UNITED SQUARE DANCERS OF AMERICA

Transcription

1 UNITED SQUARE DANCERS OF AMERICA USDA EXECUTIVE COMMITTEE PRE-ANNUAL MEETING Tuesday, June 22, 2010 Crowne Plaza Hotel, Meeting Room A 830 Phillips Lane Louisville, Kentucky President Len Houle called the Pre-Annual Executive Committee of the United Square Dancers of America to order at 9:10 a.m., June 22, Invocation was given by John Becker. Pledge of Allegiance led by Dick White. Introduction of Nominees - None Administrative Announcements Debra Stewart: Debra handed out convention packets at the meeting. Debra said that the amount of annual meeting refreshments had been reduced from previous years. She indicated that she has started a file with information she received from Pat Herndon, and this information will be passed on to the next Facilities Committee. Minutes Edythe Weber stated she would be acting as secretary for all three meetings this week. The minutes of the Winter Meeting, January 15-16, 2010 in Tucson, AZ were presented for approval. Dick White noted to correct Mike Jacob to Jacobs, page 3. Motion made by Marilyn Schmit to approve the minutes of the Winter Meeting, January 15-16, 2010 as corrected. Second by Dick White. Approved Correspondence No correspondence was received to come before this board. Treasurer s Report The Treasurer s Reports were presented by Edythe and Jim Weber. Two reports were submitted for a corrected 2009 Income and Expense by Class report and a corrected Budget vs. Actual report. The interest reported on the financial reports in USDA Pre-Annual Executive Committee Meeting, June 22, 2010 Louisville, KY Page 1

2 January at the Winter Meeting was incorrect. The actual corrected reports will be the ones presented to the delegates at the Board of Directors meeting tomorrow. Then Edythe presented a Budget vs. Actual and an Income and Expense by Class for 2010 from January 1 to June 18. Edythe also presented a Detailed Transaction Report that listed all income and payments for the year so far. If there were any questions on any of these transactions, please see Edythe at the break. Motion by Dick White to file these reports for audit. Seconded by Alitia Becker. Carried. Application for Affiliation Marilyn Kittle, Vice President Plains Region, announced they had received an application from the Oklahoma Square Dance Federation. They are asking for three (3) votes. Discussion followed. The Square Dance Association of Green Country, the South Central Oklahoma District and the North Central Oklahoma District have sent in letters giving up their votes. The Northeast Oklahoma Square Dance Association will retain their one (1) vote. That will make the total of four (4) votes for the state. The Executive Committee has reviewed the application and recommends that the Oklahoma Square Dance Federation be accepted as a new affiliate of USDA. Further discussion followed about a request for information from Northern Nevada. Bonnie Abramson said Don Swartz had contacted her. Marilyn stated that she had sent information to someone; she believed the name was Larry Bell. She would follow up on this request. Bonnie asked for clarification about when we could accept new affiliates. If application is received by tomorrow, it is possible that is could be approved tomorrow. If it does not happen tomorrow, the Executive Board can approve the organization as an affiliate, and the Board of Directors can ratify the application at the June 2011 meeting. Officers Reports President Houle reminded all the executive committee members to summarize their reports in the annual meeting, not to just say nothing more to report as they might here in this meeting. President s Report submitted in writing by Len and Connie Houle. Nothing additional to report. Eastern Region, Vice President Report submitted in writing by Dick and Shirley White. Summary given by Shirley White, highlighting the Pennsylvania Square and Round Dance Convention (16 th convention, not 17 th ) as well as WASCA and the New England Square and Round Dance Convention; but nothing further to report other than USDA Pre-Annual Executive Committee Meeting, June 22, 2010 Louisville, KY Page 2

