FEBRUARY 25 ’01 FEDERATION MEETING MINUTES
The February 25,
2001 Federation Meeting was convened at 3:05 p.m., at the Red Hill
Community Center.
1.
Attendance:
Chairman, Vice President, Treasurer and Secretary. The following clubs were represented: Hayseeds, Pali
Twirlers, Square Wheelers, and Tsunamis. Guests:
Al and Yona Chock.
2.
Minutes: The
Minutes of the Annual Meeting held on January 27th were
reviewed. No corrections were
noted and the minutes were accepted as submitted.
3.
Treasurer’s Report:
The Treasurer reported a balance in checking, as of 2/25/01 of $1,400.01
and in savings of $1,374.19 for a total of $2,774.20. The balance on hand
at the end of last year’s Festival was $4,745.48.
This reflects a loss for the year of $1,971.28.
An Itemized Categories Report and a Transaction Report were included
in the Treasurer’s Report.
4.
Committee Reports:
a. Festival 2001:
Tim Voss reported that the 2001 Festival had experienced a loss of $1,516.
The budget had been based on last year’s attendance of 300, but only 185
attended this year’s Festival. He
said he felt the low attendance was due partly to the fact that the
National Convention is being held in Anaheim this year, which probably
diverted East Coast dancers away from Hawaii.
Also, there were no package tours by callers this year.
Next year two callers, Doug Davis and Ed Kramer, are pushing the
Festival and plan to bring groups with them.
b. Festival 2002:
Tim reported that contracts for callers and cuers have been signed, but
contain escape clauses in the event it is decided not to hold a festival
next year. A paper containing a list of subjects discussed by Festival
Committee workers at a meeting held on February 17 was distributed and the
following actions were taken:
(1)
Caller Contracts: In view of the loss incurred this year it was
suggested that the callers be alerted that it may be necessary to scale
back the festival or reduce the number of callers, based on projected
attendance. It was moved
and seconded that all callers be notified of this year’s financial
shortfall due to low attendance. After discussion, it was unanimously
agreed to table the motion until the March meeting, at which time the
matter will be discussed again. It
was also agreed that callers should be contacted by phone to explain the
situation and get their reactions.
(2) Special Events: Clubs need to decide before the next
Federation meeting on March 25 whether they will hold their respective
special events next year. It was moved, seconded, and unanimously carried that
each representative obtain a commitment from their club regarding whether
or not they plan to hold a special event next year. The March deadline is
mandatory due to printing and shipping commitments for the National
Convention.
(3) Festival Assignments: It was noted that the same committee
chairmen and workers participate in the festival each year.
Tim was asked to prepare a list of required jobs prior to the next
meeting. This list will be
presented to the clubs for volunteers.
It was agreed that if vacancies were not filled, a festival would
not be held.
(4) Registration Fee Structure: It was suggested that the
registration fee be changed to give a discount to Fed- eration members
whose club dues help contribute to the cost of the festival.
It was moved, seconded, and unanimously carried to discount the
Festival registration fee for club members to $20.00. The fee for
non-members will be increased to $30.00, and the early bird discount will
be dropped. However, clubs
should be reminded that the Federation gets its advertising funds from
early registrations. It was
also moved, seconded, and unanimously carried to leave the per-night
entrance fee at $10.00. The Federation will absorb additional expenses
incurred due to pre-registration forms having been distributed at the
Festival.
(5)
Rebate contract: The rebate contract between the Federation and the
clubs requires a rebate to the Federation of 30% of a club’s profits from
a special event to cover advertising and administration costs.
It also allows for a 30% rebate to the clubs from the Federation in
the event that a deficit is incurred.
After discussion, it was moved, seconded, and unanimously carried to
revise the contract to rescind the 30% rebate for club losses. Each club will be responsible to assure their event does
not incur a loss.
5.
Correspondence: Three
Festival critiques from mainland attendees and one letter critique from
John Gallagher were received. All
were generally complimentary about the 36th Hawaii State
Festival, but also all were critical of the one-hall combined mainstream
and plus dancing on Saturday night.
6.
Old Business:
a. 2001
Festival Special Events:
(1)
Polynesian Cultural Center: Dave reported that the event was a success with
45 attending and a profit of $380.00.
Rebate to the Federation was $115.
(2)
Luau by the Bay: The Luau was successful with 72 people attending. The
club’s profit was $406 with a $122 rebate to the Federation.
