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Note: Minutes are now published in PDF format.
SPECIAL MEETING 06/26/04
DRAFT OF MINUTES
1. Financial review status
- Tom Kamrath indicated that Lanette Bading had given the
financial records to Greg Braker, CPA .
- We are waiting a quote from him of his charges for a review
of the books.
- Members of the organization have also requested that the
books be reviewed yearly.
2. Transparency and openness of board procedures
- Discussion of Fiduciary Responsibility of board.
- How the board has a fiduciary responsibility of trust for and
to the members of ABD. Tom indicated the by-laws of an organization
are guidelines to be used and interpreted by the board.
- That the board needs to communicate publically the
decisions of the board to members and not personalize
those opinions without indicating this to a member.
- Tom suggested that the following items should be included
in a packet given to each new board member.
- Articles of Incorporation
- By-laws
- Definition of Fiduciary as explained to Tom Kamrath by
Shari Heino
3. David Lapham's request for a list of members names and
addresses for election purposes.
- Tom Kamrath told Dave Lapham that he spoke with Shari Heino,
the attorney that assisted the board in writing the by-laws
about this issue.
- Shari indicated due to recent changes in the law about privacy
that ABD can not release members personal information without
their permission.
- It was agreed that we could provide him with a list of members
and we did so.
4. Band review and purchase of additional tables.
- Kasey Vowell presented discussion for bands for the fall
and the purchase of tables.
- The board approved having Nash Hernandez Orchestra on October 30th.
- The board approved hiring Brave Combo for New Years's Eve
if depending on the cost.
- The board approved purchase of 6 additional round tables and
table cloths for Saturday night dances.
5. DJ compensation committee
- Tom Kamrath started a discussion brought by a member of the
club about concerns on DJ compensation (research how much a DJ
would typically make on a Saturday night and use this info to
determine a max amount that the DJ's should make, as well as
re-evaluate the minimum amount for the DJ's) and to research
the issue of royalties on the music played by the DJs.
- Tom suggested the new board should add a committee to research
these items.
- This should be an agenda item at next board meeting.
6. General board procedures.
7. Outstanding Issues.
- The board members were given a pertinent information sheet template
to review and provide feedback on.
- This will serve to provide continuity as the board transitions and
allow all board members to share in the information.
- The secretary will be responsible for keeping this information
current.
ABD BOARD MEETING
06-12-04
Meeting:
President Tom Kamrath brought the meeting to order. The following
individuals were present at the meeting: Jeannene Wood, Kasey Vowell,
Lanette Bading, Kathi Kimbriel, and Susan Shelton. Elaine Cole was
not present. Richard and Tina Carey and Sue Reading were present.
Minutes:
The minutes from the May 8, 2004 meeting were read silently. Susan
Shelton made a motion to accept the minutes as read. Kathi Kimbriel
made the second motion. The motion passed.
Financial Report for May:
A motion was made by Jeannene Wood to accept the financial report.
Susan Shelton seconded. The motion passed.
Income and Expense Report
We received income from class #3 of $2,040, netting $1,530 after
payment to Hancock, and a loss of $70 after payment of $1,600 to
the instructors. Attendance for class #3 was 68 students, compared
to 79 in class #3 last year. We still have a YTD profit on classes
of $990 due to the large number of students in classes 1 and 2.
Dance income and expenses are shown as broken down between regular
DJ'd dances and band dances.
Income from DJ'd dances for May of $959 was offset by expenses of
$1,639, for a net loss of $680. However this does not include the
$367 dance income of 5/29, as it could not be deposited in May.
Including that, the monthly loss would be $313.
Income and expenses from the band dance (SJO) is shown below the
regular Quicken report. Admissions totaled $1754. After paying the
band $2,200 and rent of $270, the net loss was $716. As discussed
in the last month's meeting, the Swing Syndicate was to pay ½
of the band (or $1,100), plus ½ of additional expenses (such
as rent, food, etc), the latter of which was not to exceed $400. We
had no expenses for food and decorations and expected $1,100 plus
$135 (1/2 of rent). However, the Swing Syndicate paid only $378.
George Weinberger subsidized the dance by $200, so after these two
additions, the net loss was $138.
