1 15 31 http://archive.aftm.us/files/original/3/165/aftm-minutes-2012-06-10.pdf 8213db2f995aabcbdf29d7e3f8a0b6ab PDF Text Text AFTM Minutes – 12:30 p.m., June 10, 2012 Tom’s Tabooley 1. Call to Order 2. Approve Minutes - Minutes were approved. 3. Financial Report – CD CF – CD was not able to attend meeting. JD – Delivered scholarship checks to both recipients for Swannanoah Camp. Awardees: Eliana Salinas and Bren Koch. Suggested both keep journals while at camp to report back to the board. Bio info to be submitted by awardees before we announce on website. 4. ASBF Planning a. ASBF band update. JD – Mullany’s (tentative), Canotes (confirmed to come), Bayou Seco (confirmed) b. Ads in Old Time Herald – in communication with OTH for deadlines. State of Texas, Performance in Public Schools – looking into grant application for Anna Gevalt and Elizabeth for performance in schools around time of ASBF. No reply yet on contract from Camp Ben McCullough (twice contacted). Requested an invoice from Pink Sound, will follow up. Airfare for Archie (sound engineer from previous festivals) to be discussed later (Pink Sound). Strongly urge we use Base Camp software for project management of festival activities. Seth will get us set up for this. What merchandise will we procure this year? T-shirts. Anything else to be discussed later. c. Goal date to have info in place to put poster/ads together. Not discussed. d. Sponsorships – BD – Replace festival tote bags with “t-shirts” and signed posters by artist. Will make changes and send around via email. Deadline for sponsorship funds (especially ones that will be added to tshirts/poster) will remain September 1, 2012. TW – Deadline is flexible. Will not turn down $ if sponsorship comes after. CF - $500 sponsorship logo to be added to t-shirt? KOOP was added last year. e. Angel Polacheck has agreed to help with posters and/or t-shirt designing. JD - Would like to see more examples of her work before designs implemented. 5. ASCAP - TW several months ago offered to pay a reduced fee to account for the fact that the great majority of tunes played at our functions are in the public domain. That offer was refused. TW also invited them to our festivals to see for themselves what kind of music is played. So far that invitation has not been accepted. TW is ignoring their most recent request. Board please advise if another course of action is preferred. TW – Called and left message for Nancy Fly to discuss ASCAP, but never connected. (Nancy Fly, local agent and long-time friend of AFTM, offered to talk to ASCAP on AFTM’s behalf, via email with Christy F.) BD – I would like to read contract to see what we’re committing to, and decide later. 6. Pending business BD – We need to get updates on insurance and pet policy by July or August. Especially if we have a dance at Carpenter Hall at end of August. TW – Will find out if our old policy is still in force or not. �RE: policy and procedures manual JD – Will have a rough draft ready for next month. Other business? JD - No date from Dougherty Arts Center yet for Mid-Winter Festival. JD – Suggested we try to have another square dance at Carpenter Hall (perhaps end of August) because the location may not be around much longer. Attending: x x x x Barbara Deane Cheryl DeHut Christy Foster Dan Foster Jeanne DeFriese Angie and Tim Wooten (called in via speaker phone) Minutes by Christy Foster, next meeting July 8, 2012 � Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource AFTM Organizational Documents - Board Meeting Minutes Still Image A static visual representation. Examples include paintings, drawings, graphic designs, plans and maps. Recommended best practice is to assign the type Text to images of textual materials. Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource 2012-06-10 AFTM Board Meeting Minutes Date A point or period of time associated with an event in the lifecycle of the resource 2012-06-10 Publisher An entity responsible for making the resource available AFTM http://archive.aftm.us/files/original/3/167/aftm-minutes-2012-07-08.pdf 0051d79a4b43ab51e1333a00d93396c6 PDF Text Text AFTM Minutes – 12:30 p.m., July 8, 2012 Tom’s Tabooley 1. Call to Order 2. Minutes approved by board. 3. Robin Butter approved as new board member, will handle the newsletter and other duties as needed. 4. Financial Report – CD Income & Expense comparison 2011-12 and Balance as of 6/30/12 attached - Treasury report approved with commitments discussed (cash box and DAC deposit). .CD Still not certain the security deposit from Dougherty Arts Center from 2011was received? . TW remembers making some deposits when CD was in Australia. CF also remembers giving some checks to TW in February 2012. CD will look into history of bank records. CD Recommends we keep a set amount in cash boxes or NONE. Board agreed 5. ASBF Planning a. ASBF band update. JD - Would like to find a good bluegrass band yet. Otherwise, line-up: East Mountain Serenaders, Bayou Seco, Canote Brothers, Hem & Haw, Anna & Elizabeth, Sawmill Vagrants,. b. Ads and other publicity – JD - Ad that A.Polacheck put together for Old Time Herald needs some editing before we publicize on our website. ASBF needs to have a higher profile on all artwork for 2012 ASBF. TW – Suggested that CF communicate with A. Polacheck as she knows her the best. c. Goal date to have info in place to put poster/ads together. Would like to have posters printed and up around town by September 1. Need to have layout ready (bands and design) by midAugust. d. Sponsorships – CF – KVRX will run 15 sec. ads for a couple of sets of tickets to give away on air. JD – Jenn Miori offered to help with getting live appearances on KUT or KOOP. CD – Scrolling announcements on TV. Who can do that? JD – Need to put all suggestions on a timeline. Email to board all suggestions and will get Seth to set up Base Camp timeline. e. Sound - Looking into cost of bringing “Archie” from Pink Sound (lives in Rolla, MO now) back to do sound. d. Camp Ben contract – Word of mouth on date is what we have to date. Still no written contract. 6. Doubtful if AFTM will participate at July 26th open house event. Friends of Dougherty Arts Center meetings – coordinating various groups (like AFTM) that use the DAC to help raise awareness, lobby the City Council to save the DAC. Projected the current facility will be demolished within 3 years. City Council will be determining what funds go where in bond packages in August. TW – Suggested a letter of support from AFTM be submitted to the Friends of Dougherty Arts. 7. Insurance – Going to sign up for same standard insurance we’ve been using through Country Dance Society. Director’s insurance requires auditing records for 5 years prior. CD – Will be �consulting with a CPA on what is needed to become auditable. Pending business a. pet policy – Refer to Barbara Deane’s email outlining alternatives. ACTION: Review and will make decision next meeting. b. policy and procedures manual Other business? ACTION: CD has a list of suggestions from Oct. 2011 String Band Festival that she will scan and send to the board. Sharon Isaac talked about ads on website. Should be limited to sides of screen and cost more than in newsletter. How much to charge? AFTM members should get a discounted rate. TW – Suggested a classified section on website for members (to sell instruments, advertise lessons, etc.). Adjourn x x x x x x x x Attending: Angie Wooten Barbara Deane Cheryl DeHut Christy Foster Dan Foster Jeanne DeFriese Tim Wooten Robin Butter Sharon Isaac also in attendance Minutes by Christy Foster, next meeting Sunday, August 12, 2012 � Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource AFTM Organizational Documents - Board Meeting Minutes Still Image A static visual representation. Examples include paintings, drawings, graphic designs, plans and maps. Recommended best practice is to assign the type Text to images of textual materials. Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource 2012-07-08 AFTM Board Meeting Minutes Date A point or period of time associated with an event in the lifecycle of the resource 2012-07-08 Publisher An entity responsible for making the resource available AFTM http://archive.aftm.us/files/original/3/169/aftm-minutes-2012-09-09.pdf 81ff472027b95d6702ab7f47595ee014 PDF Text Text AFTM MINUTES – 12:30 p.m., September 9, 2012 Tom’s Tabooley 1. Call to Order 2. Approve Minutes - Deferred to October meeting (Tim Wooten did minutes for August) 3. Financial Report – CD (see attached), Have more money than we did last year at this time. Need to order wristbands, $270 for ¾ inch + $10 shipping, $45/per color/6 colors – Board approved this purchase. Clip boards for gate needed, list of members from Sharon Isaac and list of volunteers from Maggie Valenti, spreadsheet for tabulating. 4. Reel Times update. RB – waiting on festival info, but basically done. Deadline: 09/17 to get info in. 5. Do we want to purchase Directors and Officers insurance ($1 million coverage for $804)? TW -Deferred to next meeting, needs to be summarized. 6. Permission for loan of dance floor to and helping publicize the Arnosky Barn pot luck and dance. TW – Board discussed and voted to approve this loan to Arnosky Barn/pot luck and dance for 10/6. 7. Promotion of TAADA barn dance on October 5th at Carpenters Hall. TW AFTM will produce and distribute poster, designed by Howard Rains. 8. ASBF Planning a. Publicity CF – KOOP promotion, 5 sets of wristbands for giveaway, Oak Hill Gazette, YNN TV, Old Time Herald, KUT –Sunday Folkways. I will make the postcards and posters. b. Web updates c. Workshops – Almost finished. d. Volunteers – Go to website and volunteer! 35 volunteers secured according to M. Valenti AW- High school volunteers mentioned, will email info to board. e. Sponsorships – Toms Tabooley, Fiddlers Green, Collings, Don’s Automotive, Violins Etc. and Blackerby Violins gave $100. Blackerby will be added to sponsor list on website. CD -Thank you letters must have some IRS info included. Value of donation, etc. BD will send these letters out. f. Band contracts – TW –Have gone out. g. Sound – TW will check with Jeanne D. on the sound contract with Pink Sound. Bernard Mollberg will do mini-set sound again. h. Camp Ben contract – Not yet! i. Approx. $1,000 for caller Michael Ismerio? Board voted to decline having M. Ismerio on the 2012 ASBF schedule, due to high cost. i. Silent auction? Will not have a silent auction this year. j. Other details – AW Banner – New one needs to be made, new sponsors. CF - Collings sent a banner of their own. They will both be on the new banner and their smaller banner will be displayed. CF – Raffle items to date: Acoustic Guitar donated by Fiddlers Green. (Ukulele for raffle donated by Music Makers after this meeting) Both are housed at CF’s house. CD – Camping labels with dog designation for those with dogs, suggested by JD. Will stick on tent pole. CD – Do we have a person that will go around and collect camping fees? Recycling folks? �Pending business: Policy and procedures manual Pending Regarding Pets TW – Pets – have area to the right be “pet designated” camping area. Shady area good for pets. Not restricted if you don’t have a pet! This is the same area as the workshop Area H. Will right up something for website the rules for keeping pets out of stage/food areas. BD – If we have a pet policy we must enforce it. DF - Pet signs – Pets in designated area or pet-free area, no pets past this point. TW will make the signs. CD – Clip the “pet rules” to the camping label Other business? RB can move AFTM facebook site to a “business FB” page so that other people can share events (by having their friends “like” the page). CF will give RB admin rights to do this. x x x x x x x Attending: Angie Wooten Barbara Deane Cheryl DeHut Christy Foster Dan Foster Jeanne DeFriese Robin Butter Tim Wooten � Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource AFTM Organizational Documents - Board Meeting Minutes Still Image A static visual representation. Examples include paintings, drawings, graphic designs, plans and maps. Recommended best practice is to assign the type Text to images of textual materials. Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource 2012-09-09 AFTM Board Meeting Minutes Date A point or period of time associated with an event in the lifecycle of the resource 2012-09-09 Publisher An entity responsible for making the resource available AFTM http://archive.aftm.us/files/original/3/171/aftm-minutes-2012-10-14.pdf 6a6a4d6690259ab69a39da56a76ac0c2 PDF Text Text AFTM MINUTES – 12:30 p.m., October 14, 2012 Tom’s Tabooley 1. Call to Order 2. September Minutes - Approved. August minutes still not approved- Deferred to November meeting? (Tim Wooten did minutes for August) 3. Financial Report – CD – (see attached) 4. Sale of Dance Floor to Tim and Angie. Lending floor to others releases any liability to AFTM. AFTM will have access in perpetuity. Barbara Deane will draw up something in writing. Board discussed and voted to approve this action. 5. ASBF Planning JD – Went over schedule of duties for festival, day by day. Filling in holes of what still needs to be identified and who will bring what, etc. Emergency procedures – Say “I am in Driftwood” if calling 911 Emergency kit – JD, nurse in charge SI – Credit card readers (will have 6 for festival) to be used with cell phones for merchandise, food and admission. Sara Weber requested we use. Explained how these will be used this year. CD – Would like copies of “dog policy” to hand out at festival. Pending business: • Policy and procedures manual • Do we want to purchase Directors & Officers Insurance ($1 million coverage for $804) (neither discussed – ran out of time!) x x x x x x x x Attending: Angie Wooten Barbara Deane Cheryl DeHut Christy Foster Dan Foster Jeanne DeFriese Robin Butter Tim Wooten Others in attendance: Sharon Isaac � Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource AFTM Organizational Documents - Board Meeting Minutes Still Image A static visual representation. Examples include paintings, drawings, graphic designs, plans and maps. Recommended best practice is to assign the type Text to images of textual materials. Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource 2012-10-14 AFTM Board Meeting Minutes Date A point or period of time associated with an event in the lifecycle of the resource 2012-10-14 Publisher An entity responsible for making the resource available AFTM http://archive.aftm.us/files/original/3/173/aftm-minutes-2012-11-11.pdf 7f1dbff4a6e8ca050ccc025ce31bf1cd PDF Text Text AFTM Minutes – 12:30 p.m., November 11, 2012 Tom’s Tabooley 1. Call to Order 2. Approve Minutes – Board approved minutes. 3. Financial Report – CD - AFTM lost about $2,000 on String Band Festival. See attached reports. Total paid, based on wristband, lowest ever. Wristbands with “stars” given to kids this year for tracking purposes. Total gate was 85% of 2011, though paid wristband count was less. Camping fees boosted the total possibly. 