SMOKY MOUNTAIN SHAGGERS

Minutes of Called Board Meeting

March 19, 2007

Location:  Workplace of Janice Davis, IBEW Union Hall, 1530 Hutchinson Avenue, Knoxville

Board Members Present:  President Chuck Kryder, Vice President Dave Mitchell, Secretary Red Lawson, and Treasurer Janice Davis

Chuck called the meeting to order at 6:05 p.m. 

PURPOSE OF THIS SPECIAL CALLED MEETING: 

To finalize plans for the pre-Boogie party March 24.

To discuss updates for the Boogie April 5-8.

SECRETARY’S REPORT

The minutes from the March 12 quarterly business meeting were approved as submitted and will be forwarded to Tom Marsh for our website. 

PRE-BOOGIE PARTY MARCH 24 AT MARIE’S NEW LOCATION

Chuck will get water, beer, wine, and soft drinks.  We will need at least three coolers for ice.   Dave and Chuck are to locate the coolers from the re-up party.  Chuck reported that Marie has plenty of tables, and her new location will serve us well.  Charge for use of her facility will be $300.  Janice and Red will collect the $5 cover charge at the door.   In lieu of asking Terry Medlin from the Monroe Shag Club to be our deejay, the Board agreed to send him $200 (via Brian Richardson) to help him with the loss he recently incurred in a fire.  Chuck will be our deejay for this party instead.  Red will do 50/50.  This will also provide an opportunity for final committee sign-ups for the Boogie.  Members are reminded that much work is required by all for a successful party.      

SMOKY MOUNTAIN BOOGIE

Hospitality (Meals)

Two meals are included in the cost of admission (Friday and Saturday, 2 to 4 p.m.).    In lieu of meal tickets, as in the past, the Board decided to buy clickers for use in counting attendees (needed for planning future events).  Red is to buy two at Office Max and to remind Jill that she will need one (or more) people at the door for each meal to check wristbands. 

Table Decorations

The Board agreed to ask Pat Clark and Sandra Barker to be responsible for the table decorations.  Dave has some decorations left from last year, so hopefully we won’t need to buy many more.  Chuck is to find out how many tables will need to be decorated, and Dave is to bring his left-over inventory to Marie’s Saturday night to give to Pat.    

Photographs

Dave suggested that we have a Club photographer on hand and also that we have a designated location for photo ops.  More on this later.    

Event Staff

Chuck suggested that several of our Club members should be designated as “Event Staff” so that our guests can identify us if a need arises.  Red is to buy two dozen lanyards, and Chuck will prepare the name tags for them. 

Next Pre-Boogie Meeting

Janice suggested we meet again on April 3 at her office to discuss any last minute concerns.  As always, our members are invited.       

Dance Workshops and Spotlight Dances

Chuck has completed the agenda for our workshops and will soon have our spotlight dances finalized. 

Easter Egg Hunt

Dave is thinking out of the box again!  He suggested hosting an Easter Egg Hunt for our guests.  He proposed conducting it on Saturday in the early afternoon so as not to interfere with dance time or workshops.  He also suggested having a sign-up sheet at the Registration Desk just so we can get an approximate number of “intendees.”  To be discussed further. 

“Ask-Me-to-Dance” Pins

Red did not particularly like the design she had gotten from a local office supply vendor, so Joe Glass volunteered to create one.  The Board agreed to increase the size to 2-1/4” to better display the graphics (increasing the cost for 500 pins from $275 to $300).  Again, these make good souvenirs for our guests and provide an inexpensive way to market our party at the same time.     

ACSC MEETING – CHARLESTON, SOUTH CAROLINA

Chuck learned at this meeting last month that because our Club has annual gross receipts in excess of $25,000, we are required by law to file documentation to maintain our non-profit status.  This has not been done since 2004.  Chuck will discuss further with Bill Linam and submit the appropriate paperwork.         

The meeting adjourned at 7:20 p.m.

Respectfully Submitted,

Marcia Lawson, Secretary

Approved: 

CC to Tom Marsh: