CALLERLAB BOARD OF GOVERNORS MEETING - Minutes March 28 and 31, 2010 Crowne Plaza Hotel, Niagara Falls, NY (Approved June 8, 2010)

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1 CALLERLAB BOARD OF GOVERNORS MEETING - Minutes March 28 and 31, 2010 Crowne Plaza Hotel, Niagara Falls, NY (Approved June 8, 2010) Meeting called to order by Chairman John Marshall, at 3:50 PM, Sunday, March 28, Meeting was suspended at 11:30 PM, Sunday, March 28, 2010 and reconvened by Chairman Tim Marriner at 11:35 AM, Wednesday, March 31, Call To Order: 2009/2010 BOG Attending: Clark Baker, Skip Brown, Scot Byars, Calvin Campbell, Barry Clasper, Larry Cole, Betsy Gotta, Patty Greene, Bill Harrison, Robert Hurst, Deborah Carroll-Jones, Vernon Jones, Tim Marriner, John Marshall, Jim Mayo, Bear Miller, Tom Miller, Tom Rudebock, Elmer Sheffield, and Norm Wilcox Home Office Dana Schirmer and Jerry Reed 2009/2010 BOG Member Not Attending: Jerry Story (waiver), Jerry Jestin (waiver), Tim Crawford - (waiver) 2010/2011 BOG Attending: Bob Poyner, Ken Ritucci, Eric Henerlau Opening remarks: Chairman Marshall offered brief opening remarks. Acceptance of the agenda: Prior to acceptance of the agenda the following changes were made: Special Orders: Discuss notification to the BOG of EC decisions MOTION: Be it resolved that the meeting agenda be accepted as amended. (MSC) Election of Parliamentarian Jerry Reed has agreed to serve as Parliamentarian for the 2010 CALLERLAB business meeting. Brief discussion of this item resulted in the following MOTION: MOTION: Be it resolved that Jerry Reed and Debbie Ceder be appointed as Parliamentarians for the 2010 CALLERLAB Annual Membership meeting. (MSC) Appointment of Sergeants at Arms (FYI) The following have agreed to serve as Sergeants at Arms for the 2010 CALLERLAB Annual Meeting: Vernon Jones, Tom Miller, Ken Ritucci, and John Kaltenthaler Page 1 of 25

2 Assignment of BOG/VIP Escorts The following were assigned to assist VIPs: 1. NEC: - Bear Miller Gene and Connie Triplett 2. ROUNDALAB : - Scot Byars John and Karen Herr th NSDC (Louisville, KY) : - Patty Greene Ron and Cindy Schoen th NSDC (Detroit, MI) : - Tom Rudebock Louis and Nancy Friedlander Staff BOG Members for BOG Informal Sessions - Staff for both BOG Informal sessions has been scheduled. First Session- Betsy Gotta and Tom Rudebock Second Session - Skip Brown and Vernon Jones Minutes of Previous Meetings: NOTE: Copies of past minutes were available electronically Minutes of the 2009 Annual Meeting were approved by the Board and mailed to the Members. Minutes of the 2009 Board Of Governors meeting Minutes of the Spring 2009 EC Meeting Minutes of the Fall 2009 EC Meeting Confirmation of the Election of 2010/2011 Executive Committee EC): The EC Election Procedures provide that the Board will reconfirm the EC election which was conducted at the immediate past BOG meeting. There was some discussion regarding previously settled ethics issue. After a brief discussion, the election of the 2010/2011 Executive Committee during the 2009 Board meeting was confirmed as follows: Chairman: Tim Marriner Vice Chairman: Betsy Gotta Members: John Marshall Clark Baker Vernon Jones Alternate: (1 st ) Deborah Carroll-Jones Alternate (2 nd ): Tom Rudebock MOTION: Be it resolved that the election of the 2010/2011 Executive Committee conducted by the BOG in Kansas City, MO in April 2009 be confirmed as follows: Chairman Tim Marriner, Vice Chairman, Betsy Gotta; and Members, John Marshall, Clark Baker, and Vernon Jones. 1 st Alternate - Deborah Carroll-Jones; and 2 nd Alternate Tom Rudebock (MSC) Page 2 of 25

3 Confirm Actions by the 2009/2010 Board Of Governors - (Attachment 1) It is established policy that the Board will confirm the action taken by the Board since the last Board meeting. The attached list of these actions needs to be reviewed. MOTION: Be it resolved that the actions taken by the 2009/2010 Board Of Governors between April 2009 and March 2010 be confirmed. (MSC) Approve Actions by the 2009/2010 EC - (Attachment 2) It is established policy that the Board will approve actions taken by the EC since the last Board meeting. The attached list of these actions needs to be reviewed. MOTION: Be it resolved that the actions taken by the 2009/2010 Executive Committee from February 2009 through March 2010 be approved. (MSC) Financial Report - Fiscal Years 2008 & 2009 Financials have been reviewed by the Corporation CPA firm and tax reporting are current. Fiscal Year 2009 End-Of-Year Balance Sheet ending November 30, 2009 compared to Balance Sheet ending November 30, (Attachment 3) The corporation ended the 2009 fiscal year with total assets of $37, which includes a cash balance of $28, Fiscal Year 2009 End-Of-Year Profit & Loss Stmt (Dec 01, 2008 to Nov 30, 2009) Compared to Fiscal Year (Attachment 4) The 2009 End-Of-year Profit/Loss statement shows a Net Gain of $7, Comparative Fiscal Year Statement Profit and Loss Statement. (Attachment 5) Brief discussion resulted in the following MOTION: MOTION: Be it resolved that the 2009 Fiscal Year (Year-End) financial report be filed. (MSC) Balance Sheet ending February 28, 2010 compared to Balance Sheet ending February 28, (Attachment 6). The corporation total assets as of February 28, 2010 were $144, ($137, as of February 28, 2010) which includes a cash balance of $ 133, compared to a cash balance of $128, for the same period Increase in cash due to slow convention registrations in 2009 and cost savings in We anticipate 2010 convention costs to be somewhat comparative to Year to Date 2010 Profit & Loss Stmt (Dec 01, 2009 to February 28, 2010) Compared to same period (Attachment 7) The Profit/Loss statement shows a Net Gain of $106, Page 3 of 25

