JULY 5, 2003
FEDERATION MINUTES
A
special meeting of the officers of the Hawaii
Federation of Square Dancers was convened on Saturday,
July 5th, 2003, at 7:00 p.m. at the home of David Lemon
to consider hosting the 2006 USA West Convention in
2006.
1. Attendance: Federation
Chairman, Vice Chairman, Secretary, and Festival
Registrar. The
following clubs were represented: Pali Twirlers,
Square Wheelers, and Tsunamis.
2. Minutes: The minutes of
the March 2003 meeting were accepted as presented.
3. Treasurer's
Report: David
reported that, after deducting $2,000 to repay the loan
made by him to the Federation, the balance in the
treasury as of June 30, 2003 was $3,529. Dues from all
clubs have now been collected. A cash flow report and
Federation Check Register report were also distributed.
4. Correspondence: David reported that a
letter had been received from the National Square Dance
Directory requesting that club addresses, points of
contact, and schedules be updated. Deadline for
updates is August 15th.
5. Old Business: None
6. New
Business:
a. USA West 2006 Convention: David explained that the USA West Policy Board
has indicated it would like to hold its 2006 Convention
in Hawaii. He asked Tim Voss, USA West Vice-chairman, to
describe USA West's current plans, as well as the
responsibilities of the Hawaii clubs in order to make
the Convention a success. He distributed
copies of the USA West's Policy Manual and By-Laws, and
proposed that the Executive Committee meet again in
approximately two weeks after discussing the matter
with their clubs.
Tim
reported that USA West Convention will go dark in 2004
and 2005 due
to the U. S. National Convention being held in Denver
and Portland and it is anxious to get a commitment to
hold its convention on Oahu. He said that
the USA West Convention Guidelines require there be
fourteen positions, including the General Chairman, 11
directors of various activities, a Convention Secretary
and a Communications and Computer Coordinator. A
non-profit, tax-exempt corporation would be formed to
host the convention and assume full financial liability
for the event. Any
profits would remain in Hawaii to support new dancer
recruiting and education. No Federation
funds would be required to support the convention. Tim
indicated that he would accept the General Chairmanship
and that most of the positions would be farmed
out-of-state. However, services such as Registration
& Housing and Social and Special Events, as well as
Convention Secretary, Director of Business, Legal
Advisor, and Computer Coordinator would be local. Registration
will cost $35 ($45 after deadline) with no walk-ins.
Tim explained that most of the convention work could be
done on the mainland.
Questions were raised by committee members, such
as liability of the sponsoring organization and
Hawaii's limited local talent and available funding. Tim estimated
that between $20,000 and $25,000 (which he offered to
advance) would be required up front and that he had
reserved the Blaisdell Center and meeting rooms for 5
days in August 2006, giving three years lead-time.
David requested that
Tim provide a copy of the Blaisdell Center contract and
Policy Board contract and proposed that the Executive
Committee meet in two weeks to discuss the matter
further.
7. Next Meeting: The next
special meeting will be held on Saturday, July 19th at
7:00 p.m. at the home of David Lemon.
8. Adjournment: The meeting was
adjourned at 8:10 p.m.
Respectfully
submitted,
Janet
Granich, Secretary