4. ASBF Recap and Improvements a. Publicity (need to improve attendance). Louis Bond has offered to help with publicity. Discussed joining KUT as an organization (sponsor membership for a specific show) during their fall fund drive. ACL is scheduled for the weekend before and weekend of the ASBF in 2013. BD – Will talk to Louie about coordinating a committee. JD – Trent Shepherd has volunteered to do poster, t-shirt, and other print items for ASBF 2013. SI – Is willing to mail out postcards for ASBF/MWF. b. Volunteers - More time for staff training, for gate keepers needed. Performances missed by CD and BD due to time spent at the gate. c. Clean up d. Other – Need to tell Camp Ben when to turn off electricity to campers. NO contract was obtained for 2012 festival. TW will visit with John Hudson at Camp Ben with list of concerns for next year. - RE: Sponsorship thank you letters. Need invoice from Austin Screen Printing to know value of tshirts before letters can be sent. CF will send to CD. 5. Midwinter Festival Planning, Feb. 2, 2013 AW - Start workshops at noon and stage show at 2 pm. Last band at 9 pm – in 2011, bands were to end by 10 pm but we ran a little late. Beth Chrisman – Scandinavian (AW) Austin Steamers/Carper Family (JD) Jeff Moore and Chris Buckley – Irish (AW) Gumbo Ce Soir – Cajun (JD) Barn Owls (AW) Djembabes (TW) Big Jug Band (CF) Iranian duo – ½ a set (SI) Balkan Singers – ½ set (CF) Mundi (JD) Los Pinkys (CF) Volunteer coordinator needed. TW will ask Maggie Valenti. Kitchen coordinator – Sara Weber can not do it this year. Willing to help train someone. JD will ask Elizabeth Pittman AW - Should we charge more for MWF? $15 for member and $20 for non-members TW – Will continue to publicize “suggested donations” even though CD reports it to be a gray area �since MWF is a fundraiser. JD – Howard Rains said he would do poster for Mid Winter Fest 2013. A newsletter should come out before the MWF. Sponsorships – What does a sponsor get for sponsoring MWF? Have never solicited sponsors for MWF. 6. Begin publicizing music scholarships TW – Restricted to Austin area. Advertise in newsletter, website. DF volunteered to write up solicitation for scholarship. Need dates for Swannanoah camp. RB – Can pass along scholarship info to her friend that teaches fiddle at Austin Music school. 8. Pending business: (following were not discussed) a. policy and procedures manual b. Do we want to purchase Directors and Officers insurance ($1 million coverage for $804)? Other business? Some volunteers that worked with Jan (Merch. Booth at ASBF) were not happy. Others complimented her on how efficient she was with performer’s CDs, t-shirts, membership forms, etc. To be discussed at a future time. CF will request comments from Craig High and William Hudson. x x x x x x x x Attending: Angie Wooten Barbara Deane Cheryl DeHut Christy Foster Dan Foster Jeanne DeFriese Robin Butter Tim Wooten X Sharon Isaac also attended � Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource AFTM Organizational Documents - Board Meeting Minutes Still Image A static visual representation. Examples include paintings, drawings, graphic designs, plans and maps. Recommended best practice is to assign the type Text to images of textual materials. Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource 2012-11-11 AFTM Board Meeting Minutes Date A point or period of time associated with an event in the lifecycle of the resource 2012-11-11 Publisher An entity responsible for making the resource available AFTM http://archive.aftm.us/files/original/3/175/aftm-minutes-2012-12-09.pdf 2ebe232bd07acca470f7629bfd0951d1 PDF Text Text AFTM MINUTES – 12:30 p.m., December 9, 2012 Tom’s Tabooley 1. Call to Order 2. Approve Minutes Minutes were approved. 3. Financial Report – CD $23, 833 balance in bank and paypal. More than last year on this date. Less house concerts, dances in 2012. 4. Midwinter Festival Planning a. Food – Coordinator - None to date b. Volunteers - None to date. M. Valenti does not wish to coordinate this. c. Bands – Djembabes have confirmed. d. Workshops – Nearly complete. e. Sound CF – Silent Auction leader? CD – Willing to help, but don’t put me in charge. Elizabeth has done in past. TW will call EP and ask if she can help. BD – Whoever volunteers needs to be aware of food inspector restrictions. TW – Sara Harriman, Kimberly and her parents, Susan Spruance also worked in the kitchen in the past. Will contact them. CF – Green Room coordinator – Renee Hopkins (tentative –need to confirm) TW – Decision was made to keep the “suggested donation” for the door entry admission. CD – Should we put up signs stating MWF is one of our two free days that AFTM is sales tax exempt. Will look further into this so that we are in compliance. 5. Publicize music scholarships – Discussed wording and logistics on registration deadlines. BD - Can we sign up a recipient as “AFTM recipient” and give the names later (for preregistration)? Will call Swannanoah and find out. Feb. 8 deadline to get applications into AFTM. 6. Prospective Board Nominees 7. Rented storage space report - Small one is rented, $60/month with a one time $10 fee. TW has keys and key cards that he will bring to next board meeting. 304 East Ben White, U-Haul, #512 All kitchen stuff is there and room for one more stack of boxes. 8. Pending business: (NOT DISCUSSED) a. policy and procedures manual b. Do we want to purchase Directors and Officers insurance ($1 million coverage for $804)? Other business? DF – AFTM should focus more on getting more folks to play music, as in more workshop emphasis in the future. BD – Could save some money if we had more workshops at ASBF and not pay for expensive bands in afternoon. x x x x Attending: Angie Wooten Barbara Deane Cheryl DeHut Christy Foster x x x Dan Foster Jeanne DeFriese Robin Butter Tim Wooten � Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource AFTM Organizational Documents - Board Meeting Minutes Still Image A static visual representation. Examples include paintings, drawings, graphic designs, plans and maps. Recommended best practice is to assign the type Text to images of textual materials. Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource 2012-12-09 AFTM Board Meeting Minutes Date A point or period of time associated with an event in the lifecycle of the resource 2012-12-09 Publisher An entity responsible for making the resource available AFTM http://archive.aftm.us/files/original/3/177/aftm-minutes-2013-01-13.pdf faf3470cf4a1f33897fa6a903223a201 PDF Text Text AFTM Minutes – 12:30 p.m., January 13, 2013 Tom’s Tabooley 1. Call to Order 2. Approve Minutes – Minutes were approved by the board. 3. Financial Report – CD – Due to 2011 ASBF being in black, and higher membership dues collected, we’re in better shape than last year at this time. Calls for closer relationship between treasurer and membership coordinator to account for all funds. (treasure reports sent to board prior to meeting) 4. Midwinter Festival Planning Discussion on status of where we are took place. TW – will help with food AW – will help with lights w/Jeanne CD – Will work where needed EP - Volunteers CF – Workshops and publicity (posters, postcards, etc.) 5. Reel Times – RB DF – Agreed to help with newsletter formatting (Jerry Hagins is out of town) 6. From the bylaws (emphasis added): “Prospective Board Nominees Board elections shall be held once yearly. The elections shall be held during the second business meeting after the annual festival or, in the event that no festival has been scheduled for a given year, at the second business meeting of the year. Three business meetings prior to the elections, the Board shall seek out prospective nominees for Board positions and prospective committee heads. Nominations from both the Board and the floor shall be made and closed at the business meeting prior to the meeting in which elections are held, and shall be published in the newsletter prior to elections.” . Nominees to ask: Nancy McLintok, Renee