Oct 3, 1999

Chairman’s Notes:  These minutes and my notes are published to share information with all State dancers.  Please post them prominently and encourage discussion on the issues and topics.  I welcome your comments and feedback on Federation and Club activities.

The turnout for the All Oahu Dances has been outstanding.  The personal contributions from our dancers, and the efforts of our callers and cuer, are greatly appreciated.  Be sure you pass along your personal appreciation for a job well done.  None of this would be possible without their efforts.

Lots of special activities on the calendar for the next three months.  Please help to get the word out and promote the events.  Communications undoubtedly seems to be the hardest part of our job.

We are beginning the countdown for the 35th Aloha State Festival and the workload will be increasing to a maximum in the last couple weeks of January.  We are counting on the membership to contribute their time and talents to making the Festival a fun time and enjoyable event for all members and our visitors - who help pay the bills.  Please encourage your club's members to stand up and be counted as contributors.

OCTOBER ’99 FEDERATION MEETING MINUTES

The October ’99 Federation Meeting was convened at 3:05 p.m., on October 3, 1999, at the Kahala Recreation Center.

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

2.     Minutes:  The Minutes of the September 1999 Meeting were reviewed.  No corrections were noted and the minutes were accepted as presented.

3.     Treasurer’s Report: The Treasurer’s report for the period 4/2/99 through 10/3/99 was distributed for review.  The balance was $538.60 in checking and $1,817.94 in savings for a total of $2,356.54.  The Chairman noted that all major Festival expenses have been paid except for caller/cuer costs.  The Treasurer’s Report was accepted as submitted. 

4.     Committee Reports: Committee chairpersons presented a brief outline of their progress since the last meeting:

        a.  Advertising and Recruiting: David reported that flyers have been distributed at the Leeward Community College and invitations have been mailed to 240 military families in the Halsey Terrace Military Housing area for new dance classes on Fridays at Halsey Community Center.  Ads have been placed in the Military News as well.  Norman will continue classes through October to see if any interest is generated.

        b.  Social Calendar: Henry reported that the social calendar had been mailed to club officers and callers not included on the e-mail list.  An attempt is also being made to e-mail the calendar to the regular e-mail list, but without success so far.  David informed him that the calendar couldn’t be e-mailed unless the recipient has the same program. It was agreed to distribute the calendar during October at club dances to avoid paying extra postage for the 3-page legal sized document.  Please send any updates or corrections to Henry Staehle at henrys@inix.com, or telephone 672-3646.

        c.  HI-2K Festival: 30 total paid registrations have been received, with 24 locals contributing to the early festival expenses.  Hawaii dancers are asked to register early to help fund the event and minimize last minute paperwork.  Full refunds will be given up to January 1^st, 2000.

                (1) Housing Committee: A flyer has been generated which will attempt to pair Oahu extra rooms with neighbor island dancers attending the 35^th Festival.   Transportation and meals are expected to be the responsibility of the guests.  If you have a spare room and are willing to house one or two Festival dancers, please pick up a flyer at your club dance or contact Doug Warne, Festival Housing Committee Chairman (e-mail: dwarne4@hotmail.com, or telephone (808) 261-8222).

                (2)  Hall Decorations: Janet will coordinate floral decorations for the Festival and will be contacting those who helped decorate in 1999.  It is hoped that all Oahu dancers that can will participate in decorating the hall on the Thursday afternoon preceding the dance.

                (3)  Registration:  Gil Gilbert will again chair the Registration Committee and has been working with David as registrations come in.  Registration procedures at the Outrigger East will be refined.

                (4)  Packet Committee – Ribbons and Badges: Henry Staehle will again work with Gill to furnish the ribbons and badges for the packets.  It is hoped that last year’s pool party at the Schneiderman’s home where the packets were stuffed can be repeated.

                (5)  Hall maintenance (setup/cleanup):  Nights will be assigned to different Islands/Clubs.

                (6)  Transportation:  Dave Lemon has been working with the bus contractor who would like a firm count and the money up front. However, this could affect his performance and an escrow account is being considered.  A formal letter contract is being developed to establish the transportation agreement.

                (7)  Hospitality:  Kim Akagi has agreed to chair this committee.

                (8)  Volunteers are still being sought to chair the following committees:  Media/Advertising and Program Sales.  Please contact Dave Lemon if you are interested or willing to help in any capacity.

