October 2015

The October 6 meeting of the Board of Directors was held at Mario’s Pizza in Randolph, hosted by Christine DeLeon and Mike Del Vecchio.

ROLL CALL

Present were Joanne Cronin, Lois DeRitter, Deborah Graham, Grover Kemble, Elizabeth Lachowicz, Bob McNally, Lindsey Meyer, Jay Wilensky, and Barrett Wilson (officers and trustees); Mike Agranoff, Pat Brangs, Christine DeLeon, Mike Del Vecchio, Lori Falco, Scooter Ferguson, Paul Fisher, Deborah Graham, Ed Roffman, and Mark Schaffer (committee chairs). Absent were Ken Brody, Andrew Hines, Allan Kugel, George Otto, Chris Riemer, and Leigh Walker. Lindsey Meyer filled in as Acting Recording Secretary.

MOTIONS THIS MONTH

1. and 1.a. Lori moved to assess insurance and G&A costs to the regular FP activities (see full motion below). The Board voted to table this till November when the Financial Solutions Committee will present a revised motion.

2. We voted not to return control of the hosting and operation of the Open Stages to the Minstrel Booking Committee.

3. We voted to give Scooter permission to run a Special Concert for Lil’ Rev with the proceeds going to him, minus concert expenses.

4. We voted to hold our annual meeting at The Chimney Rock Inn, and to cover the cost of dinner to a maximum of $600, after a $15 payment from each attendee.

ADMINISTRATION REPORTS

Secretary’s Report

Several people sent corrections to Andrew for the September minutes. In his absence, the September minutes were approved with 8 yeas and 7 abstentions. The minutes were posted late Sunday night and many people had not had time to read them before the meeting, which resulted in the high number of abstentions.

The August minutes are still awaiting revision and approval.

Treasurer’s Report

Chris reported via email that we’re up over $30,000 at the end of the 3rd quarter, although much of that is Getaway income that will be paid out next weekend. The checking account has about $19,000 and the money market has $44,000.

President’s Report

Unfortunately, our hopes for a 2016 grant writer have not come to fruition, nor has the discussion about outreach to local colleges. Barrett writes that discussions are underway regarding future grant opportunities and that the 10K grant disposition will be discussed at the November meeting. His written report is here.

OLD BUSINESS

1. Financial Solutions Committee Recommendations (tabled from September)

We spent quite a bit of time discussing the committee’s recommendations and motion.

MOTION 1

As chair of the committee, Lori moved “that beginning in 2016, each of our activities consider their portion of our insurance coverage as part of their expenses. The activities to be included are: Minstrel, Swingin’ Tern, Getaway, Special Concerts, and Member Concerts. The assessment is to be calculated for each activity based on how our overall insurance costs are determined. The insurance assessment will be determined each year by the treasurer or someone that they designate. Beginning in 2016, each of our venues should also be assessed for G&A (General and Administrative) expenses that are not covered by other income, such as membership. The G&A assessment should be based on a percentage of each venue’s expenses. The G&A percentage should be determined on a pro rata basis and calculated each year by the treasurer or someone that they designate.” Joanne seconded the motion. (There was an additional bit of motion regarding rescinding a previous motion, but that was deemed unnecessary and was dropped from the final motion.)

Mike A. asked if the assessment for 2016 will be based on 2015 figures. Lori said yes and she’ll revise the motion to reflect this. Based on last year, the assessment would be 2.5% for each activity. Mike replied that if the assessment is based on expenses, Getaway’s expenses are enormous, so it’s not going to work. Lori replied that Getaway’s expenses would not include the enormous camp fees, and that’s how it’s figured in the report.

Questions were raised about what committee the member concerts and the Halloween show would fall under (i.e. which committee would be assessed G&A for these shows) and later in the evening, a question was raised whether Open Stage was being considered separate from Minstrel.

MOTION 1a

Mike A. moved to table the vote till next month so Lori can rewrite the motion, but to continue the discussion now. Scooter seconded and the motion passed, so we continued talking.

Scooter wants this added to next month’s motion: “venues shall make every effort to reach these goals” meaning that the venue chairs wouldn’t be bound to achieve the goals. Lori reminded us that these are suggestions. Referring to the term “insurance assessment” in the motion, Jay asked who sets it? Why the Treasurer? Someone said the percentage should be a Board decision and the calculation should be made by the Treasurer. Lori said that each venue would have the same percentage. Bob suggested setting the original percentage out in the motion, rather than “unknown percentages and unknown formulas”.

