CALLERLAB BOARD OF GOVERNORS MEETING - Minutes April17-20, 2011 Riviera Hotel and Casino (Approved May 30, 2011)

Transcription

1 CALLERLAB BOARD OF GOVERNORS MEETING - Minutes April17-20, 2011 Riviera Hotel and Casino (Approved May 30, 2011) Meeting called to order by Chairman Tim Marriner, at 4:00 PM, Sunday, April 17, Meeting was reconvened by Vice Chairman Larry Cole at 1:10 PM, Wednesday, April 20, /2011 BOG Attending: Clark Baker, Skip Brown, Scot Byars, Calvin Campbell, Barry Clasper, Larry Cole, Betsy Gotta, Patty Greene, Bill Harrison, Eric Henerlau, Robert Hurst, Deborah Carroll-Jones, Vernon Jones, Tim Marriner, John Marshall, Jim Mayo, Bear Miller, Bob Poyner, Ken Ritucci, Tom Rudebock, Home Office Dana Schirmer and Jerry Reed 2010/2011 BOG Member Not Attending: Sunday -Tim Crawford (Waiver), Elmer Sheffield (Waiver), Tom Miller (Waiver), Jerry Jestin (No Waiver) Wednesday - Listed above (except Tim Crawford) and John Marshall (Waiver) 2011/2012 BOG Attending: John Swindle Opening remarks: Chairman Marriner welcomed everybody and thanked them for their service. Tim asked for a moment of silence for Norm Wilcox. Acceptance of the agenda: Prior to acceptance of the agenda Patty Greene requested that a discussion of the GSI fund raising efforts to benefit the square dancers and callers in Japan be added. The following MOTION was considered: Special Orders: MOTION: Be it resolved that the meeting agenda be accepted as amended. (MSC) Election of Parliamentarian Jerry Reed has agreed to serve as Parliamentarian for the 2011 CALLERLAB business meeting. The following MOTION was considered: MOTION: Be it resolved that Jerry Reed be appointed as Parliamentarian for the 2011 CALLERLAB Annual Membership meeting. (MSC) Appointment of Sergeants at Arms The following have agreed to serve as Sergeants at Arms for the 2011 CALLERLAB Annual Meeting: Scott Bennett, Bill Harrison, Vernon Jones, and Arnold Gladson Assignment of BOG/VIP Escorts The following were assigned to assist VIPs: 1. NEC: - Patty Greene Lee and Barbi Ashwill, Presidents of NEC 2. ROUNDALAB : - Roy & Betsy Gotta Ron and Georgine Woolcock, Chairman of ROUNDALAB John and Karen Herr, Past Chairman of ROUNDALAB th NSDC (Detroit, MI) - Bear Miller Louis and Nancy Friedlander rd NSDC (Little Rock, AR) - Vernon Jones Wayne and Lura Wade

2 5. United Square Dancers of America (USDA) - Scott Byars John and Alitia Becker, Presidents 6. USA West - (None Needed - David is a Member) David and Ruth Fullaway Staff BOG Members for BOG Informal Sessions - The following have agreed to staff the BOG Informal sessions: 1) Bear Miller and Bill Harrison 2) Barry Clasper and Ken Ritucci Minutes of Previous Meetings: Copies of the following meeting minutes are available: Minutes of the 2010 Annual Meeting were approved by the Board and mailed to the Members. Minutes of the 2010 Board of Governors meeting were approved by the Board Minutes of the Spring 2010 EC Meeting were approved by the EC and provided to the Board Minutes of the Fall 2010 EC Meeting were approved by the EC and provided to the Board Confirmation of the Election of 2011/2012 Executive Committee (EC): The recently revised EC Election Procedures provide that the Board will reconfirm the EC election which was conducted at the immediate past BOG meeting. The election of the 2011/2012 Executive Committee during the 2010 Board meeting needs to be confirmed as follows: Chairman: Vice Chairman: Members: Alternate: (1 st ) Alternate (2 nd ) Elmer Sheffield Larry Cole Clark Baker Barry Clasper Tom Rudebock Betsy Gotta Tim Marriner The following MOTION was considered: MOTION: Be it resolved that the election of the 2011/2012 Executive Committee conducted by the BOG in Niagara Falls, NY in March of 2010 be confirmed as follows: Chairman Elmer Sheffield, Vice Chairman, Larry Cole; and Members, Clark Baker, Barry Clasper and Tom Rudebock. 1 st Alternate Betsy Gotta; and 2 nd Alternate Tim Marriner (MSC) Confirm Actions by the 2010/2011 Board Of Governors - (Attachment 1) It is established policy that the Board will confirm the action taken by the Board since the last Board meeting. Those actions are attached. The following MOTION was considered: MOTION: Be it resolved that the actions taken by the 2010/2011 Board of Governors between April 2010 and March 2011 be confirmed. (MSC) Approve Actions by the 2010/2011 EC - (Attachment 2) It is established policy that the Board will approve actions taken by the EC since the last Board meeting. Those actions are attached. The following MOTION was considered: MOTION: Be it resolved that the actions taken by the 2010/2011 Executive Committee from April 2010 through March 2011 be approved. (MSC) Financial Report - Fiscal Years 2009 & 2010 Financials have been reviewed by the Corporations CPA firm and tax reporting are current. Fiscal Year 2010 End-Of-Year Balance Sheet ending November 30, 2010 compared to Balance Sheet ending November 30, (Attachment 3). The corporation ended the 2010 fiscal year with total assets of $82, which includes a cash balance of $78, (Note: $31, of these funds is prepayments of the 2011 Convention registrations and $5, is segregated for outstanding liabilities to be paid in the next fiscal year.)

