2002 ANNUAL MEETING MINUTES

The Annual Federation Meeting was convened at 5:36 p.m. on Saturday, January 26, 2002, at the Ala Wai Palladium Ballroom.

1.   Attendance:  Federation Chairman, Vice Chairman, Treasurer, Secretary and Festival Chairman.  The following clubs were represented:  High Hopes, Pali Twirlers, Square Wheelers, Rainbeaus & Belles, Hi-Lo Plus and Tsunamis.

2.   Minutes:  The Minutes of the December 28th 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.  David reported that low registration at this year's Festival has made it necessary to use some of the Federation's reserves to meet costs.  He explained that after taking into account liabilities and accounts receivable, the total Federation assets at the end of the fiscal year on January 31 will amount to $1,447.24, approximately $1,000 less than at the same time last year.  A checking register report showing cash flow was submitted.  The Treasurer's Report was accepted as submitted. 

4.   Committee Reports: 

       a.  2002 Hawaii State Festival:  Tim Voss reported that the Festival seems to be going well with no complaints so far.  As of December 22nd there were 132 officially registered, however, more have registered at the door and it is expected that others will attend tonight's dance.  Approximately 50 are local registrants with 6 dancers from the Big Island, 4 from Maui, and 100 from the mainland, about 50+ short of last year's attendance.  A further analysis will be presented at the next meeting after all figures are in.  Airfare and hotel for the three callers and one cuer has averaged approximately $750 each, and they were given complimentary admission to the special events.  He suggested that next year we reserve only one hall and scale down the callers to one or two, similar to the Maui and Big Island Festivals.

       b.  Reports on Festival Special Events:  All the special events so far have been profitable and a full financial report will be made at the next meeting.

                  (1) Square Wheelers:  David reported that 76 dancers attended the Aquarium Adventure and all seemed to enjoy the event.  The evening was beautiful and the event was a success.

                  (2) Pali Twirlers:  The Luau by the Bay was very successful with 74 attending.  Again, the hula halau received a standing ovation, the food was excellent, and everyone enjoyed the dancing.

                  (3) Hayseeds:   90 attended the pre-festival dance on Wednesday night and everyone seemed to have a good time.

                  (4) Tsunamis:  Tim reported that 42 have signed up for the cruise on Sunday morning so far and he expects to break even.  The fact that the Star of Honolulu no longer goes to Pearl Harbor has caused some complaints among those who have signed up.

5.   Correspondence:  Nothing of significance.

6.   Old Business:

      a.  Federation Insurance:  Dave reported that our current insurance has been extended to Feb. 19 to give us time to select a suitable insurance carrier.  However, most mainland carriers do not cover Hawaii and it now appears more practical to retain our current carrier in spite of the increased rate, which has gone from $800 to $1000 per year.  After discussion, it was moved, seconded, and unanimously carried to retain our current insurance carrier.

      b.  Club dues:  Henry referred to discussions over the past year regarding the increase of club dues to meet fixed Federation Expenses, which amount to approximately $1200 per year.  With the demise of the Hayseeds and U-Turners we are down to 9 clubs and some are members of more than one club.  This makes it unrealistic for the clubs to assess each dancer individually.  The Federation Liability Insurance costs approximately $5 per year for each member.  The additional administrative costs of the Federation raise costs to approximately $8 per person for the year.   After discussion, it was moved, seconded, and unanimously carried to increase club dues to $100 for each club.  The Federation Chairman will correspond with each club President to discuss the need and explain the allocation of the dues. 

7.    New Business:

      a.  Discussion of Future Festivals:  Because of our declining numbers, Tim suggested that in the future a scaled down Festival be considered with only one or two callers and one cuer, perhaps just one hall, and fewer special events.  Before a decision is made regarding next year's Festival a scaled down budget will be formulated, based on this year's expenditures, and this subject will be discussed at the next meeting.

      b.  Renewal of BMI and ASCAP Licenses:  BMI and ASCAP licenses will be renewed.

      c.  Election of Officers:  The Chair announced the annual election of officers and asked if anyone present would be interested in accepting a Federation office or had anyone to suggest who might be willing to accept an office.  After receiving no response Henry presented the following slate of officers to serve for the ensuing year:

                      Chairman:          David Lemon

            Vice Chairman:           Douglas Warne

                      Treasurer:          Henry Staehle (temporary)

                      Secretary:          Janet Granich

           After discussion, the above slate of officers was unanimously accepted to serve during 2002.

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.   Maui Mixers:  Dave Fullaway reported that Bill Peters is conducting a class for new dancers on Tuesday nights with nine students.  At the Maui No Ka Oi dance in April, Elmer Claycomb will be calling along with Bill Peters.

      b.  Big Island:  Deed Reimer reported that the next dance planned will be the St. Patrick's Day Dance on March 16-17, to be held at the U.H. Cafeteria in Hilo, with Don Wood from Washington, calling.  On Saturday night, a $15 full-course, subsidized meal from a fine restaurant will be offered for only $10.

      c.  Pali Twirlers:  Nothing to report.

      d.  Federation:   The Federation will host a special dance for cruise dancers from the Norwegian Star on February 2, from 7:00 to 9:30 p.m., at the Ala Wai Recreation Center.

9.    Next Meeting:  The next meeting will be held on Friday, February 22nd at 7:00 p.m. at the Red Hill Community Center.

10.  Adjournment:  The meeting was adjourned at 6:30 p.m.

Respectfully submitted,  

Janet Granich, Secretary