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CTDS 2011 financials

CTDS 2010 financials

CTDS 2009 financials

CTDS financial history

2009 CTDS Income and Expense statement for CDSS 

2010 CTDS Income and Expense statement for CDSS 

 

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CTDS minutes 1/12/12

 

 

Members present:  Steve Herndon (president), Ray Pyter (treasurer), Claire Haynes  (secretary), Sharon Westlake (vice-president), Bryant Haynes, Cindi Robey

 

Treasurer report:  Ray passed out copies of the financial report. Total balance at end of  December is about $23,222.  Chattaboogie grossed about $4K, but some numbers are still out. The net loss for regular dances in 2011 was about $1039.

 

Chattaboogie summary: There were 215 total paying participants and 227 total in attendance.  There were 172 pre-registered.  The question was raised about doing Chattaboogie again next year.  Many things are now in place, such as the website to make planning easier in the future.  If it is to be at the same time next year, then planning and booking needs to be underway.  No one has yet stepped forward to be in charge. 

 

Family admission structure:  It was proposed and agreed to charge a family rate of $20 for a nuclear family.  A family annual pass can be purchased for $140, which will include responsibility of doing “door duty”.  These additions should be made to the rate schedule posted on the admission table.

 

Elections: The elections of new officers are scheduled for the January 28 dance.  Steve will run the election.  We have no candidate at this time for president.  Steve will send out an email to request participation from the dancers on the committee.  The other candidates that we have are:  Sharon Westlake for Vice-president, Claire Haynes for Secretary, and Cindi Robey for Treasurer.

 

 Band housing:  Bryant is still working on organizing housing for the traveling band for the January 28 dance.  Vicki will put it on the Facebook page and Steve will send out an email.  Bryant will continue to contact other people directly.  There are 6 to be housed, which is more than usual. They may have to be split among two or more houses.

 

Host Schedule:  Claire proposed that we sign up regular dancers to “host” the dances. This means we schedule two individuals or a family for each dance to be there early and stay late to oversee set-up and take-down and manning the admission table.  Claire brought a proposed schedule form to fill in at the dances and a flyer explaining to regular dancers what hosting is about.  Claire will email these documents to Steve and then bring them to the January 28 dance to begin recruiting.  Already Andrea and Ray agreed to host the January 14 dance and the Robeys will host the January 28 dance.  Hopefully this will involve more people in the regular responsibilities of running the dance. 

 

Flyers:  Sharon will bring updated flyers to the January 14 dance.

 

 

Next meeting will be Thursday, February 2, 6 pm at Greenlife Grocery.

 

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CTDS minutes 12/6/11

 

 

Members present:  Steve Herndon (president), Ray Pyter (treasurer), Claire Haynes  (secretary), Sharon Westlake (vice-president), Bryant Haynes, Cindi Robey

 

Treasurer report:  Ray passed out copies of the financial report. Total balance is about $17600.  The last dance (over Thanksgiving weekend) had 33 in attendance.

 

 

Chattaboogie update:  About 120 registered so far, for a total of 135 total including talent.  The PAYPAL payment system is working, but costing about 4.75 % ($3.33 for $70 registration)..

 

December 10 dance:  Sharon can be there for set-up, Cindi for closing, and Steve will run sound. 

 

January 14 dance:  Ray will do set-up, Cindi closing, Steve will run sound.

 

January 28 dance has an out-of-town band.  We will discuss possible housing needs at the January meeting.  Bryant will let us know if they need housing.

 

Flyers:  Bryant provided the calendar to Sharon so she can make flyers through May.

 

Passes for 2012:   It was agreed to offer the annual passes again next year.

 

Family rate:  Several options for families were discussed.  1) Children 13 and under could get in free. 2) $20 limit for families with children. 3) A price break could be given in exchange for commitment to set-up/take-down a dance or something.  We tabled the decision until the next dance.

 

Summer dance schedule:  We all agreed to have just one dance per month in June, July, and August on the 4^th Saturday, as we have been doing previously. 

 

Concerns:  The issues we discussed last meeting were written out and handed out by Ray.  We discussed which ones were most important and which ones were essentially the same thing.  Ray gave us each the challenge to write out what we see as the main problem that we need to work on and bring it to the next meeting.

 

Next meeting will be Thursday, January 12, 6 pm at Greenlife Grocery.

 

 

 

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CTDS minutes 11/10/11

 

 

Members present:  Steve Herndon (president), Ray Pyter (treasurer), Claire Haynes  (secretary), Bryant Haynes, Cindi Robey

 

Treasurer report:  Ray passed out copies of the financial report. A letter was received from the Better Business Bureau.  Ray will complete and return the form they provided even though we are a non-profit and not a business.

 

Sound assessment:  We are waiting for a full report from Tim Cape. 

 

Chattaboogie update:  71 registered so far. Housing for the musicians has been taken care of.  Shelly resigned and Steve is now chair of the Chattaboogie committee.

 

Keys:  Steve will make 10 sets of keys to the venue for new sound techs and openers and closers.  We will keep a list of who has a key on the website and try to get keys back from people if they no longer are involved.

 

Elections:  These usually take place the second dance in January.  Claire will research terms in the archived minutes on the website. We need to be approaching people about getting involved and serving on the committee.  Cindi offered to run for treasurer as Ray has served his limited number of terms.  Steve has also served his limit as president.

 

Openers and Closers:  We need  these positions filled for the rest of the dances of the year.  Only the next dance is covered – Leslie Waggenheim agreed to serve.  The November 26 dance both Steve and Ray will be out of town.  Bryant will run sound.  UPDATE:  Cindi will also be out of town, so Claire will take care of the money.

 

We all brought our top three concerns to put on the table as Ray suggested.  We discussed them and decided to think about ideas to bring to the next meeting to address these concerns.  Some of the top concerns that we shared included:

 

-The need to have more people involved to be responsible to open and close and run sound for the dances so it is not just the same 4-5 individuals/couples dance after dance who are also the officers.

 

-The need to have more people involved on the leadership committee, to serve as the officers.

 

-The lack of “community” among our dancers.

 

-Restructuring of the job of the treasurer.

 

Next meeting: 6pm December 6 at Greenlife Grocery upstairs.

 

 

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CTDS Meeting Minutes, October 6, 2011

 Members Present: Steve Herndon (president) Ray Pyter (treasurer) Cindi Robey

 Treasurers report:

·         September had a net loss of $597.54 note that this total includes $395.00 in Chattaboogie expenses that will be reimbursed.

