October 2018

The October, 2018 meeting was called to order at 8:00 p.m., on October 2, 2018, in Marie Trontell and Jay Wilensky’s Western Outpost and Saloon.

ROLL CALL:

Present: Steve Humphreys, Christine DeLeon, Dave Heistand, Ken Brody, Allan Kugel, Evelyn McNally, Olga Alvarez, Elizabeth Lachowicz, Bob McNally, Kathi Caccavale, Jay Wilensky, Chris Riemer (officers and trustees); Mark Schaffer, Jean Scully, Joanne Cronin, Mike Agranoff, George Otto, Paul Fisher, John Mahon, Pam Robinson, Lindsey Meyer (committee chairs). Absent: Sandie Reilly, Mitch Radler, Lois DeRitter. Guests: Robin Schaffer, Lori Falco, Gary Pratt.

MOTIONS

• • The Board approved the September 2018 minutes, as amended.

  • The Board authorized holding the December meeting and dinner at Long Hill Tavern, and subsidizing the charge for Project members’ meals, including soda, above $15.

ADMINISTRATIVE REPORTS

Treasurer: WRITTEN REPORT

Chris Riemer relied on his written report.

Secretary:

Jay Wilensky noted that because he was unable to attend the September Board meeting, he had listened to a recording of it. This different perspective, he noted, brought into focus the degree to which many interactions among Board members are acrimonious and/or inconsiderate, and highlighted the need for Board members to recognize and respect their roles and the extent to which cooperation and accommodation are necessary to fulfill those roles.

President:

A. Best Practices

President Steve Humphreys presented a list of Best Practices which he had compiled, with the purpose of fostering a culture of greater cooperation and collegiality among the Board. Steve read the list, and stressed that the aim of the Best Practices is to provide a foundation for common understanding in handling problems with Board issues and among Board members, and that it can constitute a covenant among Board members. Steve further noted that the list can be incorporated into the Board Book which he intends to assemble, probably at the conclusion of his term as President.

Chris Riemer, while noting the similarity of the list to the Rules of Engagement formulated by the Board approximately two years ago, agreed that the list is important as a constant reminder of Board members’ obligations to one another. Elizabeth Lachowicz agreed that having the Practices “around” as a reminder of Board members’ obligations to one another would be helpful and important. Bob McNally noted the value of apologies to fostering civility.

Allan Kugel raised a concern that structures that would stifle opposing points of view were being created; Mike Agranoff agreed, adding that he has felt dissuaded from raising issues that he believed to be important. Elizabeth L. acknowledged the concern, but stated that the focus of the Best Practices is on the tone of Board communications, and e-mails in particular.

The content and wording of specific items in the Best Practices was discussed. Steve requested that comments be submitted in writing, and stated that he will incorporate submitted ideas into a final list to be presented to the Board. It was suggested that the finalized list of Best Practices be included in the Project’s governing documents. [The list of Best Practices will be appended to the pertinent month’s Minutes when adopted, sec’y]. In addition, Mark Schaffer, joined by Steve and Pam Robinson, noted the importance of “The Good Of The Order” as a means of fostering ties among Board members by keeping members apprised of developments in their lives and those of their families.

B. President/Trustee Steve Retiring from Board

Steve also announced that, for personal reasons, including that two members of his family are in hospice care, he will be stepping down from the Board at the completion of his term. He added that it was an “honor and privilege to serve” as the Project’s President. After prolonged applause, Secretary Jay Wilensky stated that the Project is far better for Steve’s service. Steve also mentioned, again to applause, that the Board’s nominee as the next President will be Paul Fisher.

COMMITTEE REPORTS

Publicity: WRITTEN REPORT

Chair Paul Fisher relied on his report. Steve Humphreys noted that a replacement for Lori Falco in Electronic Communications is still needed. Steve also noted that the improvement in the Board’s insurance coverage that was obtained during the past year was the result of Lori’s work. The Board applauded Lori enthusiastically.

Community Services:

Co-chairs Lois DeRitter and Pat Brangs were absent, and no developments were reported.

Event Hosting:

Chair Jean Scully noted the good turnout for the September Evening of Music at Kleiner-Pagan World Headquarters. A host is still needed for the November Eve O’, but President Steve has graciously agreed to host the December Holiday Evening. Pam Robinson noted that the December Eve O’ will be moved to the first Saturday, in order to stage an exceptional Special Concert [now revealed to be the brilliant Tony Trishka, sec’y] on the second Saturday. The conflict with a Swingin’ Tern dance was raised by Mike Agranoff and acknowledged.

