SFS Board Meeting
June 2, 2009
In attendance: Susan Howell, Bruce Baker, Ralph Kosche, Valerie Cohen, Karen Shaw, John Ullman, Adam Carlson, Fred Maslan, Marni Rachmiel

Last meeting's minutes approved.

Treasurer's report:
May filing of taxes in on time!
Activity level were within $2,000-$4,000 of previous years, compared to a gross of $200,000.
Income to outflow is running a deficit of about $4,000, as operating income.  In past, this has been made up by investments.  This year we will likely have a deficit of $2,000.
The main operating account saw about $15,000 in expenses, of which $10,500 were from the newsletter.
General overhead is < $1,000.

Folklife report
Bruce - Tribute to Silent Voices went very well.  Not enough time for song circle, will do more of that in the future.  Next year have a "rainy day camp"-like format.  Not enough chance to talk up SFS.
Valerie - Great turnout, lots of great feedback on performers.  There was no place to put literature out.  MC was willing to make announcements, but because there was no designated area, we couldn't really capitalize on it well.
Not having the table made it difficult for people to find us.
Valerie put out flyers in a bunch of places, participant's area, roadhouse, etc.
John suggests a Folklife committee.
Bruce will chair committee, Fred & Karen will also be on committee.
Goals:
-  Report on options for Folklife next year (e.g. showcase vs. sponsorship vs. other options)
-  Adam suggests investigating the ability to sell memberships and/or T-Shirts and/or CDs at Folklife store.

Square dance liason:
"Dare To Be Square" has gotten a grant from the city of $600, and CDSS of $600 ($300 in cash $300 as underwriting)
Tony asked about providing a "backstop" against losses and "partner" with them.  Also asked if we can be fiduciary agent.

Motion:
Offer a sponsorship with a $500 grant, and an additional $1,000 as underwriter of last resort.
Motion passes

Membership committee
Marni and Fred will co-chair
Adam will talk to Richard & Larry about web based app options with our hosting service
Membership committee will report on membership numbers
Adam gave initial inconclusive results from research on online payments
"We're not megalomaniacs" - John

Green festival
We should be an active presence in next March's Green Festival.  The festival is usually last weekend of March in Washington Convention Center.
Jenny Hines (sp?) is chair of local "host committee", is interested, but needs to talk to national org to understand space needs, and potential conflicts due to poor hall acoustics
Ideas: 
Have an area where we do participatory music and dance, song circle, jams.
Could rent a table, possibly partnering with other orgs.  Can allow volunteers to display their literature and, e.g. sell CDs, etc.

Phone lines
June - Susan
July - Valerie (starting week 2)
August - Bruce

Dance
~$2,000 in bank
Attendance continues to be good
Rent/Door increasing as of this Friday

Picnic/Meeting
Aug. 30 meeting at 3:00 picnic at 4:00
At Jack's
Group shout-out to Jack!

Archival committee(s)
Adam has started playing around with a CMS called Joomla.  It is self-contained, so can move if we change internet service providers.
John suggests a policy that all SFS materials be clearly labeled and a master list of assets be maintained.
Audio/Visual subcommittee
-  Chair: Susan, other members: Karen, Warren, Fred
-  Investigate hiring an archivist (investigation should cover audio, video and print, even if we only end up hiring someone to digitize one medium)
-  Goals:
o  Identify and locate current A/V assets
    .  South Seattle Community College
    .  Various people's basements (John Ross, Karen, Susan, John Watts, Phil & Vivian, Mary Lytle, etc.)
    .  Fred will be in charge of determining what's at John Ross'
  o  Determine plan for archiving and using materials
Print/Media/Documents subcommittee
-  Chair: Adam, other members: Ralph
-  Goals
  o  Identify set of documents we're legally required to archive and post publicly, e.g. meeting minutes, and make a plan for those documents
  o  Identify and locate current print assets, old flyers, journals, posters, etc.
  o  Investigate web options for presentation of print and a/v materials
  o  Coordinate with A/V esp. on archiving/storing/usage plans