4 Abridged Basic/Mainstream Definitions (FYI) This item concerns a suggestion from Tom Rudebock, Mainstream Committee Chairman. During the 2009 BOG meeting Tom provided a presentation of his plans for this project by the Mainstream Committee. During the 2009 BOG meeting he reported that during the 2009 Mainstream Committee meeting there was support to create a document with abridged Mainstream definitions, and that the committee will be proceeding with this project. During the 2010 BOG meeting Tom reported the committee will not be working on this project and that there are no plans at this time for an abridged set of Mainstream definitions. This item will be removed from future agenda. Marketing CALLERLAB (Publicity and Image) - This item concerns a request that the Board discuss how we can publicize and increase the image of CALLERLAB among dancers and non-callerlab members. Discussion of this item during the 2009 BOG meeting resulted in agreement that this issue would be submitted to the EC for further review, discussion and action as required, including the possibility of creating a new committee to undertake action as required. Discussion of this item during the 2009 Spring EC meeting resulted in agreement that the Home Office will charge the RPM Committee to create an Ad-Hoc Committee which will develop publicity and other ways to promote CALLERLAB and publicize the benefits of CALLERLAB Membership. Following the 2009 Spring EC meeting HO LOG (ACTION) (Create Ad Hoc Committee to Market CALLERLAB) was created to request the RPM Committee to create an Ad-Hoc Committee which will develop publicity and other ways to promote CALLERLAB and publicize the benefits of CALLERLAB Membership. This information should be developed not only to market to potential members but also to better educate the dance leaders in what CALLERLAB is doing for the square dance activity. Mike Hogan Report as of February 19, 2010 Regarding this HO LOG, we have established a small group of callers for the committee and will look to add a couple more. The information you (the Home Office) were able to gather with the brainstorm HO LOG is actually very helpful to us. Jerry Junck and Bear Miller have both sent me information that is similar to what you collected. We have also compiled a fairly large list of publications that we can send our message out to. The next step will be to establish a list of specific stories/accomplishments we would like to write articles about and then set up a timetable to get them written and distributed. I hope to have at least the start of this done before convention. Scot Byars requested input regarding his submission of ideas for image improvement for CALLERLAB. The following is an extract from the 2009 Fall EC meeting minutes: Discussion of this item resulted in agreement that 1) The Home Office is charged to review our image to the outside world, 2) Changing the CALLERLAB logo should not be considered, and 3) Tim Crawford will contact Scot to let him know the EC decision and that he should review the points he has raised and provide a report of specific changes. Tim Marriner provided some background information regarding how promotion and publicity for CALLERLAB has been considered in the past. There have been several committees charged with developing promotion and publicity however none have met with much success. John Marshall indicated the EC will reconsider this issue during the 2010 Spring EC meeting. Page 4 of 25

5 There was brief discussion of submitting a request to the CALLERLAB Foundation for financial assistance with developing professional marketing and publicity materials. There was also limited discussion regarding resources available from within the CALLERLAB Membership. Such an effort could be undertaken by a group of Members which would work directly under the direction of the BOG. This work could lead to information which could be provided to a professional company to help promote CALLERLAB. There was considerable discussion on this item, however, there was no agreement on a specific plan of action. Tom Rudebock provided a report from the RPM Committee meeting. The committee discussed the possibility of the Home Office creating a video (DVD) approximately 10 minutes long to show the various aspects of a CALLERLAB convention and sending the DVD to Members as publicity for an upcoming convention. Brief discussion of this idea resulted in general agreement that this would be a good idea and should be discussed by the EC at the 2010 Spring EC meeting. Illegal Music Copies - (FYI) Robert Hurst has submitted a request for further discussion of this item by the BOG. Robert has indicated he would like to see the BOG take an aggressively active role on this subject. During the 2009 BOG meeting, the Board discussed the issue of music piracy. Discussions during that meeting resulted in general agreement that this is a very serious issue, however, there is no legal action which can be taken. This is a moral issue which requires personal integrity to help stop this activity. Considerable discussion of this item during the 2009 BOG meeting resulted in the BOG directing the EC to create a committee with the charge to educate the entire square dance community, including its associated dance forms, about the problems of music piracy. Considerable discussions during the 2009 Spring EC meeting resulted in creation of an Ad-Hoc Committee charged to educate the entire square dance community, including its associated dance forms, about the problems of music piracy. Paul Bristow has been approved as Chairman and Wade Driver has been approved as Vice Chairman. Discussions during the 2009 Fall EC meeting resulted in agreement that the Ad-Hoc Committee should concentrate on the following: 1) Create information and methods to educate the square dance community and 2) Recommend ways to stop music piracy. The committee brief has been approved and the committee has done a considerable amount of work. Additional information on this item is presented under the Music Ethics-Ad Hoc Committee report later in these minutes. AAHPERD/NDA and CALLERLAB - Calvin Campbell has been designated as the representative and contact point between CALLERLAB and the American Alliance of Health Physical Education, Recreation, and Dance (AAHPERD) and the National Dance Association (NDA. Calvin provided extensive background information which included a history of the relationship between the organizations and CALLERLAB and his involvement with both organizations. The cost of continued association with the NDA/AAHPERD is roughly $2,000/year. For information, The CALLERLAB Foundation has agreed to cover the expenses for this activity. The ARTS has voted to end funding for Calvin s attendance at AAHPERD and NDA functions. Calvin s plan for future activities includes doing a dance workshop (dance party) at each of the six regional meetings held by AAHPERD/NDA Calvin has done these at a regional meetings in the past. Calvin believes these presentations will help Start The Engine to get square dancing into schools more than it is now. Calvin has indicated there needs to be other callers involved with this plan who would do the dance workshops at the various regional meetings. He also indicated he believes the other organizations will accept his recommendations for callers. He reports that he believes that many teachers who attend these workshops Page 5 of 25

