These are the minutes of the Sambão Board of Directors meeting
held at Brad Hamilton's house in San Jose, Wednesday August 14,
2002, from 8:20 to 9:50 PM.
 

Present were:
 

Behfar Bastani
Glenn Evans
Brad Hamilton
Nicole Marinkovich
Christelle Mounguengué
Ted Syrett
 

Glenn called the meeting to order at 8:20 PM.  The minutes of
the previous meeting had been distributed earlier via email
and posted on Sambão's web site.  The minutes were accepted
as posted, with one correction: the name of our Tapestry in
Talent contact is Jim Holderegger.
 
 

Old Business
 

1.  Event coordinator
 

Brad observed that he is doing it all at this point.  We have
procedures and policies and we're following them.  Glenn noted
that we want gigs that bring money into Sambão's treasury, and
that we're not yet in a position to pay individual contributors.
Brad asserted that he has limited time and energy to devote to
the administrative side of Sambão, and that this is a separate
issue from what Sambão may pay him for leading the Bateria.
 

A goal of two gigs a month was agreed upon.  It was also agreed
that we need to publish our policies.  Finally, we need a policy
stating the minimum we are willing to accept for gigs of various
types under normal circumstances.  For example, for a one-hour
show with our dancers and bateria, we should be paid $600.  For
a private party, with fewer dancers and a smaller bateria, our
minimum would be $300.  There was no formal motion to make these
figures official, but we seemed close to a consensus.
 
 

2.  C.R.E. União Brasileira events (formerly "morale building")
 

Brad reported that we are confirmed for two gigs at CRE with
Sambosseros, Friday Oct. 4 and Saturday Oct. 26.  The Saturday
night event will be a Hallowe'en party.  The deal is that CRE
gets the bar proceeds and we get the door receipts.  We must
staff the doors and do publicity.  The door charges are:
 

                 Oct. 4       Oct. 26
                --------     ---------
CRE members      $5.00         $8.00
 

non-members      $8.00        $10.00
 
 

3.  Upcoming events
 

Brad agreed to handle internal publication of events,
scheduling of entertainment other than Sambão's dancers,
and delivery and setup of the sound system.  We need
volunteers to cover publicity, staffing the door, and
decorations:  Brad can tell people what decorations we
have on hand from prior events.
 

Besides the CRE events noted above, we have the Festival
of Yemanjá in Santa Cruz on Sunday Sept. 15, and the
Cañada College Olive and Arts Festival on Saturday Sept.
28.  Nicole said she would talk to Cristina about how
the dancers would participate in these events.  Nicole
also said she's uncomfortable with the idea of recruiting
more dancers under the current circumstances.
 
 

4.  Financial matters
 

Glenn passed around a ledger showing what he has been
able to reconstruct of Sambão's recent income and outgo.
Bottom line is that our treasury is essentially empty,
hence we urgently need the revenue from CRE fundraisers.
In Craig's absence, the intention of having Craig open
a P.O. box to which the bank statements could be mailed
remained as an open item.
 

Glenn's ideal organizational model for Sambão continues
to be a three-person paid staff, i.e. Dance Director,
Bateria Director and Event Coordinator.  Of course, this
cannot be realized until we have funds to pay these people.
To that end, Glenn is working on grant applications with
a goal of obtaining $50,000 per year (although we will
be happy with whatever we can get, starting out).
 
 

5.  Guidelines for cooperation with other groups
 

This item was revived in the context of money for paying
gigs.  The question is, what guidelines do we have for
splitting payments with other groups, specifically with
Sambosseros?  The sense of the meeting was that we need
to be flexible since circumstances vary so much from one
opportunity to the next, but that we still need a policy
such as a 60-40 split after an initial fee (for example)
such that, if an offer is as good as this or better, our
representative in the situation can accept without having
to consult the Board.  This item was held over for more
discussion at the next meeting.
 
 

6.  Sambão legacy references on BCA's web site
 

Beicola has agreed in principle that the references should
be cleaned up, and before leaving for Brazil in July, said
he was willing to have Ted help remove them.  Ted took an
action item to follow up with Beicola on this.
 
 

7.  Navigation of our web site
 

Nicole agreed to put, on Sambão's home page, a link to
Brad's Bateria page, marked "Bateria members".  She also
agreed to link to Glenn's site when he has something to
link to.  Somehow the issue of having Cristina as our
primary contact on gigs was overlooked.
 
 

8.  Redwood City parade results, and a place for awards
 

Ted showed that our prize certificate now has Sambão's name
and logo imprinted on it so that it is suitable for framing.
Ted took as an action item to follow up with the Mountain
View Rec. Dept. about a suitable place to display Sambão's
awards.
 
 

9.  S.F. Carnaval 2002 awards ceremony
 

Glenn reported that this will probably not happen until
after Brazil camp.
 
 
 

New Business
 

1.  Grant requests
 

Glenn issued a call for help with his grant-writing project.
 
 

Next Meeting
 

We agreed to meet again at Brad's house on Wednesday, Sept. 4,
2002, at 8:00 PM.

The meeting adjourned at 9:50 PM.