THESE MINUTES WERE APPROVED AT THE FEDERATION MEETING
ON OCTOBER 14, 2007
FEBRUARY 25, 2007, MEETING MINUTES
The meeting was convened at 5:00 p.m., Sunday, February 25, 2007, at the
Ala Wai Ballroom.
1. ATTENDANCE: Officers: Co-chairmen Henry Staehle and
Wilma Seeman, Vice Chairman, Treasurer, and Secretary. The following
clubs were represented: Pali Twirlers, Square Wheelers, Hayseeds,
Tsunamis, and Paradise Shufflers.
2. MINUTES: Co-Chairman Henry Staehle asked for
additions or corrections to the minutes of the January 14, 2007,
meeting. There being none, the minutes were approved as presented. Wilma
Seeman presented minutes of the October Federation meeting, held during
the Hot Foot Stomp Festival on the Big Island. These will be approved at
the next meeting after officers have had an opportunity to read them..
3. TREASURER’S REPORT: The Treasurer reported that as
of January 31, 2007, the Federation’s net worth after payment of
Festival invoices is $12,956.26. The balance on hand as of January 31,
2006, was $11,371.86. The Treasurer’s Report was accepted as presented.
A comparison of the 2007 Festival budget vs. actual expenses was
distributed. The budget was based on 212 attendees and expenses
estimated at $4,278. Actual attendance was 209 and actual expenses
amounted to $4,479. The Treasurer reminded club representatives that
dues are due.
4. CHAIRMAN’S REPORT: Henry noted that this year for
the first time one person had assumed the responsibility of Federation
Chairman, Festival Chairman, and Registrar and stressed that someone
must be found to accept Festival Chairman. He presented a written report
covering the three positions.
5. CORRESPONDENCE:
a. California Square Dance
Convention: Henry said he had received an e-mail from the California
Square Dance Convention asking us to place an ad for our next Festival
in their publication, which comes out in April. After discussion, it was
moved, seconded and unanimously carried to place a full-page ad in their
publication for the amount of $60. Mike said a free announcement will
also be appearing in the Petticoat Junction publication under their
Coming Events listing.
6. OLD BUSINESS:
a. Domain Name: Brenda noted that she
has not yet received an invoice for payment of our domain name, but will
pay it as soon as it is received. Last year it was paid in March.
b. Coming Events Calendar: Willie
distributed a new Coming Events Calendar and said that she is feeling
better and will continue to prepare the Coming Events Calendar.
c. Proposed bonus: The proposal for a
bonus to callers and cuers based on low attendance was withdrawn since
Festival attendance was close to that anticipated in the budget.
d. Insurance: Henry presented an
invoice from our insurance company in the amount of $988 which is
approximately $100 more than last year. It was noted that no claims have
ever been made against our insurance.
e. Club rebates: Henry said that club
rebates of 30% of the profits from special events were instituted as an
emergency measure in 2002 because of the Federation’s dire financial
situation at that time. However, after evaluating our current financial
situation it has been proposed that the rebates be eliminated for the
time being. It was moved, seconded, and unanimously carried to
temporarily suspend the requirement that clubs donate to the Federation
30% of their net profit from Festival special events. This matter will
be addressed again in the future should the need arise.
f. Discussion of Election of
Officers: Henry noted that some of the board members indicated that they
felt it was not made clear at the Annual Meeting that some of those
elected were filling out terms to which they had previously been elected
or were filling out the remaining terms of those who had resigned.
According to the By-Laws officers are elected for staggered 3-year
terms. For clarification, the following officers were elected to fill
terms as follows:
Henry Staehle and Wilma Seeman,
Co-Chairmen (2 years remaining on 3-year term)
Barbara Tatsuguchi, Vice Chairman, (1
year remaining on 3-year term)
Janet Granich, Secretary (one year
remaining on Judy Bauckham’s 3-year term)
Brenda Powell, Treasurer (new 3-year
term)
7. NEW BUSINESS
a. Federation Constitution and
By-Laws: The question of whether the staggered 3-year terms of office
requirement was confusing as many elected officers do not complete their
term of office and appointments must be made to fill out their remaining
terms. After discussion it was agreed not to consider changing the
By-Laws at this time.
b. 2008 Festival:
(1) Budget:
Henry distributed a proposed budget for the 2008 Festival based on the
2007 Festival budget with minor adjustments and based on an attendance
of 210. He proposed that airfare be paid for both cuers’ wives because
of their participation in the workshops. He also recommended we again
include in the budget $25 a day toward a car rental for each Caller and
Cuer. After discussion, it was moved, seconded and unanimously carried
to approve the 2008 Festival budget with changes as noted.
(2) Caller
and Cuer Contracts: Henry submitted a sample contract, similar to this
year, for the Callers and Cuers in 2008. After discussion it was moved,
seconded and unanimously carried to approve the 2008 contracts for
callers and cuers and to include up to $400 each for Susan Sperry’s and
Linda Maisch’s air fare and $300 for rental cars for the 3–day festival.
Callers will be Dan Preedy and John Kephart and cuers will be Bill
Maisch and Larry Sperry.
(3)
Registration Fee Structure: Henry reported there were 59 one and two
night walk-ups, 21 on Saturday alone. This entails extra last minute
bookkeeping after registrations are closed. The total registration fee
is $30 and the current $10 per single night fee encourages dancers to
pay by the night instead of attending the entire program. He proposed
that the fee structure for one-night-only attendees be changed from $10
to $13/night or $25 for two nights. After discussion it was moved,
seconded and unanimously carried to change the fee structure from
$10/night to $13/night and $25 for two nights.
(4) Sunday
night dance: There was some confusion at the Sunday night trail-in dance
concerning who had paid in advance on their registration form. After
discussion, it was agreed that ribbons be included in the packet for
those who paid in advance for Sunday night..
(5) Monday
night: Mike asked if the Monday night before the Festival was open for a
possible event to be hosted by the Paradise Shufflers. Being told that
it was, he will consult with his club and get back to us.
9. CLUB REPORTS AND ACTIVITIES
a. Square Wheelers: Nothing to
report.
b. Pali Twirlers: Nothing to report.
c. Paradise Shufflers: Nothing to
report
d. Tsunamis: Melissa reported that
the Tsunamis have been inactive for some time and announced that the
club would be withdrawing from the Federation.
10. NEXT MEETING: The next meeting will be held on
Sunday, March 25, at 5:00 p.m. at the Ala Wai Ballroom.
11. ADJOURNMENT: The meeting adjourned at 6:05 p.m.
Respectfully submitted,
Janet L. Granich
Secretary
