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Chattanooga Traditional Dance Society

Minutes of the meeting

7 May 2009

Treasurer’s report:

Insurance has been purchased for the year. $430 for liability insurance through CDSS.

April:

Income: $1240

Expenses (including insurance): $1274

April attendance:

219

Fall schedule:

All Saints search dates are unavailable at this time. Father Schmidt requested Bryant to call next week to acquire the search schedule dates to determine the need for alternate venues.

Bryant is waiting to know the search date schedule to schedule bands and callers.

Full Moon Consort changed their name to Waxwing.

Closet cleaning:

Cleaning day Tuesday June 16^th.

Check to determine if the shelves are adjustable to accommodate other bin sizes. Possibly replace bins with smaller bins to contain individual items to organize supplies more easily.

Steve will purchase sound system storage materials and he will organize the sound system.

Bryant will ask Father Schmidt if the closet cupboard can be removed.

Decisions will be made about the closet materials at the June meeting.

Cleaning service:

Re-evaluated the need for the cleaning service.

The hall requires extra cleaning attention for the 1^st dance in January, after Easter and after the search weekends. Father Schmidt appreciates the initiative taken to keep the hall in a clean condition. The committee supports the retention of the cleaning service.

Flyers:

Sharon will produce summer dance schedule flyers. The flyers will be available at the May 23^rd dance. The annual pass statement will not appear on the summer flyer.

Alternate venues:

If RUMC is to be used as an alternate venue, the dance closure time must be confirmed before the dance to avoid confusion.

Cypress Corners is a possiblilty as an alternate venue. Steve will explore the space, the cost and the availablilty.

Meeting schedule:

Meeting in June. Meeting in September. No other meetings during the summer.

Dance set-up schedule through the summer:

June 27^th dance - Steve will open the doors and set up the sound system.

July 25^th dance – Bryant will open the doors and set up the sound system.

August 22^nddance – Steve will open and set up the sound system,

Steve will set up sound, etc.

Next meeting:

Thursday, June 4^th, at 6:00 p.m. at Bryant and Claire’s house.

Minutes of the meeting

2 April 2009

Present: Bryant Haynes, Steve Herndon, Ray Pyter,
Sharon Westlake

Alternate venue:

There was an agreement established that the dances at RUMC would end by 11:00. Harwood requested that the dance held there on Mar. 28 end at 10:00. Some inquiries will be made into the requirements to hold dances at RUMC.

Bryant will establish the schedule of events at All Saints on dance dates. When dances are not held there, but equipment must be accessed, the All Saints activity schedule needs to be clear.

Steve will investigate Cypress Corners as a possible alternative venue.

Revisit the alternate venue topic at the June meeting.

Supplies:

Steve will purchase water cups from Sam’s. Bottled water supply is still substantial.

Talent choices:

Discussion on the choices of talent.

Steve will talk with the Atlanta dance talent planners to explore the possibility of combining the bookings of talent for the same weekends. Atlanta dances are held on Friday nights.

Discussion of Tamara McGovern as caller. Bryant checked her qualifications and she is well recommended.

Treasurer’s report:

Ray called State Farm to inquire about insurance on sound equipment. Cost based on $12,000 value is $250/year.

CDSS has not renewed insurance for contra dances. Ray is investigating the renewal of insurance. Each dance can be insured if no agreement is reached.

Ray submitted a very detailed financial report.

YTD through Mar. net: $759.32.

Should sign up sheets be at the door?

Other issues:

Callers will be asked to address the actions of the dancers before the dancing begins (excessive exuberance).

Discussed guidelines of behavior.

Monitor behavior of dancers after dance.

Dance setup:

April 11 and April 25 – Steve will do the sound setup and open the hall.

May 9 Bryant will set up the sound.

Ray will be present before the dances to help with other preparations.

Dance calendar:

The calendar is complete to July 2009.

Next meeting:

Thursday, May 7 at 6:00 p.m. at Steve’s house.

5 March 2009

Present: Bryant Haynes, Steve Herndon, Ray Pyter, Sharon Westake

Treasurer’s report:

Budget report submitted for February 2009-

Netted $551 from Feb. dances (including ECD).

$300 will be paid in Mar. to Phipps Cleaning Service for services rendered in Jan. and Feb.

Insurance coverage on sound equipment-

Ray called insurance agents. No information was available from standard companies (State Farm, etc.)

Steve called CDSS about insurance coverage. There is no fire coverage for the sound equipment through CDSS.