·         Chattaboogie registrations checks totaling $1380.00 were given to Ray for deposit. An additional $1083.94 should have been direct      deposited to the CTDS account for Chattaboogie registrations for a total of 2463.97

 

Chattaboogie:

·         Registration total is about a month ahead of last year’s rate.

·         Chattaboogie registration currently is at 41 total (19 male and 22 female).

 

Openers and closers:

·         Cindi Robey will close on October 8.

·         Closer still needed for October 22.

 

Sound technician workshop October 8th @2:30:

·         Ray and Cindi plan to attend.

·         Bryant has a list of ~5 others who plan to attend.

 

Band housing for October 8^th:

·         Housing is needed band member has cat allergies Steve has cats.

·         Andrea may agree to house band?

 

Next meeting is November 10,6:00 pm, Greenlife.

 

 

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CTDS Meeting Minutes, September 8, 2011

 

Members present: Steve Herndon (president), Claire Haynes (secretary), Ray Pyter (treasurer), Bryant Haynes (producer),

 

Treasurer’s report:  The net loss for August was about $224.  The total balance of our assets is about $17372. 

 

September 10 dance.  Eddie Doss from Nashville will be running sound.  Steve will meet him at the hall early to show him around. He will be compensated the same as musicians.  Cindi Robey will “open”, no one has agreed to “close” the hall. Claire will email several dancers, Cassie, Diane, Shelly, and Dani to try to find someone to close. 

 

Septermber 24 dance:  Housing is needed for two female band members.  Steve will send out an email to request a volunteer to provide this.

Bryant will contact North River Civic Center about availability of a piano for the band to use.

 

October 8 Sound Workshop:  Tim Cape.  An announcement needs to be made at the next couple of dances.  Bryant will prepare a flyer with details about the workshop.  We need to be sure to get one to Anthony, Derek, Tim, Prasanth, Sean and any others that we can think of or who express interest.

 

Bryant announced his plans to take a break from volunteering to run sound beginning in 2012.

 

Chattaboogie:  The website is up and still being fine-tuned. An email went out to those in attendance last year for early registration.  General gregistration will be open October 1.  On line registation using paypal or print registration forms to mail in will both be available. The hall is limited to 250 dancers.

 

Ray reminded us that at the next meeting we are all to bring some of our most pressing concerns about CTDS and discuss them. 

 

Next meeting: Thursday, October 6, 6:00 pm, Greenlife

 

 

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CTDS Meeting Minutes, August 4, 2011

 

Members present: Steve Herndon (president), Sharon Westlake (vice-president), Claire Haynes (secretary), Ray Pyter (treasurer), Bryant Haynes (producer), Andrea Pitkow (publicity)

 

Treasurer’s report:  The net loss for July was $9.  The total balance of our assets is about $17595.  Ray completed and filed the Allied Arts Survey on line.

 

Chattaboogie:  Steve reported that a paypal account was being set up allowing people to register on-line.  Steve will check on the cost to paypal and report on this next time. If any refunds are needed they will be given by check. Some printed flyers will still be distributed and available in time for the Mentone dance weekend. 

 

Alternate Venue:  The September 24 dance will be held at North River Civic Center.  The cost is $250 rental fee and $75 refundable cleaning deposit.

 

Talent housing:  Ray and Andrea offered to house the out-of-town band on October 22.  Bryant will contact the band for September 24 to see what housing they may need.

 

Openers/closers:  Claire will follow up with Shelly and Cindy regarding their interest in being on the schedule, especially to fill the need for closing on August 27. 

 

Publicity:  Andrea is mainly just sending the regular notices to the newspaper.  As the dances have been well attended lately, we agreed that there was no need for any furthur publicity push at this time.

 

Ray suggested that at the CTDS meeting in two months we all bring some of our most pressing concerns about CTDS and discuss them. 

 

Next meeting: Thursday, September 8, 6:00 pm, Greenlife

 

 

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CTDS Meeting Minutes, June 16, 2011

 

Members present: Steve Herndon (president), Sharon Westlake (vice-president), Claire Haynes (secretary), Ray Pyter (treasurer), Bryant Haynes (producer)

 

Treasurer’s report: Ray presented the 2010 statement. Steve will post it on the website. Ray also presented the first quarter quarterly report. Bottom line is that we have about $18165 at the end of May.

 

Venue:  The only date that we are bumped from All Saints for Search weekends next year is September 24.  Bryant will pursue scheduling Allemande Hall for that one date.

 

December 10 dance:  Since we can have the hall on this date, it was decided to go ahead and plan to have this dance and not cancel as we have had to do in years past.  Sharon agreed to be the opener for that dance.

 

Scheduling:  Bryant and Steve will be pretty much alternate running sound for the summer and fall dances through about November.  Sharon will open and close for the June 25 dance.  Ray and Andrea will open for the July 23 dance.  We need to work on getting contact information and setting up some regular openers and closers to be in charge of these responsibilies for the dances, besides just members of the committee.  Bryant will call ME about closing on July 23.  Bryant has a calendar with the schedule including these responsibilities. Claire will email Derek, Shelly and Diane about September dances. 

 

Bottled water:  We have and can get bottled water donated, so there is no need to buy any.  Sharon will bring some to the next dance. We decided not to put out a container for recycling bottles unless someone takes responsibility to take it to recycling.  Steve will reply to Andrea about recycling and bottled water. 

 

Next Meeting:  Thursday, August 4, Greenlife Grocery 6:00 PM

 

 

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CTDS Meeting Minutes, April 14, 2011

 

Members present: Steve Herndon (president), Sharon Westlake (vice-president), Claire Haynes (secretary), Ray Pyter (treasurer), Bryant Haynes (producer)

 

Treasurer’s report: Bottom line is that we have about $18645. Ray paid CDSS for our liability insurance for the year.

 

History:  Roy has some historical documents of the CTDS that he would be happy for someone else to store.  Steve will get them from Roy and go through and scan to computer what he thinks should be kept.

 

Acoustics:  Tim Cape and his band are playing for our dance on October 8.  He will come early before the dance and test the hall so he can make recommendations for acoustic dampening, or whatever needs to be done to improve the sound.  The committee approved hiring him to do this job.  We also discussed asking him to do a workshop for our current and potential sound techs about how to set up and adjust for the best sound.  Bryant will follow up with Tim.

 

Scheduling:  We looked at the next three dances and tried to fill in who would be responsible for running sound, opening and closing.  We are trying to schedule volunteers so it will not always be the same person.  So far we have the following: 

April 23 sound-Steve, opening-Sharon, closing-Sharon

May 14 sound Bryant, opening-Ray, closing-Claire

May 28 sound Bryant, opening-Shelly, closing-Shelly

Claire will contact Shelly about May 28.  and ME about doing the June 25 dance. Claire will make copies of the set-up and take-down instructions for everyone.

