CALLERLAB BOARD OF GOVERNORS MEETING - Minutes March 16 & 19, 2008 LAX Marriott Hotel, Los Angeles, CA (Approved April 24, 2008)

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1 CALLERLAB BOARD OF GOVERNORS MEETING - Minutes March 16 & 19, 2008 LAX Marriott Hotel, Los Angeles, CA (Approved April 24, 2008) Meeting called to order by Chairman Tim Marriner, at 2:09 PM, Sunday, March 16, Meeting was reconvened by Chairman Joihn Marshall at 3:00PM, Wednesday, March 19, /2008 BOG Attending: Clark Baker, Skip Brown, Calvin Campbell, Tim Crawford, Larry Davenport, Betsy Gotta, Bill Harrison, Mike Jacobs, Chuck Jaworski, Jerry Jestin, Deborah Carroll-Jones, Tim Marriner, John Marshall, Jim Mayo, Tom Miller, Bob Poyner, Tom Rudebock, Dana Schirmer, Elmer Sheffield, Jerry Story, John Sybalsky, Norm Wilcox, Jerry Reed, and Gail Swindle. 2008/2009 BOG Attending: Patty Greene, Robert Hurst, Vernon Jones, Bear Miller Not In Attendance: Larry Cole (Waiver) Nasser Shukayr (No waiver) Opening remarks: Tim Marriner, Chairman of the Board, Acceptance of the agenda: Chairman Marriner asked for a MOTION to accept the agenda as presented. Special Orders: MOTION: Be it resolved that the meeting agenda be accepted as written. (MSC) Election of Parliamentarian John Sybalsky has agreed to serve as Parliamentarian for the 2008 CALLERLAB business meeting. We need to confirm him. MOTION: Be it resolved that John Sybalsky be appointed as Parliamentarian for the 2008 CALLERLAB Annual Membership meeting. (MSC) Appointment of Sergeants at Arms (FYI) The following have agreed to serve as Sergeants at Arms for the 2008 CALLERLAB Annual Meeting A. Larry Davenport C. Tom Miller B. Bill Harrison D. Vernon Jones Assignment of BOG/VIP Escorts The following were assigned to assist VIPs: A. NEC - Bob Poyner (Gene & Connie Triplett and Wayne Bowman) B. ROUNDALAB -Chuck Jaworski (Bruce & Kristine Nelson (Chairman) - (Al & Linda Shaw) (Executive Administrator) C. USDA: -Mike Jacobs (Lyle & Jean Beck) th D. 57 NSDC (Wichita, KS) John Marshall (David & Sherry Hubbard)(General Chairman) th E. 58 NSDC (Long Beach, CA) - Calvin Campbell (Ray and Sandy Hutchinson, General Chairman) G. ARTS - None Needed (Mike Jacobs is ARTS Chairman) Staff BOG Members For BOG Informal Sessions - Staff for both BOG Informal sessions have been set. Page 1 of 32 08/04/24 01:08:02 PM

2 Minutes of Previous Meetings: NOTE: Copies of past minutes are available Minutes of the 2007 Annual Meeting were approved by the Board and mailed to the Members. Minutes of the 2007 Board Of Governors meeting Minutes of the Spring 2007 EC Meeting Minutes of the Fall 2007 EC Meeting Confirmation of the Election of 2008/2009 Executive Committee EC): It has been past practice for the Board to reconfirm the EC election which was conducted at the immediate past convention. The election of the 2008/2009 Executive Committee during the 2007 Board meeting (see list below) needs to be confirmed. Chairman: John Marshall Vice-Chairman:Tim Crawford Member: Tim Marriner Member: Clark Baker Member: Bill Harrison st Alternate: (1 ) Calvin Campbell nd Alternate (2 ): Tom Rudebock MOTION: Be it resolved that the election of the 2008/2009 Executive Committee conducted by the BOG in Colorado Springs, CO in April 2007 be confirmed as follows: Chairman John Marshall; Vice st Chairman, Tim Crawford; and members Tim Marriner, Clark Baker, and Bill Harrison 1 Alternate - nd Calvin Campbell; and 2 Alternate Tom Rudebock (MSC) Confirm Actions by the 2007/2008 Board Of Governors (Attached) 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 and confirm. MOTION: Be it resolved that the actions taken by the 2007/2008 Board Of Governors between February 2007 and February 2008 be confirmed. (MSC) Approve Actions by the 2007/2008 EC - (Attached) 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 and approved. MOTION: Be it resolved that the actions taken by the 2007/2008 Executive Committee from February 2007 thru February 2008 be approved. (MSC) Financial Report - End-Of-Year (2007 Fiscal Year - Dec 01, 2006 to November 30, 2007) - (Attached) The corporation ended the 2007 fiscal year with total assets of $31, including cash assets of $24, Our Profit/Loss statement shows a Net Loss of $6, (NOTE - Net Loss in 2006 Fiscal Year was $22, ) This lower Net Loss reflects money savings efforts by the Home Office. We were able hold the 2007 CALLERLAB Convention costs down. The Home Office has taken steps to reduce overall operating costs. However, there is little we can do about fixed operating costs. Electronic distribution of DIRECTION and other mailings from the Home Office continues to contribute to holding down operating costs. Our largest ongoing expense (other than salaries) are rent, equipment lease/maintenance expenses, and printing and mailing costs. We are continuing to look at ways to decrease these costs including bargain buying supplies and increased use of the Internet. We are continuing the electronic distribution of DIRECTION and now close to half of our Members receive DIRECTION electronically. This has reduced the printing and postage costs, however, it has significantly increased the workload on the Home Office staff in tracking returned and then doing an additional mailing to the members whose electronic copy was not delivered. We are looking at ways to reduce the returned and have made progress in this area. We continue to look for ways to use the Internet to help reduce operating costs including conducting much of our committee mailings by . MOTION: Be it resolved that the 2007 fiscal Year-End financial report be filed. (MSC) Page 2 of 32 08/04/24 01:08:02 PM

