UNITED SQUARE DANCERS OF AMERICA

Transcription

1 UNITED SQUARE DANCERS OF AMERICA USDA EXECUTIVE COMMITTEE WINTER MEETING Friday, January 18, 2008 Smyrna, Tennessee President Si Kittle called the USDA EXECUTIVE COMMITTEE WINTER MEETING to order at 9:00 a.m., January 18, Meeting place held in the Hilton Garden in Smyrna, TN. Invocation was given by Marilyn Kittle. Pledge of Allegiance led by Si Kittle. Attendance Si & Marilyn Kittle Dick & Shirley White Bill & Bobbie Shepard Mike & Mary Strub Monica & Ray Landry Pat Inglis Jim & Edythe Weber Lyle & Jean Beck Charlie & Kitty Holley Jim Maczko & Patty Wilcox Joe & Joy Vaccari Alitia & John Becker Pat Herndon Len & Connie Houle Bill Flick Not In Attendance Jim & Kay Rogers Al & Portia Bruning Presidents Eastern Region, Vice President Central Region, Vice President (After Party Chairpersons) Plains Region, Vice Presidents Secretary Insurance Coordinator Treasurer & USDA NEWS Editor, Apparel Chairperson Information Officer Chairpersons Past President Parliamentarian Badges, & USA Traveler Chairperson Youth Advisor Chairperson NSDC Facilities Chairperson Ways N Means & Education / Publication Chairperson Prescription Card, Long-term Care Insurance, Showcase of Ideas Chairperson West Region, Vice Presidents Historian & Handicapable Dancers Chairperson Administrative Announcements Marilyn Kittle introduced our new Insurance Chairperson, Pat Inglis, to the Executive Committee. Si Kittle gave a warm thank you to Bill and Bobbie Shepard for hosting the Winter Meeting in their region (Central). Bill Shepard gave an itinerary of events for the next 2 days to the committee. 1

2 U.S.D.A. Winter Meeting, January 18, 2008, Page 2 Minutes Pre Annual Minutes Jim Weber motioned to approve the Pre Annual Minutes with corrections. Corrections noted by Lyle Beck. Pre-Annual minutes, page 2 (Admin Announcement) should be contribution from the General Fund will transfer $250 to the Founder s Memorial Youth Fund. Page 4 Pre-Annual minutes under Insurance Coordinator Report, change several sentences to replace the word salary to administrative fee and items associated with the Insurance Company versus USDA: Insurance Coordinator is compensated by the Insurance Company. The Insurance Coordinator s office supplies, telephone and postage expenses are paid from the Insurance Coordinator s Fund and not the insurance company Marilyn noted that the USDA saves money in the end by allowing the insurance company to pay our Insurance Coordinator an administrative fee. If the administrative fee was not permitted, then the insurance company would need to hire someone to maintain the insurance paperwork and the expense would be passed on to the USDA. Clarification will be given. Pre Annual minutes, page 5 under the ARTS Dance Report, the meeting was at 9 a.m. versus 3 pm. Sentence changed to: This Sunday at 9 a.m. after the convention, the ARTS will hold a meeting and all Committee members are invited to attend. Page 6 under the NSDC Facilities report, change information for Long Beach that should be Wichita as such: In Wichita, Kansas, the Executive Committee will not be charged for the meeting room. The convention center and hotel accommodations are very convenient. The annual meeting will be in an auditorium type setting for Wichita, Kansas. Motion seconded by Bill Flick with corrections. Motion carried. Annual Minutes Lyle Beck motioned to approve the Annual Minutes with corrections. Spelling corrections necessary in 2 places: Introduction section and on page 2... Ron & Cindy Schoen. Edythe Weber Page 2 Hubbard, lots to do instead of lots of to do. Motion seconded by Charlie Holley with corrections. Motion carried. Post Annual Minutes Bill Flick motioned to approve the Annual Minutes with corrections. Lyle Beck page 1, correct the titles of chairpersons Education and Publication. Motion seconded by Mike Strub with corrections. Motion carried. Treasurer Report The Treasurer's Reports were distributed at the meeting and presented by Treasurer Edythe Weber. The Income and Expense Detail Report illustrates June through December

