30-Up Club GENERAL MEETING. April 29 th, INDEX Agenda...page 2. Draft minutes of GM April 30, page 2

Transcription

1 30-Up Club GENERAL MEETING April 29 th, 2017 INDEX Agenda...page 2 Draft minutes of GM April 30, page 2 Directors and Standing Committee Reports...page 3-5 Financials...page 5 & 6

2 30 UP CLUB GENERAL MEETING April 29 th, :00 p.m. 22 Dorchester Ave. Etobicoke AGENDA 5:00 pm. 1. Call to order. Marjorie Please Turn Off Cell Phones A reminder that this meeting is being recorded 2. Roll call of Officers. Michelle 5:10 3. Adoption of Agenda 4. Draft Minutes: April 30 th, 2016 General Meeting. 5:20 5. Auditor s Reports: Chaplin & Co. Receipt/discussion of Year-end Financial Statements 5:30 6. Directors Reports (a) Treasurer Eva Liu (b) Vice Treasurer Joanne Pritchard (c) Membership Peter van Tol (d) Web & Marketing Tom Berend (e) Entertainment Justin White (f) Social Host Vivianne Schinkel (g) Editor Peter Lee (h) Secretary Michelle Strom (i) Vice President John Primeau (j) President/Goodwill Marjorie White 6:00 7. Standing Committee Report: Pat Sclocco and Ruth Dyson 6:10 8. New Business Elections Chair of the Elections Committee, 6:30 9. Correspondence 6: Adjournment 30-Up Club Minutes of General Meeting held at 22 Dorchester Ave., Etobicoke April 30 th, 2016 Marjorie White, Presiding 5 pm. 1. Call to order. Marjorie 36 Members recorded and a quorum declared present. 2. Roll call of Officers. Board Members in attendance were: President Marjorie White Vice President John Primeau Secretary Michelle Strom Treasurer Eva Liu Vice Treasurer Joanne Pritchard Newsletter Editor Peter Lee Membership Peter van Tol Web & Marketing Tom Berend Entertainment Justin White Social Host Vivianne Schinkel Standing Committee Members in attendance were:pat Sclocco & Ruth Dyson. Before commencing the formal meeting, Marjorie White made introductory remarks 3 Agenda Motion That the Agenda be adopted as presented. Moved by Michelle Strom; Seconded by Vivianne Schinkel. Carried 4 Minutes of Last Meeting Motion: That the minutes of the April 30, 2016 meeting be accepted. Moved by Peter Lee; seconded by Peter van Tol. Carried. GM info package page 2 5 Auditor s Report Gail Bergman, from Chaplin & Co, the auditors was introduced. The reading of the Auditor s report was dispensed with. The floor was opened for questions of the Auditor. No questions were posed and a Motion to accept the Financial Statements was made by Carol Laimer; seconded by Nabil Saba. Carried. Reappointment of Auditors Motions: That Chaplin & Co be reappointed Auditors for the upcoming year. Moved: Michelle Strom, Seconded: Joanne Prichard. Carried 6 and 7. Reports Motion: that the written Directors reports and the Standing Committee reports be accepted as distributed. Moved by John Primeau; Seconded by Carol Laimer. Carried. Questions and Answers and discussions followed. These included: Did we follow-up on members who did not renew? Yes, most common reasons for lapsed membership included: moved out of town, split with partner, physical impairments. Will the host wear something to identify them as hosts? Yes we are trying an experiment. Request for a scent-free policy. This will be researched. Discussion of New Year s Eve. Can special diets be accommodated? Caterer to be canvassed. Do people want to see a performance on New Year s Eve? Survey to be done. Gratitude was expressed for the hard work of the board. The Board was questioned as to what we were doing to increase bar sales. It was noted that dancers do not drink much but that people appreciated the fact that the bar was available. A motion was made that the Board should be asked to pay entrance and membership fees. Failed for lack of a seconder. Members were reassured that the Board is careful with expenditures and is trying to increase attendance to bring the Club to profitability. The point was made that an increase of about 5 dancers per night (or better winters) would tip the balance. 8, Election of Officers There being one nominee for each board position, all of the current board members were re-elected for a new term. 9. New Business: None 10. Correspondence: None 11. Motion to Adjourn Moved: Carol Laimer ; Seconded: Vivianne Schinkel. Carried. THE MEETING ADJOURNED AT 7 p.m.