Deborah asked how the committee determined the 2.5%. Mike A. used the Minstrel as an example and made up some typical numbers to illustrate where the 2.5% came from. According to Lori, membership dues cover most FP expenses that are not covered directly by any venues. The committee took these remaining expenses, which last year amounted to about $2,000, and found that that represented 2.5% of the total FP expenses for the year.

Ed said, “This motion doesn’t have teeth in it…and that’s a good thing.” He also said this might dampen new initiatives, such as Asses in Seats. Mike A. replied that Asses in Seats and NEFFA scholarships aren’t covered by this. Lori agreed: “Just allocate the money.”

Referring to wording in the motion, Bob:

1) asked how the committee defines “expenses” (that the insurance coverage is meant to be part of). Lori replied “anything the Treasurer has to pay out.” Bob requested that this be added to the motion and Lori agreed.

2) said that “pro-rata” doesn’t mean anything in this document

3) said that the amounts appear affordable but asked if anyone had looked into using income or attendance rather than expenses to determine G&A.

4) asked about positive or negative impact on venues. Although stabilizing our finances is a good thing, might there be “unintended consequences”?, to which Mike A. replied, “What are the unintended consequences of NOT addressing this?”

Lori said that if there is negative impact on venues, then perhaps the venues need to make changes. It’s up to the venue chairs to determine how to address or fix any money problems within their committee budgets. Speaking to Lori’s point, Paul said, “we pay out of the same Folk Project pot.”

Scooter agreed with the motion, citing the consequences for Special Concerts: “If I don’t make enough this year to cover G&A, then next year, I’ll make changes so that I do.”

At this point, we concluded discussion, since the motion had already been tabled to next month.

2. Restructuring Open Stage (tabled from September)

MOTION 2

Last month, Mike A. moved that “control of the hosting and operation of the Open Stages be returned to the Minstrel Booking Committee.”

Background: As a result of meetings about the Minstrel during Mark’s presidency, the Board appointed Scooter to run Open Stage instead of Mike A. The issue was that Mike had a history of being insensitive to Open Stage musicians. Scooter stepped down from his position in August of this year and Christine has taken his place, with Mitch Radler as a back-up.

Mike said that the Open Stage should be run by the chair, not the Board. He said that he’s changed his behavior, has actively solicited input from Christine regarding hiring, and has taken her advice. She acknowledged that this was true. “Trust me as venue chair” he said.

Mark reminded us of issues with Mike’s past behavior and that there were “hurt feelings” on the part of the public. Elizabeth agreed, saying that “when the public is hurt, it hurts our whole community.” Mike responded that he’s not proposing to be in charge, just to consult with Christine about hiring and otherwise run things off-stage.

Eddie called the question (i.e. end debate and move directly to a vote on the open motion) and Pat seconded. This motion was defeated, with Mike also voting against it, so discussion continued.

Christine asked Mike why he’s making a motion if he doesn’t want to run OS but he wants control. She also said Mike shouldn’t be the default Head Sound. Mike responded that being Head Sound isn’t part of running OS.

In response to a question from Grover, Christine explained that the sign-ups are Mike’s responsibility because he does Minstrel Booking. Christine’s job is emcee and Mike takes input from her about booking. She also noted that she’s only run OS once so far.

Scooter said that when he was in charge of OS, he had authority to book from the OS and that Mike was unhappy with this. One example of a change Scooter made was that he extended OS by ½ hour to accommodate the performers.

There was discussion about whether Christine should be able to pick her own successor. Mike wants to choose her successor, Scooter thinks Christine should choose, but Christine said she didn’t think she should have 100% control over the choice.

Lois asked if we’re creating a separate committee for Open Stage. She also voiced concerns about Mike’s lack of social skills and fears that he’d try to resume his former position.

After much discussion, the motion was defeated, with several abstentions.

3. Donations toward Lil’ Rev’s wife’s medical expenses

We discussed Scooter’s suggestion, that was tabled last month, that the Board donate FP funds to Lil’ Rev for his wife’s recent major out-of-pocket medical expenses. Scooter feels we should do something to help them out and that Lil’ Rev has attracted many uke fans into the FP fold.

While many on the Board expressed sympathy for Lil’ Rev’s wife, many were not comfortable with the idea of a donation of FP funds. Mike said this could start the Board down a “slippery slope”. Elizabeth said we have FP volunteers and long-time members with illnesses and asked how do we pick one person. Lindsey noted that we can all donate individually and asked how FP members would feel if they don’t receive money when in similar straits. Deborah suggested instituting a creel at the Halloween show (there currently is no creel) and dedicating the proceeds to Lil’ Rev. Bob suggested a general FP GoFundMe pot, to be used when needed for these types of medical expenses. Jay responded that we’re not in the philanthropy business.