3 U.S.D.A. Winter Meeting, January 18, 2008, Page Funds were moved from the previous Treasurer s (Bill Flick) bank to the new Treasurer s (Edythe Weber) bank (Bank of America). The Income and Expense by Class has a total ending balance for 2007 of $32, which is comprised of: General Fund: $5, Handicapable Assistance: $13, Youth Education: $13, Youth Scholarship Memorial Fund: Further noted, under the Handicapable fund the Treasurer inadvertently transferred $200 extra in expenses. Therefore, the General Fund has $200 that belongs to the Handicapable. In June 2008 the full amount for expenses will not need to be transfer as the $200 is present. $250 for the Youth Memorial Scholarship remains in the General Fund. All affiliates that are going to be members in 2008 have paid dues. South Dakota has declined membership. Address questions before meeting with Budget Committee Handicapable has a budget item of $1750. Is this amount sufficient? Al and Portia Bruning are not present and unable to answer. The U.S. Handicapable dances are every even year. The th Handicapable Convention is in the budget. In 2008, we have proposed that the USDA draw $26,500 from insurance. This is an appropriate amount for Long Term Care has new brochures to be used at the national convention; the amount budgeted should remain the same. Vice Presidents budget is set for $100. It appears that Vice Presidents are not using this amount due to electronic correspondence, thus no postage, paper or envelop expense. For discussion at Budget Committee should this budget item be reduced to $50.00? Budget Committee members will meet to review and report to executive committee: Bill Flick, Edythe and Jim Weber, Pat Inglis, Jim Maczko and Patty Wilcox. Audit Committee members: Pat Herndon, Lyle and Jean Beck, and Mike and Mary Strub. Pat Herndon motioned to accept Treasurer s report subject to audit. Seconded by Bill Flick. Motion carried. Officers Reports President's Report: submitted in writing by Si and Marilyn Kittle. Additional notations: They were able to attend the ARTS meeting in October. However, they will be unable to attend the Long Beach ARTS meeting. Charlie and Kitty Holley agreed to attend the ARTS meeting in Long Beach, and will be the voting representative. In September, Marilyn Kittle received a call from a New York radio station for an interview regarding presidential duties

4 U.S.D.A. Winter Meeting, January 18, 2008, Page 4 and their reactions to various circumstances. Interview lasted 45 to 50 minutes in length with only 2 minutes of actual airtime presented to the public. Eastern Region, Vice President Report: submitted in writing by Dick and Shirley White with nothing further to report. Central Region, Vice President Report: submitted in writing by Bill & Bobbie Shepard. Received After Party information after report was submitted. See NSDC After Party report. Plains Region, Vice President Report: was distributed at the meeting by Mike and Mary Strub. Additional note: South Dakota did not become a USDA affiliate for 2008 stating that it was not cost justified with only one club using the insurance offered by the USDA; it was cheaper to pay the non-affiliate rate. South Dakota has not had representation at the Annual Meetings during the convention. Further note, various clubs near the state borders are members of other state clubs. In Minnesota, Mike Strub is the Promotion Director. As square dancers, we tend to display, wear or carry our Square Dance promotional items, but rarely display these items to the general public. Good idea to display the square dance paraphernalia to the general public to generate interest. Western Region, Vice President Report submitted in writing by Jim and Kay Rogers. Secretary's Report submitted in writing by Monica and Ray Landry. Additional note: the sign in sheet for the Winter Meeting is a sample setup with an intention to use this setup at the Annual Meeting in June. This should work well for the Annual Meeting. No objections. Historian Report: submitted in writing by Al and Portia Bruning and reviewed by Jim Maczko. They are working on the recordkeeping for all Resolutions as far back as the beginning of the USDA. A festival resolution from 1986 may be subject to review. The Executive Committee adopted this resolution but it has not been addressed or adopted by the Board of Directors. Lyle Beck noted that the Bruning s have chronology from the beginning of the USDA to 2007 completed and compiled on disks. Meeting minutes are only available for specific years. Al will need further meeting minutes dating back before Bruning s have two outstanding questions for the Executive Committee. 1) Should the Publications be the full version or just a snap shot of the publication? 2) President s Notebook should be kept in hard copy and archived what should be done with previous notebooks? Discussion on the retention of recordkeeping is uncertain at the Executive Committee level. Jim Weber noted that the Vice Presidents should only keep records for 5 years and according to Marilyn Kittle, it is only necessary to keep records for 7 years for the Secretary notes. Jim Maczko noted that the President s Notebook (communications) should be given to their successor. Send each fifth year Presidential Notebook to the Historian. President keeps four years of notes. Al and Portia Bruning submitted a letter of resignation to President Marilyn and Si Kittle. Their resignation is effective for the June 2008 Annual Meeting. The verbiage Executive Board is presented throughout the Historian Report. Bill Flick asked that this item should illustrate Executive Committee and should be corrected.