3 Fiscal Year 2010 End-Of-Year Profit & Loss Stmt (Dec 01, 2009 to Nov 30, 2010) Compared to Fiscal Year (Attachment 4) The Profit/Loss statement shows a Net Gain of $10, Comparative Fiscal Year Statement Profit and Loss Statement. (Attachment 5) The following MOTION was considered: MOTION: Be it resolved that the 2010 Fiscal Year (Year-End) financial report be filed. (MSC) Balance Sheet ending March 15, 2011 compared to Balance Sheet ending March 15, (Attachment 6). The corporation total assets as of March 15, 2011 was $257, ($201, as of March 15, 2010) which includes a cash balance of $250, compared to a cash balance of $190, for the same period Increase in cash is due to increase convention attendees in 2011, cash donation from the 59 th NSDC of $3,000; and operations savings. We anticipate 2011 convention costs to be higher (approximately $76,000) than 2010 (approximately $48,000) due to increase attendance. Year to Date 2011 Profit & Loss Stmt (Dec 1, 2010 to March 15, 2011) Compared to same period (Attachment 7) The Profit/Loss statement shows a Net Gain of $210, compared to $162, from the same period in EC Proposed Candidate Criteria (Attachment 8) During the 2010 BOG Meeting, the BOG requested the EC to review the rules which determines when a Board Member is eligible to run for election to the EC. The EC assigned Clark Baker and Jerry Reed the task of reviewing the procedures and recommending changes that would clarify the rules. Clark and Jerry proposed to the EC that the CALLERLAB EXECUTIVE COMMITTEE CANDIDATE CRITERIA and the CALLERLAB EXECUTIVE COMMITTEE Candidacy and Election documents be archived and that a new document, EXECUTIVE COMMITTEE Candidacy Procedures, be approved. The Executive Committee has reviewed and recommends the BOG approve this document (see attachment 8). BOG LOG presented the proposal to the BOG and after many questions and concerns were addressed, the BOG LOG was closed. A recap of the discussion received was provided to the BOG during this meeting. Major change proposed in this document is that ALL Members of the BOG are eligible to stand for election to the EC positions, including Chairman, Vice Chairman and three EC Members. Considerable discussion of this item resulted in agreement that the requirement for a committee chairman or vice chairman to step down from the committee position when elected to the EC should be rescinded. This requirement is included in the proposed revised procedures as #6 under to be sent in January. Discussion of this item resulted in the following MOTIONs: MOTION: Be It Resolved That: Item #6 be removed from the section which reads Successful candidates for the Executive Committee must agree in advance that they will comply with the following in the Executive Committee Candidacy Procedures (Rev A - Draft 1- August 4, 2010). MSC MOTION: Be It Resolved That: The EC election procedures titled: Executive Committee Candidacy Procedures (Rev A - Draft 1- August 4, 2010), as amended during the 2011 Board Of Governors meeting, be approved. MSC MOTION: Be It Resolved That: The policy approved by BOG LOG C be rescinded. MSC (NOTE - This policy states: The EC may, under special circumstances, request the Board to waive the requirement 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. Such waiver will be voted on by the Board.)

4 AAHPERD/NDA and CALLERLAB - 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 designated as the CALLERLAB rep to both organizations. Calvin provided a brief description of the past activities in support of AAHPERD and NDA. During the past year other CALLERLAB Members have attended AAHPERD/NDA events to make presentations and square dance instruction just as Calvin has done in the past. Others have agreed to do the same for some future events. Calvin reported that involving other Members will help reduce the cost. There have been no other reports to the Home Office. The cost of continued association with the NDA/AAHPERD is roughly $2,000/year. As information, The CALLERLAB Foundation has allocated $20,000 to cover these expenses over a five year period beginning in During the 2010 ARTS meeting the ARTS Board approved a MOTION to fund AAHPERD event expenses for Calvin Campbell up to $1,000 for one year pending further developments. Scott Byars reminded Calvin of the requirement to submit a report to the ARTS to account for the expenses and a report of the activities at the events. Calvin agreed to send a report to the ARTS Executive Director (Jerry Reed) Home Office Status Report This item involves reports from the Home Office of items of interest to the Board 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. The site seems to be working very well and we receive very few complaints. We have added a section called From our Members to post submitted articles from CALLERLAB Members. The Members Only area has been activated and many Members have registered. This is one of the added benefits of CALLERLAB Membership. Examples of information available to Members Only are 1) Current issue of DIRECTION, 2) Committee mailings and information, 3) Some of our sale items, and 4) Other items or information to be determined. Future goals being considered for the web site include online membership renewals; pin map of membership locations; electronic voting; online registration for convention. Discussion of this item resulted in agreement that there needs to be link to the Foundation and that the CALLERLAB Mission Statement should be more prominent on the web site. During the meeting Patty Greene reported the web site had been updated to include these items. Electronic DIRECTION (FYI) We have implemented a system to distribute DIRECTION electronically. At this time we have over 970 members, nearly all the publications, and most of the Affiliated Associations in the system receiving DIRECTION and Press Releases electronically. We offer this service to all new Members and most new Members do sign up. We continue to get new subscribers. The system works well and the mailing list is quite reliable. Home Office Activities (FYI) The Home Office continues to look for money saving methods of doing business while providing more services to our membership. Long range consideration is evaluating the leased office copier to see the feasibility of continuing to lease or purchase a copier. This would include evaluating whether it is cost effective to outsource large print jobs such as DIRECTION, Convention invitations, membership renewals, etc. Status Reports (FYI) The Home Office is charged to provide periodic reports to the BOG of the EC LOG actions. This report includes completed actions. The Home Office does not report Home Office LOGs because of the transit or non-binding nature of these LOGs.

