LCCA Board Meeting Minutes

April 2, 2011

In Attendance: Board Members & Staff: Janet Baltzer, Robert Harrison, Lexi Taylor, Terri Roush, Georgeana Cook, Barbara Swahlen, Shawn Westerveldt, Nia Bartolucci & Sarah Rabel.

Fee Schedule Overview for Website Launch

- Lexi opened the meeting at 4:07 pm. Lexi, Janet, and Robert gave an overview of the proposed fee schedule (see attached). It was noted that the fee schedule has been tweaked over time and that it is unclear when/if it has been Board-approved. It was further noted that Povl urged Board-approval on the fee schedule prior to the new website’s launch.

- The proposed fee schedule is not the Center’s original one; it is currently on the new site and has been the official fee schedule for quite some time. It does, however, contain 3 proposed changes (see below).

- The Board questioned the reasons for considering this fee schedule prior to a fee workshop. Several concerns were tabled to the workshop. However, it was impressed that due to community feedback, several cancellations from long-term customers, and Povl’s impending deadline for a website launch, the need to approve a fee schedule for the time-being was critical.

- The question ultimately posed to the Board was: Is this a fair fee schedule until the Board re-discusses fees in depth at a workshop?

Fee Schedule Proposed Change #1

- The main change returns the community ticketed event category to a previous version that defined the category solely as relating to performances.

- The Children’s Center fundraiser was given as an example. In the beta-tested website version, the Children’s Center would pay $1600 to $1800 by adhering to the ticket price table (their ticket price is $85). In the past, they have paid $200-$250 for the event. With the proposed change of returning to a performance-only ticketed event category, the Children’s Center would return to the community function category and would pay $25/hour.

- Concern was expressed over the inevitable grey area of non-profits that hold fundraisers (and thus would normally fall under the community function category) that include performances. As the Center does not have any such event booked in the next 2 months and as the new website does not allow customers to select their category, the Board agreed that Janet could opt to bring such possible events to the Board for discussion.

- It was further agreed that the Board trusts Janet to make decisions with the Center’s and the community’s best interests in mind. While Janet should caution customers who fall into a grey area that this year’s determined price may not be the same in the future (and keep a written record for the files), the Board encouraged Janet to proceed without Board involvement on bookings unless Janet needs such guidance. Janet specified that, with Center-sponsored events, she will only book ones that the Center will recoup its $25/hour rate and any tech costs. She will not book Center-sponsored events that will lose the Center money.

- It was motioned, seconded, and approved to return to ticketed events as the Community Performance Fees category.

Fee Schedule Proposed Change #2

- The minimum number of hours for a community meeting had been set at 4, but, considering many meetings are only 1 to 2 hours in length, a 2-hour minimum was proposed.

- It was motioned, seconded, and approved to set a 2-hour minimum for the Community Meeting Fees category.

Fee Schedule Proposed Change #3

- It was noted that, in the previous website, there is no maximum or “full day” number of hours. It was further noted that a full day was defined as 8 hours in the beta-tested website.

- It was proposed, motioned, seconded, and approved that a full day be defined as 12 hours.

Proposed Production Use Class Category

- Robert introduced the proposed production category under the Use Class divisions (see attached). He explained that the production category would promote discussion with a customer that is requesting multi-day use of the Center and/or greater Center involvement.

- Confusion was expressed as to the distinction between the performance category and the proposed production category. While there is some overlap, the distinction was explained as based on the Center’s involvement.

- The Board requested that a line be added to the production category stating this distinction (“The difference between the performance and the production categories is based on the Center’s involvement.”)

- With this addition, it was motioned, seconded, and approved to add the production category.

Additional Fee-related Clarifications

- The importance of a fee workshop to clarify and potentially rework the fee schedule was further noted.

- It was acknowledged that Richard C. and Carol S. should be responded to soon.

- It was clarified that the Center is breaking even with tech support, as we pay techs $20/hour.

- It was clarified that the current ticketed fee category is based on 100 attendees.

Specific Event Questions

- Janet introduced an event of the Utah Ballroom Dancing Group. The group would perform May 12, would charge the Center $1,000, and would need housing. Housing would be covered without cost to the Center. Janet requested Board consideration of this event only if she can raise the $1,000 from outside the Center. The cost to the Center would then only be the tech support, but ticket sales would hopefully cover that as well as the $25/hour use fee. The Board accepted this event with Janet’s financial stipulations and urged Janet to set the ticket price low to encourage attendance.

- Ann Marie has requested a Japan fundraiser event with the high school band. It would need to be a Center-sponsored event, and the check to the Japan relief organization would have to be through LCCA. The Center could opt not to charge Ann Marie, have admission by donation, and take our $20/hour fee off the top of total donations. The Board accepted these ramifications. It was noted that this event will not require hired tech support, as Ann Marie has several people to volunteer their tech time.

- It was motioned, seconded, and approved that, when the Center sponsors an event, that information is put in bold on all promotions of the event.

- Lexi asked if the Contra Dances should continue into the summer. As these dances to not incur a profit for the Center, the Board opted to not hold them in the summer.

- Robert re-introduced the Open House event and posed May 6 as a date. The Board requested that Robert email the entire Board with proposed date(s) and time(s) to check on members’ availability and then update at the next Board meeting.

Tent Replacement Update

- Page emailed an update that the tent may not need replacement. It was noted, however, that the tent may no longer be on-island. The topic was tabled to the next Board meeting.

Adjournment

- The meeting adjourned at 5:40. The next Board meeting will be Monday, April 11 at 5:15pm.