5 U.S.D.A. Winter Meeting, January 18, 2008, Page 5 Director of Information Report: submitted in writing by Lyle and Jean Beck. Since the Annual Meeting in June 2007, we have only published one news release. The Executive Committee should be submitting newsworthy items for publication (any item in our areas of respective responsibilities). Inquiries related to square dancing has decreased but have been answered timely. Past President Report: submitted and read at the meeting by Kitty and Charlie Holley. Parliamentarian Report: submitted in writing by Jim Maczko. Nothing further to report. Committee Reports Insurance Coordinator Report: distributed at the meeting by Pat Inglis. Pat used the same format as previous years with a noted difference for payment of a claim. Our insurance company Markel reviewed the number of dancers and lowered the number from 60,000 to 51,000 dancers for New dancers as students have insurance coverage if reported to the insurance coordinator up to 9 months. Officially, if a student must repeat a class after 9 months, the insurance must be paid although the student is not an official member of the club. The clubs and affiliates should address any exceptions. Markel is very liberal with the insurance coverage and it should not be abused. The insurance company is slow at distributing the required Insurance Certificates. As of the Winter Meeting, we have 5,000 insurance certificates. The total number of certificates issued is not complete. Although the insurance certificate has not been received, when Pat Inglis receives the affiliate check, the affiliate/club is covered. Accident reports are only for reporting purposes and are not claims for payment. Insurance forms are available on our website. Club member names are acceptable. All the other information regarding the address and phone numbers are not necessary. Fees: $4.10 = Affiliate Members $4.85 = Non-Affiliate Members $3.60 = Markel fee to USDA Discount Prescription Card Report: was distributed at the meeting by Bill Flick along with script cards. Bill suggested that all correspondence to square dancers and non square dancers should include a script card to promote its use. The report illustrates $ in commission but it is not divided by state. Edythe Weber receives the state information and will forward to Bill for review. Long-Term Care Insurance Report: was submitted in writing by Bill Flick and distributed other information relevant to the new flyers and information booklet from Longevity Alliance the parent company for Long Term Care Quote. Booklet will be available in electronic format for the USDA to post on our website. The company will supply a summary format for a news release or USDA NEWS. Long Term Care Quote Company is open to other ideas to promote this insurance. The USDA has not received any further commission for this insurance since June of New Long Term Care Quote cards are now available for