6 do take the information back to their classrooms and incorporate what they have learned to teach dancing to their students. He believes the cost would be approximately $ per event. Calvin has reported he believes other callers could be found who would be willing to do these dance workshops without being paid, however, he further indicates he believes they should be compensated for reasonable expenses. These callers would expected to attend only that portion of the meeting during which they are doing the workshop, unless they are willing to cover the expense of addition time on their own. He also believes that other organizations such as the ARTS, GSI, or other associations may be willing to help with the expenses. There was some discussion regarding the fact that neither AAHPERD nor the NDA has sent a representative to attend our convention to further discuss our relationship. Calvin indicated the relationship is one sided in that both organizations have Calvin attend and present his program, however, they have chosen not to send a rep to the CALLERLAB convention. Calvin has submitted the following for discussion during this meeting: How is the NDA issue going to be resolved? The matter was brought before the BOG a couple of years ago and the BOG voted to proceed with the plan to try and get leaders for doing presentations at the AAHPERD District conventions. Now the EC is once again concerned even though the plan hasn't even been really started. Scot Byars reported he has attended the conventions in California and has presented Square Dancing 101. He also reported that Eric Henerlau has also made presentations in California. However, Calvin believes he should be the one to select the callers who will attend the AAPHERD/NDA events, including regional events, to present his program. There was a suggestion that Calvin draft information to help others get involved, including information about how and who to contact to gain access to AAHPERD/NDA events. Extensive discussion of this item provided information regarding the concerns of the EC. These concerns include questions about how much modern square dancing is included, concerns with what the results of our involvement have been, and whether the financial commitment has provided any meaning ful results. Discussion of this item resulted in and general agreement that continuation of the relationship between CALLERLAB and AAHPERD/NDA should continue. Additionally, there was general agreement that development of additional educational materials should be done and offered at AAHPERD/NDA events. There was also general agreement that the EC should review possible sources for products to support CALLERLAB involvement with AAHPERD/NDA. These sources may include Square Dancing 101. Calvin indicated he does not want to contact AAHPERD/NDA regarding long term commitment for future involvement due to uncertainty regarding long term financial support. This issue was referred to the CALLERLAB Foundation Board of Directors and the following MOTION was approved by the Foundation Board: MOTION: Be it resolved that the CALLERLAB Foundation reserve $20,000 to support presentations at the National AAHPERD and District AAHPERD conventions over the next five years. (MSC) Home Office Status Report This item involves reports from the Home Office of items of interest to the Board Executive Director/Home Office Transition (FYI) This item concerns the transition of the Home Office from Florida to Kansas and the transition of the position of Executive Director from Jerry Reed to Dana Schirmer. The transition was completed in June 2009 and the Kansas office is now operational in Topeka, KS. This item will be removed from future agenda Page 6 of 25

