INDIANA DANCERS ASSOCIATION, INC. BOARD OF DIRECTORS AND MEMBERSHIP MEETING MCL CAFETERIA INDIANAPOLIS SOUTHSIDE NOVEMBER 11, 2018

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1 INDIANA DANCERS ASSOCIATION, INC. BOARD OF DIRECTORS AND MEMBERSHIP MEETING MCL CAFETERIA INDIANAPOLIS SOUTHSIDE NOVEMBER 11, 2018 The annual meeting of the Board of Directors and membership of the Indiana Dancers Association, Inc. (IDA), a corporation organized and existing under the laws of the State of Indiana, was held on November 11, 2018 at the MCL Cafeteria, Indianapolis Southside. CALL TO ORDER John & Carolyn Cook John Cook asked that cell phones be turned off or put on vibrate. John asked everyone to stand and recite the Lords Prayer followed by the Pledge of Allegiance. PROOF OF DUE NOTICE Dave & Nina Upton Nina Upton ed the minutes to the Board members, Area Chairmen, Directors and everyone else that she had an address for those that have attended in the past. Nina stated that John Cook also sent the minutes to everyone on his list. ROLL CALL Dave & Nina Upton Roll call was taken by Secretary Nina Upton with 24 Officers and Directors in attendance. The total attendance for the meeting was 31. There was enough for a quorum. WELCOMING REMARKS John & Carolyn Cook John Cook asked if anyone was attending for the first time and to stand and introduce yourself and what club you are affiliated with. We had Marti Mosemiller from Laughing Squares. John stated there will be a memorial service for Tammy Henry s Mother on November 17. Tom Davis daughter has a blood clot and is doing better. John reminded everyone that the State Convention will be one week later, November 8, 9, 10, The November State IDA meeting will need to be re-scheduled for next year. John Cook asked all veterans to stand and be recognized. READING OF MINUTES Dave & Nina Upton Nina Upton ed the September minutes to the Officers, Directors and IDA members she had an address for. There were no corrections or additions and a motion was made by Doris Swain and seconded by Julie Gamm to accept the minutes as written. Motion carried. TREASURERS REPORT Danny & Julia Branham Julia Branham presented the report and there were no questions or corrections. A motion was made by Gene Swain and seconded by Dave McGaw to accept the Treasurers report as presented. Motion carried.

2 AREA REPORTS CENTRAL AREA Lois Daugherty Lois Daugherty reported the Central Area meeting was held October 18 at the Castleton MCL Cafeteria in Indianapolis and was represented by 11 dancers from six clubs. There was further discussion regarding the area s assignment for the 2019 s NDRU; set-up, clean-up, and vendors particularly vendors. In a vote, most of those present preferred the alternative of allowing clubs and/or individuals to sell used items, as was done in Nominations for officers and directors were held with the following results: Chairman Carol Derbin Vice-Chairman Bart Smith Secretary open Treasurer Rosie Keppel Directors - Lois Daugherty, Carol Derbin, Karen Hampton, Karen Hauschild, Rosie Keppel, Todd Kirkpatrick, Melissa Mattingley, Bart Smith The next Central Area meeting will be held on January 3, 2019 at the Castleton MCL at 7:00 pm. The meeting was adjourned following announcements. NORTHWEST AREA Orville Van Dame Orville Van Dame reported the Northwest Area meeting was held November 7 at the West Lafayette MCL Cafeteria with 11 members plus two on SKYPE representing four area clubs. The minutes and Treasures reports were accepted as presented. A Caller Director has not been selected. Larry Hakes reminded all clubs to have their USDA Insurance applications submitted now to be insured by January Larry has received one request from Lafayette Fun Squares for the Area Outreach Program. Lowell Wilson reported the State Convention attendance was down this year, but was very well programmed, excellent Education program, youth party and after party. The State Convention will be one week later in 2019; November Orville Van Dame reported the NDRU will be in Crawfordsville April 7, 2019 and the NW Area duties are registration and split-the-pot. Clubs were reminded to submit the names of IDA paid membership to the IDA Secretary. A discussion was held and tabled till January to put excess funds in interest producing CD s. Names were discussed to be contacted as possible NW Area Caller Director. Nominations were held with the following results: Chairman Orville Van Dame Vice-Chairman Larry & Rose Hakes Secretary George & Janet Partlowe Treasurer Tony & Janine Batta Directors Janine Batta, Ron Bales, Dave McGaw, Carla Foxworthy, Cheryl Hughes, Don Simpson The State IDA meeting will be November 11 at the MCL South. The next NW IDA meeting will be January 10, 2019 at the MCL Cafeteria in Lafayette. NORTHEAST AREA Charlotte Yencer read by Carolyn Cook Carolyn Cook reported the Northeast Area meeting was held during the State Convention. There were five in attendance from four clubs. Elections were held and everyone will remain in their office except Karen Gerbers, she is a snowbird, and Carolyn Cook will fill in for Karen. The Hi-Low dance will be held at the Honeywell Center in Wabash on February 24 and a different location will be determined for 2020