CDSS suggested calling Music Pro. They also recommended securing the equipment rather than insuring for a depreciated value. Steve will explore the CDSS suggestion for an insurer. Ray will explore other possible insurers. To be continued.

The Country Dance and Song Society 2009 members list was reviewed. Coupons from the UTC fund raiser were made available.

Tennessee state “not for profit” status:

The Tax Department has not returned Steve’s calls to acquire more information. Is it possible to offer an officer’s address and phone number as a contact source (no p.o. boxes allowed)?

March 28^th dance:

Judi has offered her van to transport equipment. The equipment must be picked up by 5:00 p.m. on Friday, March 27^th and returned after 6:00 p.m. on Sunday, March 29^th.

The tentative plan is to pick up the equipment on Friday at 3:00 and return it at 6:00 on Sunday. Judi and Ray will help load and unload the van. Bryant suggested that Anthony Griggs be called for additional assistance.

Caller: George Snyder. Band: Cross Town Traffic

The dance will be held at RUMC. The contact is Steve Harwood. Should the dance be closed by 11:00 p.m.? Steve will ask Judi to contact S. Harwood.

Summer dance schedule:

Dances will be held the 4^th Saturday only of June, July and August this year.

Cleanup day:

A clean and organize the closet day was proposed. Schedule a date in June, but each one of us can evaluate the space and storage situation on any dance Saturday in the interim.

Spring dance schedule flyer:

Bryant will send the schedule information to members. Sharon will create a flyer with the information to have available at the March 14^th dance.

Next meeting:

Thursday, April 2^nd at Sharon’s at 6:00 p.m.

Minutes of the meeting

Present: Bryant Haynes, Steve Herndon, Andrea Pitkow, Ray Pytor

Chattanooga Traditional Dance Society

Chattanooga, TN 37401

RE: New Sound Equipment donated to the Chattanooga Traditional Dance Society

The Officers and Board of the Chattanooga Traditional Dance Society gratefully acknowledge the receipt of a shipment of new sound equipment valued at $9,296.97.

The Chattanooga Traditional Dance Society, EIN 621558756, is a bona fide subordinate and member in good standing of the Country Dance and Song Society, EIN 04-3031125 under the Federal Group Exemption, Group Exemption Number 9228. As such, the CTDS is recognized as a Non-Profit Organization exempt from Federal Income Tax under Section 501(c)(3) of the IRS Code.

To date we have used the new equipment for two dances, and at both events dancers commented about the positive change that has been brought about by the different sound system. While our venue at All Saints Academy still possesses its challenges to projecting good quality sound, using the upgraded hardware takes us a long way in the direction of addressing the issues we’d hoped to tackle as we continue to organize and hold public dances in Chattanooga.

We thank you for the generosity you showed toward our dance community, and we invite you back to see first hand the difference that you have helped to bring about.

Next meeting:

Wed., March 4^th at 6:00 p.m. at Bryant and Claire's house.

Minutes of the meeting

7 January 2009

Present: Bryant Haynes, Claire Haynes, Steve Herndon, Andrea Pitkow, Ray Pytor, Sharon Westlake

Treasurer's report:

Net earnings - October $284.25

November $526.53

December $168.45

Total $642.41

Total holdings as of 31 December 2008 - $13402.89

Gain from last year - $1039.27

Holdings: Org. share account ( business account)

$2528.93

Checking account $1622.08

CD – 12 month $3350.82

Cash $300.00

Authorized the treasurer to open another CD with the funds from the business account.

Student rates increase to $5 starting at the Jan. 10 dance.

CTDS officer election, 2009:

Election to be held at the Jan. 24, 2009 dance. Claire will be the election master. Steve will call for officers.

Slate of candidates:

President –Steve Herndon

Vice President—Bryant Haynes

Secretary—Sharon Westlake

Treasurer—Ray Pyter

CTDS Tennessee State Tax Exemption Status:

What is the status of the tax exempt certificate that CTDS has already acquired? Does CTDS want to acquire Tennessee Department of Revenue Certificate of Exemption to use to purchase supplies without paying tax? Steve will inquire regarding the status and use of the certificates.

Sound system update:

CTDS received a significantly upgraded sound system from an anonymous donor. Bryant and Steve shared the details of the donation. Bryant will prepare and send a letter of thanks and receipt.

Steve says that CTDS probably has the cables that are necessary to set up the new system. Steve will purchase any additional cables that may be required to set up the equipment.

Steve and Bryant will set up the equipment in the hall early for the Jan. 10^th dance.

Steve will explore the insurance coverage for the sound equipment.