7 Web Site Activity (FYI) The Home Office and web site administrator have continued to work to keep the site updated and improved. We have continued to add documents and information to the web site. We have the capability to update the site within hours of learning of the update requirement and the Home Office has the inhouse capability to update many portions of the site. The site seems to be working very well and we receive very few complaints. The Members Only area has been activated and many Members have registered. This is one of the added benefits of CALLERLAB Membership. Examples of information available to Members Only are 1) Current issue of DIRECTION, 2) Committee mailings and information, 3) Some of our sale items, and 4) Other items or information to be determined. The Home Office encouraged all Board Members to register for the Members Only area to review the materials which are posted. Electronic DIRECTION (FYI) We have implemented a system to distribute DIRECTION electronically. At this time we have nearly 900 members (this is 300 more than last year), nearly all the publications, and most of the Affiliated Associations in the system receive DIRECTION and Press Releases electronically. We offer this service to all new Members and most new Members do sign up. We continue to get new subscribers. The system works well and the mailing list is quite reliable. Home Office Activities (FYI) The Home Office continues to look for money saving methods of doing business. We are continually looking for bargains for office support equipment and supplies and savings through increased use of the Internet. We are looking at ways to improve work flow. Gail Swindle will accumulate the Flash issue of DIRECTION after the convention and this will be her last publication. The Topeka Home Office prepare future issues which should have some labor savings. We have discontinued the Pitney Bowes Postage Meter lease saving approximately $2,500 a year. During the transition, we reduced one phone line (2 lines instead of 3) and entered into a much favorable phone service agreement saving approximately $2,000 per year. Although rent is basically the same as Cocoa office, our landlord pays all utilities saving us approximately $3,000 a year. With the new Home Office staff, wage expense has increased some due to training new employees, modifying documents to the new Home Office address, and payroll taxes (Gail and John Swindle were incorporated and worked for CALLERLAB as contracted service which saved CALLERLAB employers payroll taxes). Status Reports (FYI) The Home Office is charged to provide periodic reports to the BOG of the EC LOG actions. This report includes completed actions. The Home Office does not report Home Office LOGs because of the transit or non-binding nature of these LOGs. Non-Committee Reports BOG Response Report (Attachment 8) During the past year there have been seven BOG LOGs which required a vote. The overall voting percentage for the Board was 99%. EC Response Report (Attachment 8) During the past year there have been 22 EC LOGs which required a vote. The overall voting percentage for the EC was 98%. Page 7 of 25

8 Membership Reports (Attachment 9) (End-Of-Year) The 2009/2010 membership year will end March 31, 2010 with a total membership of 1,482 (2008/2009 was 1,531; 2007/2008 was1,574; 2006/2007 was 1647 and 2005/2006 was 1722) Members. This includes 1311 in the USA (2008/2009 was 1347; 2007/2008 was 1388; 2006/2007 was 1447; and 2005/2006 was 1503); 139 Overseas (2008/2009 was 146; 2007/2008 was 145; 2006/2007 was 157; and 2005/2006 was 177); and 32 in Canada (2008/2009 was 38; 2007/2008 was 41; 2006/2007 was 43; and 2005/2006 was 42). There were 833 less than 50 dance licenses, 451 over 50 dance licenses, 29 Country & Western licenses, and 5 Reciprocal licenses. Total membership includes 811 voting members. See attached report for breakdown by category & area. The reduction in Total Membership of 49 is less than the predicted loss of 5% or 73 members. (See attached report for details) A quorum for convention voting is 270 voting members. There are 125 voting members registered for the 2010 CALLERLAB convention. There are three Associate Members who became Active Members by attending the 2010 convention. (Year To Date) As of March 5, 2010, the TOTAL 2010/2011 membership is 596; (March 5, 2009 = 350). We continue to receive renewals and new Member applications. (See attached report for details) Affiliate Report (End Of Year) (March 31, 2010) 51 Caller associations were affiliated 32 Associations took advantage of the insurance we offer to affiliates 03 Of the insured associations had callers insured through CALLERLAB 120 Non-Members were insured through CALLERLAB Affiliates The Home office reported that our insurance carrier will no longer provide insurance for two of our affiliates; The Lloyd Shaw Foundation and the Country Song & Dance Society. The carrier has indicated these two organizations need to obtain their own insurance and note be covered as a CALLERLAB Affiliated Association Member. The Home office has informed both organizations. Convention Report (FYI) TOTAL REGISTERED: 235 attendees including 140 Members, 72 Partners, 2 Partner Committee Chairmen/Vice Chairmen,12, VIPs & VIP Partners, 13 staff, and 1 speaker. There are 125 voting members registered for the 2010 CALLERLAB convention. There are 3 Associate Members who became Active Members by attending the 2010 convention. (FYI Info - Past convention totals: 2009 = 221, 2008 = 241, 2007 = 264, 2006 = 276; 2005 = 295, 2004 = 335, 2003 = 311, 2002 = 316, 2001= 363, 2000 = 596, 1999 = 349, 1998 = 475, 1997 = 438, 1996 = 499, 1995 = 532, and 1994 = 562.) 806 Ballots were mailed and 353 valid ballots were returned = 43.8% 2010/2011 Board Of Governors Election 2009/2010 Election Vote Response = 41.6% 2008/2009 Election Vote Response = 41.1% 2007/2008 Election Vote Response = 46.9% 2006/2007 Election Vote Response = 40.3% 2005/2006 Election Vote Response = 36.3% 2004/2005 Election Vote Response = 35.6% 2003/2004 Election Vote Response = 42.5% Page 8 of 25

