May 12, 2001
Stafford County Regional Library
Present: Mack Swift, Megan Hicks, Mimi Rockwell, Rocky Rockwell, Margaret Chatham, Ralph Chatham, Judith Onesty, Les Schaffer, Jane Crouse, Laura Bobrow, Elizabeth Hensley, Joan Swift, Pete Houston, Lynn Ruehlmann.
Pete Houston called the meeting to order. It was noted that this was the meeting celebrating our 1st anniversary as a Virginia Storytelling Alliance.
The treasurer, Donna Will, sent a report that we have a balance of $1823 and 93 members.
It was agreed that we purchase additional t-shirts for the LAUGHS festival. We will purchase 75 t-shirts in medium, large and x-large sizes and also 50 tote bags.
The first order of business was Public Relations:
VASA Newletter:
Deadline for news for the VASA newsletter is June 3. The Newsletter will come out the end of June. Mimi suggested that we send all events of May, June and perhaps feature a volunteer in our local group.
It is fine to e-mail news to Mimi. She however cannot open attachments unless it is a picture so text should be copied to e-mail.
Joan will cover the LAUGHS festival and take pictures. This will include the VASA tents, tellers, volunteers, and M. C.s.
Judith Onesty will serve as guest editor for the August/September edition of the newsletter.
The Calendar in the Newsletter should include attractions for the general public. Reports on past events can include those things not open to the public.
Mimi and Rocky announced their 25th wedding anniversary celebration to be held on June 26 at 7P.M. This will be a storytelling celebration-love, marriage, or courtship. There will be cake and toasts.
Non-profit status:
Les reported he was moving ahead although he had been unable to get in touch with the attorney. However, he needs committees to begin working. Donna reported that she has an EIN number so he will not need to do that. The application fee for nonprofit is $150. An attorney will have to do the articles of incorporation. However, we need to have by-laws before we can file for incorporation. He suggested we have them in draft form by the next meeting. He will ask Linda Goodman to work with him on the 1023 and Donna on the year end statement. Forms can be downloaded.
Pete, Les, Linda, Jane, and Joan will work on by-laws. Les will set the meeting day and let everyone know.
Directory:
Rhonda is continuing to work on a VASA directory.
VASA administrative structure:
Les reported that offices are necessary for the bylaws. After discussion it was the consensus of those meeting that we would be called the Board of Directors. Terms of officers will be two years. This first term will be three years including this year. The officer's terms will be staggered so that not everyone will be new in the same year. It was also suggested that there be a president-elect. There was also discussion that there be regional representation to the Board and an executive committee. We also need an audit committee. All of the suggestions will be taken into consideration as the by-laws are written.
L.A.U.G.H.S .Festival report:
M. C. s for the VASA tents will be Lynn Ruehlmann, Donna Will, Megan Hicks on both Sat. and Sunday. There is still a need for volunteers for the VASA booth. The booth will have memberships flyers and forms, t-shirts and totes, and newsletters and information about Tellabrations to be held in VA.
There was additional discussion on contents of the booth. Elizabeth and Megan will work on flyers with information about the VASA tellers at LAUGHS. Elizabeth Hensley will also have a display of pictures of the VASA tellers. Judith Onesty offered a freshwater pearl necklace for a drawing. . Joan will use e-mail to contact the membership asking for volunteers to manage the booth. Their names must be submitted by the beginning of June to have a day's pass to the festival for their work in the booth.
Additionally, Laura reported that for every $150 in ticket sales a person could earn a fee day pass to the festival. If a person was to sell $200 in tickets they could get a ticket for the evening concert.
Report of the Gathering 2001 in Williamsburg:
Pete gave a report of the Gathering and a synopsis of the past four years.
Jane Crouse reported that the Richmond group, Tell Tales Hearts, would like to sponsor the Gathering in 2002. They had been in touch with the Glen Allen Cultural Arts Center and Larkin Brown, the director. He would like to combine the storytelling festival the Center sponsored this past year with our Gathering. Our responsibility to the Center will be 10% of the conference fee and the door charges for the Sat. concert. He would also like to look at long term sponsorship.
After lengthy discussion on who would hire and pay tellers, who would have reign over the Gathering, it was moved by Margaret Chatham and seconded by Ralph, that the Tell Tale Hearts move ahead in their discussions with Larkin Brown for plans in the next two years. In 2002, the Gathering is set for March 7.
Old Business:
It was suggested that VASA meeting move throughout the state and that different areas sponsor the meetings. It was also suggested that each regional group sponsor a storytelling event on the day of the meeting to make the meeting more attractive to those who have to travel. The event could feature the regional tellers. Arrangements might also be made for reasonable accommodations at an inn in the area with meals at a local restaurant.
New Business:
Les Schaffer suggested that we all contemplate ways of increasing our cultural diversity within the group.
Next Meeting:
July 21, 2001, Richmond, VA at the Glenn Allen Cultural Arts Center - 10:30 A.M.
Respectfully submitted,
Joan Swift, Secretary