5 Routine Decisions/Action Required Of the Board - Executive Director MOTION: Be it resolved that Dana Schirmer be retained as the Executive Director for the period of April 1, 2011 through March 31, (MSC) Treasurer MOTION: Be it resolved that Dana Schirmer be retained as the Treasurer for the period of April 1, 2011 through March 31, (MSC) Non-Committee Reports BOG Response Report (Attachment 9) During the past year there have been 11 BOG LOGs which required a vote. The overall voting percentage for the Board was 98%. EC Response Report (Attachment 9) During the past year there have been 38 EC LOGs which required a vote. The overall voting percentage for the EC was 100%. Membership Reports (Attachment 10) (End-Of-Year) The 2010/2011 membership year ended March 31, 2011 with a total membership of 1480; (2009/2010 was 1,482; 2008/2009 was 1,531; 2007/2008 was 1,574; 2006/2007 was 1647 and 2005/2006 was 1722) Members. This includes 1304 in the USA (2009/2010 was 1311; 2008/2009 was 1347; 2007/2008 was 1388; 2006/2007 was 1447; and 2005/2006 was 1503); 142 Overseas (2009/2010 was 139; 2008/2009 was 146; 2007/2008 was 145; 2006/2007 was 157; and 2005/2006 was 177); and 34 in Canada (2009/2010 was 32; 2008/2009 was 38; 2007/2008 was 41; 2006/2007 was 43; and 2005/2006 was 42). There were 804 less than 50 dance licenses, 458 over 50 dance licenses, 27 Country & Western licenses, and 8 Reciprocal licenses. Total membership includes 790 voting members. See attached report for breakdown by category & area. The reduction in Total Membership of 2 is less than the predicted loss of 4% or 59 members. A quorum for convention voting is 263 voting members. There are 179 voting members registered for the 2011 CALLERLAB convention. (Year to Date) As of March 25, 2011, the TOTAL 2011/2012 membership is 1006; Home Office continues to receive renewals and new Member applications. Affiliate Report (End Of Year) (March 31, 2011) 52 Caller associations were affiliated 30 Associations took advantage of the insurance we offer to affiliates 01 Of the insured associations had callers insured through CALLERLAB 01 Non-Members were insured through CALLERLAB Affiliates Convention Report (FYI) TOTAL REGISTERED: 355, 211 Members, 115 Partners, 17 VIPs & VIP Partners, 6 non-members, 0 guest and 0 guest partner, 11 staff, and 2 speakers. There are 183 voting members registered for the 2011 CALLERLAB Convention. There are 14 Associate Members who became Active Members by attending the 2011 convention. Past convention totals: 2010 = 237, 2009 = 221, 2008 = 241, 2007 = 264, 2006 = 276; 2005 = 295, 2004 = 335, 2003 = 311, 2002 = 316, 2001= 363, 2000 = 596, 1999 = 349, 1998 = 475, 1997 = 438, 1996 = 499, 1995 = 532, and 1994 = 562. Convention Recordings (FYI) At the Fall 2010 EC Meeting the EC approved a proposal from the Home Office that Convention CD, Inc (CCD) will provide CALLERLAB a Master Set of all sessions recorded during the 2011 conventions at a cost

6 of $3,000. The Home Office will make copies and sell for whatever price the Home office determines is appropriate. As of March 31, 2011, the Home Office had sold 155 sets of the MP3 s at a price of $25 for each set totaling $3,875. In addition, the EC has also approved presenting each affiliated organization a free set. 2011/2012 Board Of Governors Election 772 Ballots were mailed and 317 valid ballots were returned = 41.1% 2010/2011 Election Vote Response = 43.8% 2009/2010 Election Vote Response = 41.6% 2008/2009 Election Vote Response = 41.1% 2007/2008 Election Vote Response = 46.9% 2006/2007 Election Vote Response = 40.3% 2005/2006 Election Vote Response = 36.3% 2004/2005 Election Vote Response = 35.6% 2003/2004 Election Vote Response = 42.5% The following were re-elected to the Board: Clark Baker, Patty Greene, Bill Harrison, Jerry Jestin, Vernon Jones, Bear Miller, Tom Miller, and Bob Poyner. The following were elected to the Board: John Swindle The following were not elected to the Board: Trevor Day, Tom Mohney and Mike Olivieri, (NOTE - BOG LOG was approved to Destroy 2011/2012 BOG Ballots) Donations for Japanese Square Dancers - Patty Greene asked for BOG approval to have a donation collection to benefit the Japanese square dance community due to the recent earthquake and tsunami. Cash donations could be made during the convention. Tax deductible donations may be made through Grand Square Inc (GSI). The money collected will be provided to the Japan Square Dance Association. Brief discussion of this item resulted in approval. The Home office was directed to arrange for the collection of donations during the convention. COMMITTEE REPORTS: SPECIAL INTEREST (EC Liaison - Clark Baker) Callers Partners - (Chair - Janet Olivieri; VC Erin Byars) The committee completed the new welcome brochure Something For Everyone. The brochure is colorful, eye catching, designed to appeal to callers and partners alike and was included with the invitation to the 2011 CALLERLAB Convention. The agenda for the Partners Committee meeting at CALLERLAB includes presenting and gathering ideas for future projects. One of the discussion topics will include a proposal for volunteers from the Partners Committee to work with the Home Office as information ambassadors during the CALLERLAB convention. If the Partners Committee members decide that the Volunteer Information Ambassador proposal is something they would like to pursue, then we will be seeking input from the Home Office regarding areas where we can be of service. Janet will contact the Home Office with the decision of the committee following CALLERLAB. Competition in Schools (Ad-Hoc) - (Chair - Scot Byars) - Scott reported he is now focusing on creating a document describing how callers or dancers could create their own local competition program. Such a program could include a group of schools which would compete among themselves. The draft document includes information from the Pacific Northwest Teen Competition. Scott has started writing this document. When completed, the draft document will be submitted to the committee for review and input.