3 Year-To Date (2008 Fiscal Year) As of February 15, 2008 cash assets total $118, (End of FEB 2007 = $141, ) Part of this decrease can be attributed to the fact that the registrations for the 2008 convention are running behind those for the 2007 convention which may mean there will be fewer attendees at this convention. We anticipate at least 200 attendees, however, it is difficult to predict many more than that. We continue to receive new and renewing members. The Home Office continues to look for money saving ideas. Neither convention costs nor insurance and license fees have been paid, however, projected income is expected to exceed expenses. Profit/Loss Comparison - (FYI) This item is a comparison of the Profit/Loss Statements for the Fiscal year 2006 (Dec Nov 2006) and Fiscal Year 2007 (Dec Nov 2007). This comparison shows a Net Income (Loss) in FY 2006 of -$22, compared to a Net income (Loss) of -6, in FY The Net Loss in FY 2006 represented three primary factors: 1) Reduction in Members Dues/Fees; 2) Increase for electronic check processing; and 3) Large increase in convention costs. The Home Office took several steps to reduce the factors under our control by 1) Eliminating the electronic check process, 2) Reducing convention costs, and 3) Others. Since income from Member Dues/Fees is related directly to the number of Members, there is little the Home office can do to increase this number. The Home Office views at least part of the Net Loss as a return to the Membership. The Membership dues were increased for the 2008/2009 Membership Year from $95.00 to $ Resolution to Retire the Glossary Document (attached) This item concerns a resolution that the Glossary be retired and removed from the list of active CALLERLAB documents. The following Resolution will be presented, discussed, and voted on at the 2008 Annual business meeting. See the attachment for more information. THEREFORE BE IT RESOLVED, that the Dance Program Glossary be retired, no longer updated, removed from our list of available publications, removed from our web site, and not referenced except as a historical document. The Home Office requests that the Board review, discuss, and vote on this resolution by considering the following MOTION: MOTION: Be It Resolved That: The CALLERLAB Board Of Governors (BOG) supports approval of the Resolution to retire the Glossary document. (Moved & Seconded) During discussion & Vote on the above MOTION the following MOTION was made, seconded, and approved: MOTION: Be It Resolved That: The MOTION for the Board to approve support of the Resolution to retire the Glossary document be tabled. (MSC) Resolution - Formations Pictograms & F/A Charts (attached) This item concerns a resolution that responsibility for maintenance of the Formation Pictograms and the Formation/Arrangement (F/A) Charts be transferred to the Definitions Committee. The following Resolution will be presented, discussed, and voted on at the 2008 Annual business meeting. See the attachment for more information. THEREFORE BE IT RESOLVED, that the Definitions Committee assume total responsibility for the review, maintenance, and update of the Formation Pictograms and the Formations/Arrangements Charts. The Definitions Committee agrees with this change. The Home Office requests that the Board review, discuss, and vote on this resolution by considering the following MOTION: MOTION: Be It Resolved That: The CALLERLAB Board Of Governors (BOG) supports approval of the Resolution to transfer responsibility for the Formation Pictograms and the Formation/Arrangement Charts to the Definitions Committee. (MSC) Page 3 of 32 08/04/24 01:08:02 PM

4 Resolution - Revise the CALLERLAB Dress Code (attached) This item concerns a resolution that to revise the CALLERLAB Dress Code for Members. This item was assigned to an Ad-Hoc Committee which drafted the resolution printed below to revise the dress code. The following Resolution will be presented, discussed, and voted on at the 2008 Annual business meeting. See the attachment for more information. THEREFORE BE IT RESOLVED, that the current CALLERLAB Dress Code for Members be replaced with the following: DRESS CODE All callers should recognize that their attire and appearance at any event sets an example for dancers and others in the profession. We are in the business of entertainment and audiences will hold us to a higher standard. Our attire may reflect our individual style, but the idea of "dress for success" always applies. Consideration and respect should be given to the type of event in which a caller is participating. Proper dress should be neat, clean, and professional. The Home Office requests that the Board review, discuss, and vote on this resolution by considering the following MOTION: MOTION: Be It Resolved That: The CALLERLAB Board Of Governors (BOG) supports approval of the Resolution to revise the CALLERLAB Dress Code. (Moved & Seconded) During discussion & Vote on the above MOTION the following MOTION was made, seconded, but not approved: MOTION: Be It Resolved That: The MOTION for the Board to approve support of the Resolution to revise the CALLERLAB Dress Code be tabled. (MSC) Concerns With Mainstream Definitions This item concerns a request to discuss the revision of the Mainstream definitions including concerns about how to answer questions as to why we have not published definitions which were approved prior to the 2007 CALLERLAB Convention, and why no progress appears to have been made in the last year. There have been 29 definitions approved which have not been published. Discussion of this item resulted in a review of the process and status of the revision to the Mainstream definitions. The Board, in 2006, approved a Motion that the revised definitions would be published to replace the existing definitions as they are approved. The revised definitions of 29 calls were approved in 2003 however, there were several concerns with these approved definitions and they were not published. Many of the concerns fell into the Must Fix category and action was taken to review and approved the Must Fix issues. The current situation is that about half the Must Fixes have been approved and are ready for publication. The remaining Must Fix issues have recently been sent to the Mainstream Definitions Subcommittee for review and vote by early April When this vote is completed and the final Must Fixes have been approved, the original 29 calls will be ready for publication. An additional five calls, known as Batch 2" were given to the Mainstream Definitions Subcommittee and have been approved by the full Mainstream Committee ans should be ready for publication at the same time as the 29 calls discussed above. The estimate for completion of this task is prior to or near the regular June publication date. There was brief discussion of retaining the existing definitions as an historical document in an archive. Concerns With CALLERLAB This item is a request to discuss reported problems with CALLERLAB receiving/responding to . Brief discussion of this item resulted in an explanation by the Home Office of an instance in the past which has been resolved. Additional investigation by the Home Office will be initiated to look at other resources for the CALLERLAB web hosting and mail server. BOG Voting This item is a request to discuss BOG Voting procedures. This basic issue is a concern about close votes, such as votes of 12 to 13 or other close votes. During the 2007 BOG meeting there was discussion about when votes are very close that it may be best discussed and voted on during a face to face BOG meeting rather than by . There was agreement that this issue would be referred to the EC for discussion and recommendations to the Board for further action. There EC has referred this issue back to the Board for discussion. Discussion of this item resulted in agreement that issues such as close votes are quite rare and will be handled on a case basis. No further action is required for this item. Page 4 of 32 08/04/24 01:08:02 PM

