DECEMBER
28, 2001 FEDERATION MEETING MINUTES
The December Federation Meeting was convened on
Friday, December 28, at 7:00 p.m., at the Red Hill Community Center.
1. Attendance: Federation Chairman, Vice Chairman, Treasurer, Secretary and Festival
Chairman. The following clubs
were represented: Pali Twirlers,
Square Wheelers, and Tsunamis.
2. Minutes: The Minutes of the
November 30th 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.
As of 12/28/01 the balance in checking was $3,934.63, and in savings
$1,585.43, for a total of $5,520.06. Total
assets last year (1/01/01) were
$9,960.08. Outrigger Travel has
an outstanding balance due of $1,144 for registrations.
The Treasurer's Report was accepted as submitted.
A cash flow report and check register report were also submitted.
4. Committee Reports:
a.
2002 Hawaii State Festival: Current registration is 100 with an additional 6 promised.
36 have registered for the Aquarium dance, 32 for the Luau by the Bay,
and 24 for the Sunday After-Party Cruise.
(1) Programs: Tim
Voss reported that he is working on the program books and asked for guidance
on desired workshops and their timing.
(2)
Callers: Outrigger Travel
has been requested to confirm tickets and lodging for all three callers, who
should be contacted to make sure they are coming.
The two Ala Wai Ballroom halls have been reserved and paid for and
dancing will be held from 7:00 - 9:30 p.m. on Thursday, from 9:00 a.m. - 9:30
p.m. on Friday, and 9:00 a.m. - 10:30 p.m. on Saturday.
(3) Bars and
Ribbons: Norman Hangman has
agreed to make 25 Year Bars and Henry will order 175 Festival ribbons.
(4) Packet Stuffing
Potluck Party: The
Schneidermans have confirmed that they will host the packet stuffing party at
their home on Saturday, January 19th at 11:00 a.m.
Everyone is welcome to help and bring something to eat for lunch.
(5) Hotel Packet Pickup: Registration Packet pickup
will be available at the Outrigger East Hotel from 2:00 - 4:00 p.m. on the
Monday and Tuesday prior to the Festival.
Jan and Henry, Dave and Kim will cover the desk at this time.
(6) Hall Decorations:
Jan will try to recruit the same workers as last year and Tim will
bring ginger, furnished by Norman.
(7) Early Bird
Registration: The policy of
having early-bird registration forms has created extra work and lower income
for the Federation. Flyers need
to be prepared to advertise the 2003 Festival, but should quote the full price
of admission. David will prepare
a generic early-bird flyer for next year to distribute at the Festival.
b. Reports on Festival
Special Events:
(1)
Square Wheelers: David
reported that he has asked the Aquarium to reduce their fee by 50% to reflect
current local conditions and follow the suit of other similar organizations.
(2)
Pali Twirlers: Doug said
that collection of tickets for the luau has not worked in the past and this
year the per-plate/honor system will be used.
Although tickets will not be needed, an insert for the packet should be
prepared so that participants know they have paid for a dinner. Tickets are
needed for those who will be taking the bus to the luau with instructions as
to time and place of pickup, and a list of prepaid names prepared for the bus
driver. Dave agreed to print the
tickets for the bus.
(3)
Hayseeds: Nothing new to report.
(4)
Tsunamis: Nothing new to report.
5. Correspondence: Nothing new other than Festival registrations.
6. Old
Business:
a. Festival Volunteer
Schedule: Volunteers
are needed for hall decoration on Thursday afternoon at 1:00 p.m.
The Square Wheelers will cover hall security, water, and refreshments
for the callers' table. The Pali
Twirlers will be polled for volunteers to cover the remaining work on the
volunteer schedule. The Saturday night cleanup will be the responsibility of
all Hawaii dancers.
b. Festival Marketing
Initiatives. David reported that he has sent out 1100 e-mail invitations
to various Web Sites.
c. Equal Access to
Public Park Facilities: Dave
reported that he has filed a complaint with the State Ombudsman who is looking
into the matter of equal access to public park facilities.
The State owns the Ala Wai Golf Course facilities and the City &
County leases it from the State.
d. Federation Insurance:
The incumbent carrier of our insurance has raised the fee from $800
last year to $1026 this year if it is renewed by January 14.
After checking all sources, Irene Ferriera has found
coverage for $650, plus fees; however, it is not clear what the
coverage is or whether it covers special dances. Doug pointed out that our
current insurance is adequate and if we drop it and the new one proves to not
be adequate we may not be able to reinsure with our current carrier.
We will endeavor to extend the current insurance until after the
festival to allow for more time to make a decision on whether to accept the
cheaper insurer.
7.
New Business
a.
Election of Officers: Annual
election of officers takes place at the Annual Meeting and Henry asked club
representatives to poll their club members for those interested in accepting
nominations for the offices of president, vice-president, and treasurer, the
terms of which expire on January 26, 2002.
Installation of new officers occurs on February 1.
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: Nothing new to report.
b. Square Wheelers: Nothing
new to report
c. Tsunamis: Nothing
new to report.
9. Next Meeting: A
special meeting will be held at the Pohai Nani Auditorium on Thursday, January
10th, at 6:00 p.m. The next
regular meeting is the Annual Meeting to be held on Saturday, January 26,
2002, at 5:00 p.m. during the Hawaii State Festival
10.
Adjournment: The meeting was adjourned at 8:05 p.m.
Respectfully submitted,
