January 29, 2000 Annual Meeting Minutes

The Annual Federation Meeting was convened at 5:30 p.m. on Saturday, January 29, 2000, at the Ala Wai Palladium.

1.     Attendance:  Federation Chairman, Vice-Chairman, Secretary and Treasurer.  The following clubs were represented:  Hayseeds, High Hopes, Lava Klinkers, Maui Mixers, Pali Twirlers, Square Wheelers, and Tsunamis.  Total Federation members and guests attending:  15.

2.     Chairman’s Opening Remarks:  David Lemon announced that he planned to relinquish the chairmanship after three years of service on the Federation Executive Board, one year as Secretary and two years as Chairman.  He noted that accomplishments during his term of office include rewriting the Constitution and By-Laws, establishing a Federation Web Page, publishing an updated address book, and completion of efforts to create the Royal Aloha Medallion designed by Gene Gelfo.  We now have 100 medallions on hand.  Additionally, the books have been balanced for two years and taxes due the IRS and the State of Hawaii are paid up to date.  He said that the Federation is in good fiscal and administrative condition, and a well-managed Festival is in progress.

3.    Minutes:  The Minutes of the January 2000 meeting were reviewed.  No corrections were noted and the minutes were accepted as presented.

4.    Treasurer’s Report:  The Treasurer’s Report was distributed for review.  The balance as of January 29th is $14,686.09 in checking and $1,837.08 in savings for a total of $16,523.17.  Funds are currently being held in escrow for club Festival activities and will be returned to the clubs at the end of the Festival.

5.     Committee Reports:

a.  Advertising:  No report.
            b.  Social Calendar:  Henry Staehle reported that a Social Calendar was published at the beginning of January.  A few errors and changes have been reported and a new calendar will be issued in the near future.
            c.  Festival Chairman:
                 (1) The Festival Chairman reported 344 Registrations for the Festival (286 were dancers and the remainder were non-dancers).  Additionally, there were more than 50 one-day registrants.  Special event registrations were as follows: 120 for the Polynesian Adventure; 151 for the Luau on the Bay; 185 for the Wednesday night Trail-in Dance; and 115 for the Whale Watching Cruise Dance.
                (2) VIP Transportation is providing excellent service with the owner on site each evening to make sure everything runs smoothly.  1,037advanced trips were sold.
            d.  Media:  Anne Morgan issued media press releases to all television and radio stations, and the daily and weekly newspapers.  Only one television station (Channel 16) covered the Festival activities Saturday night.  It was suggested that pictures be furnished, but none were available.  It was noted that we should establish archives to draw from in the future.
            e.  USA West Reps: The next USA West convention will be held in Casper WY in August.  Forms are available from David or Tim.  Anyone planning to attend is requested to contact the Chairman to carry application forms for the 2001 Hawaii Festival.

6.    Correspondence:

a.  BMI and ASCAP licenses have been renewed at a cost of $175.  These licenses are required to play recorded music for the annual Festival and must be renewed each year.
            b.  Insurance:  Our insurance has been renewed at a cost of $807.50, an increase over the previous year of $210.  This insurance entitles dancers to medical insurance up to $2,000 and $1-million in liability, but does not provide for protection from lawsuits filed by Federation members.

7.     Old Business:
            a.  New Constitution and Bylaws:  The new Constitution & By-Laws were mailed to all clubs in December requesting their approval. 12 clubs voted to accept the new Constitution, one approved with an exception, one disapproved without comment.  Based on 12-2 approval, the Constitution and By-laws were approved and future changes thereto will be by amendment.  Any future proposals for amendment should be submitted for approval in accordance with the new Constitution.
            b.  Royal Aloha Medallion: Medallions are now available to the general membership, and the first presentation will be made at tonight’s dance.  Requirements are: attendance at two conventions in a three-year period, and attendance at two dances on the Big Island and one special dance on Maui in the same three-year period.  Qualification may be self-certified.  The cost of the medallion is $4 apiece, which is divided equally between the Federation and the recipient.

8.     New Business:  None

9.     Election of Officers: (Note:  Under the new Constitution everyone attending the Annual Meeting has a vote.)

a.  By unanimous vote, the following slate of officers were elected to the offices indicated to serve for terms as shown:

                                Chairman:  Henry Staehle (two years)
                                Vice-Chairman:  Doug Warne (one year)
                                Treasurer:  Proctor J. (Gil) Gilbert (three years)
                                Secretary:  Janet Granich (one year)

10.  Club Reports/Events:  (Reminder:  written notes are requested to ensure accuracy)

a.    Square Wheelers St. Valentine’s Day Dance at McCoy Pavilion – Sunday, February 13
            b.    St. Patrick’s Day Festival, Hilo – March 17-19
            c.    Diamond Heads ‘N Sides Spring Fling, Ala Wai Palladium - March 31
            d.    Maui No Ka Oi Festival, April 27-30 at the Wailuku Community Center
            e.    USA West Convention: Casper, WY – Aug. 9-12

11.   Adjournment:  The meeting was adjourned at 6:15 p.m.  The next meeting will be held on Sunday, March 5, at 3:00 p.m. at the Kahala Recreation Center.

 

Respectfully submitted,

Janet Granich
Federation Secretary