Dance attendance for the three regular DJ'd dances in May was 57.
For the Argentine Night (5/1), it was 92, and for the SJO night it
was 134
Dance loss YTD is $2,318 for DJ's dances, and $731 for band dances,
for a total of $3,049.
An additional $185 of dues was received in May for a total of $5,675
YTD.
For the month, we had a negative cash flow of $1,538, and a YTD loss
of $123. However, this includes an advance payment made in May of $750
to The Brew for tonight's (6/12/04) dance.
Just a reminder from last month's meeting about the update to inventory,
including where items are located.
Austin Swing Syndicate – Affiliate Program
Susan brought up the discussion about ABD and Austin Swing Syndicate
forming an affiliate program. This would allow both organizations
members to attend each others functions for the member rate. Austin
Swing Syndicate has approved this on their side. Susan Shelton is
proposing that we reciprocate this agreement for one year. This is
strictly for dances not for lessons. This could be reviewed on a
yearly basis. This would probably help us increase our attendance.
Susan Shelton made a motion for ABD to become affiliated with Austin
Swing Syndicate for one year from today. This would allow each of the
organizations to attend dances at the member rates. Kathi Kimbriel
asked that we have this in writing so there is no misunderstanding of
the agreement. Kathi Kimbriel made a second motion. Motion passed.
Band for July:
Kasey suggested we have Lucky Strikes as the band on July 3rd. Since
the Swing Syndicate is now part of ABD she wondered if it would be
good to have them join us for the Lucky Strikes. The prices will be
$7.00 for members and $10.00 for non members.
It was suggested to ask the Swing Syndicate to share in the expense
of the loss. It was decided no motion was necessary.
Nomination Committee:
Kasey Vowell made a motion to accept the recommendations of the nomination
committee for candidates running for election. Susan Shelton seconded
the motion. The motion passed.
New Business:
1. The Monkey Sheet
This will be a compilation of pertinent data that the secretary will
retain for the board. This will bring together important contacts and
information for the board. Lanette felt this should be something the
new secretary should do. Jeannene will create a format and the new board
will provide the information to the new secretary at the July board meeting.
2. External audit/review
Kathi Kimbriel made a motion that we have an external audit, review
or compilation to establish a precedent and a guideline for all future
reviews. This will allow the board to establish an annual generic audit
procedure for the ABD. Jeannene Wood seconded the motion. Motion passed.
3. Process for Insurance Claims
This is something that needs to be at ARC and HRC in case someone needs
to file a claim. Lanette has a claim form from the insurance company and
she is going to research this. This will be left for the new board to
follow up on.
By-Laws Changes:
Kasey Vowell brought up the following items that need to be addressed
in the by-laws.
This would be term limits and the basic qualifications for running for
office. Tom suggested we add a generic audit of the financial records.
Tom would like for the board to discuss these before the board changes.
There was discussion of these items amongst the board. Any changes made
to the by-laws would take effect immediately but would not affect the
current elections.
Susan Shelton made a motion that the by-laws in Article 3.3 wording be
by changed from 6 months to 12 months. Jeannene Wood seconded the motion.
Motion passed with 4 people voting. There was one abstention.
Tom started a discussion on changing the by-laws to allow DJs to be board
members. Kathi Kimbriel suggested that we allow DJs to become board members,
but restrict them from being treasurer and possibly vice president.
There was discussion of the term limits.
Lanette Bading made a motion that the by-laws be changed to include an
annual audit or review of the finances by a committee of members appointed
by the board. Kathi Kimbriel seconded the motion.
Since Elaine was not present at this meeting and the dance was getting
ready to start, Tom suggested the secretary codify the by-law changes
made and the items discussed for changing and send out an email to the
board for review. There will be a special board meeting to discuss these
items in the next week.
Before the meeting closed Kasey handed out ballots and a list of eligible
members to vote to the board members for the upcoming election.
Kathi Kimbriel brought up the Richard Carey's use of the Lady in Red and
thought it was not appropriate. Tom agreed and asked Richard not to use
this in the future on any of his campaign material.
Adjourn:
Jeannene Wood made the motion to adjourn the meeting. Kasey Vowell made
the second motion. Motion passed. The meeting was adjourned.
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