7 Handicapable - (Chair - Michelle Mabie (McCarty); VC - Charlie Wheatley) Michele is writing the next issue of the Handicapable Newsletter. One of the committee projects is to create a video to assist callers and clubs involved with Handicapable dancers. This project has not progressed very well. Cost of this project is estimated to be approximately $ Clark indicated he will discuss this issue further with Michele and Charlie and will provide more information at a later time. Clark also reported that helpful hints for people looking for information is available through the Handicapable organization web site. History Committee - (Chair Jerry Reed). VC Jim Mayo) Jerry reported the committee continues to work on posting and updating historical data on the CALLERLAB web site. The committee has posted all Milestone Award recipients on the web site, updated posted data. Posted all past issues of DIRECTION. Provided past issues of DIRECTION to the University of New Hampshire. The committee continues to look for additional historical data to post on the web site. Clark Baker provided comments regarding the possibility that we may be able to convert the PDF historical documents to be searchable. Additional information on this issue will be provided when available. The committee will be discussing a square dance history project being planned by Jim Mayo. The Home Office has included a request in DIRECTION for new committee Members. NDA Liaison - (Chair Calvin Campbell) Calvin reported that the American Alliance of Health, Physical Education, and Dance (AAHPERD) is in the process of reorganizing to reduce the number of organizations in the alliance from six to one. The National dance Association (NDA) will, most likely, not survive the reorganization. The NDA may move to another alliance or they may stay with AAHPERD as a service unit. The decision may be made next year. Calvin reported many physical education programs and recreation programs may disappear. Record Producers - (Chair- Wade Driver; VC Buddy Weaver) The committee has established a new music production clearing house which has proven to be successful. The music award banquet (Ozzie Awards) was held immediately prior to the 2011 CALLERLAB Convention and was well attended and a success. The committee will be discussing any required changes to the clearing house process, the possibility of a web site to sell MP3 files for all music labels, and the possibility of future award events. Music Ethics-Ad Hoc (Chair - Paul Bristow; VC Wade Driver) Following last year's meeting, very little action has occurred although some research and discussion has taken place. The committee plans to discuss how we can make progress with our Committee Brief and then begin work on all projects described within our Committee Brief. Women in Calling - (Chair- Deborah Carroll-Jones; VC Patty Greene) The committee has completed a rough draft of brochure highlighting WIC projects/accomplishments & reasons to join WIC. The committee plans to review of brochure draft and discuss other items of interest to members. During the coming year the committee plans to complete the brochure and distribute to Caller Associations, festivals, National Conventions & included in a Welcome Packet for CALLERLAB conventions. The committee has been working with American Square Dance magazine to publish articles featuring Members of the WIC. Youth Activities - (Chair- Justin Russell; VC -) The main focus of the Youth Committee at the moment is on the Caller s Mentor Program. Two callers, Ken Ritucci and Tom Miller have agreed to be mentors in the new program and now the committee has to finalize some of the details. The committee was able to publish a brochure showcasing the youth perspective on Why we Square Dance prior to the National Square Dance Convention in Louisville, KY. Positive feedback has come from dancers as they use the brochure as a way to recruit younger members. In Memphis, the brochure was part of a Home School Curriculum Fair which generated 4 squares at a One Night dance and three families taking the fall classes. All three families are currently members of a weekly square dance club. The committee will discuss the Caller Mentor Program and how to get the word out to current young dancers who might have an interest in calling. Members are also encouraged to write any positive stories about the Square Dance brochure or the Youth Caller Equipment Program. These stories should be shared with others to show we are on the right track and making real progress. One project up for discussion is a Youth Survey to determine why youth are in the activity. The survey would include open & closed ended questions asking how the square dance activity has impacted their life

8 and why they are still involved. It is the hope of the committee to gauge why a majority of youth joined/still participates in the activity. The goal is to determine the best way to recruit young dancers (attracting families, exhibition teams, youth only clubs, competition groups, multi-generational recreational groups, etc.) After the convention, the committee will need assistance in promoting the Caller Mentor Program and will ask to publish an article in DIRECTION. We do want to thank the Home Office and Board of Governors for their support as we changed Chairmen and move forward this year. PROGRAMMING & COORDINATING (EC Liaison Vernon Jones) Advanced - (Chair - Bill Harrison; VC - Skip Cleland) Bill reported the committee brief has been updated. The committee will begin discussion on the definitions for Swing and Mix and Transfer and (Anything). These will be sent out before convention and discussed at convention. Also at convention electronic mail will be discussed as the time has come we must have this tool during the year. The committee voted to make some changes to the teaching order. They also added Swing and Mix, Any Hand Concept to the list. There was a second ballot to overturn the vote of moving All 8 to A1 and keep it in A2 with All 4 Concepts. The committee will discuss going to for discussion needed during the year. They will also discuss the newly formatted list and definitions. Applications Review - (Chair - Jon Jones; VC - Jerry Story) The ARC has five items on the agenda for the meeting during the 2011 convention. They plan to obtain information and input from anyone in attendance. Everyone is welcome to attend the meeting to express your opinion on the agenda items. There are two questions involving Circulate, one about Tag the Line and two about Trade The Wave. Jon reported that the committee has reviewed 68 questions to review, 25 were found to be proper and 43 were found to be improper. There was some discussion regarding whether the committee should review previous decisions in response to a change in the definition of the call which is