3 a little further south. John Cook will investigate the sound for the NDRU. The theme will be Swing Into Spring. The next Northeast Area dance will be at Magic Squares in Angola on January 25. The next area meeting will be January 5 and a location to be announced. SOUTHEAST/SOUTHWEST AREA Ernie & Barbara Stone The Southeast/Southwest Rebel Area meeting was held November 8 at The Pines Restaurant in Seymour, IN. Barbara Stone called the meeting to order and roll call was taken with 10 members present. The Treasurers report was passed out and accepted. Marvin Rumph, Caller Director, stated he had no updates on the Indiana Caller s. There was no cuer report. Ernie Stone reported the State Convention attendance was down this year and the hotel attrition was not met explaining some facts concerning costs and payment status. Ernie reported that two Convention Chairman awards were given this year; Don & Sally Taylor (as dancers) and Dave & Judy Mouton (as cuers). Caller J.D. & Mary Strauser was given the new one-time Founder s Award as they started this award when they were Convention Chairman. The 2019 change of dates for the Indiana State Convention at French Lick were discussed. Ernie Stone stated the National Square Dance Convention to be held in June 2019 in Atlanta, GA will be a good one with free parking at the convention center and they have about 3500 registered. The 2019 Rebel Area President s Ball will be January 27 from 2-5 pm at Lights Dance Barn, Scottsburg, IN. The 2019 NDRU will be held at the Crawfordsville Park & Recreation Building and the IDA Rebel Area is in charge of refreshments, Program Book and Booster sign up. Food items were discussed and what, if any, paper products that might have to be bought. Nominations were held with the following results: Chairman Don & Ruth Gauck Vice-Chairman Danny & Julia Branham Secretary Pauline Hoover Treasurer Malcolm & Cathy Branham The newly elected Chairman, Don & Ruth Gauck, will appoint the balance of the Rebel Area Directors. The next Rebel Area meeting will be January 10 at 7:00 pm at The Pines Restaurant, Seymour. COMMITTEE REPORTS STATE CONVENTION John & Carolyn Cook John Cook reported last weekend was a fantastic convention. Although attendance was down, everyone had a great time. Over 20 club president s accepted certificates on Friday night at the President s Ball, including several from other states. J.D. & Mary Strauser were presented with the Founder s Award for creating the Chairman s Award in Charlie Johnson was recognized as the oldest caller in the state. Tom Miller did a wonderful job as the featured caller on Friday night. Next year Tom Davis will return as our featured caller. On Saturday night, Dave & Judy Mouton (IDLA) and Don & sally Taylor (IDA) were presented the Chairman s Award for their many years of hard work and dedication to square dancing and to the convention. We are having some issues with French Lick about the cost of the convention, so a final accounting of our financial status is not yet available. We missed our room attrition number by 33 room nights so this had an impact on the cost. There were quite a few last - minute cancellations. Next year, due to another large event, the convention will be a week later; the dates will be November We will need to reschedule our November meeting of IDA due to this change. Don Gauck asked about a final report from the convention and Ernie said it should be available by November 20. Ernie thinks after the final bills are paid, there should be from $4000 to $8000 profit for IDA. If the hotel did hold to the attrition clause, it would cost about $4500, but since we are a non-profit group, they usually

