I.B.M. Ring 362
Dr. James William Elliott Ring
Bangor, Maine

Minutes of July 2006 Meeting
July 16, 2006

The July Meeting for I.B.M. Ring 362 was held at the Sebasticook Valley Community Center (SVCC) in Newport at 2:30 pm on July 16, 2006. The theme of the meeting was Tarbell Night. The meeting began with a half-hour teaching table by Wes Booth, followed by member performances. Please see the Ring Report for details of the performances.

President Alan Drew called the meeting to order. Sergeant At Arms Geoffrey Miller explained that because our Bylaws require that meetings be run by Robert's Rules of Order, meetings run by informal and undefined rules are inappropriate and may even endanger our status as a nonprofit organization. He showed a set of simplified Rules of Order that have been made available as a PDF on the Ring's web site, and explained that we would run meetings by these rules in the future, with the exception of allowing some discussion of a subject prior to the formal presentation of a motion.

The agenda for the meeting had been made available in advance, and Alan called for the adoption of the agenda, which was approved without amendment.

The minutes for the June meeting, and the Executive minutes from the April meeting, were approved without amendment.

Treasurer Randy Von Smith reported income of $800 from the All-Star Magical Revue, and reimbursed some members for expenses incurred in the conduct of Ring business. He did not have exact figures available, but reported that the Ring Treasury is now firmly in positive territory.

In Old Business, Randy reported on incorporation. The application for incorporation was returned for some suggested changes: splitting one of the exhibits into three, and correction of a typographical error. Randy reported that this is fairly standard, and he expected to hear of the Ring's successful incorporation soon.

In Old Business, Randy reported on the Ring's first public show, the All-Star Magical Revue on July 4. Colin Capers of the Criterion Theatre was extremely pleased and has invited us back in the future. Several members reported on positive audience reactions that they had heard immediately after the show or in the days following. There was a brief discussion of ideas for next year's show on July 4, including the idea of advance ticket sales, and incorporation of more local variety acts, possibly the MDI YMCA rhythmic gymnastics team. Members agreed that it would be a good idea to keep the topic alive informally well in advance of July 4, 2007.

In Old Business, Randy noted that our Policy and Program Manual lacks a section on Substance Abuse. He discussed the harm that could come to the Ring both legally and to the image of magic and the Ring if members were found to be abusing alcohol or nonprescription drugs at a Ring event before the public. A motion was made to have Randy draft a policy on Substance Abuse to be inserted in our Program and Policy Manual; the motion passed unanimously. Randy will prepare the written section for approval at a future meeting.

In Old Business, Brother Don reported that the Friar's Bakery is available for Charter Night. Alan Drew reported no response from Territorial Vice President Bob Nixon on his availability for Charter Night, and will continue to look into the possibility of a guest from the International office of the I.B.M. A motion was made to encourage formal or professional attire for Charter Night, for a possible Banquet, and similar functions. The motion carried.

In Old Business, Brother Don reported that because he is unable to provide adequate proof to the State of Maine that he is authorized to withdraw funds from the Treasury of now-defunct I.B.M. Ring 196, it is likely that the remaining funds, amounting to several hundred dollars, will be sent to the International office. Alan Drew will look into the possibility of having those funds routed back to Ring 362 once the International office has received them.

In Old Business, Wes reported on planning for the public show at the SVCC on September 16. He explained that a target of $500 - $600 income for the SVCC would be fair compensation for our past and projected use of the facility. There was some discussion of the format of the show. The carnival format that had been discussed informally prior to the meeting was suggested as appropriate for a Ring fundraiser, but too complicated for this event. After a bit of discussion, this emerged as the consensus view. Wes made a motion to organize the show as a straight magic show of 40 minutes performance, 20 minutes intermission, and another 30 minutes of performance. The motion passed. Possible names for the show were proposed; Cavalcade of Magic emerged as a favorite. It was moved that this be the name of the show, and the motion passed. There was some additional discussion of details of the show, and the discussion closed with the consensus view to leave decisions about details in the hands of the subcommittee chairs and the SVCC. There was also some sentiment to look at alternatives to the SVCC as a meeting facility in the medium-term future.

In Old Business, Carroll Chapman reported on possible venues for future public shows. The Messalonskee Performing Arts Center in Oakland requires $600 for facility rental as well as proof of insurance. The Lakewood Theater near Skowhegan has not returned calls. Carroll reports ongoing discussion with the Waterville Opera House. Paul Szauter outlined the approach that he had used with the Criterion Theatre, ruling out theater rental as impossible for a Ring with an empty treasury. Paul also ruled out a demand for a fixed amount of money for a performance, an approach used by established performers that places all the financial risk on theater management. The management of the Criterion Theatre agreed on a 50-50 split of the gate, an approach that gives both the Ring and the theater management an incentive to promote the show. Randy reported on his past experience partnering with other nonprofit organizations to perform tent shows for a volunteer fire department. This approach works well with a fraternal organization providing the tent, refreshments, and volunteers, and the Ring providing entertainment as a draw to the event.

In Old Business, Paul reported that the Bylaws call for nominations for office by October 1. There are two means of securing a nomination for office: a decision by the Board, and a petition signed by 10% of the membership (i.e., three members). The Board cannot present more than two nominees for each office, but additional nominees may be placed on the ballot by petition. Members wishing to be nominated for office should contact the Secretary prior to the September 16 meeting, or if they prefer, submit a petition signed by at least three Ring members prior to October 1.

