate discussion, and the motion was subsequently defeated. There were two abstentions, four in favor and the rest opposed. Chris will deal with the matter in some fashion in the next report.

Personal Use of Folk Project Email Information

Barrett wanted to clarify the Folk Project’s policy regarding the use of email groups (like fullboard@folkproject.org). We have a policy that says information from the membership list is for official use only, but what about these mail groups?

Elizabeth had several examples of ways she's used these groups to send a personal message to her close friends, and she thinks they were both reasonable and appropriate. Scooter had one example of inappropriate use by a former board member, but it was years ago. Most people felt common sense should apply here. There’s no point in making a rule that likely violators would ignore anyway. This isn’t a problem that needs fixing.

Amending the Getaway Endowment Guidelines

Mike would like to amend the Agranoff Endowment in a way that would lock down the Getaway portion of the fund for the exclusive use of the Getaway, as was his original intent. He is concerned that not making this restriction explicit could mean future boards might opt to deplete the fund for non-Getaway activities.

However, given the lateness of the hour and the complexity of this subject matter, we agreed to defer it until next month. Mike will put his thoughts into an email and send it out for review.

Moving the Good of the Order

Given the lateness of the hour, Elizabeth deferred this discussion until next month.

REPORTS OF THE STANDING COMMITTEES

Special Concerts

Although he wasn’t there to enjoy it, Scooter knows we had a “spectacularly” successful concert last Friday for the Welsh band Calan. Thanks to Barrett for managing the event in his absence. The band did very well on their share of the gate and also sold over $1,000 in merchandise.

Getaway

We are only one week into the registration period, but we already have 92 people signed up. That is more than half of the available seats.

As mentioned in his written report, Mark sees this as clear evidence that engagement is more important than marketing. Marketing can bring people in the first time, but the Getaway’s secret is engaging with attendees in a way that turns them into repeat customers. He’s also closed the deal with a duo he’s been targeting for weeks -- Anna and Elizabeth. Very excited.

Swingin’ Tern

Beyond the details in his written report, Leigh noted that lots of dances are struggling this year, something that he and other dance managers think is part of a normal business cycle. He’s confident Swingin’ Tern will deal with its current challenges, as it looks to boost its team of core volunteers.

Pat wondered if it would ease the load on Swingin’ Tern if they went to just one dance a month over the summer. Leigh acknowledged that things do slow down in the warmer months, but the committee sees the summer as an opportunity to attract new folks from dances that do go on hiatus. In fact, they’re having three dances in August!

Horses Sing None of It

Beyond Ralph's written report, Ken said that Horses could use some more volunteers since they are sometimes straining to get by with the current staff. He also acknowledged the issue of the cable company regulations, which ban volunteers from outside the company's service area. So if anyone can get their local cable provider to add Horses to its offerings, that would be good for the audience and expand the “area of eligibility” for the volunteer base, too.

Grover wondered about the sale of Horses DVDs (which can be ordered through our website) and how Horses' performers feel about that. Do they even know? Scooter is sure that all the performers sign a waiver, allowing secondary sale of the DVDs.

Electronic Communications

Lori reports that all is well.

Minstrel Staffing

Barrett is not ready to provide details, but he let us know that he’s planning to re-engineer some of the Minstrel jobs in the weeks ahead, most notably Door and Head Staff. He feels these jobs have become so complicated that we have to beg people to do them each week. And that is just “wrong, wrong, wrong.”

Publicity

Paul has nothing to add to his written report.

Minstrel Booking

Mike summarized his written report. It was a middling month, all in all. He would also like to see the minutes at the wiki continue to provide summaries of the reports, rather than just links to what people sent via email. Chris agreed.

Membership

Deborah has nothing to add to Ed Roffman’s email report. She is phasing herself into the job and currently handling whatever comes in via US Mail.

Newsletter

Beyond his written report, George wanted to mention that Membership received an inquiry from The Folk Music Hall of Fame, letting us know they’d missed several months of our newsletter. In fact, Eddie had cut them from the roster a few months ago as a cost-saving measure. They have now been reinstated and Pat Brangs was able to hunt up copies of the newsletters they missed and rebuild their collection. Who knew?

Community Services

Pat has nothing to report.

Internal Affairs

Expanding on her written report, Christine spent about $290 on food and supplies for the Fourth of July party, including two “very high quality” orange traffic cones. She used them to reserve a parking space near the house for her designated supply-runner, so if any other venue wants to borrow them, she will be happy to facilitate.

There will be a “bonus” Afternoon of Music this month at the home of Eddie Roffman. It’s set for Sunday, July 26th, the day after the Tom Paxton concert. And a special guest will be the one and only Rick Thomas, who’s coming back from his new home in Washington to see the show.

Sound Reinforcement

As described in his written report, Mike Del Vecchio has purchased the new gear and it was used the first time for the Calan show. He’s very, very happy with it and many of those present also spoke to the night-and-day difference they could hear that evening. Mike Agranoff attributed some of that to Mike D.’s skills behind the board, and there was then some discussion of waveforms, decibels, snakes, EVs and other arcane matters that largely went over the Secretary’s head.

CLOSING

Before the adjournment, the Board briefly declared a Committee of the Whole, to consider how we should prepare for next month's discussion. That committee adjourned, as did the board itself, at 10:28. Next month’s meeting is August 4th, at the home of Grover Kemble, in Morris Plains.

Respectfully submitted,

Chris Riemer

Stand-in Recording Secretary