(3)
Wednesday night square and round dance: This dance was also successful with
85 people attending and a rebate to the Federation of $83.
(4)
Whale Watching Cruise: Tim reported that only 51 (4 callers) people had
attended the Whale Watching dance cruise and the Tsunamis had taken a $432
net loss. In accordance with
the contract between the Federation and the Clubs, the Federation rebated
the sum of $129.60 to the Tsunamis.
b. Renewal of BMI and ASCAP licenses: Both the BMI and
ASCAP licenses have been renewed.
c. Tax Exempt Status: Dave reported that he is
beginning to work on the taxes. Since
the Festival did not break even, there will probably be nothing to pay.
d. Club Rosters: Henry reminded club representatives to
submit their rosters so that the address book can be brought up to date for
publication before mid-year.
e. Club Dues: Henry
reminded club representatives that club dues of $50 for the year 2001are
now due.
7.
New Business:
a. Tenderfoot dance: Dave
reported that a Tenderfoot Dance would be held on June 3rd at the Ala Wai
Palladium to solicit new dancers. The
Square Wheelers have authorized $300 to fund advertising.
Classes will be on Sundays beginning June 10th from 6:00 – 7:30.
Andy has agreed to call. Yona
Chock offered to help out if Andy is not available.
b. Dancing at Aloha
Tower: Dave said that he has received permission from the Harbor
Department to hold dances at Aloha Tower to welcome the Cruise ships
hosting square dance groups. Two
dances have been scheduled, on April 25 and October 8.
More information will be forthcoming.
c. All Oahu Dance: The Square Wheelers and Hayseeds have obtained
permission to host square dancing every Sunday night at the Ala Wai
beginning June3rd. A dance
will be held at the Kapiolani Park Bandstand on those occasions that the
Ala Wai Clubhouse is not available. Clubs
desiring to host a special event at the Ala Wai on Sunday nights are
welcome to preempt the clubs with prior notice and advance coordination.
8.
Club Reports/Events: Future events are listed on the Web Page,
recorded on the Hot Line, printed in the Coming Events Flyer, and shown on
the Social Calendar (remember, written notes are requested to ensure
accuracy).
a. All Oahu Dance: March 11th hosted
by the Pali Twirlers. Round
dancing at 6:30 p.m., square dancing at 7:30 p.m., Andy Scott calling, Dan
Drumheller, cueing.
b. Square Wheelers and
Hayseeds: The Hayseeds and Square Wheelers will move to the Ala Wai
Ballroom permanently effective June 3, dancing on Sunday nights.
Beginners classes will be held from 6:00 to 7:30 p.m., and dancing
from 7:30 – 9:15 p.m.
c. Maui Clubs:
The Maui No Ka Oi Festival will be held April 26-29. Dennis Farrar (The Great Yodeler) from Glendale, Arizona
and Maui’s Bill Peters will be calling, Freddie Loveless cueing.
Hi Hopes Club dances are regularly held on Monday nights 7:00-9:00
p.m. at the Pukalani Upcountry Community Center, and the Maui Mixers hold
dances regularly on Thursday nights 7:30-9:30 p.m. at the Senior Visitors
Center in Wailuku.
d. Big Island Clubs:
St. Patrick’s Day Dance featuring cuer Dan Drumheller and Tony Nevison,
caller, Friday through Sunday, March 16-18, at the Waiakea Villas Hotel,
Hilo. The Hi-Lo’s are dancing on Sundays with Hank Grote, caller, and
Freddie Loveless, cuer at the Keaau Community Center. Bill Yoeman holds
classes on Mondays and Saturdays and calls for the Lava Klinkers on Sundays
at 1:30 p.m.
e. USA West: The
next USA West Convention will be held in August 2002, in Boise, Idaho.
f. National
Conventions: 15 Hawaii dancers have signed up so far for the National
Convention to be held June 27-30 in Anaheim, CA. The National Convention
will be held in Minneapolis in 2002 and in Oklahoma in 2003.
9.
Next Meeting: The next meeting will be held on Sunday, March 25,
at 3:00 p.m. at the Red Hill Community Center.
10.
Adjournment: The
meeting was adjourned at 4:05 p.m.
Respectfully submitted,
Janet Granich, Secretary
Note:
Federation Minutes, Hot Line Narrative, and Coming Events are posted
on the World Wide Web at http://www.inix.com/squaredancehawaii
. Please notify the Federation
Secretary at janetg@inix.com
if you no longer need a paper copy of the minutes.