 

Fans:  Steve will look into a type of fan he has seen for possible use at the dances. Steve will do maintenance on AC units at All Saints.

 

Next Meeting:  Thursday, June 16, Greenlife Grocery 6:00 PM

 

 

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CTDS Meeting Minutes, March 10, 2011

 

Members present: Steve Herndon (president), Sharon Westlake (vice-president), Claire Haynes (secretary), Ray Pyter (treasurer), Bryant Haynes (producer)

 

Treasurer’s report: 

Ray presented a finalized Chattaboogie report.  It will be passed on to the new Chattaboogie committee.

Ray presented the financial report for February. Our total balance was close to $19,000.  We have two CDs maturing in March. It was decided to put $15,000 back into two one-year CDs since interest rates are so low right now. 

Phipps cleaning has not cashed two checks from 2010. ray will call them to inquire.

Ray may not be at the second dance in March.  He will talk to Shelly or Diane about taking the money responsibility for that dance.

 

Ray made some suggestions about getting more people involved.  The committee will give some thought to the issue.

 

Insurance:  Ray will pay CDSS for our insurance this week.

Allemande Hall:  Ray will send them a check for the March 26 dance.

 

March 26 dance at Allemande Hall:  Steve will contact Dani or Cindi about getting the sound system moved.  Bryant will be in charge of clean-up and organize some folks to help with it.

 

Pay rates for talent:  Bryant reported feedback he got from three of the five communities he contacted, Atlanta, Birmingham, and Brasstown.  Their schemes were different, but all comparable to our own, with the exception that they all pay a sound technician. 

 

Alternate venue:  There was some discussion about canceling dances when we cannot dance at All Saints.  Allemande Hall is a good alternate venue, but the issue of transporting the sound equipment all weekend is a problem.  There was also some discussion of moving to/joining Allemande Hall.  No decision made at this time.

 

Flyers:  Claire will produce some flyers for this up-coming dance.

 

Next Meeting:  Thursday, April 14, Greenlife Grocery 6:00 PM

 

 

 

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CTDS Meeting Minutes, February 3, 2011

 

Members present: Steve Herndon (president), Sharon Westlake (vice-president), Claire Haynes (secretary), Ray Pyter (treasurer)

 

Treasurer’s report: 

 

Chattaboogie’s net income was about $6500. Ray will compile the income and expenses in a more detailed way for future reference for the Chattaboogie committee.

 

The January 22 dance had a record crowd of close to 200.  There were 5 lines some of the time. 

 

Some of our CDs will mature in March.  There was discussion about what to do with those funds, CDs vs. Money Market, poor interest rates all around right now, etc. Ray will research some of the rates at some local banks and report back in March. 

 

Sound schedule:

 

Steve will be here to run sound for the May 28 dance, but will need to depart immediately after the dance.  Some of the rest of us will be sure to hang around to clean up after.  Steve also noted that he will not be available to run sound on June 11.

 

 

Next meeting will be Thursday, March 10, 2011 at 6 pm at Greenlife.

 

 

 

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CTDS Meeting Minutes, January 15, 2011

 

Members present: Steve Herndon, Bryant Haynes, Claire Haynes, Ray Pyter, Sharon Westlake

 

Treasurer’s report:  The final balance at the end of December was $18453.30.  Copies of all the statements were provided for all the officers and will be posted on the website. 

 

Since there were no dances in December, most of December’s income was from Chattaboogie registrations. 

 

Since the event actually occurred in 2011, Chattaboogie income will be reported for 2011, when numbers are given to CDSS. 

 

Disregarding Chattaboogie, we had a loss of about $775 for 2010 for our regular dances.

 

Chattaboogie report:  Bryant reported that the committee recommended doing Chattaboogie again in 2012.  Shelly Vann agreed to chair the committee for next year.  The committee recommended using the same weekend, second weekend in January.  Sharon brought up that USA Dance has a big event that weekend at Allemande Hall.  It did not conflict this year, but would next year because of the way the dates fall.  This information will be considered by the Chattaboogie committee as they plan for next year.

 

Fee suggestions:  Bryant suggested raising the rates that we pay talent since Chattaboogie was successful in raising some money for CTDS.  There was some discussion. It was decided that Bryant would try to bring some comparable fee information from other dance groups including Birmingham, Sautee, River Falls and Nashville to a future meeting. 

 

Annual Passes:  It was agreed that we would again offer the annual pass at the same price as last year. 

 

Elections:  Bryant will run the elections at the break at the next dance, January 22.

 

Bryant worked out with Steve and Sharon a sound technician calendar for the Spring.  Sharon may have a conflict with the May 28 date and will let us know.

 

Next meeting will be Thursday, February 3, 2011 at 6 pm at Greenlife.

 

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CTDS Meeting Minutes December 2, 2010

 

Members present: Steve Herndon, Bryant Haynes, Claire Haynes, ME Anderson, Sharon Westlake

 

The treasurer was absent, so there was no treasurer’s report this week.

 

Sharon brought up a contact in Cleveland that was interested in possibly hosting a contra dance.  He has a 3200 square foot dance studio in Cleveland.  Sharon suggested he come to our dance to see what contra is about. She will also give him Bryant’s phone number to talk about what is involved in booking live bands and callers for a dance, etc.

 

ME proposed that CTDS investigate the possibility of joining Allemande Hall.  Some issues include cost compared to our current arrangement, feasibility of changing to Friday night, cleaning/work responsibilities.  The committee approved a committee of ME and Sharon making inquiries about exactly what would be involved.  They both have experience with other dance groups that are members of Allemande Hall.

 

Bryant and Steve gave an update on Chattaboogie.  There are 74 registrations so far, 1 week away from the first price break deadline.  Bryant brought some payouts that need to be made by the treasurer, but will email them to Ray since he was absent. Sharon will head up the snack committee for Chattaboogie and provide housing for the caller and his wife. Steve and Vicki are housing the band. The committee meets this Sunday to hammer out more details.

 

The date of elections of next year’s officers was set for January 22 at our regular dance.

 

Steve, Bryant and Sharon will work out the schedule for running sound for the spring dances by email.

 

Bryant requested to borrow the sound equipment for an anniversary party at Allemande Hall on April 30.  The request was granted.

 

Bryant will give the cleaning service our schedule for the first half of next year.

 

Sharon will put together a flyer for the spring dances and have it available at Chattaboogie. 

