Board Meeting Minutes
April 5, 2010
Conference CallMichael called meeting to order, at 5:40 p.m.
Larry presented the recast Budget document, which he circulated by email earlier.
The budget reflects the reduction previously discussed for reduced staff beer costs, and other belt-tightening measures. We need to raise around $107,000 to cover the anticipated capital expenditures (ticketing system and meadows electricity) and operating loss of KFF. We can probably expect to garner $50,000-$55,000 through our traditional donors. The budget reflects some unusual and one-time capital expenses this year; without these the festival has been able to self-fund most years. It was also noted over time there has been increased performer payout; utility costs; cost of lamb creek property and equipment acquisitions; and inflationary increases to general expenses.
Syd noted that she will need to provide actual income and expenses for campground; data reflected currently are skewed. Michael suggested reviewing that information off-season (September through March), while nothing much is happening.
A fall fundraiser is still planned. Ticket sales won’t generate big sums; we should expect that they will at least cover expenses. We will need to find the larger donors, those connected to big corporate dollars for example, who can sponsor the event.
We currently have 62 members. The possibility was discussed of hosting something small at the fest, for members; such as Jon Charles possibly hosting a fundraiser party at his camp. Michael has sent a list of corporate connections he is willing to follow up with. Thomas suggested there should be a membership recruitment effort every weekend. Possibly holding a recruitment event at Threadgill was mentioned, if it can be fit into an already tight schedule for that facility; alternatively, groups could walk the camp to solicit memberships. It was agreed to continue the discussion off-line.
It was agreed that the financial statements don’t need to reflect breakdowns for each program, for now; program costs are incorporated within the budget and tracked in such a way that they can be reviewed by program when needed.
Bill Stacy moved to accept the budget as presented, and it was seconded by Jon Charles. The motion was approved unanimously, without objection or abstention.
Bylaws Changes: There was general agreement to go forward with the bylaws changes, as spelled out (including some minor wording changes); with one substantive change regarding board terms. Language will be changed to insert that term limits apply to sequentially served terms or partial terms; and that subsequent terms of service must be separated by at least one year, from the initial period. The final vote on the Bylaws will be done by email, once these final changes are made and the document circulated. We intend to have the Bylaws approved prior to the Festival.
Theresa raised discussion about the language requiring the Secretary to maintain the membership list; and it was clarified that elsewhere the bylaws allow for an assistant to the Secretary. Thomas moved that Bill McNeal be appointed in that role; with Bill Stacy’s help, he is to create a membership list on the TFMF website (limited access). Syd is to continuously update the new entries to ensure the list is current. Adams seconded the motion; it was approved unanimously.
The plan to build benches was raised as unfinished business. It was agreed to authorize Charlie to build three benches, for which the Board (effort coordinated by Thomas) would commit to generating donors; one to recognize Rod Kennedy, to be placed front and center, and two others, one at the Foundation Booth, the other at Tickets Too, to be set up with the brick paver display.
Thomas moved, Jon seconded, to adjourn; the vote to approve was unanimous, at 6:48 p.m.
Minutes For Past Meetings
2010
2009
