Jones Hanger. 901 Buckingham, Friendswood. May 2, 2009

Transcription

1 Minutes of HSRDC 2 nd Quarterly Meeting 2009 Jones Hanger 901 Buckingham, Friendswood May 2, 2009 The meeting was called to order by HSRDC President Joanne Wilson 3:05 PM. Pledge of Allegiance by all followed by invocation by Mary Rich. Secretary Jim Lambert stated that a quorum of 8 or more clubs is present. Secretary report: Moved, Seconded, and Passed (MSP) that minutes of the 1st Quarterly Meeting are approved. Jim Lambert reminded all that the minutes are posted on the web site soon after each meeting. Jim also reminded everyone that reports are due to the Secretaries electronically, either before, during, of after the meeting. Treasurer Report: The treasurers report was provided by Bob Wilson since Pierre French and Bonnie Markland were unable to attend. Bob reported a slight loss for the Presidents Dance. MSP to accept the Treasurer s report. Officers Reports: TSFSRD Meeting in Lubbock: Joanne Wilson. Carolyn and Preston Smith were elected Presidents of TSFSRD for year to New to the Texas Teen Scholarship fund is a new way to contribute and this is to sign over life insurance policies. It is called The Texas Teen Scholarship Endowment Fund and there is a flyer being handed out here at the council meeting and will be out at the benefit dance for the Teen Scholarship Fund. Exhibitions: Dorothy Carroll March: International bridge Players convention. A demonstration with four squares was coordinated by George Wieland, Garland Smith calling. The purpose was to entertain and expose the bridge players to square dancing. The exhibition took place at 11:30 PM. April 25: San Jacinto Festival, San Jacinto Monument. We had 3 squares of enthusiastic dancers and many appreciative observers in the audience. New tri-fold brochure (see below) provided by Bob & Joanne Wilson was distributed to those in audience who expressed interest in learning to square dance. Among those was a group of home schooled students. HSRDC 2nd Quarterly Meeting, May 2,

2 Future exhibitions: July 15, 3 pm West University Library, 6108 Auden, Houston August: DANCE HOUSTON, Cullen Theatre in the Wortham Center. Date TBD. Friendship director: Oscar & Suzi Aleman The following Friendship awards were given during the quarter: Bill Siros, Cypress Swingers 540 Katherine Moore, Bluebonnet Sq 200 Harold Fesler, Bluebonnet Sq. 160 Vern & Ann Wells, Fairbees 960 (correction) Callers Association: Gary Sanders Gary reports a new slate of officers for the Houston Callers Association: Wade Driver, president; openvice president; Carol Teal, secretary/treasurer; Wayne Morvent, education director; Bob Baier & Brice Hesche, trustees. Gary also reported that the HCA will recommend to the Council that a common teaching order and teaching schedule is used for all clubs. The benefit would be that students could catch up at any club if they missed their club dance night. The HCA has Callers committed for the following club and HSRDC Dances 1. May 3 rd HSRDC Trade-N-Buy 2. May 30 th - HSRDC Teen Scholarship Dance 3. Aug. 29 th HCA Dancer Appreciation Dance 4. Sept. 10 th Fairbees - HCA 3 rd Quarter Dance 5. Oct. 23 rd HSDRC Houston Hoedown 6. Oct. 24 th HSRDC Houston Hoedown 7. Nov. 28 th Cypress Swingers HCA 4 th Quarter Dance 8. Dec. 19 th HSRDC/HCA Toys For Tots Dance Insurance: Cindy Marcos. Cindy reported one accident in Frontier Squares a dancer fell (January 2009). Cindy was present and provided the necessary forms to the dancer for filing if needed. Dancer is healing ok but is not dancing yet. Reminded us to not stand on chairs they could collapse. Parents and grandparents take care of children running around in the halls because they could get too close to dancers and cause an accident. Old business By-Laws Update. Jim Lambert presented the proposed update to the By-Laws, which had been previously presented at the 1 st Quarterly Meeting and had been posted on the web site. Jim noted that the two items in question from the 1 st Quarterly Meeting had been resolved and incorporated in the proposal. MSP to approve the proposed updates to the By-Laws. HSRDC 2nd Quarterly Meeting, May 2,