3 DIRECTOR S REPORTS for the April 29 th, 2017 GM. 6a. Treasurer Report See Financial Report Message Eva Liu Treasurer 6b. Vice-Treasurer s Report See Financial Report Message Joanne Pritchard Vice-Treasurer Financial Report Michelle Strom, Eva Liu, Joanne Pritchard We aim to operate the Club on a break-even basis, so little changes can mean a lot to our financial health. For the year ended October 31,2016, we had a profit of $11,047 compared to a small loss of $4,360 the prior year. Additional club rentals in 2016 had the highest impact on our improved bottom-line. (But many of these will not continue in 2017.) We also managed to hold our operating costs to the previous year s level, finishing the year with close to $171,000 in net assets. This gives us a buffer as we go into a year where our lease is up for renewal and operating costs have already risen but we are anticipating the need to increase entrance prices later this year. The handling of the finances of the Club is a co-operative effort as there is work required each dance day/night as well as banking, bookkeeping, budgeting, reporting and other tasks. 6c. Membership Report Previous AGM as of April 1, Members who didn t renew (71) New members Current Total as of March 31, Peter van Tol Membership Director 6d. Website and Marketing We are extending our reach and attracting a new generation of ballroom dancers. Our website is updated every week. Our weekly blast goes to about 750 addresses, with new adds every week. Our Facebook page reaches about 200 people, thanks to Carol Laimer s efforts. We are trying an experiment using Meetup. Social media depends on people telling each other about our club. Help us out forward our s to friends, click Like on Facebook, and most importantly, BRING YOUR FRIENDS TO THE CLUB Tom Berend Web & Marketing 6e. Entertainment I much appreciate the many suggestions from Members and Guests- for Theme Nights. We try to balance Hard nights, where there is a strong musical theme and perhaps a dress up element, with soft nights such as Mother s Day, where there is simply a draw for women only (the men get equal treatment, on Father s Day.) All suggestions are useful: I strongly believe that the Club must continue to positively evolve: we can never merely stand still! In handling reservations I try to make everyone happy, and very much appreciate Members recognizing the need to share and make others welcome. Justin Entertainment 6f. Social Host In the Social Host position I have met so many more members of the club and thoroughly enjoy greeting everyone and giving hugs to those who are open to receiving. Our Facebook page has reached out to more than 400+ people over the last year with the help of Jane s Club and is well liked. Thank you Carol Laimer for your continued good work. The Dance Host program is well received and has encouraged more single ladies to attend the Friday and Saturday night dances. On special nights and when we know we have dance groups we ensure that all the ladies are on the dance floor by having 2 dance hosts. And as a bonus the hosts are enjoying themselves as well. They also encourage new dancers by helping them with their steps and making them feel more comfortable on the floor, which in turn entices them to return. The number of ladies have risen to 28 some nights and with at least 3 dances each gives our dance hosts lots of exercise, its a good thing they enjoy what they do. Vivianne Schinkel Social Host 6g. Editor 30-Up is a non-profit volunteer Dance Club run by volunteers for its dance members. Our purpose is spreading the love for dancing and fellowship. Our board consists of great dancers and hard workers who have all volunteered their time to contribute. My part as editor includes writing articles and doing art for the Newsletter, Christmas and New-years tickets, posters and ads for the club. Far beyond that I also reach out with graphics to support our teachers and decoration of the hall to help the entertainment portfolio. I am Over Reaching further as photographer and volunteer Tea Dance DJ going into year 6 to support and keeping the 30-Up Tuesday afternoon Tea dance alive and make it a very interesting relaxed musical venue for couples to ballroom dance and put into practice what they have learned on a spacious live ballroom floor. As DJ we have the option to sprinkle some of the other popular lively dances of West Coast swing, Bachata, Salsa-Mambo, Merengue and Argentine Tango for your great passion of dancing and enjoyment to share a great time with us. Peter Lee Editor 6h. Secretary s Report See Financial report Michelle Strom Secretary 6i. Vice President Report This will be my Umth year on the 30UP Board and if elected again my 8th year as Vice President. I have been the Secretary, and Editor prior to Vice President. As the Vice President, I have been busy on a number of fronts:: Managing and restocking the bar, Chairing the Board meetings, General maintenance of the Club as required, and last but not least have being doing some dancing. The 30UP Club is a wonderful facility and as Vice President I will continue to work with the Board of Directors and all the Club Members to deal effectively with the issues and operations of the Club to make it even better. I want to thank the Board Members, the kitchen and bar workers and most of all the Members for their continued support. John Primeau Vice President GM info package page 3