Barrett took a straw poll, which revealed that the majority of the Board was opposed to a direct gift from the FP.

MOTION 3

Scooter then moved that the Board give him “permission to run a Special Concert for Lil’ Rev with the proceeds going to him, minus concert expenses.” Mike A. seconded it. It was pointed out that we’ve done this at least once in the past, for U. Utah Phillips.

After more discussion about whether this would still constitute a direct donation, followed by a failed attempt to table the motion, the vote was taken: 11 yeas, 3 nays, and 2 abstentions. The Special Concert for Lil’ Rev was approved.

NEW BUSINESS

Subsidized dinners for the annual meeting

MOTION 4

Elizabeth moved “that the FP subsidizes dinner for members at the Chimney Rock Inn in Gillette prior to the Annual Meeting on Dec. 1st, where members pay $15 and the FP pays the balance not to exceed $500.” Scooter seconded.

Background: The Board has done this for years and has to approve the expenditure in advance. Most attendees are Board members, with about a dozen visiting members. According to Elizabeth, dinner runs about $22 per person plus tax and tip and Costco cake. In the past, the FP has paid about $13 per person while each individual pays $15.

The motion was amended to set the FP limit to $600 instead of $500. The motion passed nearly unanimously, with Mike A. voting his traditional “nay”, as he prefers the Board not use FP funds to subsidize the dinner.

COMMITTEE REPORTS

With about 10 minutes left till the witching hour of 10 pm, Barrett urged all committee chairs to limit their verbal reports.

Getaway

Mark said that 2 Getaway registrations were canceled and one hour later, they were filled. The written report can be found here.

Electronic Communications

Lori's written report can be found here. The committee ran an ad on Facebook to promote upcoming events. The ad targeted only users in the Morristown area who matched the profiles of our email subscribers. Over 6,000 people saw the ad and the number of people who clicked on it was proportionally higher than most ads on Facebook. The committee plans to do this again for the Rumpke Mountain Boys Special Concert. Lori said talk to her if you'd like to run a FB ad for your venue.

Minstrel Booking

Mike A. said that MUUF is removing the sound panels for painting and they’re not planning to rehang them. New bookings include Tom Gala opening for Martin Grosswendt in Jan., Odessa Klezmer Band in March, Shockenaw Mountain Boys in April, Circle Round the Sun opening for No Fuss and Feathers Road Show in April, and James Keelaghan with Emmert Neely and Bly opening, also in April.

The written report can be found here. Summary: Average paid attendance in Sept. was 115 for the regular shows and 93.5 including the Open Stage. There was a $836 profit for the month and $4535 in the black for the past 12 months, not including the Paxton show. Including that show boosts the profit to $6,395.

Special Concerts

Scooter reminded us that Rumpke Mountain Boys are coming in November and reported that no tickets have sold yet. There was no written report.

Sound Reinforcement

Mike D. said he’s still waiting for a status report from MUUF about painting and decorating and how it will affect sound. There was no written report.

Horses Sing None of It

Ken was absent but the report can be found here.

Community Services

Pat’s written report can be found here. The FP had a booth at the Bloomfield Harvest Fest and was represented by 7 FP members. It was fun except for sound bleed from a nearby stage.

Publicity

Paul’s written report can be found here. The web team discovered and repaired a website hack. Thanks to Nancy Kelner for her timely “trouble report” and many thanks to Allan for his quick and thorough response.

Membership

Eddie sent the Board the current membership roster and reminded us that they are to be used ONLY for official Folk Project business.

Minstrel Staffing

Barrett’s written report can be found here. In order to train sound volunteers in the specific operation of our new sound system, Mike D. will begin training at Open Stages. This way, trainees will gain valuable experience under reduced pressure before moving up to regular Minstrel concert conditions.

Swingin’ Tern

Leigh’s written report can be found here. A last minute cancellation led to a fortunate substitution by the band Tempest. However, this led to higher expense which resulted in a nearly $200 loss for the month. S&T continues to attract new dancers at every dance.

Newsletter

George’s written report can be found here.

Internal Affairs

Christine’s written report can be found here. No Evening of Music in October due to Getaway.

ADJOURNMENT

The meeting was adjourned at 10:00 pm. The next meeting is on November 10 at the home of Christine and Steve Humphries in Randolph.

Respectfully submitted,

Lindsey Meyer, Acting Recording Secretary