the subject of a previous decision. The committee has, historically been reactive rather than proactive and therefore does not automatically review previous decisions unless a specific question is submitted. Discussion of this item included consideration of whether the previous decision regarding COORDINATE should be reviewed at the 2011 committee meeting. Discussion by the Board resulted in agreement that the ARC should review the previous decision on COORDINATE considering the revised definition. Jon reported the committee did discuss this item during the 2011 meeting and will be submitted to the full committee for discussion and vote. Challenge - (Chair - Barry Clasper; VC -Kris Jensen) Barry reported the following: 1) A vote on the C2 call Peel/Trail to a Diamond is currently underway, 2) The new publishing system for definitions makes it possible to do the mass updates involved in adding the parts information to each individual definition, the committee will be discussing this issue for quite some time, 3) The committee is working to create draft definitions using both current and new approaches regarding Disconnected definitions, 4) The C3A definitions update is on hold for additional research and input, and 5) Work has not yet started on a project to rationalize the use of Left and reverse across Challenge program lists. Barry also reported the Challenge Distance mentoring project has been implemented. So far ten committee Members have agreed to serve as mentors. The committee voted to offer this service to everyone, not restricted to CALLERLAB Members, or even callers. The project has been published in DIRECTION. Three applications have been received and they have been paired with a mentor. The committee has completed the revision of three call definitions. The committee completed several definition updates to correct format inconsistencies and typos. The committee plans to discuss the following: 1) Updates on past year s activities and plans for coming year, 2) Report on the results of the mentoring project, 3) Show samples of possible update in Challenge definitions format to present parts information, and 4) Discuss possibility of using more electronic media in discussion and voting process.

9 Committee For Traditional and Community Dance - (Chair - Bob Riggs; VC - Calvin Campbell) Calvin reported the focus of the Beginner Dance Party Leaders Seminar (BDPLS) has changed to also include Community and also Community and Traditional Dances and is evolving. There were 30+ people attended the BDPLS held immediately prior to the 2011 convention. There was no video of the BDPLS this year because of the cost for union involvement. Calvin also reported that a proposal was submitted to the NDA that a special program specifically designed for NDA Members would be presented on Friday. This would provide the opportunity for teachers to obtain Continuing Education (CE) credits for attending. Reportedly, the NDA was willing, however, AAHPERD became involved and they decided there would not be enough profit and the special program on Friday was cancelled. Calvin reported the NDA did advertize for teachers to attend the BDPLS on Saturday and Sunday. There was one teacher who signed up for the BDPLS. This teacher has been involved with teaching dancing for many years. Calvin believes there are three NDA Board Members who are familiar with square dancing. The committee is also working on another issue of the CD Journal. Definitions - (Chair - Clark Baker; VC - Michael Maltenfort) (attachment 12) Clark reported the work of the committee is divided into two parts: 1) The Mainstream rewrite and 2) everything else. He also reported that since the Home Office has changed to Microsoft Word as the primary word processing software that he believed the conversion of the all definitions would be a simple task. However, he discovered that there was a serious problem with diagrams between the Mac and the PC and PDF files. He now runs a PC compatible version of Word on his Mac and this seems to work quite well and revisions and updates are more timely. All the definitions are completed except for C3A. The committee completed a definitions guide which is now posted on the CALLERLAB web site. There are many definitions which have been completed and many others still in work. The attached report provides details of the status of the ongoing work of the committee. During the 2011 meeting, the committee will be discussing many of the issues in the report. Clark also reported the progress on the Mainstream rewrite is progressing, but slowly. In Clark s view part of the problem is the review comments and the resulting requirement for the Definitions Committee to rework some of the work already done. The plan was to write and approve five calls per year, but this schedule has not been met. The Mainstream Ad-Hoc Committee as a whole is not involved with the draft of the definitions so there is no input from the Ad-hoc committee until the final review before going to the Mainstream Committee. Clark also reported he and Michael have discussed publishing the Mainstream definitions on their own as an independent project and then offering this document to CALLERLAB as the finished product. He has discussed this proposal with Tom Rudebock, Mainstream Committee Chairman and with Chairman Tim Marriner. Neither of them felt this was a good idea and could not support such a proposal. The plan now is for the Definitions Committee to submit the remaining Mainstream definitions rewrite calls to the Ad-hoc Committee for their action. There was concern from the Board regarding the time it is taking to complete the rewrite. Clark reminded the Board that the Mainstream definitions document includes much more than just the definition of the calls. There is another important piece which is totally new information and has not yet been started. The Board was provided attachment 12 for review during the meeting. Mainstream - (Chair - Tom Rudebock; VC - Lanny Weaklend) (attachment 13) Tom reported the committee is continuing the update and rewrite of the Mainstream definitions. During the past year the committee completed work on the following: 1) Mainstream Committee Brief Updated, 2) Basic/Mainstream Teaching Order Updated, 3) New Definition for Grand Square Approved, 4) Basic List identification changed from BA & BB to B1 & B2, 5) New definition for Circle To A Line approved, and 6) New definition for Veer Left /Veer Right approved. During the committee meeting this year, Tom plans to update the committee on the past years actions, update the committee on current definitions review process, and update the committee on the revised committee brief. The committee is not planning any new projects during the coming years. Tom read a letter to the Board. The letter is attached as attachment 13.