5 Home Office Status Report This item involves reports from the Home Office of items of interest to the board A) Assistant Executive Director (AED) Dana Schirmer was approved as the AED at the 2005 CALLERLAB Convention. Dana has been working with the Home Office to become familiar with CALLERLAB operating systems, office procedures, financial issues, the data base, and many of the other aspects of running the organization. Progress has been productive and will continue with increasing responsibilities going to the AED. There has been no specific time set for the transition to the new Executive Director. A transition plan is in draft and is planned for presentation at the 2008 Spring EC meeting. The Home Office and the EC will continue to work closely on this item.. Additional discussion of this item is on the agenda for the 2008 Spring EC meeting. Discussion of this item resulted in the following MOTION: MOTION: Be It Resolved That: Dana Schirmer be designated as the CALLERLAB Executive Director (Designate). (MSC) B) 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 in-house capability to update many portions of the site. Much progress has been made to reformat the Web Site, this wil provide improved update and search capabilities. Some additional work must be done before we wil go live. The new site should be more user friendly. The plan is to have the capability to provide private Members Only areas within the web site. The reformatted Foundation web site is online. It is estimated that the new CALLERLAB web site will be online by the end of June C) Electronic DIRECTION (FYI) We have implemented a system to distribute DIRECTION electronically. At this time we have over 600 members (this is roughly the same as last year), nearly all the publications, and most of the Affiliated Associations in the system to receive DIRECTION and Press Releases electronically. We continue to get new subscribers. The system works well and the mailing list is quite reliable. D) Committee lists (FYI) We have established links to the committee chairman through the web site. We have also added committee information including a list of committees with the chairman and vice chairman of the committee, and information from the committee brief. There is problem forwarding to AOL addresses, we continue working on a solution. There was some discussion about creating a mailing list for the Board and EC. The Home Office will investigate how to make this happen. E) Home Office Activities (FYI) The HO 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. The Executive Director again reviewed the process for committee and other mailings. There was brief discussion of posting the Milestone Honors Book on the CALLERLAB web site. F) Status Reports (FYI) The Home Office provides 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. The Home Office also provide periodic report to the Past Chairmen of the actions of the Board and the EC. AAHPERD/NDA and CALLERLAB - (attached) This item concerns the relationship between CALLERLAB and the American Alliance of Health Physical Education, recreation, and Dance (AAHPERD) and the National Dance Association (NDA). Calvin Campbell has been the CALLERLAB rep to both organizations. The cost of continued association with the NDA/AAHPERD is roughly $2,000/year. During the 2007 BOG meeting the Home Office asked the Board to determine if this money is well spent and that the association with these organizations is worth the expense. For information, The ARTS approved expenditure of up to $1,000 for the costs associated with Cal s activities with the NDA/AAHPERD. Page 5 of 32 08/04/24 01:08:02 PM

6 In May 2006 Calvin submitted an analysis of this issue to the EC. There was a lack of communications by the Home Office on this issue. In August 2007 Clark Baker submitted a summary of the issues, this summary is also attached. There is additional BACKGROUND information attached. (Please see the attached information) In 2007 Calvin attended the convention in Baltimore and presented a dance workshop. There were several factors including a major snowstorm and scheduling which detracted from attendance. There was discussion and a decision to not sponsor another similar workshop. In 2008 Calvin submitted a proposal to a different group in the NDA. This group expressed interest in sponsoring (hosting) a dance workshop. Calvin is scheduled to do a two hour dance in Dallas in April 2008 during the evening of the first day of the convention. Calvin anticipates the organization will wish to continue hosting this type event. Calvin s plan 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 meeting in 2005 and A scheduling conflict did not allow him to do one in Calvin believes presentations such as the ones he has done at these meetings wil help start The engine to get square dancing into the schools more than it is now. Calvin has indicated there need to be other callers involved with this plan who would ro the dance workshops at the various regional meetings and that he has information regarding dance format, dances, and music which others could use. 