 

Next meeting will be Thursday, January 13, 2011 at 6 pm at Greenlife.

 

 

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CTDS Meeting Minutes November 4, 2010

 

Members present: Steve Herndon, Bryant Haynes, Claire Haynes, Ray Pyter, Sharon Westlake

 

 

Treasurer report:  The net loss for October is about $826.

 

Ray will not be around for dances for the rest of the year, so others will have to manage the money box.

 

November 13 Dance: Alternate venue is Allemande Hall.

 

ME will be taking the money box, and offered to be in charge of the opening and closing.

As far as we know, Dani is still on to transport the sound system.  Sharon will run the sound.  Bryant will organize the pick-up and return of the sound system at All Saints and the unloading at Allemande Hall at 6pm on Saturday.  Snacks and supplies for admission table and snack table also need to be transported.

The temperature in Allemande Hall was quite cool last time. Bryant will speak to them about turning up the thermostat a bit.

 

The second dance in November, Steve will run sound.

 

Steve and Bryant will bring their calendars to the next CTDS meeting to arrange the sound schedule for the first part of next year.

 

Bryant suggested we have a sign-in book at the dance with a permanent record of the band and caller for each dance and space for dancers to comment (positive comments only).  Nobody objected, so Bryant will pick up a suitable book to use.

 

Dance Weekend Report:  Steve gave deposits and separate spread sheet to Ray.  Bryant mentioned the need for accommodation for the talent with dancers, so we could be thinking about who can house them. Bryant will check with Seth to see if he is bringing his children. 

 

Next meeting will be Thursday, December 2, 6pm, Greenlife.

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CTDS Meeting Minutes 10-7-10

 

Members present: Steve Herndon, Bryant Haynes, Claire Haynes, Ray Pyter, Sharon Westlake

 

 

Treasurer report:  The net loss for September is about $250. The final balance at end of  September is about $11675

 

Flyers:  Sharon bought paper for new flyers.  She will make up new flyers that will go through Chattaboogie 3, January 2011.  They will include the special admission fee for the Saturday night dance only.  Claire will begin to include Chattaboogie and the special admission fee in the announcements.

 

Ray and Andrea will host members of the band, The OpporTunists for the October 23 dance. 

 

Steve will set up sound for the October 23 dance.  Sharon can help in the afternoon.

 

Bryant is running sound for the October 9 dance.

 

Dance weekend:  Registration:  Steve (the registrar) will give checks to Ray (the CTDS treasurer) to deposit each month at the CTDS meetings.  Steve will give the checks and a copy of the registration records to Ray.  Ray will deposit the checks and keep separate financial records for Chattaboogie. 

 

Allemande Hall dance:  November 13 dance will be at Allemande Hall.  Ray will give them a check for the rent and one for the deposit. Our previous cleaning deposit was returned in full.   Ray and Andrea will again be responsible for overseeing the clean-up.  The help for hauling sound equipment will be decided at the next meeting. 

 

Next meeting:  Thursday, November 4, 6:00 pm at Greenlife.

 

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CTDS Meeting Minutes 9-2-10

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Members present: Steve Herndon, Bryant Haynes, Claire Haynes, Ray Pyter, Andrea Pitkow, Diane Miller

 

Benefit Contradance:  The benefit for Buzzy Hamilton this Friday will not include a contra dance, so CTDS is not involved officially.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Treasurer report:  The net gain for August is $189.02. The final balance at end of August is $11924.62.  Ray sent the checks for rent and cleaning deposit to Allemande Hall for the September 25 dance.   Ray and Andrea will not be at the next dance, so Claire and Bryant will take the money box and snacks. 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

September 25 dance at Allemande Hall:  Steve is running sound.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Steve and Ray will meet Dani at All Saints on Friday, September 24 before 5 pm to load the sound equipment.  Ray said he would look for the DANCE signs in the closet and put them in too.  Bryant will email Dani to let her know so they can set up an exact time to meet at All Saints.  Steve will put a sign and maps on the door to direct people to Allemande Hall on that Friday.  

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Claire will announce the change of venue at the next dance.  At the next dance, Claire and Bryant will take the ties, flyers, water, etc home, so it doesn’t have to be remembered when sound is loaded up. 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Steve, Bryant, Claire and Dani will meet at Allemande Hall at 6:30 to unload and set up the sound equipment, etc.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

On Sunday, September 26 after 7 pm, Ray will meet Dani and either Bryant or Anthony to unload the sound system. Bryant will contact Anthony to see if he can help.  Bryant will get the key to Allemande Hall and hand it off to Ray who will return it the following week.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

September 18:  Chickamauga Downtown Merchants Association contacted us about doing some dancing at “Chickamauga Yesteryear”.   We would need to provide our own music.  Since contradance is traditionally done to live music, it was decided that we would not make an effort to participate at this time.  If some traditional musicians were on hand to provide music, with more advanced notice, we would consider such an invitation again in future. Bryant will reply.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Sunday, October 10.  Someone from the North Chickamauga Conservancy contacted us about maybe calling some dancing at the “Chickstock” event that happens on the Sunday after our Saturday night dance.  We decided we would not organize a dance for the event, but would offer to promote it at our Saturday night dance and make flyers available.  Bryant will reply.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Next committee meeting:  Thursday October 7, Greenlife Grocery upstairs, 6 pm.

 

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CTDS Meeting Minutes 8-12-10

 

Members present: Steve Herndon, Bryant Haynes, Claire Haynes, Ray Pyter,  Andrea Pitkow, Diane Miller

 

Benefit Contradance:  Steve reported that Lori Carter is organizing a benefit contra dance for Buzzy Hamilton.  She may soon be approaching our group for assistance.  Their first plan has not worked out, so they are starting over.  No decision needed from us at this time.

 

State of Tennessee:  A letter was received by CTDS  saying that we were exempt from needing to register as an organization that solicits funds since our assets are less than a certain amount.  Therefore the fine was waived and we do not have to pay it.

 

Federal Non-profit Status:  Ray was informed by CDSS that though we are under their umbrella for tax exemption, we now have to file something with the IRS annually on-line since 2006.  It was suggested that a list of the things that have to be done for IRS and CDSS annually and their deadlines be provided to the treasurer with the job description. Ray will put something together to be posted on the website.

 

 It was also suggested that we may want to have a CTDS email address.  Steve will look into this.

 

Treasurer report:  Net loss for July was $423.50, mainly due to some large payments like cleaning service, CDSS renewal dues, and floor repair.  Final current balance is $11,735.60.