6 U.S.D.A. Winter Meeting, January 18, 2008, Page 6 use. The submission of the card is only for a quote. Outstanding question: does the USDA receive a commission for the quote or the first premium payment? Bill Flick will clarify with the company. Budget Report: Budget Committee met for the 2009 proposed budget. Noted items include increasing the insurance fee per member. Pat Herndon motioned to increase the insurance fee by $0.15 per affiliate and nonaffiliate member. Seconded by Charlie Holley. Discussion: Edythe Weber noted that the insurance 2009 pamphlet would illustrate $4.25 per affiliate member and $5.00 per non-affiliate member. Clarification by Charlie Holley - If Markel has a fee increase the illustration will be $0.15 more income to USDA. The pamphlet may not illustrate $4.25 and $5.00 if Markel has a fee increase. Pat Inglis noted that the USDA would not have new insurance 2009 pamphlets until August or September. The convention 2008 insurance pamphlets will illustrate the current lower fee. In January 2009 the new increased fee would be implemented. Pat Herndon motioned to accept the 2009 proposed budget as presented. Seconded by Bill Flick. Discussion: Charlie Holley noted that a line item for folk dancing exists on the 2009 budget and is it necessary. Edythe Weber clarified that Vice Presidents may assist the affiliate club in adopting folk dancing as their state dance with various types of information. The Vice Presidents would assist in this aspect and use the expense line item for printing, mailing, etc. The 2009 proposed budget will be presented to the delegates at the 2008 Annual Meeting. Youth Report: submitted in writing by Alitia Becker. The National Convention Youth After Party is on Thursday from 10pm to 11:30pm in the Youth Hall. At the USDA Winter Meeting Alitia discussed with the Executive Committee the idea to set up USDA recommended rules and regulations for Youth Competition dancing. These rules and regulations are a combination of other clubs or state affiliates that currently have Youth Competition dancing including Pennsylvania and California. Types of Youth Competition Dancing include two categories: Prepared Squares and Free Style. Prepared Square Youth Competition Dancing 1) Must provide own music; 8 minutes (timed by a stop watch) a. No points for entry or exit of dancers b. Points only for square dancing 2) 3 Judges and decision is final 3) Points earned (scoring) a. Mechanics: the ability to dance b. Group styling: square working together, such as twirling all at the same time, etc.

7 U.S.D.A. Winter Meeting, January 18, 2008, Page 7 c. Appearance: coordinate clothing / colors, etc. d. Attitude of Smiling and Spirit Free Styling Square Youth Competition Dancing 1) Caller is used for compulsory calls. Calls are basic. 2) The club/affiliate sponsoring the competition will determine the type of compulsory calls. 3) Caller can use any combination of the required calls. 4) Brief warm up with the Caller will take place immediately before the competition begins. a. Warm up is necessary since many of the youth may not have danced together before the competition. b. Square must dance together at least once before the judging begins. 5) Square dancers are judged on: a. Mechanics: the ability to dance b. Group styling c. Appearance d. Attitude of Smiling and Spirit 6) Entrance of dancers can be: a. As a square b. Couples to be placed in squares c. Single dancers to be placed in squares 7) A lottery procedure is an alternative to place dancers in squares 8) Three Judges per square a. Each judge has a stop watch b. Caller calls for 20 minutes c. Square breaks down, the stop watch stops until the square is formed and resumes dancing Judging Sheets for Youth Competition Dancing: compiled several different judging sheets. Alitia took the best of each to establish one type of Judging Sheet. Total points earned is a possible ) Mechanics = 20 points a. less points for non-compliance for courtesy (bow to partner/corner, etc) b. performing calls correct 2) Group styling = 20 points a. Dancing in time to the music b. Skirt work c. Coordinated dance steps, turns and swing d. Keeping square tight 3) Appearance 10 points a. Neat b. Matching of harmonious outfits c. Proper foot wear 4) Attitude = 50 points a. Smiling b. Enjoyment of the dancing (enthusiasm) c. Spirit