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 do take the information back to their classrooms and incorporate what they have learned to teach dancing to their students. Calvin believes other callers could be found who would be willing to do these dance workshops with 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. Calvin suggested that he do the 2009 South West regional meeting at an estimated cost of $1,000 - $1,500 (including registration and expenses) and that someone else do the Central region meeting. The estimated costs for a total program are estimated at 1) National meetings - $1,000 - $1,500 and 2) Regional meetings - $1,000. The plan for implementation could be such that Regional meetings would be added to the schedule one each year over the course of six years. This would allow at least some evaluation of the cost benefit of the program. There was limited discussion of how to measure this cost benefit and there was not conclusion of how to do this. There was also limited discussion of the possibility of other organizations contributing to the cost of this program. It is possible funds could be made available through the CALLERLAB Foundation, perhaps for the Regional meetings, however, that issue must be discussed by the Foundation Board. A straw vote of the Board indicated support for continued affiliation with AAHPERD/NDA, attendance at their meetings, and the expenses associated with this affiliation. Discussion of this item resulted in agreement that Calvin will develop a plan (possibly including nominees for doing dance workshops at Regional meeting) and will submit that plan to the EC prior to the 2008 Spring EC meeting. The EC will review the plan and authorize expenditure of funds in line with the above information. CALLERLAB Purpose and Goals (FYI) This item concerns a request that identifiable & measurable goals for CALLERLAB be established and publicized to provide goals to work toward. An Ad-Hoc Committee was formed and there was limited discussion and activity on this item. A survey was submitted to the membership to gather information relating top this issue. The R & D Committee has compiled a report of the results of that survey. Brief discussion of this item resulted in agreement that this be removed from future agenda and no further action should be taken at this time. This item will be on the 2008 Spring EC meeting agenda. Non-Committee Reports BOG Response Report (attached) During the past year there have been 3 BOG LOGs which required a vote. The overall voting percentage for the Board was 100%. EC Response Report (attached) During the past year there have been 37 EC LOGs which required a vote. The overall voting percentage for the EC was 100%. Page 6 of 32 08/04/24 01:08:02 PM

7 Membership Report (End-Of-Year) ( attached) (1) The 2007/2008 membership year ends March 31, 2008 with a total membership of 1574 (2006/2007 was 1647 and 2005/2006 was 1722) Members. This includes 1388 in the USA (2006/2007 was 1447; and 2005/2006 was 1503); 145 Overseas (2006/2007 was 157; and 2005/2006 was 177); and 41 in Canada (2006/2007 was 43; and 2005/2006 was 42). There were 841 less than 50 dance licenses, 507 over 50 dance licenses, 34 Country & Western licenses, and 9 Reciprocal licenses. Total membership includes 874 voting members. See attached report for breakdown by category & area. The reduction in Total Membership of 73 is less than the predicted loss of 5% or 83 members. A quorum for convention voting is 292 voting members. There are 133 voting members registered for the 2008 CALLERLAB convention. There are six Associate Members who became Active Members by attending the 2008 convention. (2) The 2008/2009 membership numbers, as of February 16, 2008 are: total membership of 522. This is 14 less than the total number as of (February 16, 2007 ( 536). We continue to receive renewals and new Member applications. Affiliate Report (End of year report) (March 31, 2008) 54 caller associations were affiliated in 2007/2008 (2006/2007 was 51) 30 associations took advantage of the insurance we offer to affiliates (2006 was 29) 03 of the insured associations had callers insured through CALLERLAB 123 Non-Members were insured through CALLERLAB Affiliates (2006 was 154) Convention Report (as of February 18, 2008) (FYI) TOTAL REGISTERED: 242, 152 callers, 58 partners, 3 Partner Committee Chairmen/Vice Chairmen, 20 VIPs & VIP Partners, 3 non-members, 1 guest and 1 guest partner, 2 others, 1 staff, and 1 speaker. There are135 voting members registered for the 2008 CALLERLAB convention. There are six Associate Members who became Active Members by attending the 2008 convention. Past convention totals: 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 = /2009 Board Of Governors Election 871 Ballots were mailed and 358 valid ballots were returned = 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% MOTION: Be it resolved that the ballots for the 2008/2009 Board Of Governors election be destroyed. (MSC) Publicity For CALLERLAB (Non-Member Newsletter) - This item concerns a proposal that CALLERLAB publish an electronic newsletter which would be similar to DIRECTION. But would provide information appropriate for non-callerlab Members. This electronic newsletter would be sent to callers, dancers, associations, and others involved with or connected to the dance activity. The purpose would be two fold: 1) The provide information from CALLERLAB which will benefit the activity and 2) To help promote CALLERLAB throughout the activity. Possible subjects could be: 1) A report on activities at the annual CALLERLAB convention, 2) The CALLERLAB programs, 3) Press releases, 4) Winning ways, and 5) numerous other subjects. The newsletter would be no more than a couple of pages and would be distributed two to three times a year. Discussion of this item resulted in agreement that the Home Office work with Robert Hurst to further develop this proposal. The Home Office will keep the EC informed on the progress of this project. EC Liaisons and Committee Chair Positions This item concerns Committee Chairmen and Vice Chairmen serving on the EC. The following is the provided as background for this subject: 1) BOG LOG was approved and established the following policy: MOTION: Be It Resolved That: A Member who is serving as a Committee Chairman or Vice Chairman and is elected to the Executive Committee (EC) will step down from the committee leadership position while serving on the EC. Page 7 of 32 08/04/24 01:08:02 PM