5.       Correspondence

a.  A request has been received from the 49^th National Square Dance Convention Fashion Show, Baltimore, MD (June 21-24, 2000) for a Hawaii State Representative to participate in the Fashion Show.  Additionally, we will have an opportunity to feature the Hawaii Annual Festival in the Hall of Ideas.  This is an opportunity for someone who is going to the Convention to participate in the show and represent our state.  We also need to find members who are willing to contribute some time and expertise to setting up a Hawaii Display Table.  Please Contact Dave Lemon.

        b.   Letter survey from Hayseeds on Square Dance attire standards was distributed to Fed Reps for information.

6.     Old Business:

        a.   Revised Bylaws: Still pending.

        b.   State Square Dance Costume: State Square Dance costume material (blue and white Hawaiian flower print) is still available from Kim Akagi (943-0120) at $3.00/yard.  All members are encouraged to dress in Hawaii colors for special events and during the Grand March at the State Festival.

        c.   Square Dance Attire: A survey letter was sent out by the Hayseeds in an attempt to discover their preferences in square dance attire.  The objective is to start a dialog similar to the one in the American Square Dance Magazine.  Henry commented that the question was presented to the Pali Twirlers at its Thursday dance.  They voted to retain regulation square dance attire. The Slew Foot Promenaders have also considered the matter and decided to stay with conventional dress.

        d.   Festival 2001: Dave announced that “Lou-Mac Records” have offered to supply three of their recording artists (professional callers) and two cuers for the Festival 2001.  They have supplied a CD so we can evaluate the quality of calling/cueing.  The group will be hosting a cruise with 150 dancers in November and would like to advertise the 2001 Festival at that time.  Dave indicated that the group performed at the National Convention and did an excellent job.  Anyone interested in listening to the CDs should contact Dave.  (Note:  Most festivals and conventions are working on at least a 2-year lead schedule).  It was moved, seconded and unanimously agreed to accept the offer of Lou-Mac Records contingent upon being able to negotiate a suitable contract with an escape clause if we don’t have sufficient registered dancers to warrant the expense.

        e.        Tenderfoot Hoedown: Dave reported that the Tenderfoot Hoedown was successful with 5 squares in attendance.  14 new dancers attended and were made welcome.

7.     Club Reports/Events: Future events are listed on the Hot Line, printed in the Current Events Flyer, and shown on the Social Calendar (remember, written notes are requested to ensure accuracy).

        a.  Squares and Pairs:  New Dancers Class has moved to Halsey Terrace Community Center, Fridays from 7-9:30 p.m.

         b.  Pali Twirlers: The Pali Twirlers will hold its annual Halloween dance on Sunday, October 31, at the Ala Wai Clubhouse from 7:00–9:15 p.m.  

         c.  Square Wheelers: The Square Wheelers will hold their annual Hobo dance on October 18 from 7-9:00 p.m. at the McCoy Pavilion. Price of admission is two cans, one for the pot and one for the foodbank.  The Christmas Sunday Brunch will be held on December 12th at 9:30 a.m. at the Hale Koa.  All dancers are welcome to attend.  Contact Kim Akagi for reservations.  TheToys for Tots dance will be held on the same date at 7:30 p.m. at the Palladium.   One unwrapped new toy is the price of admission.

        d.  Hayseeds.  The Annual Turkey Trot will be held on November 6^th at the Ala Wai Community Rec Center.  Full Thanksgiving style dinner buffet will be provided by the club members.  Dinner is at 6 p.m., with dance at 7:30 p.m.  $5 admission.

        e.  North Shore Twirlers: The opening dance will be held Monday, October 11, at 7:15 p.m., at the Waialua Community Center.  All dancers are welcome.

        f.  Perth, West Australia International Square Dance Festival, September 2000.  Contact Dave Lemon at 456-8456.

        g.   Cultural Dance Exchange and Tour of China, September 2000:  Join Hawaii Dancers for a cultural exchange with Chinese dancers in Beijing and Lhasa (Tibet).  There is a choice of two tours available: 10 days for $2500 and 21 days for $4500.  Contact Ann Todd at 239-6325.

        h.  All-Oahu Dance, Sunday, November 14.  Pre-Rounds at 6:30, squares at 7:30 p.m.  A club sponsor is needed.

        i.   Lava Klinkers Hot Foot Stomp:  KMC Volcanoes National Park November 19-21, 1999.  $25 registration prior to Nov. 1.   For cabin reservations call (808) 438-6707.

8.    Adjournment:  The meeting was adjourned at 3:45 p.m.

Next Meeting: Federation meetings have been moved to the first Sunday of each month to avoid a conflict with the All-Oahu Dances scheduled for the second Sunday of the month.  The next meeting will be held on Sunday November 7th.  A special Neighbor Island Community meeting will be held on Saturday, November 20th, in conjunction with the Hot Foot Stomp at KMC.

Respectfully submitted,

Janet Granich, Secretary