SMOKY MOUNTAIN SHAG CLUB
Minutes of Monthly Board Meeting
October 5, 2005
Location: Home of June Terrell, 9432 Westland Crossing Way, Knoxville
Attendees: President Donna Hooks, Secretary Marcia Lawson, and Treasurer June Terrell
Donna called the meeting to order at 7:25 p.m.
SECRETARY’S REPORT
The secretary’s report for the September 21, 2005 board meeting was approved as submitted. Marcia is to prepare a binder in which to store the Minutes and make it available to the club members on Sunday nights at the Holiday Inn.
TREASURER’S REPORT
June reported that a check would be sent on behalf of Wordna Agee, in honor of the recent loss of her son and two sisters.
Bill Hughes has the checkbook balanced from the previous term. The numbers will be transferred to QuickBooks.
Current balance is $4,841.14, which includes the $1,000 down payment paid to the Marriott for our Christmas party.
SMOKY MOUNTAIN BOOGIE VIII
Ticket Sales
Bill is concerned about the level of ticket sales at this point. An information packet will be taken to the Johnson City party on October 22. It was suggested that we may want to consider extending the deadline, but no decision was made. Donna may ask Sam West and Ellen Taylor to post an ad on their websites.
Because many of the Bop Club members attend this party, June made a motion that we join the American Bop Association. We would not be required to attend any meetings. We strongly desire to maintain our identity and the heritage of the Carolina Shag; however, in an effort to be a good dance-world partner, we felt it was in the best interest that we join. Motion carried.
HOSPITALITY
Donna took Dan Stewart a CD player, some CD’s, and some fruit on behalf of the Club. He hopes to be released from the hospital within the next couple of days. She reported that his prognosis is good.
QUARTERLY MEMBERS BUSINESS MEETING
Because of conflicts with UT ballgames, we are limited on the possible remaining dates for this quarter’s meeting. We agreed that the last weekend of October was our only option at this time; and because the Holiday Inn charges us $100 for room rental, Donna is to call Marie at Dance Dimensions to check availability at her facility.
CHRISTMAS PARTY
Location
Since our last Board meeting, Donna, Bill, June, and Marcia met informally at the Holiday Inn on Sunday, October 2, to review the proposals from the Hilton and the Marriott. After Marcia called the Marriott to get a couple of items clarified, we have agreed to have our party at the Marriott on December 17. June reported that she has returned the signed contract, along with our down payment of $1,000.
DJ
Big Fish is confirmed; his fee is $220. Marcia is to make a room reservation for him and his daughter, Heather, at the Marriott for the night of the party, keeping in mind that he will need easy access to/from the parking lot and to/from the ballroom for his equipment. Marcia will go ahead and secure the room, but a Club check will be issued to the Marriott no later than December 17 for payment.
Time
From 7 to 12 p.m. Marcia is to make arrangements for Big Fish to have access to the ballroom no later than 5 p.m. on the day of the party to set up.
Dance Floor
Marcia is to inquire re size of the dance floor. We would prefer 18’ x18’ minimum.
Admission
$15 for members; $25 for nonmembers
Flyers
Donna is to ask Chuck Kryder to prepare a flyer. June will receive the money and prepare a list of attendees.
50/50
Marcia volunteered to do the 50/50 the night of this party. June offered to help.
CHAPTER BYLAWS
The Board members in attendance conducted a cursory review of our present bylaws, noting several areas of concern:
Standing Committees
Donna would first like to examine the verbage on the section related to the Standing Committees so that we can get these committees in place as soon as possible. Committee Chairs (or their designee) would be expected to attend the monthly Board meetings or submit a committee report prior to the meeting.
Board Meeting Attendees
The Board also discussed having open Board meetings at which any member could attend. Such member(s) would be afforded the opportunity to bring matters/concerns before the Board but, as a matter of courtesy, would be asked to notify the Board in advance so that he/she could be placed on the agenda.
Election of Officers
Of next importance is the manner in which we elect officers. It was proposed that an alternate option for consideration may be to have a seven-member Board of Directors (elected), who then nominate a slate of officers, which is then voted upon by the members. There was also some discussion about the pros/cons of the numbered-ballot system and of absentee voting.
All of the above require further discussion. The Board members were asked to continue to review our bylaws, especially as they compare with the ASCS bylaws, and be prepared with suggestions for next month’s Board meeting.
The next Board meeting is to be held at June’s on November 2 at 6:30 p.m. The meeting adjourned at 8:55 p.m.
Respectfully submitted,
Marcia Lawson
Secretary