Board of Directors Meeting

April 26, 2014†† 9:00 AM

El Zagal Shrine


The meeting was called to order by Curtis Vanek, President.Members of the board present were :Curtis & Rosella Vanek, Presidents; Merle & Noreen Braaten, Vice Presidents; Gloria and Clayton Brennan, Treasurers; Al & Carol Currie, Convention Co-Chairs ; Larry & Sharon Schwartz President elect; Vern Laning, acting SW Director; Mike & Doris Cleary, Acting SE Directors.

Also present were:Ray& Rose Hall, Prairie Squares webmaster; Mark & Bina Krebsbach, Insurance Coordinators;Gary Chepulis, License Coordinator.

Members of the board absent were:NW Director Lois Weltz, & NE Director (no club and no director).

Minutes of last meeting (Oct. 26, 2013)

Curtis Vanek read the minutes of the Oct. 26, 2013 Board of Directorís meeting. Discussion was held regarding filing the IRS non-profit annual report.No one knows if we are current.Gary Chepulis volunteered to check on our status. Mark Krebsbach moved and Larry Schwartzseconded a motion to accept the minutes.Motion passed.

Treasurerís Report††††††††††††††††††††††††††††

The Treasurerís report was read by Clayton Brennan.As of April 24, 2014. thebeginning balance $2,779.30.There wasincome from club dues of $160.†† Four clubs have paid the dues.Interest received was 18 cents.Total income was $160.18. ††There were expenses of $1329.35.Current balance is $1610.13.†† One correction was made (typo) DMI corrected to BMI.†† It was discussed that the treasurer should indicate on the report the year that the BMI is paid for.ASCAP is paid by Gary Chepulis.He discussed the new minimum rate is $121.00 (up from $90.00) and they want it before the convention.He has the contract but hasnít signed it yet as he hasnít gotten a check from us yet.Mike moved that Gary sign and pay the money .††Rose Hall seconded motion.Discussion held.Motion was carried.Larryvolunteered to get clarification on this and report at the next meeting.Discussion held regarding three clubs that have not paid their club dues.Vern Laning moved and Tammie Hughes seconded a motion to accept the Treasurerís report.Motion passed.


Historianís Report††††††††††††††††††††††††††††

Tammie Hughes reported that Tillie is alive and well at her home.She had nothing new to report but was wondering if she could do a facebook page for ND square dancers.She would set it up and do the administration of it.Discussion was held and it was thought to be a good idea.

Insurance Coordinator Report††††††††

The Insurance Report was given by Mark Krebsbach.There are currently six clubs in North Dakota.Two of the clubs participate in the Insurance Program.The premium for the 2014 year is $4.45 per member.The minimum fee per club is $45.00.They sent the forms to the two clubs in September of 2013 and received the money and forms back from the two clubs.The forms and monies have been sent to the National Insurance Coordinator, Pat Inglis.Curt received an email that Mark & Bina would like to resign their position. This will be brought up at the general member meeting to see if someone else will do.If not they will do for one more year. ††

License Coordinator Report †††††††††††††††††††††††

The report was given by Gary Chepulis.

ASCAP Ė License (Current Rates) ††under 1500 people charge is- $121.00 Minimum

BMI = License (Current Rates) $. 06†† Per attendee - $150 minimum

ND Secretary of State Annual Report= $ 10.00 per year (filed & paid)

USRD annual fee : $100.00(has been paid)

IRS (non-profit status) Ė must file every year after June 1st as our year is from June 1st thru May 31st.


Prairie Squares Report†††††††††††††††††††††

Ray Hall reported that the minutes of the 2013 Oct. board meeting and Spring 2013 report are missing on the website because he hasnít gotten them.


Directorsí Reports

a.      Southwest Directors - Ken & Sharon Moon

Vern Laning handed out the report and summarized the activity. ††They lost two long term members.Ken Moon and Sharon Sorenson passed away.

b.      Northwest Directors- Lois Weltz

There was no report.

c.       Southeast Directors- (Bruce & Diana Clark)

The report was given by Mike Cleary.He has four pages of reports from clubs.He suggested they be put on the website instead of reading.

d.      Northeast Directors- No club, no director, no report.


Convention 2014††††††††††††††††††††††††††††† - Al & Carol Currie

Report was given by Carol Currie.All is going well.The convention opened last night with 108 people pre-registered.There were 25 walk-ins so far for a total of 133.We had a welcome from Fargo mayor Dennis Walaker.Wandaís Whitewood Square Dance Shop is downstairs.There will be an after party following the dancing tonight.


Convention 2015†† - (President Elect) Larry & Sharon Schwartz

The report given by Larry Schwartz. ††They have been meeting and plans are going well.Officers are:††††† ††††††††††† President†††††††† -Larry & Sharon Schwartz

†††††††††††††††††††††††††† Vice-President†† -Gary & Diane Chepulis

††††††††††† Secretary††††††††††† -Art & Judi Bakken

††††††††††† Treasurer††††††† †† -Carlyle & Sally Hillstrom

††††††††††† Convention Co-Chairs-Larry & Sharon Schwartz, Greg & Mary Ann Morford

Old Business

There was no old business.

New Business

Discussion was held regarding whether Lois Weltz is still a director.There is no club in that district any longer.†† Mike discussed whether a change should be made regarding the districts.Bina suggested that the by-laws be changed to provide for two districts instead of four.A discussion should be held at the general meeting regarding this suggestion so that a change can be made next year.

Adjournment Rose Hall made a motion to adjourn and Mark Krebsbach seconded.Adjourned.