8 U.S.D.A. Winter Meeting, January 18, 2008, Page 8 Alitia recommended that this is a starting point for clubs/affiliates to begin the set up of Youth Competition Dancing and asked that Jim Weber place these instructions on the web site. Comments: Jim Weber noted that the most crucial part of the judging is training the judges to be fair and impartial. Training the judges may be the first step. Stopwatches may hinder the process of judging if used. Alitia further noted that judges can watch over the entire floor or over one square at a time. Judges perhaps should be Callers. Each judge can also be assigned to watch one particular section of the floor or square. Pat Herndon prefers the various methods Alitia presented. Presenting various methods on our website allows club/affiliates to choose the option that best suits their needs and alter if necessary. Pat Herndon further noted that California sometimes uses Riot Squares, which is available to all dancers. Once a mistake is made in a Riot Square competition, the dancers or square is cut from the competition. Education / Publications Report: submitted in writing by Len Houle. Len pointed out that the cost of printing and postage for the booklets, pamphlets, and tri-folds is expensive. The Executive Committee should revisit the distribution method. The Houle s have already decreased the number of items mailed for each request from 10 down to 5 although they are mailing at a less expensive media postage rate. Connie and Len are reviewing all materials for reprinting. The Executive Committee may need to limit the number of items sent per request. Charlie Holley motioned that the USDA should send a maximum number of items per request at no charge: 2 large catalog booklets 10 tri-folds 5 pamphlets Seconded by Lyle Beck. Discussion surrounded the numbers of items to send and that this mailing and managing of publication and education materials can be a tedious chore. Amendment to motion by Pat Herndon. The number of items mailed per request at no charge will include: 2 large catalog booklets 2 pamphlets 10 tri-folds for each subject Seconded by Jean Beck. USDA NEWS Report: submitted in writing by Jim Weber. Jim further noted that an extra copy is sent to Executive Committee members for distribution to get additional dancers to sign up. Printer noted that on the interior of the booklet that pictures may be improved with a new print machine, but the cost of printing will increase by $100 per issue. Subscription is $6 per year, but on the website, the booklet is free and in full color.

9 U.S.D.A. Winter Meeting, January 18, 2008, Page 9 ARTS Dance Report: was submitted in writing by Marilyn and Si Kittle. ARTS has the same situation as the USDA with dancers not knowing about the organization and the assistance it can provide. Jim Weber noted that perhaps an tree would assist in communication to all square dance organizations. tree building starts at the club level, then to the state level, then possibly to the USDA or ARTS level. North Carolina developed the tree and it is working well. Joy Vaccari noted the ARTS Hands Across America dance on February 29, 2008 (leap year). Advertising has been limited for this event and only a handful of clubs are participating. Handicapable Dancers Report: was submitted in writing along with an addendum by Al and Portia Bruning. In the addendum, the Bruning s recommend a motion from the Executive Committee to consider to fund the USH National Convention in July Motioned by Joe Vaccari to donate $750 to the 11 th USH National Convention for July 2008 in Mobile, AL. Seconded by Lyle Beck. Jim Weber noted that the General Chairman for the 57 th National Convention (Hubbards) asked what USDA would do for the handicapable dancers. The G.C. would ensure that the press and media are informed. They need a press release packet ready for the Publicity Committee and how the USDA will help reimburse the handicapable registration fee for the National Convention and other information about what the USDA does to support the handicapable dancers. This media news release is free advertising promoting the USDA. The same type press release and media attention should also be used for promoting the USDA youth program. Badge Report: was submitted in writing by Joy Vaccari. Nothing further to report except the order form noted at the bottom of the report. In the future, this order form will be separated from the report as an addendum for dancers to use and submit easily. This separate order form will assist in the tracking for badge orders. NSDC Facilities Report: submitted in writing by Pat Herndon. Pat further noted that for the Wichita convention that Jim Weber has made arrangements for the facility layout for all the meetings. The remaining item, refreshments, Pat Herndon will complete. In Wichita, food cannot be brought into the hotel or Convention Center. Refreshments must be purchased through the caterer. Prices are not yet available. Trail End dance is Tuesday night at the campground, but registration is necessary beforehand if the USDA wanted to consider this event. The dance is $5; barbeque is $12 per person; a bus pass will not be required. All the funds generated are for the King Boys Home. Bus passes for the convention are $50. Wichita USDA meetings for Tuesday and Saturday are scheduled in Room 204 on the second floor of the Convention Center. General meeting on Wednesday is set for the Teall Theater. Long Beach pre-registration ends on February 23 rd. Pre-convention for Long Beach is also on February 23, Pat asked for confirmation on the hotel the USDA Executive Committee member would prefer to stay. The Westin Hotel is recommended. Westin Hotel