10 Chairman Tim Marriner commented on the Mainstream definitions rewrite process and the concerns with the process which were brought out during this meeting. Tim noted that he believes there is a workable plan in place for dealing with the rewrite including input from the Definitions Committee being submitted to the Mainstream Definitions Ad-hoc Committee, and then to the full Mainstream Committee for approval. He encouraged an open dialogue between all the parties involved to address the concerns which have been raised. Clark Baker provided rationale for the Definitions Committee conducting a vote on the call Circulate. Which was done in response to a request from a committee Member to determine if a request should be submitted to the Mainstream Committee to make changes to the Circulate Family. Clark reported the vote would be to not make any changes to the Circulate family. Plus - (Chair - Skip Brown; VC - Paul Bristow) Skip reported there are no projects under way at this time. During the past year the committee completed voting and approved the new Definition of Coordinate. During the committee meeting this year Skip plans to discuss the pre-requisite requirements for membership on the Plus Committee with the idea of possible modification and update of the committee brief. Choreographic Review Coordinator Ed Foote Vernon reported that Ed reviewed singing call material for the March, 2011 issue of DIRECTION. Ed submitted a report with the following: 1) Problem: There were 4 sing call figures submitted. The 1st two were OK, #3 & #4 had problems. Ed s objection for #4 was corrected, however, Nothing was done for #3. 2) Two problems with #3: First: A Spin the Top (ending with girls in the center of the wave) was followed by a Recycle. This is a direct reversal of body flow for the girls. This should not have been printed. According to Dana, Tim Marriner said it was OK to print because "everyone calls this." I consider that an unacceptable comment. Is CALLERLAB now promoting bad choreography simply because some callers choose to use bad choreography? 3) Second: Figure #3 has the square in a starting DPT. The command is: "Centers Box Circulate 3 times, Swing the corner." I objected to this - how many callers would ever call "Centers Box Circulate 3 times from a starting DPT? Yes, it is legal and yes it does give the corner, but should it be printed as acceptable to call, especially in a singing call? I would have called "Centers Square Thru 3/4" instead. According to Dana, Tim said it was ok to print because it was it provided something different, a little variety. I submit that if this is called at a Mainstream dance it is going to cause confusion, which will lessen the effect of the enjoyment of the singing call. Is this what CALLERLAB wants to promote - confusion instead of enjoyment? Ed requests that the Executive Committee can let me do my job and not over-ride my decisions without discussion with me first. Ed also submitted the following: SITUATION: My job was created primarily to proofread material submitted by the Mainstream & Plus Committees for the Emphasis Call Program. I have now held this position for 2 years. The Plus Committee has never submitted any material in 2 years. The Mainstream Committee submitted material the first year, but nothing in the past year, because the chairman said he did not want to get beaten up by people objecting to what he submitted. I feel the Emphasis Call Program is worthwhile - perhaps because I was the one who suggested it be started many years ago. But if the Mainstream and Plus Committees are not going to submit material, this means we have no Emphasis Call Program at the present time. SOLUTION: Have each committee name their respective Emphasis Calls but provide no examples. Our membership is fully capable of providing the calls to the dancers without help. This lets the program continue and avoids the committees having to submit material. Discussion of this item resulted in clarification that Ed has been charged with the review of choreography before we publish in DIRECTION.