Hopkins, Mike Farmer, Adam Kobetich and Molly Johnson . Mike Savercool expressed an interest to be on AFTM board. Has taken over the membership duties from Sharon Isaac. . Need a publicity team CD, RB, CF, DF, TW, AW agreed to serve on board another year. 7. Publicize music scholarships Mike Savercool offered to look into getting AFTM scholarship to Swannanoa Gathering info to AISD email list. 8. Pending business: (not discussed) a. policy and procedures manual b. Do we want to purchase Directors and Officers insurance ($1 million coverage for $804)? Other business? CD – Memberships obtained through PayPal have notes on “are you interested in �helping AFTM”. Noticed a person was interested in helping on the website through one of these memberships. How do we capture this info? We should be following up on these offers. CF – Dropbox, is everyone on the AFTM dropbox? Membership list and other documents here. x x x x x x x x x x Attending: Angie Wooten Barbara Deane Cheryl DeHut Christy Foster Dan Foster Jeanne DeFriese Robin Butter Tim Wooten Elizabeth Pittman (AFTM member) Mike Savercool (AFTM member) Sarah Junek (Free-lance journalist from Fort Worth, interested in AFTM) � Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource AFTM Organizational Documents - Board Meeting Minutes Still Image A static visual representation. Examples include paintings, drawings, graphic designs, plans and maps. Recommended best practice is to assign the type Text to images of textual materials. Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource 2013-01-13 AFTM Board Meeting Minutes Date A point or period of time associated with an event in the lifecycle of the resource 2013-01-13 Publisher An entity responsible for making the resource available AFTM http://archive.aftm.us/files/original/3/179/aftm-minutes-2013-02-10.pdf f5b705a1a3737a482021cf87f74ca877 PDF Text Text AFTM MINUTES – 12:30 p.m., February 10, 2013 Tom’s Tabooley 1. Call to Order 2. Approve Minutes - Minutes were approved. 3. Financial Report – CD – Regarding Mid-Winter fest, 25% of sales from Silent Auction were made on credit card. Suggestion: Make the “Senior” price for non-members the same as the Member price ($15). Member price currently higher than senior price and the member should get the best advantage. AW – I don’t think we need a senior price. No decision made at this meeting. $2,672 net for MWF (will change slightly as more receipts submitted for reimbursement). Total profit: $600 better than MWF2012. 4. Midwinter Festival Changes for next year? a. Bands – AW – Suggests workshops all morning, have an open mic going simultaneously on stage, and start the stage “show” at 7 pm with 4 bands. Allowing more participation of attendees. People love workshops. Also likes the idea of a dance. JD – Had better attendance in the early part of the day than ever before. b. Food – TW – Overbought on food, can tighten up for next year. CD – profit about $200 (net over $400 in 2012) c. Merchandise – CD – Did not have very good sales for band merchandise. CD – Important to train folks on how to use the “square” technology for CC purchases. d. Workshops – JD - We had over 100 people attending all the workshops. e. Volunteers – CF – Need to identify a coordinator earlier next year. f. Other - AW, might help to have a sandwich board on the street to advertise, as well as jam going on out front. TW – Next year – Venue for MWF is unknown. Discussed various venues including the Unitarian Church on Grover St. They have classrooms for workshops and plenty of parking, great acoustics. Also expensive. Grants or sponsorships could off-set expense. AW – Need new members to form a committee for 2014 Mid-Winter Festival. AW – Suggested a multi-cultural dance day – Possible fundraiser for future. BD – Parking always a problem, even with the Elks Club parking availability. Difficult to impossible for older folks and handicapped to climb the hill to Elks Lodge. (CF NOTE: Comment on photographer volunteer position at MWF – Spoke to Tom Delaney, MWF2013 photographer, 3/4/13 and he suggests next time we split the day up between at least 2 people for this position. I agree with this.) 5. Open Mic – Need Hosts CF – Discussed and decided we do want to continue the Open Mics for 2013. March (SXSW and St Patrick’s Day) and October (ASBF weekend) Open Mics will be cancelled. RB, T&A Wooten, D&C Foster, Molly Johnson will host. CF Will coordinate with Dave Polacheck and send out 2013 schedule to board. 6. Nominations. Several folks asked. No confirmations yet. Publicity position most needed on board. AW – Be more specific on where we need help when recruiting. Don’t necessarily need to be “on board”, could use some folks on subcommittees. CD – Renee Hopkins willing to help, but not �wanting to be on board. Marketing is her forte. Mike Savercool is the only nominee to date. Will vote on next board meeting. Our by-laws state we need to send out a slate of nominees to membership so that they are allowed to vote at next board meeting. ACTION ITEM : An email with slate to be sent out prior to March board meeting. TW asked Robin to do this. Board agreed to take further nominations in the next month via email. 7. Music scholarships CF - We have two applicants Bren Koch (recipient last year) and Joshua Logan Moore. Board voted and approved of Joshua Logan Moore as recipient of this year’s grant. Board agreed to extend application submissions to March 8, 2013 as well. 8. Begin ASBF planning JD – Poppin Jenny (have opened negotiations), Portland, OR, $2000 + airfare ($1000 appx). Interest in Tim Ericson, Pennsylvania? (Shape Note singing), Bayou Seco (not sure of health status) and Paul Brown’s band. Will forego expensive bands on Friday night. BD – Suggests less expensive bands in early afternoon at ASBF. Have more local bands. 9. Pending business: (NOT DISCUSSED! We run out of time every meeting). a. policy and procedures manual b. Do we want to purchase Directors and Officers insurance ($1 million coverage for $804)? Other business? CD – Requests that we have Howard Rains put together the ¼ page “save the date” flyers for ASBF. x x x x x x x x x Attending: Angie Wooten Barbara Deane Cheryl DeHut Christy Foster Dan Foster Jeanne DeFriese Robin Butter Mike Savercool Tim Wooten � Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource AFTM Organizational Documents - Board Meeting Minutes Still Image A static visual representation. Examples include paintings, drawings, graphic designs, plans and maps. Recommended best practice is to assign the type Text to images of textual materials. Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource 2013-02-10 AFTM Board Meeting Minutes Date A point or period of time associated with an event in the lifecycle of the resource 2013-02-10 Publisher An entity responsible for making the resource available AFTM http://archive.aftm.us/files/original/3/181/aftm-minutes-2013-03-10.pdf bb0f789cf9ec6f6aeaf6e850738c2827 PDF Text Text AFTM MINUTES – 12:30 p.m., March 10, 2013 Tom’s Tabooley 1. Call to Order 2. Approve Minutes - Minutes were approved. 3. Financial Report and storage room discussion. CD – Financial reports were sent to board prior to meeting. Bottom line, more money raised at MWF in 2013 than in 2012. Recommendation for 2014 – do not sell Senior tickets at lower rate than member tickets at MWF. Many members unhappy about this. Table managers have authority to use discretion at the door if situations arise. Financial report approved by the board. AW – Regarding stored kitchen items: Easier to store at the Wooten house. Storage unit location is out of the way and expensive to keep all year round. Board discussed and approved terminating the current storage unit agreement. 