 

Alternate Venue:  Bryant had the contract with Allemande Hall for the September 25 dance.  Ray will send a check to them for $300 for rent and one for $150 for refundable cleaning deposit.  Bryant will get the key to Allemande Hall.  Ray and Andrea will check the cleaning check-list after the dance to insure that we have done all that is required.

 

December 11:  Sharon had reported that NRCC is not available for that date.  We agreed to cancel the dance due to lack of venue.

 

Moving Sound Equipment:  Dani T’wanda has volunteered to use her truck to help move sound equipment to the alternate venue on September 25.  We need to be sure someone meets her at All Saints to load and unload. 

 

State sales tax exemption:  Andrea will ask non-profits she knows and Steve will ask his contact in the TN department of revenue about how to have tax exemption for purchases that are made for CTDS. 

 

Volunteers:  Claire reported that Huntsville has just added a board position to coordinate volunteers to open and close for their dances.  They will be figuring out how to organize this to best utilize volunteers to assist with these on-going jobs.  This is an on-going discussion with our group as well as more volunteers are coming forward. 

 

Acoustic dampening:  Steve reported no progress on this front as it seems that the folks he has contacted have plenty of work to do presently and are failing to return his phone calls and emails.  He will continue to follow-up. 

 

 

Next committee meeting:  Thursday September 2, Greenlife Grocery upstair, 6 pm.

 

 

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CTDS Meeting Minutes 7-8-10

 

Members present: Steve Herndon, Sharon Westlake, Bryant Haynes, Claire Haynes, Ray Pyter,  Dani T’wanda

 

The treasurer report was presented by the treasurer.  A copy was provided for posting on the website.

 

Alternate Venue:  Bryant negotiated and booked Allemande Hall for 4 of the dances for which we are bumped from All Saints.  The rent will be $300 per event and a refundable cleaning deposit, both due the month before each scheduled dance.  We are to provide our own sound equipment.  Bryant will scan the contracts and cleaning checklist and send to all the officers. Sharon will add the alternate venue to the fall flyers.  Steve will add it to the website. 

 

December 11:  Neither All Saints nor Allemande Hall is available for this date.  Bryant has not booked any talent yet in case we are not able to have the dance.  Sharon will check with North River Civic Center to see if it is available.

 

Dance weekend update:  Written agreements have been sent out to all the talent, and one has so far been signed and returned. The next step is publicity and registration.  The deadline for an announcement to be placed in the next CDSS newsletter is August 1. It was suggested that whatever publicity is done should feature the outstanding venue of Allemande Hall, especially since past Chattaboogie venues have not been as good. Steve is ready to handle the registrations when they come in.

 

Floor repair:  This week, Dayle Mathis, Bryant and Steve worked to repair the weak spots in the floor of All Saints auditorium, about 9 or 10 total places. Dale gave us a bill for $200, which will be paid today.  Steve will add another coat of finish sometime before the next dance. 

 

Acoustic dampening:  Steve found 3 vendors in Chattanooga and has had 2 of them in to look at All Saints.  One has never gotten back to us.  The other was just this week and they will be giving us a quote.  We would like to get this work done by September. 

 

Letter from State of Tennessee:  Some items were missing from our application to be exempt from the fine (see last meeting’s minutes).  Steve will make the corrections and re-submit the application.  

 

Dani expressed her interest in volunteering to help during the dance events… set-up, clean-up, etc.  There have been some other dancers come forward and express similar interests.  Claire suggested that we schedule a host for each dance to be responsible for what needs to be done.  Claire will inquire with the Huntsville group about how they organize hosts for each dance.

 

Next meeting: August 12, 6 pm, Greenlife Grocery (Bold type indicates action to be taken.)

 

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CTDS Meeting Minutes 6-3-10

 

Members present: Steve Herndon, Sharon Westlake, Bryant Haynes, Claire Haynes, ME Anderson

 

The treasurer report was sent via Bryant, since our treasurer was absent.  A copy was provided for all present.

 

Dance weekend update:  Bryant paid a $400 deposit for Allemande Hall for the weekend. Save the date flyers are being circulated by Steve and Vicki. The next meeting is this coming Sunday afternoon, and the caller will be the main decision to be made.

 

Floor repair:  Steve contacted Dale Mathis who did the repair work last time.  He said he was willing to do the work.  Bryant contacted Bill Leiper who is also willing to do the work. Bill was to meet with Father George today to go over what needs to be done. Bryant and Steve will try to set up a time with Dale and Bill when hopefully the four of them can work together and get the job done.  CTDS will pay for any supplies needed and offer to give Bill and Dale dance passes for the rest of 2010 for their work.

 

Acoustic dampening:  Steve did some research and could find nobody locally who does this type of work.  He will continue to look, but if nothing comes up, he will pursue someone from out-of-town to get an estimate. Bryant spoke with Father George about our agreement.  The yearly agreement we have had in the past says we will be given 180 days notice if the arrangement should change for any reason.  Also the precedent is that if we make improvements to the hall, the church would have it appraised and pay us for it if we had to leave. We need to run it by them first if we make improvements.

 

Steve will check about the frequency of our wireless mic and let Father George know so it will not interfere with theirs.

 

Scheduling of All Saints:  We cannot have the hall on the following regular dance dates:  September 25, November 13, December 11, February 26, March 26 because of Search Weekends or Latino ministry activities.  Bryant will check on the possibility of using Allemande Hall for an alternate venue, and what price they can give us.  Sharon will do a Fall flyer through November. 

 

Letter from State of Tennessee:  Ray sent a letter to them to appeal the $5000 fine that they said we had to pay.  Claire followed up with a phone call.  The attorney for the Division of Charitable Solicitations and Gaming said that we could file and exemption request form and a financial summary and they would waive the fine because we have less than $30,000 assests.  Steve had some questions about the form and will check on the legal entity of our organization with CDSS before we submit the forms.

 

Next meeting: July 8, 6 pm, Greenlife Grocery

(Bold type indicates action to be taken.)

 

 

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CTDS Meeting Minutes 5-13-10

 

Members present: Steve Herndon, Ray Pyter, Sharon Westlake, Bryant Haynes, Claire Haynes, ME Anderson

 

Ray gave the financial report, providing a copy for everyone present.  He also gave a 3 month report.  The annual report will be posted on the website at the end of the year.

 

Ray showed everyone a letter from the Tennessee Department of State regarding a penalty fine that the State of Tennessee claims that CTDS owes for soliciting funds without being registered with the state.  The CTDS let the registration lapse because it does not solicit funds and so the CTDS Board did not feel the need for this registration.  Ray will write a letter to send to contest the charges.

 

The “missing” button maker was located in our storage closet in a box.