11 PLANNING & RESEARCH (EC Liaison John Marshall) Caller - (Chair - Paul Henze; VC - Tony Oxendine) Paul reported he has created an Ad-Hoc committee to review the Re-Certification application. The committee will be reviewing the recommendation from the Ad-Hoc Committee. The committee is also: 1) Looking to find a new Written Test Administrator to grade the tests from applicants and 2) Reviewing the written tests to update and revise as needed. During the coming year the committee plans to review all aspects of callers schools, review the Curriculum Guidelines to determine if any changes are needed, and discuss the Caller-Coach Corner in DIRECTION. There was some discussion about the application and concern that there can be some confusion. The committee will be asked to review the application with the goal of reducing confusion. Caller Training - (Chair - Betsy Gotta; VC Ron Markus) Betsy reported the committee has been working on a Caller Mentoring project. The goal of this project is to create materials which callers who are not Caller-Coaches, but who are helping other callers learn to call. Draft 2 of the document has been submitted to the committee for review. The committee will also be reviewing the Curriculum Guidelines and Technical Supplement for possible changes. There was some discussion of whether identification and description specific FASR such as Zero Lone and Zero Box are available in CALLERLAB documents and searchable on the web site. Calling In Schools - (Chair - Mike Callahan; VC - Corben Geis) Mike reported no projects were completed last year. The committee is currently working on the following: 1) List of Alternative Music for callers interested in working with youth and 2) Introductory Letter to Colleges/Universities with information about the Foundation Grant for teaching square dancing to Phys. Education students and helping to start square dance club on campus. During the next year plans to work on a document which will provide information regarding how to start school programs. Choreographic Applications - (Chair - Dottie Welch; VC - Elmer Claycomb) John reported that the committee has been working on the Sight and Module Resolution Systems Document. HO LOG (VOTE)(Sight and Module Resolution Systems Document) has been submitted to the Ad-Hoc Committee for review and comment. Lesson Systems - (Chair Arnold Gladson; VC Vernon Jones) Vernon reported the committee has been collecting and assimilating a list of alternative Lessons Systems for teaching the Mainstream Program. This project includes a Tri-Fold Brochure to highlight the systems in use versus the Traditional method of teaching 20 or more weeks. The initial work on the Tri- Fold is complete. The committee plans to continue to refine and gather additional systems. They will work with the Marketing Committee to help market and inform callers that these systems exist. The will also focus on collecting success stories using the alternate systems. The committee also created an initial highlevel summary of the alternate systems in use which has been posted on the CALLERLAB web site. Research & Development - (Chair - Pam Clasper; VC Corben Geis) Pam reported that a survey is in progress to see what attracted single men to square dancing, and to hopefully solicit ideas for future marketing possibilities. The survey is still in progress, using Survey Bob, and there have been over 90 responses as of March 2, A report will be compiled and submitted once all results are in and analyzed. This project was suggested by Daryl Clendenin. Pam also reported that a list of colleges and universities in the United States that teach teachers was provided to Cal Campbell to help him with his projects. A copy has also been sent to Mike Callahan, chair of Calling in Schools Committee. Pam also reported the committee is ready to help other CALLERLAB members, Committee Chairs, The Board, Executive Committee or Home Office MEMBERSHIP (EC Liaison Betsy Gotta) Caller Association Liaison - (Chair Tim Crawford; VC Jerry Reed) Jerry reported the following: 1) The committee is working on the distribution of five bulletins provided to the area Reps for distribution/presentation to their local associations (both dancers and callers), 2) The committee has been re-activated and have been reconnecting with the Reps to reconfirm their acceptance to be the CALC Rep. Once the committee confirmed their willingness, we asked them to identify the association, if any, and then provided them the bullet point publicity sheets. The committee will be seeking feedback or reports from the Rep to gauge the effectiveness of the exercise. During the next few months the committee will start to receive feedback and from that work new initiatives may arise.

12 International Committee (Chair- Jeff Priest) Currently a questionnaire has been sent to all committee members for input into the future direction of this group. This is a new committee and the first initiative is our questionnaire, Until the results of the questionnaire are tabulated future projects are unknown at this time. Marketing - (Chair - Mike Hogan; VC - Jerry Junck) The RPM Committee has been renamed Marketing Committee and a new committee brief has been approved. The committee has received approval and funding for some projects to market CALLERLAB to callers, both Members and Non-Members. Included is authorization to use a professional company to create a logo and slogan. The committee will be working on a Marketing campaign including articles or advertisements for local square dance publications and associations. This campaign will include information for dancers to publicize what CALLERLAB has done and what we are doing. Mike will be asking other committees with brochures or other information to be used in this campaign. Mike reported that the Marketing Plan is posted on the CALLERLAB web site. He will be inviting all to take a look at the information and download the plan for use in local areas. The committee will also be working on creating information about the Internet, Facebook, and other social networks which can be used in a Marketing plan. The committee will be asking for assistance with creating materials for the Marketing campaign, including video, ads, articles, and any other marketing materials. The committee will be proposing that the Marketing Committee can provide help to other associations. Ways & Means - (Chair - Scott Byars; VC - Gary Felton) Scott reported the committee completed the 2010 Convention Yearbook last year, He also reported the committee is working on the 2011 Convention Yearbook and the plan is to have it completed by the time of the 60 th NSDC in June Other projects include: 1) CALLERLAB cook book, 2) CALLERLAB ring, 3) Auction a caller, 4) CALLERLAB Cruise, 5) Travel case, and 6) Collectable or challenge CALLERLAB coin. The plan is to initiate the CALLERLAB collectable coin project this year. The general plan is to present three projects each year. The committee is asking for more clarification and direction as to how to proceed with the various projects. The committee needs a financial commitment to move forward with some of the projects. Without funding the projects cannot be developed nor pursued. Financial requests have been submitted to the Home Office, but no approvals have been received. Two projects in this category are Auction a Caller and the CALLERLAB ring. Discussion of this item resulted in agreement that part of the problem may be a lack of communication between the committee and the EC. Chairman Tim Marriner requested that committee reports be submitted in a timely manner. If there are financial commitments needed the committee needs to identify what an approximate estimate of what the financial commitment would be. If the committee submits requests for discussion and does not get feedback, the Home Office needs to be notified. There also seemed to be general agreement that a goal is better communications between the committee, the Home office, the EC and the Board. Professional Conduct - (Chair John Marshall) John Marshall reported there have no issues submitted during the past year. New Initiative Committee (Chair Mike Olivieri) During the 2011 Membership meeting Mike submitted the following report: The committee is charged with collecting Winning Ways reports from around the square dance community. These reports provide information about ideas which have worked for other callers, clubs, or association and will be published by the Home Office and posted on the CALLERLAB web site. Previous reports have been posted on the web site. Mike also announced a new address for submission of the reports: squaredancewinningways@earthlink.net Review Ethics Procedures (Ad-Hoc Committee) - (Chair - Mike Seastrom) This item concerns the decision by the BOG that an Ad-Hoc Committee should be created to review the current Ethics Procedures. Discussion of this item during the 2009 BOG meeting resulted in approval of MOTION which directed the Executive Committee to create a committee to review the existing Code Of Ethics (Revised April 16, 2003) and Grievance Procedure and recommend changes and improvements to them.