10 U.S.D.A. Winter Meeting, January 18, 2008, Page 10 parking is $10 per night and $155 per night for the room, which does not include breakfast or taxes. Dry camping will be permitted at the Convention site with a 4 night mandatory stay at $55 per night. Shower facilities are available. Full hookup camping is 1 mile from Convention arena. NSDC Sound Report: submitted in writing by Pat and Ave Herndon. Ways and Means Report: was reported verbally by Len and Connie Houle. Must avoid vendor and booth fees at the convention, so the items we sell must be during the general meeting (a 3-hour window). Ideas are requested from the Executive Committee. Small backpack was the consensus from the group. NSDC After-Party Report: reported verbally by Bill Shepard. Additional After Party information was received from the Wichita National Convention General Chairman David Hubbard. After Party is scheduled for the Exhibition Hall (Mainstream) on Friday night. USDA After Parties have typically been Plus Dances. According to Pat Herndon, we must adhere to the hall s level and dances should meet the criteria of the hall. Therefore, our After Party should be Mainstream. Shirley White noted that if we advertise Mainstream After Party that we should keep this level of dancing. Youth After Party will be on Thursday night. NSDC Showcase of Ideas Report: submitted by Bill Flick. Need items to give away at the Showcase. Eight tables have been ordered. To fill all tables, perhaps show the USDA outfit on one of the tables (ladies dress and man s shirt). Use a manikin or hang on the curtain. Separate the brochure racks to avoid congestion and put the display racks on either end of the table. Edythe Weber noted that Education has two full racks and each Vice President has a full brochure rack. Two complete brochure racks are necessary for both ends of the table do not separate the materials. Len Houle noted that the banner used for the Showcase are old and need replaced. Alitia Becker would prefer that we think through the creativity of our tables more eye catching. Pat Herndon and Bill Flick will check on the condition of banners in their possession and bring to the convention for the Showcase. Further discussion to continue under Unfinished Business by Dick and Shirley White for the banner. USDA Apparel Report: submitted in writing by Edythe Weber. USA Traveler Report: submitted in writing by Joy and Joe Vaccari. Recording of badges earned began in 2005 when Joy Vaccari was appointed to this position. Stationary Report: was reported verbally by Marilyn Kittle. All remaining stationary from 2007 in Lorainne Backus possession has been brought to the meeting. Jim Weber has a master copy of the USDA letterhead. Jim has made a template for the executive website for all to use. Prefer all of us to use color letterhead if you are downloading from the web site. Individuals need to print their own mailing labels and purchase their own envelopes. Jim Weber has a label template available for all executive committee members to use and will post to the Executive Committee website. USDA Web Master Report: submitted in writing by Jim Weber. All Executive Committee members please visit and request revisions to Jim if any are necessary. Alitia Becker

11 U.S.D.A. Winter Meeting, January 18, 2008, Page 11 would like the Competition Youth Dancing information to have a separate link on the home page to promote this segment. Online Shopping Mall Report submitted in writing by Jim & Edythe Weber. Every now and then, click through problems may be an issue. The problem is with the vendor and not our web site. We must or report the problem to the vendor such as Wal-Mart. We can promote our Ways-N-Means items, but we do not have a credit card processor. In order to promote our Ways-N-Means on the Shopping Mall, we would need a fill-in printable order form that can be mailed with a check. But first we have to have something to sell. In outside advertising of USDA, we can divide the ad into various sections promoting the Shopping Mall and other items that would generate income for the USDA. Audit Report: Audit Committee Mike and Mary Strub, Lyle and Jean Beck, and Pat Herndon review presented by Lyle. On January 18, 2008, the Treasurer s books were audit through December 31, The committee audited three random months and found them to be in good order. Signed audit report given to the Secretary. Unfinished Business Vice Presidents Boxes: Dick and Shirley White gave a presentation on a new format. Vice Presidents boxes are in disarray, bulky, and cost prohibited to transport. A vinyl hanger-type banner was recommended. The presented the idea with 3 possible methods to hang the banner: grommets, hanger cord, or fish wire. Discussion around the type banner to use (vertical or horizontal), (vinyl, plastic or cloth), how to hang/display, how to transport, use per region or one banner for all USDA (or a total of 5 banners: USDA national display and 4 separate VP displays), use of a pole to hang, how large of a banner needed, etc. Good questions and discussion continued. Charlie Holley suggested that the issue become a project and table the item with the White s as the chairpersons. Si Kittle tabled the project and appointed a committee to review this project and report to the Executive Committee. Committee members include Dick and Shirley White (chairpersons), Jim and Edythe Weber, and Bill Flick. Committee members will report by their progress and Executive Committee members could their suggestions to the Whites as progress continues. Mike Strub motioned to authorize the banner committee to investigate the development of a regional display board / banner not to exceed a limit of $1,000 for all banners to be presented to the Executive Committee either before or at the Wichita National Convention. Seconded by Connie Houle. Status of Application for 501 (c) (3): Jim Maczko presented the discussion on this item and noted that the application has increased to 27 pages. New format requires the adoption of a Conflict of Interest Policy. On the handout, above Article 5, the hospital insert section through section D is not necessary for the USDA and was not deleted before this meeting. The Board of Directors must approve the Conflict of Interest Policy. With the application, the USDA must submit our Articles of Incorporation and need all resumes for all officers. With a 501 (c) (3) the financial income can be infinite and we must spend appropriately and document. This document will be a policy and added to our governing