Storage closet work:

Steve and Bryant built a floor to cover the stairway in order to level the storage closet floor to make additional storage space. They will acquire additional building material to use to make the closet more secure. The storage room must be made more secure to hold the new sound equipment.

Setting a date for reorganizing the closet was tabled.

Sound setup and openers for Jan. 24 and Feb. 14 dances:

Jan. 24 – Sound setup: Steve; openers: Ray and Andrea; close: Steve

Feb. 14 – Sound setup: Bryant; opener: Sharon (changed to Claire, 1/15/09); close: Bryant

English Country Dance Feb. 28:

Workshop will be held from 4:00 to 6:00; pot luck supper from 6:15 to 7:15; and the contra dance will be from 7:30 to 11:00.

Admission for both the ECD and the contra dance is $12; $8 for students. Annual pass holders are admitted to ECD with the pass.

Andrea will do a radio spot and other advertising.

Andrea will supervise the pot luck supper.

The Haynes and the Pitkow-Pyter will discuss and determine the band accommodations.

Caller: Ken Broadie; band: Calliope.

Other agenda items:

Chattanooga Market:

Continue the event? If the event can be scheduled the first or third Sunday in October then proceed with the scheduling the event. Ask Vicki Herndon to organize and call the dance. Andrea will contact the Chattanooga Market.

Next meeting:

Wed., Feb. 4^th at 6:00 p.m. at Steve's house (tentative site).

Chattanooga Traditional Dance Society

Minutes of the meeting

5 November 2008

Present: Bryant Haynes, Claire Haynes, Steve Herndon, Ray Pytor, Sharon Westlake

Treasurer's report:

The October dances netted $283.

Chattanooga Market Dance:

The contact at the Chattanooga Market is Paul Smith. He'll write the check to CTDS for $400. CTDS will pay the talent directly. The talent well be paid for each event separately. $270 to the band for each event. $110 for the Saturday dance and $100 for the Sunday dance to the caller.

Caller: Rob Harper; band: Shakerag Ramblers.

Three sets will be played to end around 4:30. Some time will be allotted to music only. Everyone encourage experienced dancers to attend. Information will be emailed, on a flyer and on the website.

Accommodations for Rob Harper: Claire and Bryant Haynes.

Upcoming regular dances:

November 8^th – Ray will open; Bryant will close; Steve will run sound.

November 22^nd – Dance will be held at Ringgold United Methodist Church. Ray and Andrea will host. Steve Herndon will open and close. Stevie Nix will receive $35 as a gas allowance for bringing the sound equipment.

Bryant and Claire will bring the sign; Ray will bring the snacks, neckties, water in bottles; Sharon will bring the new dance schedule flyers.

CTDS officer elections 2009:

President – Steve Herndon

Vice President – Bryant Haynes

Secretary – Sharon Westlake

Treasurer – Ray Pytor

The elections will be held at the second dance in January on January 24^th.

CTDS Annual Dance Pass-

Dance passes are on sale at the November 8^th dance . The pass costs $70 and goes into effect on January 10^th.

Identification cards will be issued to pass holders. The name of the pass holder will be on a list at the door. Pass holders will be asked to help present dances: sit at the door, organize snacks, come early to help set up, etc.

CTDS Tennessee state tax exemption status:

The application was approved by the state for tax exempt status. This status can be used for purchases. Is this status to be renewed annually?

Other agenda items:

Sound report:

Steve presented the acoustic material from Wallmate by Accoustical Surfaces, Inc. Further information needs to be acquired.

The equipment for the Sound Post demonstration is not yet available. The demonstration will proceed when the equipment is available.

Supplies:

Steve will pick up cups from American Paper and Twine. An inventory of the paper products and soap is required before more is purchased.

Other:

Put tee shirts out for sale and reduce the price to $3.

Next meeting:

Wed., January 7, 2009, 6:00 p.m. at Ray's house.

HAPPY HOLIDAYS!!

Chattanooga Traditional Dance Society

Minutes of the meeting

October 6, 2008

Present: Bryant Haynes, Claire Haynes, Ray Pyter, Sharon Westlake

Financial matters:

A. Treasurer's report:

Payment of the bills is current.

$225 for Phipps cleaning

Net loss for Sept. 13 dance - $57.00

Net loss for Sept. 27 dance - $162

Holdings:

Checking account $1079.47

12 month CD 3323.84

60 month CD 5543.84

Business account 2526.30

Cash 303.00

Total 12776.42

This is about $400 more than the total at the beginning of the year.