8 2) During the 2007 BOG meeting this policy was changed by approval of the following: MOTION: Be It Resolved That: The Policy, established in BOG LOG , that Members who are serving as a Committee Chairman or Vice Chairman and are elected to the Executive Committee (EC) will step down from the committee leadership position while serving on the EC, be rescinded and that this issue be considered as guidance and not policy. Discussion of this item resulted in the following MOTION: MOTION: Be It Resolved That: No EC Member will serve as liaison for which that Member is a Chairman or Vice Chairman. (MS Not Carried) (NOTE - Subsequent to the meeting the EC reviewed and approved EC Liaisons assignments. These assignments are such that EC Members who are committee Chairmen will not serve as the liaison for their group) Mini-Lab Reports: (FYI) Two requests to sponsor Mini-Labs in 2008 have been approved. (1) The request from the Australian Callers Federation to sponsor a Min-Lab in Brisbane Australia June 10-12, 2008 was approved during the 2006 Spring EC meeting. The Mini-Lab Committee has selected a venue and is developing a schedule and program. The EC has approved the following CALLERLAB staff for the Mini-Lab: Tim Marriner, John Marshall, and Jerry Reed. The CALLERLAB staff will continue to work with the Mini-Lab Committee on dentalis of the schedule and plan. (2) The request from the South West Ontario Square & Round Dance Association (SWOSRDA) July 14-16, 2008 was approved by EC LOG (2008 Mini-Lab Canada). The Mini-Lab Committee has selected a venue. The EC has approved the following CALLERLAB staff for the Mini-Lab: Tim Marriner, John Marshall, Bill Harrison, and Jerry Reed. The Mini-Lab Committee is working on the schedule. ARTS Involvement (FYI) This item concerns a brief review of CALLERLAB s involvement and support of The Alliance For Round, Traditional, And Square (ARTS) Dance). It is working to bring the various dance organizations together to work toward a common goal of increasing the number of dancers. The CALLERLAB involvement includes attendance at three meetings a year and providing administrative support, printing services and other related activities. The ARTS has been approved as an IRS 501 (cc (3) tax exempt corporation and can accept tax deductible donations. The ARTS is investigating publicity, promotion, grants, and find raising options. A series of nationwide benefit dances named ARTS National Dance Day has been schedule for February Reports from the various dances have been requested. Press Releases and publicity are planned. The February 2008 ARTS meeting was held in Long Beach, CA. Mike Seastrom agreed to serve as the CALLERLAB rep at the February 2008 ARTS meeting in Long Beach. Although this was in response to John Marshall s recent surgery, the result was a savings of nearly $1,000for this meeting. During the meeting, the Board discussed creation of a Back Grounder type publicity document being created by a professional Public Relations company. This pamphlet will be one page and is designed to provide back ground information about our dance activity. There was also brief discussion of the Incentive Marketing plan which involves awarding incentives to dancers who participate in the program by recruiting new dancers, supporting a club or association, and many other ways. The ARTS Board will recommend to the Incentive Marketing group to try a test market before implementing the plan on a larger scale. There was a significant donation of $10,000 to the ARTS from the Playground Area Square And Round Dance Association, Inc. has disbanded. The ARTS has also indicated support for the work Calvin Campbell is doing with the AAHPERD and NDA. CALLERLAB continues its support of the ARTS as well. Jerry Reed was approved as the Executive Director for the ARTS. This will not impact his position with CALLERLAB nor will it change the amount of work he does for the ARTS. RE-CONVENE MEETING: The 2008 Board meeting was re-convened by Chairman John Marshall at 3:15 PM on Wednesday, March 19, COMMITTEE REPORTS: Prior to continuing the meeting, Chairman Marshall proposed that the committee reports received during the 2008 Annual business meeting be sufficient for this meeting. If any committee has additional information or requires the attention or action by the Board, Executive Committee or Home were encouraged to provide an additional report or request action as appropriate. Brief discussion of this proposal resulted in agreement by the Board. Page 8 of 32 08/04/24 01:08:02 PM

9 SPECIAL INTEREST (EC Liaison - John Marshall) Callers Partners - (Chair - Bev Sutter; VC - Janet Olivieri) No additional report and no action required. Handicapable - (Chair - Michelle Jacobs; VC - Charlie Wheatley) The committee is working on creation of a lost of handicapable dance clubs and a document with helpful hints for Handicapable clubs/callers. No additional report and no action required. Recruit, Promote, and Retain (RPM) - (Chair - Mike Hogan; VC - Jerry Junck) The Committee has set a deadline of July 15, 2008 for completion of the work for a slogan and logo. No additional report and no action required. Teaching Methods - (Chair - Vernon Jones; VC -Larry Davenport) This committee was created during the Fall 2006 EC meeting. The committee has been charged to document and describe the various methods of teach square dancing. The Committee discussed the possibility of changing the name of the committee and will be discussing this issue further. The committee chairman asked for input from the Board not only on the Committee name, but also the function of the committee. The Board provided considerable input which the committee will consider. Women In Calling - (Chair- Deborah Carroll-Jones; VC - Gerry Hardy) The committee has completed work on a long term project which is a detailed document titled Stages. The document was sent to the Board for review by HO LOG The Document has undergone two separate reviews by independent outside resources: 1) Medical issues review and 2) Legal issues review. The results of these reviews have been provided to the Board for review and consideration. There are several changes which the Committee will make to the document in response to the Medical review. There were questions about potential liability of the corporation, the committee, and the Board. The Home Office was directed to investigate this issue and report to the Board. The plan for final approval and publication of the completed (revised) and approved document is 1) The WIC will incorporate the required changes, 2)The revised document will be submitted to the Board for final review and approval, 3) The document will be published, both hard copy and PDF, and 4) The document