3 was previously written. Shirley thanked everyone for their past three (3) years as Eastern Region Vice President. Central Region, Vice President Report submitted in writing by Charlie and Kitty Holley. Nothing additional was added to the written report. Charlie and Kitty were not present due to ill health. Plains Region, Vice President Report submitted in writing by Si and Marilyn Kittle. Marilyn summarized their report, mentioning that they had been to several state conventions and meetings in the Plains Region. They have enjoyed their first year as Plains Region Vice President. Western Region, Vice President Report submitted in writing by Marilyn Schmit. Marilyn has been keeping in touch with the Western Region affiliates by ; some have been sending her newsletters and flyers about dances. She has encouraged the affiliates to make sure they are represented at the Board of Directors meeting. Secretary s Report submitted in writing by Gilbert and Sharon Leon. Edythe Weber mentioned that at the Annual Meeting in Long Beach we did not have anyone elected to the position of Secretary. However, Sharon and Gilbert actually did the minutes for the meetings in Long Beach, the Winter Meeting in Tucson, and did the Annual Meeting mailing, carrying on as appointed secretary. A huge thank you is due to the Leon s. Sharon has been very helpful in getting everything ready for the Wednesday meeting here. She sent copies of information for the packets. She printed up the sign-in sheet. Check-in will start at 12:30, so we need to be in position by noon. Tom and Miriam volunteered to help with check-in for the Central Region. If there is anyone else who could help at the check-in table, your assistance will be greatly appreciated. Edythe asked for a list of other reports and paperwork that would need to be inserted in the packets for tomorrow s meeting. Si and Marilyn said they had another box which they believe is meeting materials. They will get it to us during the break. Historian Report submitted by John and Alitia Becker. Alitia stated she had nothing additional for her report. But if anyone had pictures of the winning square from the competition last year, she would love to have it. Information Officer Report submitted by Mike and Pat Matsko. Mike summarized their written report. The most information requests were on the subjects of competition and the USDA insurance. Past President Report was submitted in writing by Si and Marilyn Kittle. Marilyn indicated there was nothing to add to their written report. It had been a quiet year. Parliamentarian Report was submitted in writing by Jim Maczko. USDA Pre-Annual Executive Committee Meeting, June 22, 2010 Louisville, KY Page 3

4 Committee Reports Insurance Coordinator Report was made available at the meeting. Pat Inglis discussed the Insurance Report. One of the major changes in the insurance is that all the members in the club had to be insured (100%). This has slowed processing a little, but for the most part everything went smoothly. Also a signature is required on the form confirming 100% participation. Markel has made some updates in wording in our policy on automobile coverage for clarification purposes. This portion of the policy is just for the Executive Committee when we have to use or personal vehicles to transport USDA materials, i.e. bringing things to this convention. A request had been made to cover a borrowed school bus, which was denied. The group travel covers 10 or more club members in a vehicle commercially licensed for transportation of passengers and operated by a person holding a valid operator s license for such vehicle, while being transported to or from a covered dancing activity. The other change relates to callers and cuers. Callers and cuers are not covered while performing their duties. However they can be covered as dancers if an enrollment fee is paid. Minnesota pays extra premium for their $2,000,000 liability policy. They have requested to get the liability coverage without the accidental medical coverage. Markel will not do this. In the year 2009, USDA insured 48,580 dancers. This was 2,455 less dancers than As of June 19, 2010 we have insured 49,335; 755 more dancers than we had this time last year. We have 59 affiliate organizations whose club members pay the lower insurance rate. There are 93 other groups that pay a higher enrollment fee and are considered our non-affiliated groups. The medical/accident rate seems to be higher this year, also. The insurance rate for 2011 has not yet been determined and is usually determined in early September. Bill Flick questioned if we would need more funds transferred from the insurance fund to cover our bills. Edythe stated that she tried to figure ahead and hoped that what was transferred prior to this meeting would cover expenses for most of the rest of the year. Pat commented that the people at Markel have been wonderful to work with. Jim Maczko recommended that the budget committee look into investing some of the funds from the insurance account in some interest earning account. Pat s account does not get interest. Pat believed she has to keep $7,000 in her checking account to avoid bank fees. USDA Pre-Annual Executive Committee Meeting, June 22, 2010 Louisville, KY Page 4