9 The following were re-elected to the Board: Skip Brown, Deborah Carroll-Jones, Betsy Gotta, Mike Jacobs (deceased), Tom Rudebock, Elmer Sheffield, and Norm Wilcox, The following were elected to the Board: Ken Ritucci, Eric Henerlau (3 Year term to replace Mike Jacobs), and Bob Poyner (1 Year Term to complete John Sybalsky s term) The following were not elected to the Board: Trevor Day and Mike Olivieri, As information, BOG LOG (Destroy 2010/2011 BOG Ballots) MOTION: Be it resolved that the ballots for the 2010/2011 Board Of Governors election be destroyed. (MSC) Approved 23 - Not voting 1. Completed There was brief discussion regarding the possibility of including information about Board Member attendance at meeting or voting activity with the bio information for candidates running for the Board. There was agreement that no such action will be taken at this time. Committee Reports SPECIAL INTEREST (EC Liaison - Clark Baker) Callers Partners - (Chair - Janet Olivieri; VC Erin Byars) The committee completed the Welcome Letter for the Convention Host Program. The letter was included with this year's registration packets. The committee will evaluate the success and effectiveness of the Host Program. If the committee finds it was useful to those attending the convention, they will make this an on-going project to be used each year. The Partners' Committee will be reviewing The Callers Partner section of the CALLERLAB Curriculum Guidelines for Caller Training Technical Supplement" to determine if it needs to be updated. Janet has asked if there is anything that came before the above named book which refers to the role of the caller partner that the Partners' Committee should be looking at. Handicapable - (Chair - Michelle Mabie; VC - Charlie Wheatley) The committee published another newsletter, found new clubs, and updated the Directory. The committee plans to develop a teaching video. A concern is the cost of equipment for this project. The committee hopes to find someone who would provide funds for this project. The committee has also continued to promote Handicapable Square dancing at the National Square Dance Convention. The committee has provided information in response to questions and provided other help as needed. Competition In Schools (Ad-Hoc) - (Chair - Scot Byars) Scot reported he has been trying to get more committee Members. There was some discussion regarding various examples of competition in square dancing, none related to competition in schools, however. During the 2010 Annual Membership meeting Scot reported the following: The committee discussed future planning and actions. The plan is to establish four subcommittees: 1) A group to begin planning for a pilot program, 2) A group to deal with lists, 3) A group to deal with grants, and 4) A group to work on rules and guidelines. The plan is to have three pilot programs active within three years. One pilot program in the Western part of the USA, a second in Mid-America, and the third in the Eastern USA. The plan is that within each part of the USA there would be three districts and within each district there will be from one to three Page 9 of 25

10 schools involved. Additional future plans include expanding the competition programs through the USA and possibly into Canada. There are also very long range plans to investigate expanding internationally. Scot invited all Members to join the committee and help with this huge project. NDA Liaison - (Chair Cal Campbell) This position was created by the EC to provide a more direct link between CALLERLAB and the NDA. There was extensive discussion of this issue under a separate agenda item during this meeting. Please see that separate agenda item. New Initiatives - (Chair - Stephen Cole; VC - Mike Olivieri) The committee brief has been completed and approved by the EC. The following is from the brief: The committee function includes the following Items: 1) Continue to encourage experimentation in how square dancing is offered as described in the Program Policy Initiative and actively solicit and document results from these experiments, 2) Maintain the Winning Ways documents, turning them into living documents, 3) Solicit new ideas for the development and growth of the square dance community. Find ways to engage our dancing population to implement these ideas, and 4) Think about how can CALLERLAB promote and guide the evolution of square dancing as an organized activity in the years to come. For various reasons there has not been much activity during the past year. Record Producers - (Chair- Wade Driver; VC Tony Oxendine) The committee met twice during the convention. The committee plans to establish a music production clearinghouse to attempt to prevent duplication of new music releases. The details of this clearinghouse will be discussed during the coming year The clearinghouse will be available to ALL music producers. The committee is also recommending that an awards banquet, celebrity roast and dance be established to be held on the Saturday night prior to the CALLERLAB convention. This event will be established as not too serious with the focus on fun and good humor as a way to add something different for convention attendees. The categories of awards will be determined later this year. A system for online voting (possibly pay per vote) will be investigated. Such a system would not only provide for input from callers and dancers from around the world, but would also be a fund raiser for the CALLERLAB Foundation. There will be no financial responsibility to CALLERLAB nor the CALLERLAB Foundation.. The committee proposes the awards to be presented be named in honor of Bob Osgood and be named the Ozzy. All funds collected over and above actual costs will be donated to the CALLERLAB Foundation. Women In Calling - (Chair- Deborah Carroll-Jones; VC - Gerry Hardy) Deborah reported the America Square Dance magazine is working with the committee to publish articles featuring WIC Members. Deborah will be working with the committee Members and the magazine on this project. Deborah will also be looking for a new Vice Chairman. Youth Activities - (Chair- Hunter Keller; VC - Justin Russell) Neither Hunter nor Justin attended the 2010 CALLERLAB Convention. They also missed the 2009 CALLERLAB Convention. There was concern with this situation. There was limited discussion regarding the overall purpose and effectiveness of the committee, including keeping to committee as a standing committee. Discussion of this issue resulted in agreement that no change to the status of this committee should be made at this time. There was some discussion that perhaps a Birds Of A feather session would be more productive than a committee meeting. Page 10 of 25