Newsletter: WRITTEN REPORT

Chair George Otto relied on his report.

Membership: WRITTEN REPORT

Chair Joanne Cronin relied on her report. She added that “wobbles” in membership that have recently been experienced are not unusual, and that membership should increase after Getaway.

Sound Reinforcement:

Chair John Mahon reported that his major concern is ensuring that Concert Window works correctly, and that it does “99% of the time.” Also, MUF has reported that Minstrel is leaving the computer logged in incorrectly following shows; however, word is being spread among the soundies, and the problem is being corrected. Jean Scully expressed appreciation to John and Bob Safranek for their efforts to make the concert audio available to volunteers working in other parts of the building.

Horses Sing None of It: WRITTEN REPORT

Representative Ken Brody noted that Horses continues to experience minor technical problems but is working through them.

Archives:

Chair Lindsey Meyer reported no developments.

Special Concerts/Uke Fest: WRITTEN REPORT

Chair Pam Robinson noted the success of this years’ Uke Fest, including attendance of 160 for the Saturday concert and a strong financial showing. Pam already has a date and venue for next year. To applause, President Steve noted that Pam is “doing a fantastic job.”

Minstrel Staffing:

Chair Jean Scully is looking into ways to reduce the Minstrel’s ecological footprint, including the use of compostable utensils. She noted that Minstrel has loads of plastic utensils in storage, and that more should not be purchased. Jean thanked soundies John Mahon and Bob Safranek for their efforts in developing Concert Window and the sound feed into areas of the building where volunteers are working.

Getaway: WRITTEN REPORT

Chair Mark Schaffer added that ten first-time Getaway attendees have stated that that they will return, while only one will not. He noted that Getaway volunteers have been “great,”in working hard and fixing problems as they arise. Also, Mark noted with appreciation that people who have canceled their attendance have donated their fees rather than taking a refund.

Minstrel Booking: WRITTEN REPORT

Chair Mike Agranoff noted that the recent slump in Minstrel attendance has ended. He also announced that he is formulating plans for advance ticket sales for Minstrel, and that Gary Pratt will administer the program. Gary, who attended the meeting as a guest, noted that having advance sales will comport with common practice; let the Committee know if a concert is near to a sellout; and lock ticket-buyers into attending the show. Mike added that he will take care that the advance-sale program have as little impact on other volunteers as possible.

Swingin’ Tern: WRITTEN REPORT

Chair Leigh Walker added, to sustained applause, that Tern is “doing great.”

Open Stage: WRITTEN REPORT

Chair Mitch Radler was unable to attend, and relied on his report.

E-Communications: WRITTEN REPORT

Robin Schaffer reported on her efforts to maximize exposure to Project events for recipients of FP e-mails. Her plan is to include a link within the Project banner of all FP e-mails to a page that summarizes all activities offered by the Project. Robin stressed that this is an interim solution, given how rapidly the technology and people’s use of electronic communications are evolving.

NEW BUSINESS

Amendment to Bylaws:

Secretary Jay Wilensky introduced an amendment to the bylaws that would eliminate the requirement that the President be a trustee as well. Chris Riemer asserted that the requirement serves no purpose but questioned the reason for the change. President Steve stated that the purpose of the proposed amendment is to enable the Board to infuse new blood, by opening up a Trustee position while maintaining the tradition that Trustees who wish to stay on at the conclusion of their term be able to.

Pam R. strongly opposed the amendment, stating that it would create an “electoral college” and permit the surprise election of an outsider to the Presidency. Several members replied by essentially noting that Board elections are not contested, and that the risk of a takeover is extremely small. Steve authorized discussion of the issue by e-mail before the next meeting, when the proposed change will be voted on.

Board Retreat:

Elizabeth Lachowicz reported that she has discussed the concept of a Board retreat with Bill Hector, a local consultant (and musician). She is also considering two other consultants, and will continue to investigate.

ONWARD!

The meeting was adjourned at 10:11 p.m. The next meeting will be held on November 13, 2018, at 8:00 p.m., at the home of Yolanda Fundora and Pamela Zave.

Submitted in the spirit of the Project,

Jay Wilensky, Secretary