would be made available to CALLERLAB Members and others. Considerable discussion of this item resulted in the following MOTION (The revised document, with the required changes incorporated, will be submitted to the Board for Final Approval): MOTION: Be It Resolved That: The Women in Calling Committee document titled Stages (Draft document dated , with incorporation of the changes as discussed during the 2008 BOG meeting, be approved. (MSC) Youth Activities - (Chair- Tom Miller; VC - Roy Gotta) The Committee is reportedly working on a Youth Caller Mentoring program. And gathering information about Youth friendly clubs and callers. No additional report and no action required. PROGRAMMING & COORDINATING (EC Liaison - Clark Baker) Advanced - (Chair - Bill Harrison; VC - Daryl Lipscomb) The committee will be preparing for the Triennial Program review in No additional report and no action required. Applications Review - (Chair - Jon Jones; VC - Jerry Story) The committee chairman noted that current policy is to publish changes to the definitions twice a year. The committee is asking that certain high priority definition changes be placed on a Fast Track for review and approval by the Definitions Committee and the applicable Program Committee to speed the approval process. Upon approval of Fast Track approved definition, the program definitions would be published as scheduled or, as a bare minimum, notice would be sent to the Membership that the definition had been revised. Page 9 of 32 08/04/24 01:08:02 PM

10 Challenge - (Chair - Barry Clasper; VC -Kris Jensen) The committee will be preparing for the Triennial Program review in No additional report and no action required. Choreographic Applications - (Chair - Dottie Welch; VC - Elmer Clycomb) The committee discussed a proposal that the documents created by the committee be posted on the CALLERLAB web site. This proposal would allow free download of the documents posted on the web, however, there would continue to be a charge for hard copy (paper) copies of the documents. There was considerable discussion about this issue which included several possibilities. One of these possibilities could be that The Foundation would provide funds to pay for the documents. Considerable discussion of this item resulted in general agreement with the proposal to post the documents on the web site for free download and to continue to sell the hard copies. There was also agreement this item will be on the agenda for the 2008 Spring EC meeting for further consideration. Choreographic Applications Committee (CAC) Project - The Committee has been working on a document with a tentative title of Sight & Module Resolutions document. There was considerable discussion of this document by the Board. The project is currently being worked on within the CAC by an Ad-Hoc Committee consisting of Members of the CAC, the Caller Training Committee and the Caller-Coach Committee. The general purpose of the document is to identify and describe the various sight & module methods for resolving a square. Discussion by the Board included concerns not only with the content of the document but the overall concept of the document as well. Considerable discussion and exchange of thoughts & ideas relating to this item resulted in agreement that this issue will be referred to the EC for further review and discussion. Committee For Traditional and Community Dance - (Chair -Bob Riggs; VC - Calvin Campbell) The committee sponsored a Beginner Party Leaders Seminar (BDPLS) again this year. The committee has experienced problems obtaining caller to staff the seminar. There will be a seminar/workshop in conjunction with the National Dance Association on the Friday immediately prior to the 2009 CALLERLAB Convention. This seminar may impact the topics to be covered in the BDPLS. Definitions - (Chair - Clark Baker; VC - Michael Maltenfort) (attached) The Definitions Committee Status Report dated March 13, 2008 was distributed to the Board. The committee has been working with the Mainstream Committee to get the revised definitions review back on track. The committee has also reviewed and approved revisions to the C-1 and Advanced Definitions. There was some discussion about the publication schedule (January and June each year). There was agreement that this issue will be discussed again during the 2008 Spring EC meeting. Basic/Mainstream - (Chair - Tom Rudebock; VC - Lanny Weakland) The committee is working on revision of the Mainstream definitions and will be preparing for the Triennial Program review in The committee reviewed all the actions since the 2007 CALLERLAB Convention. The Committee has two pending actions: 1) To add Leaders & Trailers; there was no definition of Leaders nor Trailers, therefore, the Definitions Committee was asked to develop the definitions, and 2) The Proposed Mainstream Teaching Order distributed last year with a request fro callers to use the list and provide comments. There was MOTION to develop an alphabetical listing of the Mainstream, calls which would be separate from and in additional to the Teaching Order. The MOTION was approved by a straw vote. This issue will be submitted to the full Mainstream Committee for action Plus - (Chair - Skip Brown; VC - Paul Bristow) The committee will be preparing for the next program review in No additional report and no action required. Program Policy - (Chair - Larry Davenport; VC - Kenny Reese) No additional report and no action required. PLANNING & RESEARCH (EC Liaison - Betsy Gotta) Caller-Coach - (Chair - Paul Henze; VC - Tony Oxendine) No additional report and no action required. Page 10 of 32 08/04/24 01:08:02 PM