5 Motion by Dick White to check into transferring and investing from $10,000 up to $15,000 in an interesting bearing investment account. Second by Mike Matsko. Motion Carried. Bill Flick questioned how long it had been since the insurance rate had been raised. It has been several years. The cost is $4.45. Affiliates keep from 5 to 10 cents to offset postage and copies. Non-affiliates pay $5.80. We pay Markel $3.80 per dancer. Premiums are not pro-rated. Pat encourages the affiliate insurance chairmen to go the website and print the forms from there. There is also a frequently asked questions page, which has been very helpful. Budget Proposal for 2011 was presented by Edythe Weber. Edythe highlighted several items in the Budget Proposal and asked if there were any questions. The Executive Committee approved the proposed budget of $38,100 for 2011 in January. This proposed budget will be presented to the Board of Directors. Discount Prescription Card Report was submitted in writing by Bill Flick. He reported that the prescription cards are not being used as much as they should be. Our cards are good for anyone, anywhere, any age. You do not have to be a square dancer to use them. Those who use the card gets up to 30% discount on the cost of prescription drugs. From January 1 to June 15, 2010, income from the cards was $ In the year 2009 USDA received $ Each time a prescription is filled with the card, USDA gets $0.25. Sometimes this card can help when your regular prescription drug coverage falls into the gap or donut hole. Those on Medicare know what that means. Youth Report was submitted in writing by Bonnie Abramson and Bob Kamuf. Bonnie unveiled the new youth portable display for the Showcase. The cloth display is easily changed with clear plastic pockets for advertising and pictures. The display is bright and colorful to attract the youth. She handed out flyer for the Youth and Family After Party, Hall B105, Friday night, June 25 th, 10 p.m. Master of ceremonies is Hunter Keller, an enthusiastic young caller from Montana who made up the flyer and invited the callers. We will have the cinch bags and water bottles and other giveaway items for the youth. Bonnie invited everyone to join USDA on Facebook. The website will be monitored closely, but it s a good place to find out more about youth square dancing. Currently we have a few more than 300 friends. The recipient of the 2010 Founders Memorial Youth Fund Scholarship is Alyssa Sawyer from Vancouver, WA. Bob and Bonnie will be presenting a scholarship certificate and the check for $1, to Alyssa s grandparents at the Wednesday meeting. Bonnie said that this year we had 16 applicants, the highest number in the 11 years the scholarship has been available. USDA Pre-Annual Executive Committee Meeting, June 22, 2010 Louisville, KY Page 5

6 Bonnie discussed some changes she would like to see in the format of the application form and will be making some revisions to make it clearer. It is not just square dance offices and awards, but the whole person including school, sports, church, etc. It is not unusual for the applicant to not know who their USDA president is or how to contact them. Bonnie asked for clarification as to the signature on the scholarship application form did it need to be signed by the Affiliate president, or would a club or district president be satisfactory. The answer seemed to be yes, it should be the Affiliate president. She thanked Jim for getting that list on the youth webpage. Lennie Houle suggested a timeline be posted for those who are filling out the application. Discussion followed on the scoring system for the scholarship and who is actually eligible for receive the scholarship. At least one applicant was from Texas and not a member of any affiliate, so probably should not have been considered. The scoring system ultimately eliminated those who were not eligible and it all balanced out. Discussion continued as to whether only youth dancers who are members of clubs that belong to a USDA affiliates should be the only ones to apply, or should the scholarship be open to any youth dancer. She said she would be explaining the funding source of the scholarship money and asking delegates and affiliates to consider making donations. She handed out donation forms. Alitia wondered if there was any way to get names, addresses, s of youth dancers. As each club turns in their membership to Pat, could they be designated as a youth? Bonnie mentioned that California has a google group, and something like that could be offered to the youth dancers. Edythe suggested that it might be more helpful to ask affiliates if they have a youth coordinator or contact, an adult contact that Bonnie can keep in contact with from each affiliate. The question was if that information could be requested on the dues notice sheet. Edythe and/or Bill Flick will see if that can be done. Education Report was submitted in writing by Len and Connie Houle. Connie gave a summary of their report. Houle s had been asked if we had any trifolds or books that addressed working with news media in recruiting new dancers. Connie referred him to the website, but will follow up with him after they return home. Patty mentioned that if someone wants information to give to the press, refer them to the ARTS Backgrounder. That is what that document was designed for. There was nothing further to report. Jim recommended that those on the committee who have publications at home; please review them to make sure they are the most current trifolds and books. Throw away the old literature and order some new ones. USDA News/Publication Report was submitted in writing by Jim and Edythe Weber. Jim Weber gave a summary of the report. Jim reported that a request for reimbursement of the USDA bulk mail permit funds ($300) had been given to the post USDA Pre-Annual Executive Committee Meeting, June 22, 2010 Louisville, KY Page 6