11 Clark reported he has asked the Chairman and Vice Chairman to select a project, work on that project, complete it, and publish the results. That project was the Youth Brochure. Justin has reported that there is very little, if any, input or help from committee Members. The project has been reviewed determine why the brochure is being produced and what its purpose is. The result of this review was that the main purpose is to publicize the fact that there are youth dancers and callers. The brochure is nearly complete. Some additional work needs to be done regarding reference to a web site. No determination has been made. Thee also needs to be discussion and determination of how to distribute the finished product. Discussion of this issue resulted in agreement that the brochure will be reviewed by the EC and then passed to the Board for review, discussion, and vote. The committee has also helped create a list of youth friendly callers who would be supportive of youth callers. There are several other projects which the committee has agreed to consider. PROGRAMMING & COORDINATING (EC Liaison - Tim Marriner) Advanced - (Chair - Bill Harrison; VC - Skip Cleland) Bill reported the committee plans address the results from Teaching Ad Hoc Committee. Addressing Swing and Mix not being listed on the program and is it needed. Talk about emphasis calls and the future selections. Any concerns of the members and the dance program. The committee is currently working on the following: 1) Teaching Order AD HOC Committee is completing their ballot and voting is complete. At convention the committee will discuss results and take straw vote before sending out to membership, 2) Discuss Emphasis calls and future selections, 3) Address Members request about the programs. The committee has two definition items to be completed which were put on hold due to the triennial review and work by the Ad-Hoc committee. The Chairman and Vice Chairman will begin work on these two items as well as the next Advanced Emphasis Call. Applications Review - (Chair - Jon Jones; VC - Jerry Story) Jon reported that when the ARC was created in 1998 with the goal of answering questions regarding the use of calls. Jon reported this was the first year, since 1998, that there were no issues submitted to the ARC for the committee to review. Therefore, the committee will not be meeting during the convention. Jon provided a brief history of the committee actions. Since 1998, 68 calls have been submitted for review; 25 were determined to be proper and 43 were determined to be improper. A complete report of the committee s actions is available on the CALLERLAB web site. There was one question which the Screening Committee resolved as the definition was very clear that the application was proper. Challenge - (Chair - Barry Clasper; VC -Kris Jensen) Barry reported the primary activity by the committee was the Tri-annual review of the Challenge Programs. The updated C-1 List and the C-2 List are available and have been posted on he CALLERLAB web site. The update of the C-3A list will be completed soon. A draft version of the revised C-1 definitions and a draft version of the C-2 defintitions have been posted on the web site. This should increase the input from callers who may or may not be on the committee. The committee will be creating an Emphasis Call Press Release for the call WITH THE FLOW, which was recently added to the C-1 Program. The committee will investigate various methods and procedures for working through the internet. The committee plans to work on a mentoring program to help callers who are interested in learning to call the Challenge Program. Page 11 of 25

12 Committee For Community and Traditional Dance - (Chair - Bob Riggs; VC - Calvin Campbell) Bob Riggs provided the following report during the Annual Meeting The committee discussed the CDP List which is posted on the CALLERLAB web site and how to publish CCTD related materials. Bob reported the Beginner Dance Party Leader Seminar (BDPLS) held prior to the convention was very successful and included some new materials and staff members. Some new video DVDs are planned based on this year s BDPLS. The committee will hosting another BDPLS on April 16-17, 2011 prior to the 2011 CALLERLAB Convention in Las Vegas. Bob invited all Members o sign up to receive the CD Journal. Definitions - (Chair - Clark Baker; VC - Michael Maltenfort) (attachment 8) Clark reported provided a report of the activity by the committee. The committee did a lot of work on the Basic/Mainstream definitions. The process is to send five revised B/MS definitions to the MS Committee for their review and vote. The committee converted the Challenge definitions from Word perfect to Microsoft Word. C-1 and C-2 are completed and C-3A are in process. The complete report is attached. Basic/Mainstream - (Chair - Tom Rudebock; VC - Lanny Weakland) The following is on the agenda for the Mainstream Committee meeting: 1) A review of votes this past year; 2) An update from the Chairman of the Definitions Committee on the current status of the Mainstream Definitions Review; 3) A report from the Mainstream Definitions Ad Hoc Committee Chairman; and 4) other business as may come before the committee. Tom reported the committee has approved the Teaching Order list. He also reported the vote letter for new definitions for: Courtesy Turn; Centers In; and Cast Off 3/4 will be mailed soon to the whole Mainstream. Included will be a definition for Timing to added to Part 4 of the Mainstream Definitions, Addition Details. A description of Leaders and Trailers was added to Part 1: General Information; an updated definition of Pass The Ocean was approved; the Proposed New Basic Mainstream Teach Order was approved and The Facing Couple Rule was added to Swing Thru and Spin Chain Thru. The committee plans continuing review, updates and revisions to the Mainstream Definitions. Robert Hurst has submitted a request for the BOG to discuss the ongoing revision to the Basic/Mainstream definitions. His concern is the length of time it will take to complete. Clark responded that the process is lengthy, however, the review is democratic and as such requires review, discussion, and vote by the Mainstream Committee for each of the revised definitions. This issue was discussed, however, there was general agreement that no additional action should be taken at this time. Music Ethics-Ad Hoc (Chair - Paul Bristow; VC Wade Driver) The following was reported during the 2010 Annual Membership meeting: Extensive discussions during the committee meeting resulted in agreement to consider that callers using illegal music are doing so unintentionally. The committee believes that a program of intense education will change the perception of callers regarding illegal usage of music, and that the illegal usage will cease. To this end the committee will attempt to create a list of DO s and DO NOT s regarding music piracy in an attempt to educate all callers regarding what is allowable and what is not. The committee recognizes there are grey areas, however, the committee hopes to educate all callers and to publicize the seriousness of this situation. The committee will also be working on suggestions for callers to handle the situation where they are approached to either provide or accept pirated music. The committee believes ignorance of the law is no excuse and that it is very important for all callers to recognize the seriousness of Page 12 of 25