4 6j. PRESIDENT S REPORT 1. PARTICIPATION IN MAKING THE CLUB WORK In the April newsletter, I paid tribute to those working on the Club s Executive. It is very encouraging to have had such a positive, friendly and hard working team over the years, and to see that we have a full slate of candidates in advance of the General Meeting (including one person who has agreed to be nominated at the meeting itself.) Whether or not others also run for these positions, we should be very grateful that so many people are willing to offer to participate in running the Club. While we need an Executive to meet once a month to consider creative ideas and approve new directions, this is also the group who do most of the work! This year, in this report, I m concentrating on the other people who keep the Club so lively and successful. Since this will appear on the Internet, at a Member s suggestion I m not using surnames ) We are grateful to people who have helped out over the year, including by cleaning table cloths, Keiko in the kitchen, Kaye at the Front Desk, and Carol who beautified the front of the Club outside and runs our Facebook page. Then there is Alex, who provides a Line Dance lesson at 7.00 pm whenever he is DJ. Of course, there are our regular stalwarts at the Front Desk, (Valentyna, Frances and Ky), and in the Kitchen (Svitlana and Ramonda).. The Dance Hosts, who make the evening enjoyable for ladies without partners, and try valiantly to make sure the regulars don t get more than others on the list! Vincy, who fills in wherever needed, including as Vice Treasurer on a Dance Night and buying supplies for the Chinese New Year celebration. Yorkie, who besides spreading happiness, is suspected of being the person who actually does the artistic work that Peter claims to do. Our group leaders, who organize groups to come to the Club, exposing more people to the Club, helping our bottom line and keeping admission fees low, and grow the atmosphere. Sometimes, a Group is simply one couple bringing in another couple, or even one person bringing a friend. We also thank the many Members who give positive advice and comments throughout the year. 2. AND YET MORE, THE LONG TERM BACKBONE OF THE CLUB In addition, there are people who seem to have always been around, keeping the Club full of energy. Cathy who serves in the bar on quieter nights when we don t have a bartender. Fiorino, who will do anything but specialised (until Ruth brought in high efficiency long term light bulbs) in terrifying us by his balancing act on a ladder to change bulbs; Steve, who is our major renter as a dance teacher and always helps us out when deliveries are scheduled or contractors need access (or arrive unscheduled) (or are scheduled to arrive, but do not) and when workers need access to the Club, and is an occasional DJ. Daphne, who is a past president and board member and always available with advice; Haida, who is a regular DJ and provider of groups and who runs the Sunday Night Java Dance. Larry, who is one of our longest term DJs and teachers, and always ready to provide ideas for theme nights as well as theme music. Orlando, who is a past President and board member as well as an effervescent DJ. Pat, who with Larry and Orlando forms part of the Axis of long term DJs at the Club. It seems as if Teresa has always been leading the production of those wonderful meals on dance nights, and Ann has always been the smiling face of the bar on busy nights. Our friends at Dance Plus (the next door Dance Shoe & Music Store), are always available to help with letting people in and out of the Club, and gently letting us know we have flooded them out again AND THOSE I VE LEFT OUT BY MISTAKE In naming so many people in this report and in the April newsletter, it is to be predicted that I have forgotten someone However, hopefully anyone I have forgotten will forgive me. 2. FINANCES, FEES & QUALITY We have had a good year financially, but recognize that with a new lease to be signed there may have to be a small increase in admission fees and hall rental fees. Our attendance numbers have improved over recent years, as have our rentals, and this helps us keep fee increases to a minimum. On the expense side, we try hard to control costs but are not willing to let standards slip for example, if we were to hold the line on food costs the quality of the meal served on Friday and Saturday nights would inevitably deteriorate. (Instead, the meal is often complimented as being even better than in the past.) 3. TEA DANCE Our Tea Dance numbers have improved significantly, which makes for a more enjoyable afternoon as well as supporting our bottom line. Joanne is to be congratulated (again). It is so good that we are able to offer FIVE great dances each week, with Friday and Saturday dances, two Sunday dances, and the Tea dance. 4. THE TEACHERS The number of Teachers using the Club is rising which helps our income greatly. More than that, I always feel happy when I walk into the Club and see it being used for dancing, rather than sitting quietly unused.club. 5. A FRIENDLY CLUB It is always so good to see strangers welcomed to the Club, and I think it is part of the reason that we are seeing so many new people and our numbers rising rather than sinking. We used to have a reputation for being aloof, and for people feeling unwelcome when they sat at a table where regulars sit, and it is exciting to see people welcomed and engaged in conversation. Marjorie White President Yuli, with her Sunday afternoon Sapphire Dance now in its 20th year. GM info package page 4

5 6k. Standing Committee Members See Marjorie s President s report or April newsletter. I am credited with continuing to monitor and maintain the elegant look of the Club and the momumental task of ensuring clean table cloths Ruth Dyson Standing Committee Member I have continued to offer valued advice, while helping organize decorations, linen and maintain our storage needs within our very limited storage space available to us at the 30-Up Club. Pat Sclocco Standing Committee Member GM info package page 5

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