4. Board election – The slate is all current board members plus Kenny Tweedy (who can start in May) and Mike Savercool. Approval of current slate accomplished. AW – Suggests he be responsible for publicity or volunteer committee. This needs to be discussed with Kenny. JD – Recommends that Christy F. be in charge for ASBF 2013. 5. Music scholarships – One applicant, Joshua Logan Moore has been approved as recipient for 2013. JD will be responsible for handling notification to recipient and working with Swannanoa on registration, sending check, etc.. (NOTE: Board decided to award a 2nd recipient, Isaiah (Howard Rains’ son) after discovering that the applicant’s email had been turned into the AFTM webmail before the scholarship deadline. Webmaster was out of town at the time and board was not informed until after the deadline and March meeting) 6. ASBF discussion – J.DeFriese Paul Brown Band, (his wife and band member teaches banjo and uke), $1500-$3000 estimate. Hoppin Jenny, $2000 + Bayou Seco - Willing to cut this band depending on budget for Paul Brown and Hoppin’ Jenny. Board gave approval for JD to ask and negotiate with the above three bands to play. Local bands (to be paid $350 each) – Charles Thibadeaux for Friday night, possible. Papermoon Shiners, Barn Owls, Los Pinky’s, Austin Steamers, Matt Downing’s new band, Dan and Christy Foster….all possible, not confirmed yet. Send suggestions for mini-sets. 14 bands. BD – Mickey Slough from Fredericksburg, dulcimer player may be interested JD – Need to move the admissions gate so that volunteers can hear the music. Vendor’s limitation, location and power a problem. May be possible to run extension cords to concrete table area in front of pavilion for vendors. Also, would like to have more children’s activities during the day. CF – Suggested the Hey Lollies for kids as a stage band, JD – Will explore the Biscuit Brothers. CF – Hilka from KOOP’s “Andean Hour” radio program has been applying for grants from the City Arts Commission. Interested in collaborating with AFTM in future. AW – Mary Briggs (Ellen Stansell’s mother) may be willing to help us in writing grants. We should talk to her about this. TW – Budget of $10,000 for bands. Budget sent via email prior to this meeting. �JD – Trent Sheperd will put together ad for Old Time Herald, as well as poster, t-shirt design, etc. 7. Ricegrass – AFTM will help Louie Bond with advertising through Facebook, Yahoo group, website to promote Ricegrass festival as requested 8. House Concerts & Central Market Concerts – If we can find a volunteer with a house big enough, centrally located with adequate parking. Genevieve Kent’s mother has a house with a possible “outside” concert space. AFTM usually contributes $200 per house concert to pay the band. 9. Pending business: a. policy and procedures manual TW – More interested in a “cheat sheet” pocket, frequently asked questions for the String Band Festival. ACTION: We all need to jot down what each of us do and coordinate with Jeanne. JD will put together what she already has and send it to the board. b. Do we want to purchase Directors and Officers insurance ($1 million coverage for $804)? Board decided to NOT purchase the Directors/Officers insurance. Other business? JD – Would like to revisit “no dogs policy” at ASBF. Tim said he would put on next meeting agenda. x x x x x x x x x Attending: Angie Wooten Barbara Deane Cheryl DeHut Christy Foster Dan Foster Jeanne DeFriese Robin Butter Mike Savercool Tim Wooten Minutes by Christy Foster, 4/11/2013 Next meeting, Sunday, April 14, 2013 � Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource AFTM Organizational Documents - Board Meeting Minutes Still Image A static visual representation. Examples include paintings, drawings, graphic designs, plans and maps. Recommended best practice is to assign the type Text to images of textual materials. Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource 2013-03-10 AFTM Board Meeting Minutes Date A point or period of time associated with an event in the lifecycle of the resource 2013-03-10 Publisher An entity responsible for making the resource available AFTM http://archive.aftm.us/files/original/3/183/aftm-minutes-2013-04-13.pdf 1a4d2ee028fa69e69b139828d8e4ff95 PDF Text Text AFTM Minutes – 12:30 p.m., April 14, 2013 Tom’s Tabooley 1. Call to Order 2. Approve Minutes - Minutes were approved. 3. Financial Report – CD - $1434 sent off to Swannanoah for two scholarship recipients, otherwise little activity. Reports sent out via email prior to April meeting. CF – IBM matching donation (via Dave Obermann) has not been received. Will look into this. Financial report approved by board. 4. ASBF discussion – JD . Still waiting on expense estimate from Paul Brown. Hoping to work with Blackpot Festival to help share expenses. . Purly Gates – enquiry for children’s activity at ASBF. Storytelling and music, kids make instruments and then do a little performance on stage. One of first acts on stage on Saturday. . Biscuit Brothers on TCA touring schedule. Possible grant money may be available to cover part of their costs. . Wait on asking jugglers for ASBF. CD – Should expand sponsorships. Suggest finding sponsors “for” children’s activities, after we obtain cost for children events. Send suggestions to Barbara Deane for updates to Sponsor Form.. CF – Kevin Tweedy, new board member – possible volunteer coordinator? See if Maggie Valenti will help train whoever becomes Volunteer Coordinator. 5. House Concerts & Central Market Concerts CD – Suggests posting a notice on Yahoo group to ask if anyone would like to donate their house for a future house concert. AW – Zilker Park rental (ampitheater) possible? Other ideas: Darren Appelt, Joane Rylander’s backyard, Steve Dean’s dance halls (out of town), Round Mountain Community Center near CD’s house (Cedar Park?), JD – Suggestions for dance events – Moose Lodge, CF – Senior Center (29th & Lamar) 6. Dog Policy discussion – Board discussed and approved a “no dog policy” for the Austin String Band Festival. Board has power to use discretion if an attendee accidentally brings a dog, asking them to “keep it out of sight”. If not complying, a Board member can ask attendee to leave. JD – Board needs to communicate with each other when a dog is sighted. BD – Need to publicize more and sooner than in the past. TW – When purchasing ticket, make the “no dogs policy” clear on website. ACTION: Ask Sharon I. to add no dog policy to AFTM website and add a list of links to kennels nearby. 7. Pending business: a. Frequently asked questions (and answers) CD – First question, what is AFTM responsible for on grounds of Camp Ben McCulloch? TW – ASBF is done at noon on Sunday. Prior to festival, Camp Ben official, Johnny Hudson and TW will drive around and view festival grounds. Inspection with Johnny Hudson and TW will occur at noon on Sunday. BD – Need handouts of google maps to Seton Southwest Hospital. Red emergency folders have this info (gate, merch booth and kitchen is where RED emergency folders reside) �ACTION: Each board member come up with questions, send to Tim Wooten to be compiled in a pocket booklet for future ASBF festival. DF – Volunteered to put a web application together to compile questions. Google link to emergency info to be included in FAQs. ACTION: Dan will compile to web location after questions collected. Other business? CF – Suggestion: CafePress.com is an online vendor that can generate our t-shirts on an individual basis when we sell out of our inventory. We will still make a set amount of t-shirts for ASBF, but can cut back on quantity, freeing up merchandise storage from year to year. We choose which shirts, styles, coffee mugs, etc. for the “AFTM store”. AFTM would get a percentage per item. Person wanting to buy shirt has choice of color, style of shirt, etc. Change design slightly to differentiate from original design. See Wolf’s website for example: http://www.cafepress.com/banjohazard ACTION: Christy Foster will look into further details and get back to board. x x x x x x x x x Attending: Angie Wooten Barbara Deane Cheryl DeHut Christy Foster Dan Foster Jeanne DeFriese Robin Butter Mike Savercool Tim Wooten Minutes by Christy Foster, April 19, 2013 Next meeting – May 12, 2013 � Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource AFTM Organizational Documents - Board Meeting Minutes Still Image A static visual representation. Examples include paintings, drawings, graphic designs, plans and maps. Recommended best practice is to assign the type Text to images of textual materials. Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource 2013-04-13 AFTM Board Meeting Minutes Date A point or period of time associated with an event in the lifecycle of the resource 2013-04-13 Publisher An entity responsible for making the resource available AFTM http://archive.aftm.us/files/original/3/185/aftm-minutes-2013-05-19.pdf a8caeaa79c428f23af364d0b3c261faa PDF Text Text AFTM Minutes – 12:30 p.m., May 19, 2013 Tom’s Tabooley 1. Call to Order 2. Approve Minutes Minutes were approved by the Board. 3. Financial Report Financial report approved.$1500 deposit to be sent to the band Hoppin Jenny as per agreement for 2013 String Band Festival. 4. ASBF discussion JD – Ben Sanderson will put a bluegrass band together. Still negotiating with Mostly Mountain Boys. Paul Brown, an NPR/All Things Considered announcer. How do we hook him up with somebody at KUT? DF – Suggested talking with Paul Brown about contacting KUT. ACTION: CF – Will contact Jay Trachtenberg at KUT to find the name and contact info. AW – Regarding food at ASBF, do we want to ask Tom Tabooley if they would be interested in selling and/or contributing to food at festival? Board agreed this is a good idea. ACTION: JD – Will contact Sarah about this. 5. Flipnotics has a new acoustic series, to play 2-4 pm on Sunday afternoons. AFTM showcase? ACTION: CF - Need to get more details, Board is interested. 6. Any news on the availability of a house for house concerts? CD – Send inquiry out to AFTM yahoo list and/or membership list to see if anyone out there would like to host. AFTM will chip in funds to contribute to house concert for food/drink/$ to band. Have underwritten $200 per house concert in the past. ACTION: TW – Volunteered to craft a letter to send out to membership/yahoo list. Will ask Joan Rylander to post on website. Someone should also get email list from E. Pittman for house concerts. ACTION: JD will check into where the Shape Note singing takes place (Hyde Parke), to find out what the rental fee would be. 7. IBM application – CF More paperwork received from IBM regarding the David Obermann matching donation ($80). ACTION: CD and TW will review, sign, scan and return by 052913. 8. Evan Leslie, Butler School of Music at the University of Texas asked for our help in the Spring of 2014, to present a bluegrass concert featuring fiddling in association with the Yehudi Menhuin Competition for Young Violinists. DF – ACTION: Offered to reply to Mr. Leslie. 9. Pending business: a. Frequently asked questions (and answers) DF –Framework in place. Please send questions and answers to him to add to spreadsheet. CD – Where should I put my camping sticker? Other business? AW – Open mics have been sparsely attended lately. Do we want to continue? No decision made. NOTE: Good attendance in May w/Board mtg being held the same day. Think about moving board meeting to “Open Mike” day? Kenny Tweedy was asked and confirmed that he will be the Volunteer Coordinator for ASBF. CF – Start thinking about places to ask for sponsorships for ASBF. Attending: x Jeanne DeFriese x Angie Wooten Robin Butter Barbara Deane x Mike Savercool x Cheryl DeHut x Tim Wooten x Christy Foster x Kenny Tweedy x Dan Foster Minutes by Christy Foster, 060413. Next meeting, June 9, 2013 � Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource AFTM Organizational Documents - Board Meeting Minutes Still Image A static visual representation. Examples include paintings, drawings, graphic designs, plans and maps. Recommended best practice is to assign the type Text to images of textual materials. Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource 2013-05-19 AFTM Board Meeting Minutes Date A point or period of time associated with an event in the lifecycle of the resource 2013-05-19 Publisher An entity responsible for making the resource available AFTM http://archive.aftm.us/files/original/3/187/aftm-minutes-2013-06-09.pdf 921db9ddcd2089bd195ac00e104ddcf0 PDF Text Text AFTM MINUTES– 12:30 p.m., June 9, 2013 @ Tom’s Tabooley 1. Call to Order 2. Approve Minutes Board approved the minutes. 3. Financial Report TW – No financial report, but little change from last month. 4. ASBF discussion CF – Austin Juggling Society will perform again at 2013 ASBF CF – Spoke to Jay Trachtenberg at KUT. Peter Babb is the new contact person at KUT. JD – Paul Brown would prefer interview by phone from DC. Not arriving until Friday – so no radio appearances until Friday. JD – ASBF would like to have poster/flyer out by end of June. TW – Did you talk to Sara about possibly getting food from Tom’s Tabooley? JD – No, not yet. KT – Volunteered to be Volunteer coordinator. Will get with Maggie Valenti for advice. RB – Will ask Strait Music for a sponsorship. Needs Sponsorship form. Can also approach HEB to obtain some gift cards to use for festival. ACTION: CF will send one page AFTM info sheet. BD – Sponsorship form will be sent to board for updates. ACTION: Board should review and return for finalization. TW – Will still have the raffle at ASBF. ACTION: Look for instruments to be raffled off. 5. Status of Flipnotics gig. CF – AFTM showcase opportunity at Flipnotics. The first Tuesday of the month. 7 – 9 pm. We coordinate booking with Lauryn Gould at Flips. Formatting up to us, CF has volunteered to be liaison with Flipnotics. Performers get 10% of what is sold at the bar during our time, plus tips. 6. Any update on this?: Evan Leslie, community engagement coordinator for the Butler School of Music at the University of Texas. DF – Contacted Mr. Leslie via email. Waiting for a reply. 7. Discuss the possibility of moving our open mic to occur after each board meeting. Discussed and decided to keep open mic and board meetings at their usual times. 8. Pending business: a. Frequently asked questions (and answers) ACTION: Please send Q and As to Dan Foster – dan@fostersplace.com Other business? TW – Put together an announcement to get the word out that AFTM is looking for houses for “house concerts”. Will post to Yahoo group and the website. RB – Send newsletter items to Robin. TW – Put house concert blurb in. JD – Will send Clem Rowand obituary. Attending: Robin Butter Barbara Deane Jeanne DeFriese Christy Foster Dan Foster Mike Savercool Kenny Tweedy Tim Wooten Absent: Cheryl DeHut Angie Wooten Minutes by Christy Foster. Next meeting, July 14, 2013 � Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource AFTM Organizational Documents - Board Meeting Minutes Still Image A static visual representation. Examples include paintings, drawings, graphic designs, plans and maps. Recommended best practice is to assign the type Text to images of textual materials. Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource 2013-06-09 AFTM Board Meeting Minutes Date A point or period of time associated with an event in the lifecycle of the resource 2013-06-09 Publisher An entity responsible for making the resource available AFTM http://archive.aftm.us/files/original/3/189/aftm-minutes-2013-07-14.pdf b5a7ce5a4fdfde875276178dcb7853cf PDF Text Text AFTM MINUTES – 12:30 p.m., July 14, 2013 Tom’s Tabooley 1. Call to Order by Dan Foster (Tim and Angie Wooten were not able to attend) 2. Approve Minutes - Minutes were approved. 3. Financial Report – CD - Membership dues are down. Only 2 from May and June this year. Due to lack of events (no house concerts, etc.) Need to send reminders out. MS – Last membership email-out for house concert, many emails bounced back. Will run a sort and find the expired and send letter out to those that need to renew. ACTION ITEM 4. ASBF discussion JD – Will start stage shows at 1 pm and no supper break this year. Have not heard back from Austin Outhouse or Pink Sound yet. Discussion about getting radio air-time. CF - KUT contact, Peter Babb, to set up possible interview with Paul Brown ahead of festival. Will also contact KOOP for Friday morning live appearance on Ms. Pearl’s General Store. Week of festival is pledge week on KUT and weeks before that, Austin City Limits promotion will take precedent. CD – Any suggestions on how to designate campers? Stretch tape – neon various colors. Camp Ben uses a certain color that we should NOT use. Camper or tent needs to have this tag on, not car dashboard. JD – Neon colored plastic ties? Will go to Home Depot and investigate. CD – Numbered tickets this year to keep better track of how many camping stickers were sold. CD – RE: Moving admission gate table closer in, so volunteers don’t miss the whole stage show? Still need to figure this out. Electricity at that location a factor. JD – Shut gate down at 8 pm and leave a sign for folks to come to merch booth to pay? DF – Would it be possible to hire someone that’s trustworthy to sit at gate after 8 pm? 5. Next Flipnotics showcase? Aug. 6 – Missing Parts and a replacement band for Blue Buckskin Winchers (had to cancel). JD – Suggests we have past AFTM newsletters at Showcases to hand out. Need to reprint. ACTION ITEM 6. Any update on this?: Evan Leslie, Butler School of Music at the University of Texas asked for our help in the Spring of 2014, to present a bluegrass concert featuring fiddling in association with the Yehudi Menhuin Competition for Young Violinists. DF – No updates – Sent a long email to Mr. Leslie, have not heard back. 7. CF – Dr. Gary Hartmann’s TX Music History Journal, next issue out Nov 1, 2013. Too late to be considered for an AFTM article or ad this time. Gary has offered to bring some past issues out to ASBF for merch booth. 8. CF - Pioneer Farms is interested in AFTM having the Mid-Winter Festival at the farms. DF and CF spoke to Mike and Steve on the board of Pioneer Farms briefly. JD and CD also visited after this board meeting and pointed out several drawbacks for moving MWF for 2014. Namely, no electricity to small buildings (maybe no heat either?) for workshops. Dance hall very nice for a dance, but not so good for a performance setting. No kitchen, to sell food and drink. CF/DF will get back to Pioneer Farms when Mike returns from vacation. ACTION ITEM 9. CF – Nancy Fly asked AFTM to co-host last 3 Sundays in August at Antone's providing an opening act at 7pm to go on before Los Texmaniacs. Our name and logo should be listed on the Antone’s website as co-hosts and we will, in turn, post to the AFTM website. It was decided that �we will provide band names to Nancy Fly and she will take care of the rest. x x x x x x x x Attending: Robin Butter Barbara Deane Jeanne DeFriese Cheryl DeHut Christy Foster Dan Foster Mike Savercool Kenny Tweedy Angie Wooten Tim Wooten Minutes by Christy Foster 8/9/13, next meeting August 11, 2013 � Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource AFTM Organizational Documents - Board Meeting Minutes Still Image A static visual representation. Examples include paintings, drawings, graphic designs, plans and maps. Recommended best practice is to assign the type Text to images of textual materials. Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource 2013-07-14 AFTM Board Meeting Minutes Date A point or period of time associated with an event in the lifecycle of the resource 2013-07-14 Publisher An entity responsible for making the resource available AFTM http://archive.aftm.us/files/original/3/191/aftm-minutes-2013-08-11.pdf 2dee35930200336bca4976f31e05567b PDF Text Text AFTM Minutes – 12:30 p.m., August 11, 2013 Tom’s Tabooley 1. Call to Order by Tim Wooten, President 2. Approve Minutes – Correction: Camping stickers were numbered in 2012. Minutes Approved Motion: JD, 2nd Angie. 3. Financial Report - CD: Received $265 in membership renewals. Still running $505 behind last year at this time. MS: Sent out about 70 email renewal notices, resulting in 10 renewals. CD: Need to have our liability insurance paid up before next event. Tim will follow up. ACTION ITEM Financial Report approved. Motion KT, 2nd JD 4. ASBF discussion including guest, CTBA President, Eddie Collins. CTBA will set up booth and workshop site at ASBF. Eddie will put CTBA membership chair Chuck Middleton in touch with Mike S. regarding software for membership management. ACTION ITEM a. Pricing – General Consensus: We can leave prices same as 2012 IF we can increase our paid attendance. JD: Give Christy discretion to offer meal ticket to Workshop leaders. (NOTE: This was before we learned that Tom’s Tabooley cannot give $500 sponsorship, and there will be no instruments to raffle.) b. Sound – Jeanne has not heard back from Pink Sound. Will follow up with them. ACTION ITEM c. Contracts and Camp Ben Coordination – Jeanne will get contract info to Tim in next few days. Tim will do walk around with Camp Ben staff before festival starts and after festival ends to verify starting and ending condition of buildings and grounds. d. Areas of Responsibility: Volunteers – Kenny. Will send email to past volunteers and look for interests indicated on Membership list. ACTION ITEM Front Gate – Cheryl. Needs Co-Managers to supervise the gate so Treasurer can attend to other duties. AW: Science Academy students need volunteer hours. Can we get them to help at the front gate? ACTION ITEM Kenny will look into setting up a sound feed to the front gate. Food – Sara Weber will handle food service again this year. JD has asked her to look into using Tom’s Tabooley products. Merchandise Booth – Discussion around change of manager. Jeanne will ask Elizabeth Pittman to manage. ACTION ITEM Workshops – Christy Foster Green Room – Sharon Isaac. Jeanne will confirm this. ACTION ITEM Set-Up & Tear Down – Tim and Walter Clean-Up – Jeanne will ask DJ Stamp if he will do recycling again. ACTION ITEM e. Publicity and advertising. Note: The Hill Country Current wants to negotiate an advertising deal. Should we spend any money on this if they do an article promoting ASBF? Decision: No. Do we want to spend any money at all on advertising? JD: We already have paid ads in Old Time Herald. Eddie Collins: offered to put our flyer in the CTBA Newsletter. Needs copy of flyer by 8/20/2013. Jeanne will get a copy of a flyer to him for next newsletter. ACTION ITEM Additional Discussion followed. f. Other details 5. Stephen Wade concert at Violins Etc. Board approval of $75 for refreshments at the concert (if Violins Etc. permits refreshments). Workshops? Result: Proposal to support Stephen Wade concert at Violins Etc. and work out the monetary details by email. Motion JD, 2nd MS Approved. �6. Do we want to apply to be a Country Dance and Song Society (CDSS) Centennial Tour stop? (See their e-mail on this.) If so who will complete and submit the application? Tabled. 