3 Audit Committee: John Brown gave the report of the Audit Committee, which consisted of John and Paulette Brown and Dave and Vicky Wills. The committee noted that the books are in excellent shape but there were a few instances of the Treasurer only signing checks for more than $200 while the By- Laws indicate that the Treasurer and President must sign. The Presidents agreed to place more emphasis on following the By-Laws. MSP to approve the Audit Report with much thanks to the committee for a thorough job. Friends of HSRDC. Bob Wilson reported that four dance organizations have joined as Friends of HSRDC and are now listed in the WNW beginning with the May edition. One additional organization has shown interest. Accumulated funds for Teen Scholarship. Bob Wilson apprised the meeting that audits of previous years Treasurer s records showed a surplus discrepancy with funds for Teen Scholarship having been collected but not transferred to the Teen Scholarship Fund. MSP to clear the prior years books and move the surplus to the Teen Scholarship Fund. New business HSRDC Advertising. Joanne Wilson reported on the Sports and Social Club Expo at Dave and Busters. Joanne noted a lot of interest by several individuals and the Expo is a great venue to expose square dancing. It is highly recommended that we participate next year and there is a possibility that we could put on a demonstration. Joanne presented to the Council the tri-fold pamphlet introducing square dancing, round dancing, and clogging in the Houston area, which was distributed at the Expo. The Council endorsed the publication and free distribution of the pamphlets. The pamphlets were distributed to the Council meeting attendees so that they could be passed out all over town. One of the pictures was noted as being a little fuzzy so Bev DeMoss will supply a clearer picture before another batch of tri-folds is printed. Suggestions were given to put the pamphlets in chambers of commerce, convention bureaus, libraries, doctor s offices, and health clubs. You can also give them out in organizational meetings, neighborhood groups, new comer groups, etc. It was also noted that HSRDC has the opportunity to get reimbursed for $ of the costs for publication by the TSFSRD. The motion was moved, seconded, and passed to apply for reimbursement from the Texas State Federation. Nominations: The By-Laws state that the District Directors comprise a Nominating Committee for the next year s Executive Board and that the Directors shall select a chairman for the nominating committee. Since there was no quorum of District Directors prior to the Council meeting and no business could be transacted, the function of Nominating Committee Chairman has defaulted to the Executive Board Presidents until a nominating meeting can be held. The Presidents have called for a meeting the week of July 10 of District Directors to discuss and select nominees. Since the By-Laws require the nominating meeting of the District Directors to be held at least 30 days before the next quarterly meeting, and the week of July 10 is less than 30 days before the 3 rd Quarterly Meeting (August HSRDC 2nd Quarterly Meeting, May 2,

4 1 at Frontier Squares), it was MSP to suspend Article XIV, section 2 until after the next quarterly meeting. The Nominating Committee will present the slate of nominees to the Executive Board not later than 2 weeks prior to the next quarterly meeting and the slate will be posted on the Council web site as information to all members and member organizations. Additionally, each member organization is responsible to nominate a candidate for District Director of their district. These nominations are also due to the Executive Board not later than 2 weeks prior to the next quarterly meeting and will also be posted to the web site. Council Visitation Schedule Frank Kosub presented the Council visitation scheduled which is posted on the web site. Clubs are encouraged to recognize the HSRDC officers at your club dances so people know who we are. Council Sponsored Dances: Trail Thru Dance: Wednesday, June 10 th, Garden Oaks Baptist Church. Callers Pat Barbour, Wade Driver, Pat Kotal,and Cuer Marilyn & Jerral Waguespack. New Dancer Jamboree: Frank Kosub reminded everyone that the New Dancer Jamboree and Trade Buy will be held tomorrow, Sunday May 3. Please see the ads in WNW for April and May. Singles Sponsored Dance: The February Singles Dance was a big success and the attendees requested another dance later this year. Therefore, another singles dance was scheduled for August 5 th with callers Bob Baier and Pat Barbour with rounds by Georgann. The dance will be held at Garden Oaks Baptist Church. Teen Scholarship Dance. The Houston Callers Association is donating their time for this dance. The list of committed callers includes Wade Driver, Bob Baier, Gary Sanders, and Mark Prow. The dance will be held May 30 th at the Garden Oaks Baptist Church from 7-10 PM. This dance is part of a fund raising activity benefiting Texas Teen scholarships. Tax deductable donation forms are available on the TSFSRD web site. Clubs are encouraged to solicit their members for donations, even if donors don t attend the dance. IRS rules require a receipt of cancelled check or signed donation form for proof of donation. Note: the Texas Teen Scholarship fund is a separate organization from the Texas State Federation. We also learned that in 2009 the Texas Teen Scholarship Fund will be awarding 11 scholarships. Texas State Festival: Joanne Wilson advised that some key committee chairmen positions have been filled for the 2010 Festival in Galveston. Bob & Joanne Wilson will be assistant General Festival Chairmen; Bob & Mary Lou Kiser will be pre-festival chairmen; Bill & Kay Ranshaw will be Services Committee Chairmen; Charles & Avis Raney will be Camping Vice Chairman. Gaylene & Ralph Bynum will be vender/booths vice chairman. Clydette Osteen announced there will be a 2010 Festival After- Party at the Marriott Courtyard Hotel on Friday Night this year at the State Festival in Waco. HSRDC 2nd Quarterly Meeting, May 2,