 

It was noted that there are 5 broken boards in the floor at All Saints.  Bryant will contact Father Schmidt about CTDS voluntarily repairing the holes if they are ok with that.  Steve will try to email Dale Mathis, who did the repairs last time.  Bryant will try to email Bill Leiper to see if he might be willing to do it.

 

Bryant reported on the meeting of the festival committee.  There is a band and schedule now, and registration price was set.  The venue is still an issue. Bryant will look into Allemande Hall.  Steve will contact Sid Hetzler about venues used in the past, namely the Tivoli.  A place called Green Loft was also suggested.  Steve will be in charge of registration for the festival.  Steve will publicize the next festival meeting on the email, this Sunday at 3pm at Greenlife.

 

The issue of acoustic dampening in the hall was discussed.  It was decided that we do not want to go with a homemade approach, even though it may be less expensive on the front end.  We would rather spend the money on something done professionally and guaranteed to work.  Any improvements would also still need to be approved by the Aesthetics Committee of Saints Peter and Paul, the owners of All Saints.  Bryant will check about getting a more permanent lease agreement from Saints Peter and Paul.  Steve will check into finding someone who does the work professionally.

 

Sound technicians: May 22- Bryant; June 26-Sharron; July 24- Steve; Nov 13-Sharron

 

Next meeting:   Thursday, June 3, 6pm Greenlife

 

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CTDS Meeting minutes 4-1-2010

 

Members present: Steve, Sharon, Ray, Bryant, Claire

 

Ray gave the financial report, providing a copy for everyone present.  He also cleared up the issue of our CDSS membership dues. He has now paid the dues for last year.  He had the information for this year, which was passed around. He said he will pay that this month, which is about the time of year we usually pay it.

 

Ray will be away for the April 10 dance, so he gave the money box to Sharon who will open the hall, with assistance from ME.  Claire and Bryant will close and take home the money box.  Steve will run sound.  The caller was arranged by ME, one she knows and recommended from Florida.  He got a good flight and is willing to come.

 

Bryant has been communicating with Vicki about the dance weekend. They have a band in mind and got some financial figures which were presented to the committee.  The date in early January was also discussed.  The committee was in agreement to proceed with the plan for the weekend festival.  Bryant will head up that sub-committee, including Vicki, maybe Shelly and ME, maybe others.

 

Bryant reported that the Folk School of Chattanooga “student band” was confirmed for June 26.  Christie and Bryant will play and Sharon and Anthony will do sound.

 

Next meeting:  May 13, 6 pm , Greenlife (outside on the patio, weather permitting)

 

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CTDS Meeting Minutes 3-4-2010

 

Members present: Steve, Ray, Sharon, Bryant, Claire, ME, Wendell

 

Ray gave the financial report, providing a copy for everyone present. 

He also showed us a letter from CDSS regarding scholarships to summer dance programs. We decided that we do not want to contribute at this time, since we don’t really have anyone who would be interested in participating.  Also, an enclosed note led us to question the status of our CDSS membership.  Ray will confirm that our membership is paid-up and current and clarify with CDSS.

Ray will miss the April meeting and first dance in April, but will take action to make sure the financial report is provided and that the cash box gets to the dance.

 

Web-site:  Steve paid for our domain name for 10 more years.

 

There was discussion about the possibility of a mini weekend or other special dance event.  It was decided that a committee should be formed (headed by Vicki?), and they should determine the cost of such and event and submit a proposal to the CTDS.  The discussion was favorable over-all.  Many possibilities and ideas were batted around, so a definite proposal coming from the committee would be the next step.

 

Folk School of Chattanooga “student band”:  It was agreed that on June 26 students from the folk school would be the band for our dance, with Christie Burns and Bryant Haynes providing the anchor melody/rhythm. Christie and Bryant would be paid, but the students would play for the experience as part of their class.  Sharon (hopefully with help from Anthony) will be in charge of sound for the evening. It was also noted that since musicians who also participate in contra dancing make better contra dance bands, the students should be encouraged to dance when they are not actually playing. Students’ participation in contra dances before the event should also be encouraged.  Bryant will follow up with Christie.

 

Alternate venue:  Steve went to “The Dance Floor” in East Ridge.  They have a nice space, but charge $100 per hour, minimum 2 hours, which is more than what we have been paying for alternate venue.  It will still be considered next time we need an alternate venue, Sharon will try some negotiating. Also, St. Peter’s on Ashland Terrace was suggested by Ron Lee, who has a contact there.  Claire will follow up that possibility.

 

Keys:  Steve will make 2 sets of keys to All Saints for folks who are involved with set-up.

 

April 10:  Still no caller booked. ME suggested some who could be added to caller list. Bryant will follow up. 

 

Web-site: Wendell will provide links from our page to line dance groups and vice-versa.

 

Next meeting: April 1, 6 pm, Greenlife

 

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CTDS Meeting Minutes 2-4-2010

 

Members Present:  Steve Herndon (president), Sharon Westlake (vice president), Claire Haynes (secretary), Bryant Haynes, Ray Pyter (treasurer), M.E. and  Wendell Anderson(?)

 

Treasurer’s report was given by Ray Pyter.  A copy of the financial report was provided for each one present.  In summary, we made money with large crowds at the January dances.  13 annual passes have been sold so far.

Ray and Andrea will not be at the next dance, so Sharon will bring the cash box.

The reimbursement for deposit from the YMCA came in the mail.

Ray will purchase a portable dolly to help with dance set-up.

Ray suggested re-visiting the expense of the cleaning service. It was discussed, no decision made at this time.

 

Button-maker: None of us knew where it is, but remember that we purchased one.  Steve will check with Judie about it.

 

Alternate venue: Sharon suggested “The Dance Floor” on Ringold Rd. would be a good one to consider. Steve will go by and look at it. It is a new venue owned by Linda Hahn.

 

Web-site:  Has been down for just a few days, reason unknown. Steve will look into it.

 

March 27 dance will be at North River Civic Center due to unavailability of All Saints.  Bryant put down a deposit to reserve the venue from 6:30-11:30. The amount is $325, of which $75 is refundable if we leave it in good condition.

 

Sharon will have new winter/spring flyers with info through April at the next dance.

 

A couple of musicians from Nashville want to play our dance, but requested more money than we normally pay.  It was discussed and decided that we would not go beyond the offer already negotiated by our producer at this time.  Last year’s deficit and the “going rate” of  other dance communities were cited. Bryant will reply with the information.

 

The possibility of doing a special event, maybe a “mini” weekend in which we could offer more compensation to talent was discussed.  It was suggested that ME and Vicki and Shelly should get together and talk further about that.