11 Caller Training - (Chair - Betsy Gotta; VC - Mike Jacobs) The committee will be discussing the Signature Series audio tape project. The Caller-Training Committee has assumed responsibility for the Certified Square Dance Teacher (CSDT) program, however, no action on this program has been taken. No additional report and no action required. Education - (Chair - Bill Van Hoesen; VC - Vacant) The EC will be discussing nominations for the Vice Chairman position. The EC may also be discussing changes to the function and responsibilities of this committee. Research & Development - (Chair - Pam Clasper; VC - Terry Wheeler) The committee has been working on analysis of the results from the CALLERLAB Member Goals survey conducted late last year (2007). The initial report of the results was completed recently and has been provided to the Board. Pam reported on the results of the survey. The report from the committee is attached. There was considerable discussion of the report. There was general agreement that the results and the report need to reviewed in detail to develop proposed actions in response to the survey. This issue will be referred to the EC for additional review and action. The EC may also be discussing nominations for Vice Chairman. (NOTE - Subsequent to the meeting the report was submitted to the Board in HO LOG The cutoff date fro Action BY THE Board was April 15, The purpose of this HO LOG is the for Board to review the Member Goals Survey Report and provide input consisting of at least five actions items or ideas for consideration by the EC.) MEMBERSHIP (EC Liaison - Tim Crawford) Caller Association Liaison - (Chair - Dave Vieria; VC - Bear Miller) No additional report and no action required. Canadian Advisory - (Chair - Jeff Priest; VC - Pat Zeeman) No additional report and no action required. Overseas Advisory - (Chair - Joe Kromer) No additional report and no action required. Professional Conduct - (Chair - Tim Crawford) The Committee Chairman reported there were no ethics issues submitted during the past year. WAYS & MEANS (EC Liaison - John Marshall) Ways & Means - (Chair - Scott Byars; VC - Gary Felton) Scott Byars has been approved as Committee Chairman and Gary Felton has been approved as Vice Chairman. No additional report and no action required. Routine Decisions/Action Required Of the Board - Executive Director MOTION: Be it resolved that Jerry Reed be retained as the Executive Director for the period of April 1, 2008 through April 30, (MSC) Executive Director (Designate) MOTION: Be it resolved that Dana Schirmer be approved as the Executive Director (Designate). (MSC) Treasurer MOTION: Be it resolved that Jerry Reed be retained as the Treasurer for the period of April 1, 2008 through April 30, (MSC) Page 11 of 32 08/04/24 01:08:02 PM

12 Professional Conduct Committee - (FYI) This item concerns a request to discuss the Professional Conduct Committee. The concerns include the following: 1) How does the Ethics Committee currently operate?; 2) What has the Committee been up to for the last year?, a) How many issues handled?, b) Rough breakdown of issues handled? No identifying detail, but what kinds of issues, etc?, c) How many successfully concluded?; 3) Is our current practice the right one?, a) Should the Board receive periodic reports of the issues that come before the committee?, b) How much detail should those reports have? Just outlines of the issues? Actual identities?, c) Should the committee consist of more than one person?, d) Given its importance, shouldn t the Board appoint the committee members and chair? The Committee Chairman provided a brief explanation of the committee procedures: 1) The committee is a committee of one and that person is the immediate past Chairman of the Board - the chairman may appoint others to the committee as may be necessary; 2) All complaints must be submitted in writing and must be signed by the person making the complaint; and 3) The chairman will gather as much information as is practical and then contact the parties involved and encourage them to come to an agreement concerning the complaint; if resolution by the parties involved is not possible, the chairman will provide a suggested compromise solution. There is an Ethics book which contains information about past complaints. The chairman will report to the Board as a very general report, primarily consisting of how many complaints were submitted and the results of the process. The chairman will provide a more detailed report to the EC. There was brief discussion of the type of issues which have been submitted. Brief discussion of this item resulted in agreement that the current procedures are working and that no further action is required. Square Dancing in Colleges - (FYI) This item is a follow up to discussions during the 2006 and 2007 BOG meeting concerning square dancing in colleges and how to expand the activity in colleges & universities. An Ad-Hoc Committee with Calvin Campbell as chairman has been created to gather, review, and discuss ideas and proposals on this issue. Discussion of this item resulted in agreement that the next step is for the Ad-Hoc Committee to draft the guidelines and procedures for a grant program and for the EC/FED to review, discuss, and approve the draft. Basic Program Discussion - This item was a discussion of whether the Mainstream Committee is considering taking actions to even out the number of calls in the Basic Program and the Mainstream Program. Tom Rudebock, Mainstream Committee Chairman indicated there were requests for the Committee to consider this issue. He also indicated he will be working with the Research & Development Committee on the possibility of creating and doing a survey of the Mainstream Committee on this issue. He also recognizes the need for input from the Mainstream Committee and the need to include the Overseas Advisory Committee and the Program Policy Committee in discussions prior to any program changes. No additional action is required at this time. 2009/2010 Executive Committee Election Criteria/EC Election Procedures (FYI) The approved EC Election Procedures were provided and were used to conduct the election for the 2009/2010 EC. EC Election The following are the results of the election for the 2009/2010 Executive Committee: Chairman: John Marshall Vice Chairman: Tim Marriner Members: Tim Crawford Clark Baker Bill Harrison st Alternate: (1 ) Vernon Jones nd Alternate (2 ): Mike Jacobs NSDC Information - MOTION: Be it resolved that the ballots for the 2009/2010 Executive Committee election be destroyed. (MSC) 56 NSDC (Charlotte, NC) th We hosted a reception for all CALLERLAB Members and Partners attending the convention. Over 150 people attended the reception. The cost of the reception was considerably more than anticipated at nearly $1,800. Page 12 of 32 08/04/24 01:08:02 PM