5 Hoe Down: Joanne Wilson reported that blocks of hotel rooms have been reserved at the Inn at the Waterpark for $89 per night and at the Moody Gardens Hotel for $155 per night. Pre-registration rates do not increase until October 1 st but we strongly recommend everyone who is planning on attending will make early reservations for hotel rooms as 2 years ago the Inn at the Waterpark was nearly sold out by just two clubs Hey Lollies and Bluebonnets. Doing Something Good Martha Montgomery reported on how the Hey Lollies are able to get so many students. See Attachment A for Martha s full report. Hanger Jubilee Dance: All Council members were invited to remain for the Hanger Squares Jubilee Dinner & Dance. Future Council Meetings: Next Quarterly Meeting, to be held Saturday, August 1, 2009, prior to Frontier Squares Luau. 4 th Quarterly Meeting to be held Sunday, October 25, 2009, in conjunction with the Hoe-Down Respectively Submitted, Mary Rich and Jim Lambert, HSRDC 2009 Secretary HSRDC 2nd Quarterly Meeting, May 2,

6 Attachment A: Class Members Recruiting is the number one key to a good square dance class, along with personal encouragement. Encourage club members to submit prospective class member names along with address and telephone numbers (contact number) several months BEFORE the class is to start. Don t wait until the last few weeks before the class is to begin. Begin your recruitment efforts immediately after graduating the current class. Be sure that the club members personally contact prospective students before issuing an invitation to join the class. If your club keeps names of prospective class members that were previously invited to join your class, then be sure that the club member who submitted their name contacts them again to see if they might be interested this time. Circumstances change, and even though you have previously asked someone to fun night, this just might be the year that they are ready! When talking to a prospective class member, inform them that they are most welcome to invite any friends of theirs that they feel would be interested. Remember, at first, they might be more comfortable attending with someone they already know from another activity. Forms should be readily available at the club dance, and put in s to the club members. If your class is to begin in September, start this contact list in May. Encourage your club members EACH WEEK at your club dance by making some sort of an announcement to the club members about the progress being made for the new class. You can encourage the club members to submit names through skits or just simple announcements. You will need to invite LOTS of people. Another way to encourage club members is to present little awards each month to the member who has submitted the most names. Also, there could be a grand award to the member who submitted the most names of people that actually join the class for example: free dues for one quarter. Advertising is also a good tool. You can place ads and post flyers in area newspapers, community centers health clubs, church bulletins, and the Where n When. However, the Hey Lollies have found that most students are found by the regular membership, especially the members that have just joined. HSRDC 2nd Quarterly Meeting, May 2,

7 To further encourage the prospective class members to attend fun night, the Hey Lollies mail a written invitation to each couple whose names has been submitted, asking them to join us on fun night and to join our class. Club members who submitted the names of students are asked to phone these people and ask if they could pick them up and bring them to fun night. Also, remind club members that even though the prospective class member might not able to attend fun night, the actual class will be accepting members for a couple of weeks. Continue to encourage these prospective students to join. Nurturing the class members during the months before their graduation helps the class to feel more comfortable about joining the regular membership. Club members are encourage tovisit with class members at club functions during this teaching period. Incorporate the current class members in club functions or events, Halloween and Christmas parties, and encourage club members to attend the class half-way dance and join them in attending other half-way dances in the area. So, remember, the number one key RECRUIT!! HSRDC 2nd Quarterly Meeting, May 2,

8 HSRDC 2nd Quarterly Meeting, May 2,

9 HSRDC 2nd Quarterly Meeting, May 2,