 

Waltz (or other) workshops:  If someone wanted to teach other styles of dancing at a contra dance or organize someone to teach, we would be open to the possibility.  It was decided that it would not work during the break due to the level of noise from conversations of people not participating.  It could be done before the set-up (since it would use recorded music), perhaps about 6 or 6:30. Steve will reply to Chris Smith regarding his suggestion.  If Sid offers, this was the decision.

 

Next meeting: March 4 at Greenlife at 6pm

 

 

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Chattanooga Traditional Dance Society

Minutes of the meeting

7 January 2010

 

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

 

Treasurer’s report:

Bryant will scan the 2009 year end treasurer’s report and post the complete data on the web site.

 

Damage deposit for the dance at the YMCA:

Steve attempted to regain the deposit.  He will again attempt to contact the Y people for information regarding the return of the deposit.

 

Nov. 28^th dance payouts:

The payments for the Nov. 28^th dance have been made.

 

Sound setup for 2010:

Steve will not be available for sound setup:  Feb. 13^th, May 8^th, June 26^th, Sept. 11^th, Oct. 9^th, Nov. 13^th.

Bryant will setup the sound on Jan. 9^th; Steve on Jan. 23^rd; Bryant on Feb. 13^th; Steve on Feb. 27^th.

 

Feb. 13^th dance:

Sharon will collect the  entrance fees for the Feb. 13^th dance.

 

Elections:

Bryant will be the Election Commissioner.  The election will be held at the Jan. 9^th dance.

The candidates are:

President:  Steve Herndon

Vice president:  Sharon Westlake

Secretary:  Claire Haynes

Treasurer:  Ray Pyter

 

Dance openers:

M.E. and Wendell will open for the fourth Sat. dances if someone will contact them.  Steve will have keys copied for them.

Mar. 27^th alternative venue:

Bryant will reserve North River Civic Center for the Mar. 27 dance.  Andrea will contact RUMC tomorrow to determine if it is a possible alternative venue and will not close the dance until 11:00 p.m.

 

Next meeting:

Thursday, Feb. 4^th at 6:00 p.m. at the Greenlife Loft.

 

 

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Chattanooga Traditional Dance Society
Minutes of the meeting 12/2/09

Present:
Bryant
Clair
Ray
Steve
Shelly
Wendell
M.E.
Russell

Agenda:
1. Treasurers report
2. Feed back from YMCA dance
3. Last Saturday's (11/28) dance
4. Next off site (2/27) dance cost
5. 12/12 dance
6. Dance coupons
7. "Sound man" compensation
8. Next meeting

Discussion:
1. Treasurers report.
  November net income as of 11/14 dance: $179.00 (total does not include hall rental paid in October). Attendance: 101
   The treasurer also submitted a financial history using all available data from 1996.

2. Feed back from YMCA dance.
   Bryant asked for feed back on the 11/14 YMCA dance.
    a) Damage deposit has not been refunded to the CTDS. Steve has tried to get the $100 deposit back,
           but has been unable to speak directly to Vincent Bell due to the holidays. Steve will follow up after the
           first of the year to obtain either the deposit or an explanation why deposit was not refundable.
        b) Egress to the hall. It was not clear how to enter and exit the hall due to the location within the
           facility. It was suggested by the YMCA staff that we could enter directly to the hall, but the alley
           was not well lit.
        c) Rating. Those present rated the hall a 3 out of 5, compared to past alternate venue experiences.
        d) It was suggested by M.E. that some sort of fundraiser could be held to create additional income
           to off set the additional cost of an alternate venue dance.

3. Last Saturday's (11/28) dance.
   Band and caller were not paid after the last (11/28) dance. Steve was unable to pay the band and caller because he
   did not know what the payout was supposed to be. A copy of the "payout" email was printed but misplaced during
   the dance. Steve made arrangments with the band and caller to mail payment. Ray will sent 2/3 of the band fee to
   Chuck Webber and 1/3 to the fiddle player. Chuck has already provided the physical addresses. Vicki Herndon was
   paid in cash via Steve Herndon.

4. Next off site (2/27)dance cost.
   Bryant has asked for authorization to pay Fletcher Bright enough to compensate him for his cost. Fletcher pays
   2 of his musicians compensation above the normal CTDS rate. The commitee approved the additional compensation.
   Fletcher is playing the 2/27/10 dance.

5. 12/12 dance.
   Bryant has confirmed that All Saints will be available for the 12/12 dance and has talent tentatively booked. The CTDS
   commitee gave Bryant permission to go ahead and book talent and have the 12/12 dance.

6. Dance coupons.
   Ed Park will send out of towner coupons to dances in the region for the 12/12 dance.

7. "Sound man" compensation.
   Tabled until further review of year end finances.

8. The next CTDS commitee meeting will be on 1/07/10 at the Greenlife Grocery.
 

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CHATTANOOGA TRADITIONAL DANCE SOCIETY

MINUTES OF THE MEETING
5 November 2009   

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

Treasurer’s report: 

    As of September:
   Total assets:   $13088.
    Gain of $408 

    YTD total of income/expenses: <$285>
  
    October: 
    Attendance at dances:  109
    Net increase:  <$243>

 

Dec 12th  dance:

All Saints is available. Bryant will try to book some talent before the Nov 14^thdance so an announceent can be made.  He will also  be certain to book the cleaning service.  Ed Park will send an email with a coupon to out of town dancers to let them come in free.  
 

 Feb. 27th dance alternate venue:

North River Civic Center, YMCA, are possibilities.  A tentative reservation has been made at the North River Civic Center.
 

 Alternate venues: 

Clearstory Loft to be investigated and, also,  Allemande Hall (what would it take to have 2^nd and 4^th Sat. nights reserved for CTDS).

 Elections: 

Elections will be held on the second dance in January, the 9th.   Ed Park will be the election commissioner.

  Steve Herndon will stand for president, Sharon Westlake  for vice president, Claire Haynes for secretary and Ray Pyter for treasurer.

  
  Flyer:
    Sharon will produce a flyer announcing the winter schedule.
  
  Passes:

  Annual passes will be sold starting  the Dec. 12th dance.  Announcement of the sale of the annual passes
   will begin at the first November dance.
  
  Summer dances:

   Dances  will be held on the 4th Saturdays of June, July and August.
  
   Next meeting;
   Thurday, Dec. 3rd, 6:00 p.m. at Greenlife Grocery. 

 

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Chattanooga Traditional Dance Society

 Minutes of the meeting 1 October 2009

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

 

Treasurer’s report:

Ray distributed the September report.