12 U.S.D.A. Winter Meeting, January 18, 2008, Page 12 documents if approved by the Board of Directors. A fee of $750 is required as an application fee and is not a budget item. Motion by Mike Strub to adopt the Conflict of Interest Policy as our governing documents. Seconded by Pat Herndon. Motion by Mike Strub to authorize the Treasurer for the expenditure of $750 fee to proceed with the 501 (c) (3) application. Seconded by Charlie Holley. Executive Committee Job Descriptions: Marilyn Kittle readdressed the issue of the duties of the Vice Presidents and other Executive Committee Job Descriptions. This issue was originally raised during the June 2007 meeting for all positions. All members should have brought their job descriptions to the Winter Meeting. Jim Weber suggested that each person s responsibilities and duties be updated and sent to the President for approval. Si Kittle asked for all job descriptions by March 1, Si and Marilyn will review each and send back with suggested recommendations for revision. Once completed and approved, the job description will be sent to Jim Weber for posting to the website. Lyle Beck noted that training for the Vice Presidents should be led by the president. The president should have some format on the duties and responsibilities ready for the Vice Presidents to follow. Mike Strub: there are four Vice President positions but we should have only one job description. Youth After Party Dance handouts at the National Convention: Mike Strub noted the bracelets and key chains given to each Executive Member at this meeting would make a good item to be given to each youth dancer at the National Convention. Mike Strub motioned that the USDA purchase 100 of the bracelets and key chains at $2.00 or less for each item for distribution to the youth dancers at the National Convention. Seconded by Lyle Beck with additional note that the expense come from the Youth budget and the price be set at $2.00 each. Finalization of the Square Dancer Hall of Fame: Charlie Holley remarked that the USDA should not pursue this any further. Jim Maczko noted that our concern has been do we want the USDA to pursue a National Square Dancer Hall of Fame to be run by the USDA and how to implement this program? Mike Strub motioned that the USDA not proceed with the Square Dancer Hall of Fame. Seconded by Lyle Beck. Members in favor of the Motion: 11 (a majority) Members not in favor of the Motion: 8

