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The meeting was called to order at 8:02 p.m on August 6, 2019 at the Chatham-Summit Friends Meetinghouse, 158 Southern Blvd, Chatham, NJ, with Evelyn leading John Gorka’s song “I Wanna be a Tree.” Bob McNally will lead next month’s song.
July minutes accepted unanimously with a few minor amendments. One of those was a clarification by Lindsey to strike the word “ephemera” from the description of archival materials. Only paper items are being collected at this time.
ROLL CALL
Present: Trustees: Mike Agranoff, Lois DeRitter, Bob McNally, Dave Heistand, Christine DeLeon, Ken Brody, Allan Kugel, Evelyn McNally; Officers: Paul Fisher, Jay Wilensky, Jean Scully, Chris Riemer; Committees: Lindsey Meyer, Jay Wilensky, Mike Agranoff, Jean Scully, George Otto, John Mahon, Sandie Reilly, Pam Robinson. Absent: Todd Dennison, Mark Schaffer, Mitch Radler, Gary Pratt, Lisa Hallman, Leigh Walker.
MOTIONS MADE
At the suggestion of the Future Planning Committee (FPC), the Board agreed to revisit our decision to provide Workers Comp insurance.
At the suggestion of the FPC, the Board agreed to explore the possibility of engaging a professional marketing and public relations consultant.
The Board opted to table another FPC suggestion, to allocate $500 to Event Hosting in order to improve the experience, thereby improving attendance and enthusiasm.
ACTION ITEMS
The Action Items are presented as an attachment, rather than within the body of the minutes themselves. See below.
NEW BUSINESS:
Endowment Funds:
Allan K spoke about his belief that we are not exploiting our investments as we should. The historical long-term return on investments of this type is around 7% above the rate of inflation, and we are only drawing 3% per year. (1.5 % for each of two Getaways). The fund is growing faster than we’re drawing it down. Because the Folk Project membership is ageing, we risk saving funds until a time when only a small portion of our current membership can enjoy their use. Careful use of the funds to improve our activities in the nearer term may inspire younger members to create and fund their own future projects. and we could use this money to improve our shows, and if we develop a paradigm now for using it more effectively, younger members as they enter could develop their own usages to grow their dream programs. Perhaps the Future Planning Committee could discuss running the fund down faster than it’s growing; but in the short term, draw 2% for each Getaway and 2% for Uke Fest, which is still lower than our average growth of 7%. Elizabeth reminded the Board that a proposal to double the Getaway distribution will be made next month. There was a discussion of the history of the endowment and how the money has been distributed. Mike indicated he would not be averse to increasing the payout, but conservatively enough that the main bulk of the fund remains untouched fund will continue to grow with inflation. An action item was taken for the Board to consider this individually and revisit it at a later date.
Future Planning Proposals to Thrive and Survive:
We are now a substantial cultural arts organization in our state, and we should exploit that more, without forgetting that we were first and foremost about putting on shows for our own enjoyment and growth. Three proposals which became motions: The Board should reconsider our position that we need Workers’ Compensation insurance; Extend $500 to Event Hosting for Jay to use to improve attendees’ experience, to improve attendance and enthusiasm for the EOMs; and that the Board investigate consulting a Public Relations professional to increase our visibility. A long discussion ensued. Motion 1 was passed, and the Board will begin to investigate the issue again. Motion 2 was tabled for a future meeting; Motion 3 was passed, and Chris will begin the process by writing a request for proposal.
ADMINISTRATIVE REPORTS
TREASURER’S REPORT: Bill Dodds doing our taxes does not represent a conflict of interest. Mark raised a concern via e-mail whether insisting that Bill accept opting to pay a fee of $800 for doing so (because of his expanded duties, among other reasons) would encourage other volunteers to decide they want to be paid; Chris didn’t think so. Chris is grateful that Bill will be taking over preparing and mailing 1099s and the NJ Charity Registry, and that Mike and Gary will be taking over some duties as well. No motion was needed in order to make these changes.
ARCHIVES: .Jean has boxes of materials to give to Lindsey in the near future. Once Rutgers accepts our materials, they take ownership, although we’ll have access to them.
TROUBADOUR BOOKING: Good quality music at the Birthday Show, but large groups made for some chaos and Mike may put some limitations on them going forward. Some upcoming highlights: Vox Hunters opening for J.P. Cormier on 11/15; Poor Man’s Gambit and Low Lily for next year.
GETAWAY: Since Tom Paxton and Livingston Taylor fall under Getaway committee, we’ll need an update for next month. Mark reported sales are picking up.
NEWSLETTER: August is when George cleans up old boilerplate in the newsletter, so if anyone has similar verbiage every month, please review it for accuracy.
TROUBADOUR STAFFING: Mike and Jean will discuss logistics for Shindell. The large groups and overall complexity of the Birthday Show led to a bad experience for the sound people that night which will have to be addressed going forward in order for the volunteers to not want to run screaming into the night. The overflow parking lot is really difficult to navigate due to the nature of the gravel and the darkness and is hazardous for people with mobility issues. We are going to try to at least improve the lighting.
EVENT HOSTING: Jay thanked volunteers for the July 4th picnic, who were heroes. Next month’s party will be at Mike’s community pavilion in Oak Hills, Boonton Township.
SOUND REINFORCEMENT: John thank Mike for fixing our mic cables and making them good as new. Uke Fest planning is complete. John’s been working to improve the Concert Window sound within the limitations we face.
ADJOURMENT
Meeting was adjourned at 10:18 p.m. Next month’s meeting is September 3 at 8 p.m in the Chatham Summit Friends Meetinghouse, 158 Southern Boulevard, Chatham.
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