September 2011 Minutes
The purpose of the Ballroom Dance Club of Fairbanks, Inc. is to promote ballroom dance,
and provide the opportunity to dance.
Board of Directors
September 27, 2025 Minutes
Pioneer Park – Dance Hall
Meeting was called to order at about 7:00 p.m.
Directors Present (bylaws allow 5 to 13 directors): Holly Stack, Stan Justice, Sue Waryas, Jeanette Sweet, Marie Mitchell, Barb Lorz (became a board member at the start of the meeting)
Absent: Nam Jeon, Mike Leonard, Holly Buzby (4 vacancies on the board)
Staff: None
Guests: None
A quorum (bylaws require majority of board members) was present. We have 8 members, started with 5 and ended with 6.
Text below in italics is discussion and decisions made at the meeting. The word “discussed” means we talked about the subject but made no formal decision.
Agenda Approval: Stan asked that we add: filling the board, NAEC donation, Cancellation policy, Admin/Treas/Accnt policy. Marie added Advertising proposal and pub proposal. Sue added financial report. Marie moved and Jeanette seconded. Approved by unanimous vote.
Approval of Minutes: August 23 minutes were moved by Marie and Seconded by Jeanette. Approved by unanimous vote. The May24 minutes were moved by Sue and seconded by Jeanette. Approved by unanimous vote.
Fill the Board: We have 8 board members and Holly indicated that Mike and Holly B. plan to leave the board. Stan moved and Jeanette seconded that we invite Barb Lorz to the board. Barb accepted the invitation. Approved by unanimous vote.
Old Business:
Pub Event: Marie has talked to the pub manager and they have spring dates available. There would be no rental cost and the pub will pay $400 towards a band. We would pay the rest of the band cost and could not charge a cover. We can put out a donation jar, flyers, etc. If we time it just before our lessons and did some demos it might help with lesson attendance. We decided to advertise it as donations encouraged and not advertise it as “free” and talk up donations at the event. Selected date of Feb 25, 2012. Barb moved and Marie seconded. Approved by unanimous vote.
New Business:
Lathrop Valentines Ball: Holly has worked with Stephanie Borrego for their annual ball/fund raiser. Date would be Feb. 17. Barb Moved and Stan seconded. Approved by unanimous vote.
Oct. 1 Dance: Tara obtained two tickets to Brasil Duo, a Fairbanks Arts Association concert. We plan to raffle them off at Sat. dance. People will get one ticket at the door and can purchase additional tickets at $1 per ticket of 6 tickets for $5. Stan will ask JanaLynn to do food and Woody to collect $. Nam is doing music and will use his own computer.
Dec. 3 Dance: Tara also got us 2 tickets to Big Bad Voodoo Daddy. Holly will try to get Eamon and Audrey to do a demo. Same deal on raffle tickets.
Admin/Treas/Accnt policy: Stan raised a concern that the document appears to have the Treasurer making all non-routine spending decisions. Holly agreed to change the document so it is clear that spending decisions are made as per the policy and procedures manual. We also discussed where this new documents gets incorporated – our board position descriptions are in our by-laws. Decided the document is just job duty distribution by the president and does not change the by-laws.
Stan raised the issue of theft prevention and described scenarios where an unscrupulous admin could record lessons as gift certificates and pocked the cash. Other board members presented other theft scenarios. Discussed having two people count cash intake. Holly presented form to document cash going into blue box. Sue has envelopes and will print form on envelopes. No resolution of this issue.
NAEC Auction: Stan pointed out that in the past we have provided 6 week session of lessons for 2 a value of $130. The item is buried in the large number of items and may even get combined with other items. We don’t get much exposure for the cost. Decided to donate a shoe bag and free admission to our Dec. dance promoting Big Bad Vodoo Daddy (Barb moved Jeanette seconded Approved by unanimous vote)
Cancellation Policy: Stan pointed out that the new policy requires 4 to start a class and requires the board to look at finances every month and set the policy. He also pointed out that we spent considerable time last winter hammering out a comprehensive policy. Stan moved that we reinstate the policy from last winter and Barb seconded. After some discussion we realized that we did not have the policies in front of us and tabled to the next meeting (Barb moved, Sue seconded Approved by unanimous vote.
Program Meeting: Rulon has presented some ideas to get at the lack of registration for Fox Trot. Holly has scheduled a program meeting and will send details.
Snacks at Lessons: Sue moved and Marie seconded that we stop having snacks at lessons. Vote was yes 3 no 2 so we will stop doing snacks at lessons.
Snacks at Practice: Stan moved and Barb seconded that we continue to have snacks at practice. Vote was yes 5 no 0 so we will continue to have snacks at practice. Stan agreed to shop for snacks.
Raise Lesson Fees:
| Proposed Rates | Members, Students, Military | Non-members |
| 6 weeks of 1 hour classes | $60 | $70 |
| Repeat a class | $40 | $50 |
| Single Class Rate | $13 | $15 |
Marie moved and Barb seconded that we raise lesson rates. Approved by unanimous vote.
Charge for Practice: Stan moved and Marie seconded that we charge $2 member $3 non-member for practice effective next news miner advertising submission. It will be on the honor system so no one has to sit at the door. There was discussion about ways to get people to donate more. Discussed having a sunset date on the action but since we can always reconsider our decisions decided it was not needed. Vote was yes 3 no 1 so we will begin charging for practice.
Eliminate Board Free Lessons: There seemed to be agreement that perks should go to people that volunteer but I don’t see where we actually voted on this item. Let me know if someone remembers a vote.
Accountant Lessons: Holly moved and Sue seconded that accountant receive 2 free lessons per session. Approved by unanimous vote
Eliminate Board Free Dues: Stan moved and Marie seconded that we drop the free dues for board members. Marie related the uncomfortable position another board was in asking people to join when the board members had not paid to join. Approved by unanimous vote
$5 Discount Board Member Dues: Marie moved and Jeanette seconded that board members get $5 discount on their dues. Vote was yes 3 no 1 so it passed.
Drop Board Meeting Food: Holly moved and Sue seconded that we stop buying food for board meetings. Discussed having board members volunteer to bring snacks. Approved by unanimous vote
Raise Social Dance Fee: Marie moved and Barb seconded that we raise the fee to $6 members $7 non-member. Stan pointed out that social dances are the one event that makes money. Disapproved by unanimous vote so social dance fee will remain at $5 member $6 non-member.
Paul Armeson: Barb presented the workshop she has arranged for Paul Armeson Oct. 21, 22. Stan moved and Jeanette seconded that we approve the event. Approved by unanimous vote
Treasurer’s Report
Sue presented printed report showing we are down $1,804 for the year. There is a $2,200 deposit that just went in from class registrations. Rent for the summer has not been paid since it just got billed. None of the expenses for session 1 have been paid.
Membership Dance Holly reported on the successful membership dance.
Comments:
- Board – None
- Guests – None
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Next Meetings:
- 1st Tuesday of the Month – 6:30pm October 4, 2025 @ Holly’s house
- Program
- 4th Tuesday of the Month – 6:50pm October 26, 2025 @ Pioneer Park – Dance Hall
- Board of Director’s Meeting