B. Decide the base of savings on account before spending on equipment. Set a future meeting to discuss allocation of funds.

Upcoming dances:

October 11^th – Caller: Vicki Herndon; band: Christie Burns/Butch Ross. Sharon will open, Steve H. will set up sound.

October 25^th – Caller: Jane Ewing; band: Celticladda. Ray will open, Steve Herndon or Bryant will set up sound. Confirm that Steve will have the rented sound equipment demonstration.

November 8^th – Caller: Rob Harper; band: Shake Rag Ramblers. Ray will open, Bryant will contact Steve about the sound setup. ~~Sharon~~ ~~will close.~~ (It has since developed that Sharon cannot close this dance. Let us find another ‘closer’ at the 11/5/08 CTDS Committee Meeting.)

November 9^th – Chattanooga City Market Dance (same talent as November 8^th)

Sharon will produce flyers. Bryant will contact Steve about the website.

November 22^nd – Caller: Seth Tepfer; band: KGB. The dance is held at the Ringgold United Methodist Church. Sound equipment setup by Huntsville friends. Bryant will talk with Steve Herndon regarding the need of the CTDS sound equipment. Close the dance early enough to have the hall vacated by 11:00 p.m. Begin the dance at the regular time. Bryant will talk with the talent about the closing schedule. Steve Harwood will close the hall.

English Country Dance:

The confirmed date is Feb. 28, 2009 with Kendal Broadie and Calliope.

Supplies for the hall:

Sharon will contact Judie about the supplies. Be certain to acquire the receipt so she can be reimbursed.

Publicize meetings:

Ray will post meeting announcements on the bulletin board. Possible have some meetings at the hall. Discuss at later meeting.

Next election cycle:

Discuss at next meeting.

Next meeting:

Wed., November 5^th at 6:00 p.m. at Bryant and Claire's house.

Chattanooga Traditional Dance Society

Minutes of the meeting

11 August 2008

Present: Bryant Haynes, Claire Haynes, Ray Pyter, Judie Snipes, Sharon Westlake

State of Tennessee registration:

The letter stating CTDS affiliation was received. Judie will give the letter to Ray to make copies. A copy will accompany the notarized form that will be sent to Mr. Riley, Non Profit Officer for the state of Tennessee by certified mail. The form must be notarized by two CTDS members. Bryant and Ray will have the form notarized.

Dance openers:

August 23^rd – Claire and Bryant. Bryant will set up the sound equipment.

Sept. 13^th – Sharon. Steve Herndon will set up the sound equipment.

Treasury report:

Ray distributed the accounts spreadsheet and the dance statistics; head count and money collected.

Status of the venue for December 13^th:

Tabled. Will possibly cancel this event. Claire and Sharon to check for an alternate venue one more time.

Keys:

Bryant distributed keys. The large key is for the kitchen (for water); the small key is for a padlock that is used in various places throughout All Saints.

Phipps account:

The Phipps account is current.

Membership proposal:

Ray proposed that CTDS offer membership passes on an annual basis. Separate passes for adults and students would be issued. No pro-rated passes would be issued. Ray will prepare a cost analysis based on the attendance of the last year. Further consideration of this proposal will occur at the next meeting.

November 8^thand Market Dance:

A band has not yet been booked for these dances. Gilbert Sewell and his band are asking for $540 for both dances. $350 has been offered for both dances. It is possible to negotiate with Paul Smith of Chattanooga Market for $165 more than the $300 paid last to pay the band. Gilbert is on hold until the amount of money to be paid is known.

English Country Dance:

Kendall Brody and Calliope were offered possible dates. They are interested and will supply dates and financial requirements.

Fees for bands and callers:

Jane Ewing requested payment information from Nashville, Birmingham, Huntsville… From this and other information it has been determined that CTDS does not pay as much for talent as other venues. Bryant suggested that we pay more to the talent. The committee approved the increased expenses starting with the August 23^rd dance. The new fees are: for the band, $75 per person, with a maximum of $300 for the band; for the caller, $75; plus travel expenses of $35 for each $100 miles (one way).

Sound suggestions:

Steve asked Brant for the requirements for the sound system. Steve will report at a later meeting.

Next meeting:

Monday, Sept. 8^th at 6:00 p.m. at Ray and Andrea's house. Address and directions to be emailed.

Chattanooga Traditional Dance Society
Minutes of the meeting
July 14, 2008

Present: Bryant Haynes, Claire Haynes, Ray Pyter, Judie Snipes, Sharon Westlake

Old business:

Claire and Sharon will look for an alternative venue for the December 13th dance.