7 office. This will close the USDA bulk mail permit since we are now using the printer s bulk mail permit. He also asked for vice presidents to help write as well as seek out articles for the newsletter. He thanked Dick and Shirley White for all their articles during their term as Eastern Region VP. ARTS Report was submitted in writing by Bill Flick. He talked about the ARTS video project and the website, you2candance.com. Flyers were handed out to the Executive Committee. Bill mentioned the grant program, which can provide an organization up to $200 for putting on an educational workshop or seminar during their convention or weekend. Information is on the website at arts-dance.org. Bill discussed the $100,000 Club, a new fundraising effort, and a good way to make a donation. The idea is for 1,000 persons to donate $100 each. Handicapable Dancers Report was submitted in writing by Tom and Miriam James. Miriam James gave a summary of their report. She added that last year for Long Beach they paid out $1,749 in registrations for 53 handicapable dancers. She does not expect that number this year. The deadline to submit the request for reimbursement for attending the convention in Louisville is July 31 st. USDA also made a $750 donation to the US Handicapable Convention which will be held in August in Gatlinburg, TN. They will be attending the convention. Miriam and Tom displayed their new showcase display which is easy to assemble and easy to transported. It uses Velcro to attach pictures of the handicapable clubs and/or dancers to the cloth, that way pictures can be changed easily for a diverse display. It was recommended that the lettering be highlighted in white or yellow to make it stand out more. It was also recommended to put the USDA logo on it somewhere. Tom explained that they usually have the USDA banner in front of their display. There was nothing further to report. Badge Report was submitted in writing by Joy and Joe Vaccari. There was nothing to add to their written report. USA Traveler Report was submitted in writing by Joe and Joy Vaccari. There was nothing to add to their written report. Edythe said that she would be presenting an award to Jerry and Donna Robey for completing all 50 states during the annual meeting. Facilities Report was submitted in writing by Debbie Stewart. Debbie explained the wristbands for the show and dinner on Wednesday night. Debbie asked that everyone on the Executive committee be ready to give her your registration for Detroit so they can all be turned in at one time. She will work with Milene McCall to take care of this on Saturday. Sound Report was submitted in writing by Si and Marilyn Kittle. Si indicated that there were several problems with our current sound system. It is getting hard to find tapes and the entire system is very heavy to transport and takes up a lot of room to store. He is looking into different ways of taping the meetings. He also purchased a wireless microphone. He hopes to have a recommendation and more information at the Winter meeting. USDA Pre-Annual Executive Committee Meeting, June 22, 2010 Louisville, KY Page 7

8 Ways and Means Report was submitted in writing by Len and Connie Houle. Filling in for Gilbert and Sharon Leon, Connie stated that they have shirts in all sizes and all three colors (red, white, and blue) available for sale at the annual meeting and to the Executive committee. Some had pre-ordered and have their shirts already. Twenty-four more handle bags were ordered; they had enough of the cinch bags. NSDC After Party Report had no report. USDA did not sponsor a regular after party this year, but combined their efforts to make the youth after party one to remember. Lennie stated that due to the NEC guidelines for assigning after parties, there was not a slot available this year for USDA to host an after party. We have been assured we will have an After Party in Detroit. NSDC Showcase of Ideas Report was submitted by Bill Flick. Bill stated that we have 8 tables. We can start setup at 9 a.m. on Wednesday so we can get through and be ready for the annual meeting. Breaking down will be on Saturday at 2 p.m. He began a sign-up sheet for times to help man the showcase tables and talk to the dancers passing through and fill up the education racks. He asked that everyone try to take at least one time slot. Dress and Jacket Report was submitted in writing by Edythe Weber. There was nothing to add to her report. USDA Webmaster Report was submitted in writing by Jim Weber. Jim asked that each officer and committee chair look at their pages and let him know if there are any changes that need to be made. If you find a mistake, let him know so he can fix it. He thanked Bonnie Abramson and Pat Inglis for their assistance and input in to the insurance and youth pages. Audit Treasurer s Books. The audit was completed in January at the Winter meeting. However a report should be made to the Board of Directors. Bill Flick will make this report. Competition Alitia Becker stated that she needed a few more dancers to complete two squares for the completion on Thursday at 3:30 p.m. Voting Procedures - Edythe Weber, acting Secretary, stated that delegates will receive ballots in the packet. The ballot will be used to vote in case we have more than one candidate for an office. Nominations from the floor will be accepted for all offices, but especially the offices of Secretary and Central Region Vice President. Election Procedures - Jim Maczko further described the voting procedure and the offices being filled during this election. He said that if there is only one nominee for each office, the chair is able to declare the nominees elected by acclamation. He will appoint tellers in case we have to count votes. USDA Pre-Annual Executive Committee Meeting, June 22, 2010 Louisville, KY Page 8