13 this situation and to be aware of what they can do to help stop music piracy by following established guidelines. The committee further believes that once the guidelines have been established and published by CALLERLAB all callers should be expected to abide by those guidelines. A formal report will be submitted to the committee for review, discussion, and vote. Upon approval by the committee the guidelines will be submitted to the Board Of Governors for review, discussion, and vote as CALLERLAB policy. Extensive discussion of this item resulted in agreement that this issue is very serious and that further action will be taken upon receipt of a report from the Ad-Hoc committee. Plus - (Chair - Skip Brown; VC - Paul Bristow) Skip reported the committee had an extensive discussion on the revision to the definition of COORDINATE. The results of that discuss will be sent to the full Plus Committee for review and vote. The feeling of those attending was that the Plus Program is the correct size and that no changes need to be made. PLANNING & RESEARCH (EC Liaison - Bill Harrison) Caller-Coach - (Chair - Paul Henze; VC - Tony Oxendine) The committee is considering revisions to the Accredited Caller-Coach Procedures. HO LOG (DISCUSS) Revised Accredited Caller Coach Procedures has been submitted to the committee for this review and vote. The committee plans the following for the meeting atthis convention: 1) Revise the committee mail and phone list, 2) Review names of new candidates for Caller Coach, 3) Review Caller Schools reports from those callers doing schools in 2009, 4) Discuss definition work by Mainstream Committee, 5) Discuss Caller Timing Technical Supplement, 6) Discuss Mentoring Program, 7) Discuss Caller Coach In-formals during convention, 8) Discuss Call Analysis Sheet, and 9) Discuss a Special presentation to Dr. Arden Hopkin during the banquet on Monday night. Caller Training - (Chair - Betsy Gotta; VC - Vacant) Betsy reported the outline of the mentor guidelines has been sent to members of the committee for comment. Some suggestions have been received for exercises to be suggested for use with the outline. The committee will discuss the ideas submitted at the meeting at convention this year. No changes to the outline have been suggested so far. Kris Jensen and Barry Clasper have been requested yo provide information on use of digital music. The committee believes this subject needs to be added to the Curriculum Guidelines. Jim Mayo has completed a document on Sociability to be added to the Caller Training Guidelines and Curriculum Supplement. This document was also sent to committee members for comment. No suggestions for changes have been received as of Feb 24, The committee plans to discuss the Mentor Guideline Project and the sociability document update to Curriculum Guidelines. There was some discuss that we need to publicize the fact that Members of this committee do not need to be an Accredited Caller-Coach (ACC).. Since the Vice Chairman position is open and the Chairman is going to be coming on the EC, the EC needs to discuss replacements. Betsy reported she believes the Vice-Chairman should not be an ACC. This issue will be on the agenda for the 2010 Spring EC meeting. Calling In Schools - (Chair - Mike Callahan; VC - Cory Geis) Mike reported the committee had been asked to submit ideas for projects, with very little response from the Committee. During the 2010 committee meeting, Mike hopes to have more interest Page 13 of 25

14 and members for the committee and discuss ideas for projects. Mike suggests putting an Article in DIRECTION regarding the committee may get more callers interested in the Committee. Mike also reported the committee is looking to send a request CALLERLAB Members to determine if they are calling in schools. A followup request would then be sent to these Members to ask what they are doing, how they got started, and what success they are having. The committee would also like to produce a document listing music the committee believes is appropriate for use in schools. There was brief discussion that one of the record producers is working on creating a CD or more which would include music for schools. The committee is also looking at the possibility of creating a list of schools which may be interested in getting involved with having square dancing introduced in their school. The R & D Committee may be helpful in this effort. Once these schools are identified, perhaps a CALLERLAB document could be produced which would provide information about square dancing in schools and how CALLERLAB Members could become involved. Another project the committee may consider is a document providing information from callers who are calling in schools regarding how they got started and hint or tips for other callers who would like to become involved. Choreographic Applications - (Chair - Dottie Welch; VC - Elmer Claycomb) Dottie reported the committee has nearly completed revisions to the Sight and Module Resolution Systems document and hopes to have it ready to be submitted for final review and vote soon. One concern has been to select a suitable method and software to properly format the information and diagrams into the final document. When the current revisions and information are approved, the process of final document production will begin. Dottie has also submitted information that the CAC will look forward to a possible new project. This project would be creation of an Online Square Dance Teaching Aid. Dottie believes there is a need for an up-to-date online resource for use by callers who are teaching new dancers. Such a resource would include various information needed to teach each call; such as 1) The definition, 2) The standard applications, 3) A call analysis information, 4) Teaching tips, 5) Choreographic examples, and 6) Other information. This project was discussed at the 2010 committee meeting. Lesson Systems - (Chair - Vernon Jones; VC Arnold Gladson) Vernon reported the committee is working on two major projects: 1) A document which will provide a brief description of each known lesson system and 2) A document which will provide a detailed description of each known lesson system. The document with brief descriptions is planned to be a tri-fold. The committee believes this type product would be a very good handout for caller and dancer associations. An Ad-Hoc Committee has been established to work on this project. The Ad-Hoc Committee has completed initial work on the brief description document, however, no further progress has been made. Vernon reported he will be asking the EC, at the 2010 Spring meeting, to approve Arnold as the committee chairman. Research & Development - (Chair - Pam Clasper; VC - vacant) This committee is available to do research work for any of CALLERLAB committees or Members. Pam reported that research into competitions in square dancing is complete. The committee provided a list of callers in the Eastern Region with contact information to the Home Office. A dancer in the UK who is doing research on the health benefits of square dancing sent the Home Office a request for help. The committee responded with helpful information. The committee also provided input and a list of local association newsletters to a Brainstorming group seeking ways to publicize CALLERLAB. Page 14 of 25