13 Caller Training Seminars - We provided Caller-Coaches to staff the six caller training seminars. Vendor Booth - We had a booth and several Members signed up to help at the booth. As a point of interest, we do have sales items at the booth, however, the amount of sales does not come close to covering the cost of convention attendance.. Showcase Of Ideas - We set up the CALLERLAB display in the Showcase of ideas area and provide program lists as a free handout th 57 NSDC (Wichita, KS) th Jerry Reed, Executive Director, will not Attend the 57 NSDC. The Home office staff (John & Gail Swindle and Dana Schirmer) will staff the vendor booth and provide other CALLERLAB support as required. We plan to host a limited reception for callers at the convention. We plan to provide several cakes in the callers hospitality room for all callers & partners. Estimate cost for this type reception is less than$1,000 and should provide very good publicity for CALLERLAB. All BOG Members who attend the convention are asked to attend at at least part of the reception to help show the flag to attending callers. Caller Training Seminars - We have scheduled six caller training seminars staffed by Caller-Coaches. Vendor Booth - We have registered and paid for a booth. Showcase Of Ideas - We plan to set up the CALLERLAB display in the Showcase of ideas area and provide program lists as a free handout. th 58 NSDC (Long Beach, CA) We are planning to provide the following support: Caller Training Seminars -We plan to offer six Caller-Training Seminars and other educational assistance as we have in the past. Vendor Booth - We plan to have booth. We will register and pay for the booth during the 57th NSDC. Showcase Of Ideas - We plan to set up the CALLERLAB display in the Showcase of ideas area and provide program lists as a free handout th 59 NSDC (Louiseville, KY) We are planning to provide the following support: Caller Training Seminars -We plan to offer six Caller-Training Seminars and other educational assistance as we have in the past.. Vendor Booth - We plan to have booth. Showcase Of Ideas - We plan to set up the CALLERLAB display in the Showcase of ideas area and provide program lists as a free handout th 60 NSDC (Detroit, MI) We are planning to provide the following support: Caller Training Seminars -We plan to offer six Caller-Training Seminars and other educational assistance as we have in the past. Vendor Booth - We plan to have booth. Showcase Of Ideas - We plan to set up the CALLERLAB display in the Showcase of ideas area and provide program lists as a free handout Page 13 of 32 08/04/24 01:08:02 PM

14 Future Convention Sites - (FYI) 2009 (April 5-8) - Central Region - Kansas City, MO 2010 (March 28-30) - Eastern Region - Niagara Falls, NY 2011 (April 18-20) - West Region - The Home Office/EC will be discussing Central Region - Central Region - The Home Office/EC will be discussing Eastern Region - Eastern region - The Home Office/EC will be discussing BOG Informal Reports - The following issues were discussed during the BOG Informal Sessions: First BOG Informal - Monday, March 17, :45 AM Monday - Betsy Gotta and Norm Wilcox Attendees - Linda Shaw, Roundalab; Wade Driver; Dana Schirmer came in part way through to listen. Linda Shaw stated that she came in to find out what happens in an informal, since Roundalab was considering adding them to their convention program. Wade Driver expressed his concern about the declining numbers of dancers, callers and CALLERLAB convention attendees. He stated that after standardization, the numbers grew, then we took away goals and incentives, except personal satisfaction, so there is no reason to perfect our craft and improve out activity. Wade expressed concern that such incentives as Accreditation and mandatory convention attendance had been dropped. He suggested a program similar to airlines with "silver or gold elite status" cards to be earned. There would be goals met for callers to earn such status cards. Betsy Gotta suggested a certification program such as CALLERLAB had for voice education and the US National SD Convention had for attendees at their education sessions. Wade repeated his idea that there is no new program and nothing to attract callers to convention. Linda Shaw mentioned that Roundalab had started to turn their convention attendance around by stressing the education sessions. They were also instituting "Phase level endorsements" which a Cuer could earn by testing. These would certify that a cuer was competent to teach a certain Phase such as 2, 3, 4, etc. Wade mentioned that there were callers, "who couldn't teach a bird to peck". Linda Shaw stated that there could be more sessions at CALLERLAB about technology. She feels that there are more cuers (a higher percentage?) using mini disk, mp3 and/or computers to manage their music and cue sheets. Wade wanted CALLERLAB to stress the education portion and place more emphasis on teaching timing and body flow. Linda mentioned that Roundalab had a track system for easy, intermediate, and high level round dance cuers. There were guidelines for education sessions which would pertain to the interest of the members. Wade wants CALLERLAB education to focus on the problems he has observed, timing, flow, singing call delivery and JUDGEMENT. There was a discussion of the observed attitude of callers who, when a floor breaks down, uses defense mechanisms and tries to blame dancers. All attending thought that was a bad problem which showed lack of judgment. Second BOG Informal Tuesday Tuesday - Bill Harrison and Tom Miller th Attendees - Lyle & Gene Beck; Erin Byars; Reps from the 58 NSDC in Long Beach, CA; Trevor Day (England); and Walt Burr (England). There was discussion of how the overseas Members will take information back to their area. There were concerns expressed that CALLERLAB needs to listen to the concerns from the overseas areas. There were comments that the age of dancers overseas is lower than in North America and that there is square dancing in colleges. There were comments that information about CALLERLAB benefits and why & how to join should be made available to callers schools. The staff did provide a sample of the information which available from the Home Office. A review of this material resulted in several complaints about the look, format, and overall quality of the materials. (NOTE from Home Office - We write, edit, produce and print the majority of the information and materials in our information packets. We use our standard production & printing resources. We do not send these materials out for outside production due to the very high production costs involved with outside production). Page 14 of 32 08/04/24 01:08:02 PM