SMOKY MOUNTAIN SHAGGERS
Minutes of Monthly Board Meeting
October 30, 2006
Location: Workplace of Janice Davis, IBEW Local 760, 1530 Hutchinson Avenue, Knoxville
Board Members Present: President Chuck Kryder, Vice President Dave Mitchell, Secretary Marcia Lawson, Treasurer Janice Davis, and Boogie Chair Bill Vann
Chuck called the meeting to order at 6:45 p.m.
SMOKY MOUNTAIN BOOGIE
Due to health reasons (of his own and those of his parents), Bill Vann informed the Board that he feels it is best that he resign as Boogie Chair. He is willing to continue on as a support person, however. Bill and Chuck will meet Ben Humphrey at the Music Road Convention Center soon to start the transition process. Fortunately, Bill has already completed most of the crucial initial work:
Hotel – A deposit of $250 has been paid. Bill has secured a contract for 2008 as well.
Dance Floor - $500 deposit has been paid (80’ x 40’). We can expand the size of the dance floor if needed (our 2006 dance floor was 70’ x 32’).
Vendor – Same vendor as last year (clothes, shoes, and jewelry).
DJ’s – All confirmed from last year. We have paid $500 to Ed Timberlake for use of the sound system.
Workshops – Steve and Kathy Day; Ellen Taylor. Bill suggested that we buy two wireless microphones for the instructors’ use.
Spotlight Dances – Thomas and Betty Radcliff from Louisville; Phil Dorroll and Louise Seawright from Nashville.
Tickets – Have been printed. Bill Linam has agreed to send them out, along with a cover letter and Schedule of Events.
Schedule of Events – Has been completed.
Postage - $50.70 spent to date.
Promotions – It was suggested that we get personal paper fans printed with the names of advertisers (English Mountain Water and our beer sponsors, for example) printed on the backs of the fans.
Food – Yet to be finalized. Gratuity to be negotiated.
Comp Rooms – For 2007, we get one comp room for every 50 reservations. In 2008 we will get four for every 50.
Armbands – (yet to be done).
SECRETARY’S REPORT
Marcia presented the minutes from the October 4 monthly Board meeting. They were approved as read and will be forwarded to Tom Marsh for our website.
Marcia reported that Pat Clark has raised some concerns: At last night’s Club meeting at the Holiday Inn, we had three new prospective members and no Board members present to talk with them or give them a membership application. Chuck noted that membership applications are kept in the DJ booth. Pat also has some concerns about some of our members that we have not seen in a while; she will be glad to call them, as well as call those members who do not have e-mail regarding upcoming events. After the Re-up party, Chuck (or his designate) will update the membership roster to facilitate these suggestions.
TREASURER’S REPORT
Janice gave Chuck the ASCS form (to be completed and returned to the ASCS) which updates the officers’ info.
Janice has ten 2007 SOS cards ($30) but will ask for 20 more. She will start selling them.
Janice distributed Treasurer’s Reports for the two Club accounts. Balance as of 10/30/06: General Account $4941.93 and Boogie Account $3699.44.
DANCE LESSONS
Tom and Ginny have agreed to do the lessons for the present time. Their wishes are to have a structured lesson plan so as to help students progress from basic to intermediate via a pre-determined schedule.
CHRISTMAS PARTY
Marcia reported that our food will be catered by Holston Hills (HH). Other options included Calhouns Catering or a caterer of our choice (if they were listed on HH pre-approved list). After reviewing all the options, we felt HH offered the best value. Also, in an effort to hold the cost down, Marcia negotiated with HH to allow our members to provide the desserts.
Dave reported that he has several ideas to add to the festivities, including:
A short tribute for our military.
A special area for picture-taking. Dave hopes to make a group picture also.
Many door-prize ideas: Examples are a free 2007 SOS card, one free 50/50 ticket for each Club event for 2007 (non-transferable, must be present to win), one free Boogie ticket.
Dave has contacted four of our members to bake cakes for give-away at the party.
A visit by a “special guest.”
RE-UP PARTY – JANUARY 6, 2007
The Board agreed to have our 2007 party for membership renewal at Dance Dimensions. Chuck expressed his wishes that we make special efforts to make a good presentation to our members. Janice Davis offered to let the Club borrow some tables from the union hall to provide more room for mingling, and we will do some decorating.
Respectfully submitted,
Marcia Lawson, Secretary
Approved: 12/4/06
CC to Tom Marsh: 1/11/07