15 Pam further reported there will not be a committee meeting at the 2010 CALLERLAB Convention. However, the committee plan to work with the New Initiatives Committee to start collecting possible Winning Ways. CALLERLAB currently collects information on ideas which have been tried. It may also be a good idea to create information regarding ideas that have not yet been tried. The R&D Committee could find contact information for these and the information posted on the CALLERLAB web site. A decision of whether to post on the Members Only area would need to be made. Input from the New Initiatives Committee regarding this idea is needed. MEMBERSHIP (EC Liaison - Tim Crawford) Caller Association Liaison - (Chair - Bear Miller, VC - Dennis Young Bear reported the committee is continuing to work on creating a list of Caller Association Representatives. These reps would be identified with a particular caller association or group of associations, whether a CALLERLAB Affiliate or not. The goal is to have at least one rep for each state by the end of June Canadian Advisory - (Chair - Jeff Priest; VC - Pat Zeeman) Barry reported the committee has been inactive for the past year. There are no plans for future activity at this time. Overseas Advisory - (Chair - Vacant) John Marshall reported the EC has a plan to restructure this committee, including adding the Canadian Advisory Committee to a restructured committee. Discussion of this item included a caution to the EC to carefully consider the areas to be identified. There was also a caution to select a strong chairman who would be able and willing to administer this restructured committee. One of the primary issues related to the restructuring is to increase the communications between CALLERLAB and the international dance community. This item is on the agenda for the 2010 Spring EC meeting. Recruit, Promote, and Retain (RPM) - (Chair - Mike Hogan; VC - Jerry Junck) Tom Rudebcok reported that neither Mike no Jerry were able to attend the convention so he will be chairing the RPM Committee meeting. The committee will be reviewing and discussing several ideas for promoting CALLERLAB. An RPM Ad-hoc Committee has been established to develop and execute a strategy to market CALLERLAB to the square dance community and callers alike. The goal is to enhance the image of CALLERLAB. Ways & Means - (Chair - Scott Byars; VC - Gary Felton) Scot reported the committee is working on another convention yearbook for the 2010 CALLERLAB Convention. The committee will be discussing several projects for raising money for CALLERLAB and the Foundation. One of these projects is to arrange for the Ghost Riders band to perform at a dance at a CALLERLAB Convention. The idea is that such an event would entice local dancers to attend the dance. The committee is also looking into a fund raiser involving an auction for a caller. Other possible fun raisers include a CALLERLAB ring, a CALLERLAB brief case, and a cook book. The committee plans to propose at least three fund raising projects each year. Professional Conduct - (Chair - Tim Marriner) Tim reported there was one incident reported to the committee. This issue has been resolved between the parties involved. Page 15 of 25

16 Review Ethics Procedures (Ad-Hoc Committee) - (Chair - Mike Seastrom) This item concerns the decision by the BOG that an Ad-Hoc Committee to review the current Ethics Procedures should be created. Discussion of this item during the 2009 BOG meeting resulted in approval of the following MOTION: MOTION: Be it resolved that the Executive Committee create a committee to review the existing Code Of Ethics (Revised April 16, 2003) and Grievance Procedure and recommend changes and improvements to them. (MSC) Following the 2009 BOG meeting, the Review Ethics Procedures - Ad-Hoc Committee was created with Mike Seastrom as Chairman.. Jon Jones reported on discussions from the committee meeting. One change the committee discussed would be to remove from the ethics procedure the provision that any complaint will initially be submitted to a local association for resolution. The committee believes this should be eliminated. The committee indicated the procedures should remain generally unchanged, with a few minor changes. One change would be that if a committee would be required to review a complaint that the complaint would first be referred to the Past Chairman Committee. If the Past Chairman Committee determines further review is required, a smaller committee of 3-5 members would be established to do the further review and final resolution. If either of the parties involved does not agree with the resolution, either party could appeal to the Executive Committee. If either of the parties involved does not agree with the decision of the Executive Committee, either party could appeal to the Board Of Governors. If the Board becomes involved, the decision of the Board would be final and there would be no further appeal within CALLERLAB. The full committee will review the input from the committee meeting. The final input from committee will be submitted to the Executive Committee for review and discussion. The issue will then be submitted to the Board for review, discussion, and vote. Changes to the procedures can be approved by the Board, however, any changes to the Code Of Ethics would require approval by the Membership. One Direction - This item concerns a request to review and discuss the proposal for an electronic newsletter targeted to nondances and non-members, commonly known as One Direction. This publication would be written and submitted to the Home Office for review to ensure consistency and agreement with CALLERLAB policies, word usage, and other administrative issues. Very extensive discussion of this item resulted in agreement that this is a good idea and a worthwhile project which has the potential for great good for CALLERLAB. The Board agreed that Robert Hurst will be charged to lead a small group of helpers to work on publication of the first issue of One Direction. There was agreement that the draft first issue will be submitted to the Board for review and when approved the Home Office will distribute electronically. Subsequent issues will be submitted to the Home Office review and distribution. The group will work on creating a guide for writing this publication. Additional administrative details will be developed and implemented by the Home Office. Routine Decisions/Action Required Of the Board - Executive Director MOTION: Be it resolved that Dana Schirmer be retained as the Executive Director for the period of April 1, 2010 through March 31, (MSC) Treasurer Page 16 of 25