13 Following the 2009 BOG meeting, the Review Ethics Procedures - Ad-Hoc Committee was created with Mike Seastrom as Chairman. Mike Seastrom reported on the goals of the committee and explained the process the committee used. He explained that the committee had reviewed all previous policies and procedures and, after much discussion, created two documents. The Past Chairman Committee was also involved with the creation and review of the documents. One is a two page document titled CALLERLAB GRIEVANCE PROCEDURE and the other is a two page document titled PROFESSIONAL CONDUCT COMMITTEE PROCEDURE. Both are identified as being revised on September 29, These two documents are related to and support each other. On April 13, 2011 the final draft of both documents were sent to the BOG by the Home Office with a request to review the document before this meeting. Discussion of this item resulted in agreement that the committee did a good job with the review of previous policies and procedures. The BOG also identified several concerns with the documents. Considerable discussion of this item resulted in agreement that the Ad-hoc committee will take the comments and concerns from the BOG and revise the two documents to incorporate changes as appropriate. The revised documents will be submitted to the Home Office and then to the BOG under a BOG LOG. One Direction - (Robert Hurst---Mary Hutchinson) This item concerns a request to review and discuss the proposal for a newsletter targeted to non-dances and nonmembers, commonly known as One Direction. This publication would be written and submitted to the Home Office for review to ensure consistency and agreement with CALLERLAB policies, word usage, and other administrative issues. Very extensive discussion of this item during the 2010 BOG meeting resulted in agreement that this is a good idea and a worthwhile project which has the potential for great good for CALLERLAB. The Board agreed that Robert Hurst will be charged to lead a small group of helpers to work on publication of the first issue of One Direction. There was agreement that the draft first issue will be submitted to the Board for review and when approved the Home Office will distribute electronically. Subsequent issues will be submitted to the Home Office review and distribution. The group will work on creating a guide for writing this publication. Additional administrative details will be developed and implemented by the Home Office. Subsequent to the meeting Mary Hutchinson joined the group to provide technical expertise in the online publishing process. During the past year there has been research into the technical aspects of this project, however, the first issue has yet to be written. The general idea for how to proceed was submitted to the EC and was approved. The EC requested that a template or sample be created and submitted for review and approval. Considerable research was required prior to creation of the template, which has not yet been completed. The procedures for distribution via a web site have been agreed upon by the committee, but not yet submitted to the EC nor Home Office. The plan is to use a web site to post the issues with links to specific articles. Past issues will also be available. Robert reported he is continuing to collect addresses for distribution of the notice that the One Direction is available on the web. He has now collected over 3,000 addresses. When activated there will be a form for others to sign up to receive the document. BOG Waiver Policy This item concerns a request to consider the BOG Waiver Policy. Discussion of this item resulted in general agreement that the waiver policy is valid and that the decision regarding a request for a waiver is based on the circumstances for that specific case and not on previous requested. ARC Decisions and Program Definitions Changes - This item concerns a request to discuss what, if any, actions should be taken regarding previous Applications review Committee (ARC) decisions when the definition of a CALLERLAB dance program call is revised. Discussion of this item resulted in agreement that an Ad-Hoc Committee consisting of the chairman of the following committees 1) ARC. 2) Definitions, 3) Mainstream, 4) Plus, 5) Advanced, and 6) Challenge. The Chairman of the ARC will act as chairman of the Ad-Hoc Committee. The Ad-hoc committee will review and discuss this issue and submit a recommendation to the Board for further action, if any. Vice Chairman Larry Cole requested the Ad-Hoc Committee to try to have a report submitted to EC prior to the 2011 Spring EC meeting. Chairman s Party - This item concerns a request to review and discuss the costs and accounting for the Chairman s Party at CALLERLAB conventions. EC Policy Record ID states Be it resolved that CALLERLAB subsidize the Chairman's party at the CALLERLAB Conventions, up to a maximum of $ This amount to be in addition