NOVEMBER 30, 2001 FEDERATION MEETING MINUTES

The November Federation Meeting was convened on Friday, November 30, at 6:30 p.m., at the Red Hill Community Center.

1.   Attendance: Federation Chairman, Vice Chairman, Treasurer, Secretary and Festival Chairman.  The following clubs were represented:  Hayseeds, Pali Twirlers, Square Wheelers, and Tsunamis.

2.   Minutes:  The Minutes of the October 20th meeting were reviewed.  No corrections were noted and the minutes were accepted as submitted. 

3.   Treasurer’s Report: The Treasurer’s report was distributed for review.  The balance in checking as of 11/30/01 was $2,891.70, and in savings $1,585.43, for a total of $4,477.13.  Total assets as of 11/30/00 were $5,532.32, a difference of -$1,055.19 for this year.  Also reported was a liability to Outrigger Travel of $625.60 for cuer Chunka's travel.  The Treasurer's Report was accepted as submitted.  Dave noted that $800 in deposits has been added during the past week from festival registrations.   A cash flow report and transaction report were also submitted.

4.     Committee Reports: 

       a.  2002 Hawaii State Festival:  Tim Voss reported nothing of significance since the last meeting.  He deferred to the registrar who stated that a group of six dancers from Australia, and several from Texas and Canada have brought the current registration up to 67, plus six expected from Outrigger Travel, making a total of 73.  This is approximately the same as last year at this time.  He noted that a number of registrations have been on "early bird ($25) forms" apparently obtained at last year's festival (Official registration is $30).  It was agreed to accept these forms since early bird forms are not valid after November 30.  Flyers and Registration Forms with covering confirmation letters should be mailed to those Early Bird registrants during the next week so that they may select the special events they wish to attend.

      Henry reported that he has authorized Hans of Outrigger Travel to confirm the "package" for callers Kramer and Davis. However, to prevent any misunderstanding, he will verify that this has been done and that it includes both room and airplane reservations.  It was noted that the third caller, Bob Van West, should be contacted immediately to explain our financial situation and give him a specific date on which we will either confirm or cancel.  Tim will take care of this matter.

      The question of Beverly Chunka's airfare was discussed.  Henry will check the original contract for the wording to see whether the agreed amount was for the "equivalent" of the lodging or the full airfare.

      b.  Reports on Festival Special Events:

                  (1) Square Wheelers:  David reported nothing new at this time.  He said that the Aquarium had called and he had confirmed that the Square Wheelers still plan to hold the Aquarium Adventure. 

                  (2) Pali Twirlers:  The Pali Twirlers are again planning to host the luau at Heeia State Park on Tuesday evening with a local hula halau entertaining.  The cost of admission is $30 with round trip mini bus fare at $8.

                  (3) Hayseeds:  The Hayseeds will host the Wednesday night Trail-in dance at the Ala Wai Ballroom at a cost of $5.00.

                  (4) Tsunamis:  Tim reported that plans for the post-festival cruise have changed as a result of the events of September 11 because a tour of Pearl Harbor is no longer permitted by the Navy.  Instead, the cruise will consist of a luncheon cruise of the Waikiki shoreline from 10:00 - 2:00 p.m., with whale watching and dancing aboard.  Cost is $50.00.

5.    Correspondence:  Letter received from Irene Ferreira regarding our insurance.  She was given a new membership count and will proceed to solicit new  quotes on the Federation’s Liability Policy.

6.     Old Business:

      a.  Festival Volunteer Schedule:  Henry reported no activity regarding the Festival Volunteer Schedule.  Volunteers are needed for hall decoration on Thursday afternoon, evening set up, water service, nightly clean up,  and to man the halls during lunch and dinner breaks because of the callers' expensive equipment.  The Saturday night cleanup will be the responsibility of all Hawaii dancers.

      b.  Festival Marketing Initiatives.  David reported that he has sent out 134 invitations to various Web Sites and has received about six replies.  No one has actually sent in money, but several have indicated an interest in attending the festival.  There are 344 Web sites and anyone interested in sending out invitations can contact David at dlemon@inix.com, or 456-8465.  Henry will contact the Hawaii Visitors Bureau to find out what brochures and "freebie coupons" will be available to stuff into our program packages.  He will arrange for pickup in mid-January.

      c.  Equal Access to Public Park Facilities:  David reported that since meeting with the Department of Parks and Recreation attended by 7 representative square dancers, he has met again with them in an effort to persuade them to provide fair and equitable access for all groups and organizations requesting use of the Ala Wai Golf Course Ballroom.  Although they claim to have complied with most of our demands, they refuse to document  how many requests or who have been turned down for use of the Ala Wai Ballroom.  Since nothing has been done to alleviate the situation of the ballroom dancer's clubs exclusive use of the Ala Wai Ballroom, the  Policy Board has suggested that we file suit. 

7.    New Business:  None   

8.   Club Reports/Events: Future events are listed on the Web Page, recorded on the Hot Line, and printed in the Coming Events Flyer (remember, written or e-mail notes are requested to ensure accuracy).

       a.   Pali Twirlers: The Pali Twirlers will be hosting a Christmas dinner and dance at Pohai Nani from 6:30 p.m. - 9:30 p.m. on Thursday, December 20 at Pohai Nani.  All square dance members are invited to attend.  Contact Doug Warne for reservations.

       b.  Slewfoot Promenaders: The Slewfoot Promenaders will be holding their second annual Christmas Dance on December 17 at 7:00 pm. with Bill Yoeman calling.

       c.   Square Wheelers:  The Square Wheelers will hold their annual Toys for Tots dance on December 16.  Pre-rounds 6:30, club dance 7:30 - 9:30 p.m.  Admission is a new unwrapped toy, $5 or more value.  Their annual Champagne Brunch will be held on Sunday, December 23, at the Hale Koa Hotel Sunset Lanai at 9:30 a.m.  $21 advance reservations are required.  Optional $10 gift exchange.  Contact Kim at 943-0120.

9.    Next Meeting:  The next meeting will be held on Friday, December 28th, at 7:00 p.m. at the Red Hill Community Center.

10. Adjournment:  The meeting was adjourned at 7:00 p.m.

Respectfully submitted,  

Janet Granich, Secretary