9 Unfinished Business 501C3 Application Status Jim Maczko reported that the first application was rejected primarily because the USDA bylaws did not have a dissolution clause. A dissolution clause has been created and will be presented to the Board of Directors for approval. USDA 30 th Anniversary Committee Lennie Houle stated that the committee will need to get to work to decide what they want to recommend as a give-away for the 30 th anniversary. Suggestions were letter openers, emery boards, hand sanitizer, fan, and pop open coin purse. Pens were not recommended. If you have an idea or source of a product, please contact one of the committee members: Bonnie Abramson, Bob Kamuf, Bill Flick, Jim and Edythe Weber, Jim Maczko and Patty Wilcox. Samples of products will be brought to the Winter meeting for a final decision. Flags and Banner for USDA continued discussion on the small flags and possibly replacing older banners that are not in good shape. Anyone who has a source should check on the cost of small banners to be presented to the Affiliates and also larger banners to be used in events like showcase tables, etc. Also check on cost of new pins. New Business CALLERLAB Report was submitted in writing by Len and Connie Houle and was distributed in the delegate packets handed out prior to the meeting. The Callerlab Convention was held in Niagara Falls, NY March 28-31, Len stated they attended many workshops and seminars. He spoke about the emotional recognition of the Milestone Award to Masaru Wada from Japan. ROUNDALAB Report was submitted in writing by Marilyn Schmit at the meeting. She said she was honored and excited to have been able to attend the Roundalab meetings. Peg and Doc Tirrell were recognized for 50 years of cuing, Peg accepting the award in their honor since Doc passed away in December. She reported on the Convention s activities, seminars, dancing. Marilyn especially was moved by the seminar on Emergency Planning. She commented on the new slogo Dance Round Out Your Life. CONTRALAB There was no report on the Contralab Convention. Handicapable Convention Miriam James reported that the 12 th US Handicapable Convention will be held in Gatlinburg, TN, August 5-7. USDA has made a $750 donation to the convention. James s and Alitia and John Becker will be attending this convention with a group this year. Other New Business - None Announcements Debra Stewart reminded all that the meeting on Wednesday is in Rooms B and C down the hall from this room. USDA Pre-Annual Executive Committee Meeting, June 22, 2010 Louisville, KY Page 9

10 The Post Annual meeting will be back in this same room. Educational Panels and Seminars Pat Inglis is presenting a seminar on Insurance at 11:30 a.m. on Thursday. Len and Connie Houle are participating in a panel on What is USDA? at 10 a.m. on Thursday. Jim and Edythe Weber and Jim Maczko are helping with the ARTS seminars at 1:30 p.m. on Thursday and again on Friday, 3-4 p.m. Jim Maczko is assisting in a seminar on History of Square Dancing at 1:30 on Friday. We should be sure that Detroit knows that the USDA Executive Committee members want to help and be involved in their educational panels and seminars. Len indicated that this would be done. Edythe Weber stated that the time to bring anything that will be put into the extra packets is 8 p.m. in the hospitality room. (List: Ballot, Voting paddle, Treasurer s report, Proposed 2011 budget, Insurance report, ROUNDALAB report, flyer for Youth After Party, Founders Memorial Fund donation form, Discount Prescription cards) Adjournment The meeting was adjourned at 3:30 p.m. Respectfully submitted, Jim and Edythe Weber Acting Secretary USDA Pre-Annual Executive Committee Meeting, June 22, 2010 Louisville, KY Page 10