7. Midwinter Festival discussion. Date: 2/8/2014 AW: Plans to have Reed Island Rounders. Did anyone say “no” to Pioneer Farms? Last meeting CF/DF said they would get back to Mike when he returned from vacation. Tim will follow up. ACTION ITEM 8. Next Flipnotics showcase. Did we find a replacement for Blue Buckskin Winchers? Answ: Christy is “on top of it”. 9. Pending business: Tabled. a. What level of formality, approval process, and designation of responsibilities does the board desire for AFTM sponsored concerts, workshops or other events? b. Any response to Dan’s e-mail to Evan Leslie?: Evan Leslie, community engagement coordinator for the Butler School of Music at the University of Texas asked for our help in the Spring of 2014, to present a bluegrass concert featuring fiddling in association with the Yehudi Menhuin Competition for Young Violinists. Tabled. Ask Dan to follow up. c. Frequently asked questions (and answers). Send these to Dan. CD: We should set up a Google Doc or something like it to track FAQ items and progress. d. policy and procedures manual Other business? X X X X X X X Attending: Robin Butter Barbara Deane Jeanne DeFriese Cheryl Dehut Christy Foster Dan Foster Mike Savercool Kenny Tweedy Angie Wooten Tim Wooten Also Attending as guest: Eddie Collins, President of CTBA Minutes by Cheryl Dehut, 9/5/2013. Next meeting: September 8, 2013 � Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource AFTM Organizational Documents - Board Meeting Minutes Still Image A static visual representation. Examples include paintings, drawings, graphic designs, plans and maps. Recommended best practice is to assign the type Text to images of textual materials. Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource 2013-08-11 AFTM Board Meeting Minutes Date A point or period of time associated with an event in the lifecycle of the resource 2013-08-11 Publisher An entity responsible for making the resource available AFTM http://archive.aftm.us/files/original/3/193/aftm-minutes-2013-09-08.pdf 42f8767f30446f77760e9af8dfd1186d PDF Text Text AFTM Minutes – 12:30 p.m., September 8, 2013 Tom’s Tabooley 1. Call to Order 2. Approve Minutes Minutes were approved. 3. Financial Report - Financial report approved. 4. ASBF discussion. a. Treasurer’s items – Agreed to spend the $20 per 1000 to print up numbers and AFTM on wristbands. Board also agreed to $40 expenditure for neon stickers for campers, 2013 ASBF will be printed on. Extra tags for campers pay for electricity. Cheryl will order. ACTION TW – Proposed that Board expenditures under $50 for ASBF, no need to have board approval. b. Sound – JD - PINK SOUND will be sound engineers at festival. c. Status Reports on Areas of Responsibility: Volunteer s KT – E. Pittman and KT co-managers of Merchandise, both days. Cheryl, So far, Manager of Front Gate, Murphy McBride expressed interest in co-managing. We don’t know who this person but they have volunteered in the past. Barbara, Tim, Angie and Kenny volunteered to take a 2-hour shift. Need to make sure we can have credit card squares and folks who know how to use them at front gate. CD -Will get a 10x20 tent in case of rain and will have electric outlets to charge phones/Ipads for CC use. Sharon Isaac set up password for those needing up with software download, etc. on IPhone. JD – If emergency, call security first, then Tim Wooten, or 911 if you feel you need to. Don’t forget you’re in Driftwood. Security cell phone #s will be on cell phone list in the RED FOLDERS at Merch booth. BD – When that cell phone list is available, please pass around to board so we’ll have it on our phones. ACTION Workshops – CF – Will we have chairs for festival? Elizabeth usually brings chairs. There are a few chairs at Camp Ben. Food, No comment. Sara is handling. Banner – Dan F. agreed to put together . Needs all the logos. Will need to get some lights to shine on the banner that will hang above the stage. TW – We can buy a couple of cheap clamp on lights. ACTION JD – Dave Obermann is evening emcee; no one confirmed yet for Saturday during the day. Asked Rich McMath to be emcee for Friday. Not confirmed yet.. Green Room, Vendors, JD - Coffee? Sara handles vendors. Mom and Pops popsicle vendors requested to be asked. Jewelry vendors will return. JD – Lack of electricity is reason we have so few vendors. Set-Up, TW – Will get out on Thursday around noon. Signs, tarps, dance floor, lights, tables all need to be set up. Help wanted. AW - Can we put out the word on Yahoo for volunteers – add to volunteer list. BD – I have bags of Christmas lights that can be used. CD – Will ask Lindsey Haisley to help. DF will try to get out there on Thursday. Clean-Up/Recycling, J.D. Stamp helps with clean up and recycling Port-a-potties – JD - Has been taken care of. f. Publicity and advertising – CF – Working with Louie Bond on press release. Received another list of publicity contacts from Texas Music Office. We have ad in Old Time Herald. KOOP �announcements have been played and need to be revised, removing the Mostly Mountain Men from announcement. 5. Stephen Wade expenditures and other details. CF – Goal is $1000 – 75 seats can fit in Violins Etc. Expenses: paypal and credit card (percentage?) fees and insurance ($50). Projector, screen, chairs, Dan put a flyer together – all obtained at no cost. Suzy Estes, Violins Etc, will provide refreshments. Board agreed to $75 to pitch in for refreshments. Not clear if needed. AFTM will kick in $200 to supplement income IF Stephen Wade doesn’t reach goal of $1000 (admission, book and cd sales). Stephen Wade understands this arrangement and is not asking for a contract. 6. Do we want to apply to be a Country Dance and Song Society (CDSS) Centennial Tour stop? (See their e-mail on this.) If so who will complete and submit the application? Need to get more info, not much interest. 7. Barn Owls, Oct. 1, Larry Kirbo, first Tuesday in November. I have bands booked until January. 8. Midwinter Festival discussion. Reed Island Rounders requested to play. February 8, 2014 9. Pending business: RAN OUT OF TIME TO DISCUSS PENDING BUSINESS. a. What level of formality, approval process, and designation of responsibilities does the board desire for AFTM sponsored concerts, workshops or other events? b. Any response to Dans e-mail to Evan Leslie?: Evan Leslie, community engagement coordinator for the Butler School of Music at the University of Texas asked for our help in the Spring of 2014, to present a bluegrass concert featuring fiddling in association with the Yehudi Menhuin Competition for Young Violinists. YES – Discuss at next meeting. c. Frequently asked questions (and answers). Send these to Dan. d. policy and procedures manual Other business? x x x x x x x x Attending: Robin Butter Barbara Deane Jeanne DeFriese Cheryl DeHut Christy Foster Dan Foster Mike Savercool Kenny Tweedy Angie Wooten Tim Wooten Minutes by Christy Foster, next meeting Sunday, October 13, 2013 � Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource AFTM Organizational Documents - Board Meeting Minutes Still Image A static visual representation. Examples include paintings, drawings, graphic designs, plans and maps. Recommended best practice is to assign the type Text to images of textual materials. Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource 2013-09-08 AFTM Board Meeting Minutes Date A point or period of time associated with an event in the lifecycle of the resource 2013-09-08 Publisher An entity responsible for making the resource available AFTM