Bryant to obtain original keys and make updated copies for those who need them. Copies of copies tend to not work in the new front door lock.

State of Tennessee registration:

The registration was mailed to the state with a check June 30th.

Openers:

For July 26th dance: Judie will unlock the doors. Ray will set up the sound equipment.

For the August 23rd dance: Claire and Bryant will unlock the doors. Bryant will set up the sound equipment.

Treasury report:

Ray submitted a complete treasury report. CTDS is ahead financially at this time.

The CD investment is to be renewed.

The admission charges for seniors (over 65) are now $5, adults $8, students $4, child (if dancing) $4.

T-shirts are now $5.

Ray will establish a bulletin board to post CTDS dance information to be made available at regular dances.

Fiscal year ends Dec. 31st.

The CDSS exemption annual fee and form will be sent out within the next week.

If the savings account is active, funds will be transferred from the checking account to the savings account.

Bryant to check with Phipps cleaning to see if we have any balance owing.

Fees for bands and callers:

A suggestion to increase the base rate and/or travel allowance was put forth. The suggested rate increases are: $25 per person; caller to be paid $75, $75 per band person with a maximum of $300; travel allowance to be increased to $35 for distances over 100 miles. These rates increases will be reviewed at the August meeting.

Website link:

The committee has no objection to adding a link to the Vimeo site to the website. Judie will contact Steve.

Free out-of-towner vouchers:

Half off vouchers will be made available to the out of town dancers, rather than free vouchers. Judie will discuss with Ed Park.

English Country Dance Workshop:

February a possible month to hold another workshop. Bryant will check with possible bands and dates. Preferably, Kendall and Calliope since they did the last one successfully.

Flyers:

Sharon will do some flyers and obtain paper.

Sound suggestions:

On hold awaiting Steve Herndon's information.

Next meeting:

Monday, August 11th at 6:00 p.m. Location is Claire and Bryant's house.

Chattanooga Traditional Dance Society

Minutes of the Meeting

May 10, 2008

Present: Terry Bordeau, Anthony Griggs, Bryant Haynes, Claire Haynes, Judie Snipes, Sharon Westlake

Old business:

Nothing to discuss.

State of Tennessee non-profit registration:

The state of Tennessee requested CTDS to register for non-profit status. Neither CTDS nor CDSS are listed in the State registry. Registry is required in order to maintain non-profit status in the State of Tennessee and to legally solicit funds from the public. The fee is $50. A letter has been acquired from CDSS stating that CTDS is a member of their organization and a copy will be included with the registration forms. Judie will process the registration application.

Dance openers:

May 24^th dance – Claire and Bryant will open the dance.

June 28^th – send out an email requesting dance openers.

Treasurers report:

Tabled. Ray Pyter was unavailable.

Flyer Master:

Johnathan is interested in doing the flyers. Anthony gave Johnathan's phone number to Judie. Judie will discuss the flyer situation with Johnathan. There are currently no flyers available for the summer schedule.

Alternative venues:

The dances held 9/27, 11/22 and 3/28/09 can be held at the Ringgold United Methodist Church. Melanie at RUMC has confirmed the dates for CTDS. The fee is $50 per dance. Steve Harwood is the contact person while CTDS is using the gym.

Meeting minutes:

Minutes are to be posted on the CTDS website instead of an email list. They will be emailed to the Board members and Steve Herndon only. Others on the email list will be notified that they can see the minutes on the web site.

Free out-of-towner vouchers:

Ed Park volunteered to design and distribute vouchers to out-or-town dancers for the summer dances. A voucher for the June 28 dance is to be distributed regionally and not at our local dance. The vouchers are an incentive for out of town dancers to attend the June 28^th dance only. The results will be reviewed to see if it is feasible to continue this for the rest of the summer dances.

Dance caller 11/22:

The band for the dance, KGB, cannot be cancelled because the band had already been confirmed. A caller is not yet confirmed. Ask Seth his fee and to possibly confirm him for that date. Bryant will provide an update on the caller.

Market Dance:

The Market Dance is November 9^th. Paul Smith is the contact person for the Market.

Sound suggestions:

Tabled. Steve Herndon is not present.

Contact information for bands and callers:

Bryant will acquire the phone numbers for some local musicians and callers to post in the storage room for emergency use. The phone numbers of the board members will also be posted.

Miscellaneous:

Stan Golab offered to teach a Hambo workshop during a break at a future dance. This is a possibility.

Next meeting:

Consult with Ray regarding a meeting date after the June 28^th dance, so that he can attend.