In Old Business, Alan Drew reported on the Parlour Magic Contest. The rules for the contest have not yet been developed. Alan referred to "standard I.B.M. rules," which he explained to mean the sample rules provided in the Policy and Program Manual template that can be downloaded from the web site for the International Brotherhood of Magicians. He explained that there would be two modifications of these rules; first that the time for each act would be no more than eight minutes rather than ten, and second, that there would be an award for originality. Alan went on to describe the awards and implied that he would endow the contest, but did not donate funds or provide a name other than "Parlour Magic Contest." He suggested that the contest might be held in November, which by the proposed rules would require that the Contest Chair be named at the July meeting (four months in advance). No Contest Chair was named.

There was no New Business.

With no further business at hand, a motion was made to adjourn the meeting. The motion passed unanimously.

The "standard contest rules" which Alan proposed for the Parlour Magic Contest are appended. The change from ten to eight minutes has been made. In the opinion of the Secretary, these rules will require further modification to suit the proposed contest.

Appendix: "Standard" Contest Rules

Contest chairs will be appointed four months before the events.

Contests will have two categories, junior (less than 18 years) and senior divisions.

Contestants must be members of Ring in good standing with dues paid for the current year. Performer's assistants need not be members of the Ring.

The first place winners of the previous year's contest are not eligible to compete within the same division the following year; however, they may perform an act at the contest show and have their performance evaluated by the judges if time permits. This option is at the discretion of the Contest Chair. Judging criteria outlined will be applicable to both stage as well as to close up contests.

The minimum number of judges required to constitute an official judging panel is three. The panel will be guided by a Chair appointed from within the panel.

The judges will evaluate the performance(s) on the basis of criteria that follow.

There will be a timer who is responsible for timing each performer and establishing that the performance did not exceed the maximum of 8 minutes. Penalties will apply if such was the case.

There must be a minimum of two performers in a category in order to hold a contest. Should there be less than two performers for a contest, no plaque will be awarded for ranking, instead entrants will receive a certificate of merit for participation. However, if the minimum number of performers are not present, those who are present will be given the opportunity to perform. In order for plaques to be awarded, there must be a minimum of two performers within a category. There must be at least three performers in a category to establish a first and second place ranking. There must be at least four performers in a category to establish a first, second and third place rankings.

Performers are required to sign up for contests no later than one week prior to the event. Those signing up for performances will not be informed of who else is signed up to perform until after the sign up cut off date. Last minute entries, (day of the event) will not be allowed.

At the discretion of the contest chair, a contest review workshop will be conducted following the contest. Contestant participation in the workshop is voluntary, however it is strongly recommended. Present at the workshop will be the judging panel as well as other Ring members. The purpose of the workshop will be to provide the performers an opportunity to view their performances if taped, to discuss how they were judged with the judges, and to learn from the experience. This approach also provides performers an opportunity to render suggestions to the judges as to how judging criteria can be improved for future events.

Sufficient time between acts will be provided to allow the judges to adequately evaluate and rate each performance and to provide appropriate comments. The MC at a contest, will be prepared to occupy the audience between acts and while the judging sheets are being completed.

Appearance: Personal appearance, with emphasis on costuming, apparel and grooming. The contestants costume shall be appropriate to the act.

Stage Craft: The appearance and handling of the apparatus, special lighting effects, use of the microphone as well as stage technique, movement on stage, use of stage space, etc.

Stage presence/Audience appeal: Was the contestant comfortable, at ease and confident? Was the performer able to hold the audience's attention? Does the contestant control the show?

Ability and Technique: The dexterity and extra skill used in performance. Was the audience surprised? Was the technique concealed in the delivery or by the use of misdirection? Where there any errors or flashes? How well did the performer handle technical difficulties or mistakes?

Presentation: Was the act routined? Was there a theme or continuity to the program? Choice of material, handling of the props, and/or assistants, use of the available stage space?

Entertainment Value: This is the most important of all the qualities because a performer could be "Perfect" in all other criteria and fall short on having an entertaining act. Was the reaction spontaneous and/or prolonged? Was the response appropriate to the situation?

Originality: Was there originality in effect, method, or presentation? Covers standard as well as novelty presentations, new principles, concepts, or ideas displayed in the act.

Time: One ranking point will be deducted for each 30 seconds above the performer's allotted eight minute maximum.

Rating Method: Contestants will be evaluated individually, in each of the above categories using a 10 point rating system as follows:

1. Bad
2. Very Poor
3. Poor
4. Mediocre
5. Fair
6. Good
7. Very Good
8. Excellent
9. Outstanding
10. Perfection

Multiplier: Scores in each category are muliplied by a multiplier to achieve an overall score. Those mulipliers are:

• Appearance (x 1)
• Stage Craft (x 2)
• Stage presence / Audience appeal (x 2)
• Ability and Technique (x 3)
• Presentation (x 4)
• Entertainment Value (x 5)
• Originality (x 2)
• Time (x 1)

Judges should offer constructive commentary to entrants, give them feedback of what, in the judges estimation, the entrant did well or not so well and explain the scoring given. The post event workshops provide an opportunity to expand upon comments made during the contest.