4 do not hold the group to the clause. We did loose comp room nights because of the cancellations. The wrap-up meeting for the Convention will be November 19. PROMOTIONS John & Carolyn Cook John stated according to the website there are only three dances scheduled for New Years Eve. If you know of any dances, let John know and he will send out the information. IIDEAS Nadine Henry IDA FUNDRAISER Dave & Patti Woods FOLK DANCE Charlie & Ruth Johnson SCHOLARSHIP Charlie & Ruth Johnson INSURANCE PROGRAM Larry & Rose Hakes Larry Hakes reported the USDA has established the 2019 insurance of $4.75 per active member (same as 2017 & 2018). The 2019 IDA Open Enrollment instructions have been communicated by to all participating club contacts on September 19, If any participating club has changed their leadership/insurance contact person, please let me know. So far, two clubs have submitted their Facilities to be Used Request and Club Roster forms. Five clubs have submitted their list of 78 students taking square dance beginner lessons. There is no charge associated with new dancers until they become club members. Information about USDA s new on-line enrollment system will be coming soon. The clubs will be keeping their assigned 2018 USDA Certificate Numbers the number will not be changing for In the meantime, my current instructions stand. Please submit to me your 2019 insurance request forms/payment by early December so your club does not have any laps in coverage. Your current 2018 coverage will end at 12:00 midnight on December 31, There is no grace period. If any club would like to be covered by the USDA Insurance, contact Larry lmhakes@aol.com. BY-LAWS Don & Sally Taylor MEMBERSHIP Charlotte Yencer

5 Charlotte Yencer was able to hand out most of the packets at the State Convention and what wasn t picked up, she mailed them out. Clubs should try to get them back to her as soon as possible. WEBMASTER Gary Hutton NATIONAL CONVENTION Ernie & Barbara Stone Ernie Stone reported the next National Convention will be in Atlanta, GA and they are ready to host a convention. There will be free parking at the convention center. In 2020 the convention will be in Spokane, WA and Ernie would like to see as many as possible to try and attend. The convention for 2021 will be in Jackson, MS. At the Atlanta convention two bids will be awarded, one for 2022 in Evansville, IN and 2023 in Mobile, AL. John Cook stated there are several hotels at the I-64 interchange about 15 minutes away. There will be some tough decisions on room sizes and uses, John thinks the smaller room sizes will work out well. At present we have two hotels confirmed for a total of 300 rooms. A third hotel near the convention center is to open next summer. We hope to get a minimum of 80 rooms from this venue. There will be a shuttle bus to close hotels. There is a campground across the river and is about 15 minutes away. There are over 1000 spaces of free parking adjacent to the convention center plus many more at the secondary hotel. The convention hotel has paid parking (city-owned lot). We are trying to negotiate a special rate for this lot. We have most of our chairman in place with a few more to go. We would like to encourage everyone to attend next year s convention in Atlanta. We need a cheering section during the bid session on Friday morning. The theme for the 2022 convention is Down by the River. There will be a list for $1.00 each to help defray the cost. The convention will be the fourth week in June. The goal is 3000 dancers for break-even. The convention center will be $6000 a day and a hockey arena that is attached and will be used on Saturday only and the cost is $5000. Dave and Patti Woods are the Assistant General Chairman. OLD BUSINESS Barbara Stone asked the question about the price of ads in the NDRU program book. She will have a sheet for booster names and also a space for those that want to list past members in the Memory section. It was reported that in 2018 the cost was about $200 to print the book. Barbara stated that some clubs do not put ads in the book and Ernie mentioned that since the IDA NEWS is on-line and we have saved about $4000 per year that we make some changes. Ernie Stone made a motion to not charge IDA clubs to place ads in the book and it was seconded by Barbara Stone. Motion carried. The size of the ads can be ½ page and they need to be sent in copy ready by a certain date in Word Form only to Barbara Stone. Barbara asked about the names of the dance leaders and they can be obtained from the IDA website. John Cook will be sending out a notice to the clubs to let them know of this program. Nina Upton stated there is a box from the IDA Fundraiser consisting of some items from the food booth. Nina would like for some of the items to be offered to the church group at the track that works stand #15. There also is a board of the past IDA Presidents that needs to be claimed by the State President. The official address of the state organization has been changed and everything should be under control.

6 NEW BUSINESS Ernie Stone presented the slate of officers for 2019: President Dave & Patti Woods Vice-President Tony & Janine Batta Secretary Richard & Nancy Fulaytar Treasurer Danny & Julia Branham There being no nominations for the offices from the floor, nominations were accepted. Since the Secretary is not present at the meeting, the office is still open and nobody volunteered to take the office. This office will remain open till the January meeting. The installation will be held in January. Ernie Stone asked under the Insurance Program if the National Convention can be covered thru USDA. John Cook will check to see if it can be used. CORRESPONDENCE No correspondence. ANNOUNCEMENTS The annual Toy dance at Sunnyside Solos will be December 16. The next State IDA meeting will be January 13, 2019 at the MCL Southside With no further business the meeting adjourned at 3:15 pm. Dave & Nina Upton State Secretary John & Carolyn Cook State President

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