13 U.S.D.A. Winter Meeting, January 18, 2008, Page 13 Motion passed with the majority. Discussion: Joe Vaccari present to the Board of Directors in the distribution packets that the USDA Executive Committee recommends that we do not proceed with Square Dancer Hall of Fame and this is to ratify the Resolution of 1981 previously passed by the Board of Directors. Discussion on presenting this in a positive light or noting those that were in opposition of this ratification. Pat Herndon further clarified how we should present this to the Board of Directors. Pat Herndon motioned that the Board of Directors meeting in June 2008 that we place an item on the agenda asking the Board of Directors to ratify the action that the Executive Committee took at the Winter Meeting in January 2008 to not further pursue the Square Dancer Hall of Fame as was directed in Resolution 2 from Seconded by Charlie Holley. Members in favor of the motion: 16 (a majority) Members not in favor of the motion: 7 Motion passed with the majority. American Callers Association Presentation: Marilyn Kittle noted that the ARTS tabled their discussion in October The ACA has all this information on their website if any member is interested. Mike Strub motioned that the USDA Executive Committee not pursue discussion on the ACA presentation any further. Seconded by Shirley White. Discussion: Joe Vaccari noted that we need the 501 (c) (3) application completed and approved before we can do anything with ACA presentation. Jim Weber brought to our attention again that the ARTS tabled this discussion and that the ACA was pushing the USDA for a decision outside of the ARTS (the USDA should not take sides). Jim recommended that we discontinue the ACA plan. New Business Representatives to other meetings: Marilyn and Si Kittle will be unable to attend the ARTS meeting. Charlie and Kitty Holley will replace the Kittles. The Kittle s will be unable to attend the CALLERLAB on Palm Sunday in California. Lyle and Jean Beck have volunteered to attend. Mike and Mary Strub have agreed to be the USDA ROUNDALAB representatives. Handicapable Convention in July in Mobile, AL; Joy and Joe Vaccari will be the spokesperson for the USDA at this convention. Alitia and John Becker will also be attending the convention. Motion by Bill Flick that the USDA pay the registration fee for the USDA official representative to the Handicapable Convention. Seconded by Mike Strub. Nominees needed for elected offices at the Annual Meeting: Resumes and nomination letters are needed by the officers seeking election or reelection.

14 U.S.D.A. Winter Meeting, January 18, 2008, Page 14 President: Len and Connie Houle Vice President, Plains: Mike and Mary Strub Vice President, Central: Charlie and Kitty Holley; Tom and Miriam James Vice President, Eastern: Dick and Shirley White Vice Presidents, Western: Open Secretary: Monica and Ray Landry but may reconsider Treasurer: Jim and Edythe Weber The new President is responsible to appoint or to review each chairperson s position with the appointee. ARTS: Lyle Beck noted the concern of many that the ARTS may be taking the energy and thunder away from USDA. Similar comments from others at this meeting and worry is that the ARTS will consume our time to effectively support the USDA. Final note: The USDA represents the Square Dancer and supports the dancers. The ARTS helps to promote square dancing but the funds are lacking to successfully promote the art of square dancing. 57 th National Square Dance Convention in Wichita, KS: Jim Weber update. Seminars: Mike and Mary Strub will discuss Strengthening your club through activities and communication. Lyle and Jean Beck, and Len and Connie Houle will discuss USDA: Who we are and what we can do for you. Panels: Jim Maczko will moderate History of Square Dancing. Charlie Holley will moderate Pros and Cons of hosting special dances. Alitia and John Becker will moderate Youth Dancing with several youth dancers participating. Keynote speaker on Thursday night Jim Maczko, Square Dance Spirit. 58 th National Square Dance Convention in Long Beach, CA: Jim Weber noted that the USDA is not involved at this moment in any panel or seminars. Jim would like a letter or phone call from the USDA president officially requesting our involvement. Jim Weber plans to talk with his counterpart at the 58 th National Pre-Convention to discuss USDA involvement. Wife Swap: Jim Maczko noted that the TV show Wife Swap is looking for square dancers to participate in this show. Jim asked that we do not participate as it may not be presented in a positive light. Insurance Audit: Lyle Beck asked how the audit of the insurance books is performed. Pat Inglis noted that Marilyn Kittle authorized the auditing of the insurance books by an outside accountant. ANNOUNCEMENTS

15 U.S.D.A. Winter Meeting, January 18, 2008, Page 15 Pat Inglis: Pat has changed some procedures to efficiently perform the Insurance Coordinator s position. Pat would like to apply for a debit card to use on the insurance bank account. Motion by Pat Herndon that Pat Inglis should be authorized to secure a dedit card for the Insurance checking account. Seconded by Mike Strub. With no further business to discuss at the Winter Meeting, this meeting was adjourned until the Pre-Annual meeting on Tuesday, June 24, 2008 at 9 a.m. in Room 204 at the National Convention in Wichita, KS; followed by the general meeting on Wednesday June 25, 2008 at 1 p.m. in the Mary Jane Teall Theater in the Wichita Convention Center; and on Saturday we are back in Room 204 in the Convention Center. Respectfully submitted, Monica and Ray Landry Secretary