BCP COUNCIL MEETING MINUES
August 17, 2010
President Dave Ross called the meeting to order at 1:10. All council members were present except Susan Thoms who is away. Functional managers Vicki Phelps and Nikki Steele were present. Penny Ripple is away. Also in attendance were Clare Edmonds and Jerry Gaspard. Minutes from 7-14-10 and 8-1-10 were approved.
Erin Ross reported that we now have 284 members. Nikki reported that we have a reservation for a Quincenera party on 9-18. We also have a deposit of $100 from Jim Hatch for September 23-24-25 with rehearsal times of 3 – 5 pm for the week prior plus a few other days.
We discussed changing the contract for the party room to require events to end by midnight and return by a specified time the next day to clean. We also need penalties for not obeying the terms of the contract. We had severe problems with the DJ for the last party, and he is not allowed here again. Vicki and Nikki will suggest penalties and Dave will redo the contracts in English and Spanish.
Rhody Edwards reported that we only made $37 on each of the last 2 events after the split with Anayansi. He suggested that we need to go back to charging for table and chair rental. He also wants the board to establish priorities for spending money. He also requested that all board members read the by-laws and all contracts.
Antonio Singh wants to have a string quartet perform as a BCP production. He filled out the proposal form, but we want him to come to the next meeting a give a verbal proposal and answer questions. That meeting will be September 7 at 1:00 with the new council. Nikki reiterated that only Vicki and Nikki can do contracts to avoid confusion and mistakes. Nikki got board approval for purchase of a hose reel for the garden, a dolly for bar supplies, and more tablecloths.
Lane reported that we have about $3000 in checking and $4000 in savings. Broadway Revue has used $1034 in expenses so far, and has brought in $660 in program sponsorships. She handed out P&L reports.
We agreed that there would be no more use of the refrigerator by private parties due to the inconvenience of emptying our supplies. Parties can use washtubs of ice. Our contract specifies sink with cold water and a serving area, but no frig.
Bob reported that the AC remote is being fixed. Requests for using Allen need to go through Bob per his e-mail. Allen is currently not available. Jerry Wager will pick up responsibility for maintenance when Bob is off the board.
Mary Lynah turned in her parking lot key. All council members will have parking lot keys, Nikki put the new names on her list.
More party issues: Renters wanted to leave their rental tables and chairs until Monday. Kids were sitting on the bar, lights broken, other bad behavior. ONLY BCP can run a cash bar. Renters can have an open bar, but not sell drinks.
Vicki would like to assign recurring events to all council members to spread out the work. Clare reported that potluck attendance is on the decline with only 11 people last month. She suggested changing the frequency. There was discussion on how to make this more appealing. Jerry Gaspard will take on working with karaoke and Clare will work on spicing up the potluck, maybe with holiday themes. Council approved silverware and napkins expenditures.
Bob says a group wants to rent space on our roof for advertising. Mary pointed out that this might create a problem with our lease. He will get more information. Nikki says the light is off on the English side of our sign.
Meeting adjourned.
Mary Lynah, Secretary