He also distributed the News from Allied Arts and a CDSS Announcement:

 

North River Civic Center:

The venue was acceptable to everyone, except for the price. Is it possible for CTDS to become affiliated with the Department of Education, Arts and Culture?  If affiliated, perhaps the  venue can be used for free or for a nominal charge.  Sharon will call Linda Rugina for information at 870-8924.

 Venue for November 14^th dance:

Need an alternate venue for this dance.   North River Civic Center isn’t available.

No response from the Rivermont Presbyterian Church regarding the use of the gym.  Any other suggestions are appreciated.

Bryant will contact Jeff to request that he run the sound for this dance for $75.

Talent: 

Perpetual Emotion from Maine contacted Bryant to play for the March 13, 2010 dance.  Offered Diane Silver $145 to call for that dance.

December dance:

Address the possibility at the next meeting.

Next meeting:

Thursday, 5 Nov. 2009 at 6:00 at Greenlife.

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Minutes of the meeting

3 September 2009

 

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

 

Treasurer’s report:

 

Ray submitted an extensive year to date report.  Here is a very brief summary:

     Attendance as of June 27:  983

     Income as of Aug.:          $7434.63

     Expenses as of Aug.:      $8127.86

     Net as of Aug.:                <$693.23>

Steve submitted a receipt for payment for equipment.

 

Sound technicians schedule for equipment setup:

Sept. 12^th  -  Bryant

Sept. 26^th  -  Bryant moves the sound equipment to the alternate venue.  Steve sets up.

Oct. 10^th  -  Bryant

Oct. 24^th  -  Steve

Nov. 14^th  -  Alternate venue; sound setup to be explored

Nov. 28^th  -  Steve

 

2010 schedule:

Bryant emailed the 2010 talent schedule.

Bandamoneom coming on April 24^th.  Laura Light is booked for May 8^th (Avant Gardeners)

Alternate venue dates for 2010:

Feb. 27^th 

 

Alternate venues:

When an alternate venues are required, the choices are to change the dates rather than the locations of the dances, to cancel the dances, or to change the locations.

To be discussed at the next meeting, after the Sept. 28^th  dance.

Sharon will investigate the availability of the Rivermont Presbyterian recreation gym.

Distance discounts:

It is too difficult to determine  fairly who would qualify for  a distance discount.  When the annual pass offering for next year is discussed, a  lower priced annual pass for out of town dancers will be considered.

 

Dance openers:

Sept. 12^th  -  Sharon

Sept. 26^th – Bryant and Claire

Oct. 10^th  -  Andrea and Ray

Oct. 24^th -  Sharon

Nov. 14^th  -  Alternate venue

Nov. 28^th  -  Sharon

 

Meeting venue change:

Meetings will be held at Greenlife on Thursdays at 6:00 p.m.

 

Next meeting:

Thursday, Oct. 1^st,  6:00 p.m.   at Greenlife Grocery.

 

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Chattanooga Traditional Dance Society

Minutes of the meeting

4 June 2009

 

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

 

Treasurer’s report:

May-

Income:      $666

Expenses:  $895

Loss:           $229

 

Average of 56 attendees per dance

 

Tennessee Division of Charitable Solicitations and Gaming status:

  CTDS approved the reapplication and renewal at $50

 

June 27^th dance:

Housing for Waxwing-  The band can practice at Steve and Vicki’s.  4 band members can stay at Steve’s and 2 at Ray’s.

 

Fall, winter, spring alternate venues:

September 26^th, November 14^th and March 27^th,   2010,  are the currently scheduled alternate venue dates.

 

Steve is exploring The Mill, part of Cypress Corners as a possibility for an alternate venue site.

Sharon will check into the North River Civic Center hours and availability.  Is Allied Arts part of the EAC (Education, Arts and Culture)?

Is Ringgold United Methodist Church available?  Steve will investigate.

Bryant will take responsibility for organizing the information  for the alternative venue for the Sept dance.

 

Closet cleaning:

June 16^th at 9:00 a.m

Sharon will bring some sorting cartons.

Father Schmidt wants to see the closet.  Bryant will meet with him on June 11^th to check the closet.

 

Cleaning service:

Phipps Cleaning Service has not cleaned for the last two dances.  Bryant talked to John Graham.  Unusual circumstances prevented him from cleaning the hall.  CTDS agreed to stay with Phipps unless there is continued failure to clean before the dances.  Reevaluate the service  at a later date.  Ray will inform Bryant if check  #435 for the Jan.-Feb cleaning, in the amount of $300, has been cashed.

Next meeting:

Thursday, September 3^rd at 6:00 p.m. at Ray and Andrea’s home.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

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.

 

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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.

1. Treasury report: Attendance: 1/10 dance was 67 the 1/24 dance was 135. Net for January $731.00. 10 season passes have been sold to date. Ray has invested CTDS funds in two 12 month CD’s and a 5 year CD.
2.  Insurance coverage on equipment: It appears that the CTDS only has fire insurance. The fire insurance will cover the equipment but we are looking into theft insurance, Ray will contact State Farm Insurance and Steve will contact St’s Peter and Paul to see if they have insurance? 
3.  State not for profit status: The CTDS is registered with the federal government as a not for profit but not with the state. The state form states that a phone number and physical address are required, the CTDS has neither.  Steve will see if there are any exceptions to that requirement.      
4. ECD: Hall setup will be handled by Ray, Andrea, Anthony and Cassie. Steve will setup sound.  Hall will open around 2:30. This will be a true potluck nothing will be provided by the CTDS no food planning will take place.  Payment for band and caller will be $600.00 total for both dances .                                                                                 
5.  Sound system donor letter: The donor of the new CTDS sound system has asked for a letter confirming the donation, In accordance with that request the attached letter will be sent to the donor of the new CTDS sound system. Committee members signed this letter. 
6. 3/14 dance:  Bryant is in the band for the 3/14 dance so Steve who will run sound. 
7. 3/28 dance: The 3/28 dance coincides with Spring Break and Claire and Bryant have plans to be out of town for that dance. The dance is at RUMC so sound equipment transport will be an issue since their truck will not be available. Steve will see about using Judie Snipes van of some other solution. 
8. CTDS Dance weekend: Vicki Herndon and others have been questioned quite often about holding another dance weekend in Chattanooga. Vicki has asked for the committee’s opinion on the matter. The committee has agreed in principle to finance another dance weekend pending detailed financial information to be provided by a separate dance weekend organizing committee.     
9. Band and caller pay method: Ray has proposed paying the caller by check and the band in cash. The committee agreed with the proposal.