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(DRAFT) Annual
Membership Meeting Minutes
November 15, 2002
These minutes are DRAFT only until approved
at the next
Annual Membership Meeting in November 2003
Call To Order:
The call to order was given at 6:36 p.m. The following members were present: Terry Daniel, Linda Knighten-Gilhuly, Wade Godfrey, Patty Davis, Robin Near, Norman Jones, Marilyn Nigro, Abe Camp, Debbie Franchek, Rick Franchek, Jim Robb, Jeanne Daniel, Henrietta Rexroad, Al Near, Holly Buzby, Mike Gerschefski, Vita Cukurs, Leafy McBride and Terri Babers. Dale Haggstrom and Don Turner arrived toward the end of the meeting.
Robin Near read the October 18th minutes to the members and copies of last year’s annual meeting minutes were passed out to membership to read. Both sets of minutes were approved.
Treasurer’s Report:
Patty Davis provided a detailed financial report of expenses/income for the past ten weeks. The club has approximately $12,000 cash and two cd’s (approx. $3,700 each); that will mature in a few months. One member asked if we needed a balance/income sheet for the IRS. Terry Daniel responded that we are not required to do so. The accounting firm the board has hired has carefully monitored what is required by the IRS. They are assisting us with some late charges the IRS says we owe, but the treasurer has proof we do not. The Treasurer’s Report was accepted and seconded.
Committee Reports:
Communications—Terri Babers reported that our club spent less than $500 toward the Symphony Ball. Linda Knighten-Gilhuly told Terri how much the club members appreciated the weekly club E-News.
Program—Patty Davis stated that classes are going well with 37 students on Monday and 39 on Wednesdays. She will meet with Rulon and discuss the January class schedule. Patty also stated that there’s a certified dance instructor from AZ who will be visiting family here during the holidays and may be willing to teach some intermediate/advanced classes in December.
Social Activities—Debbie Franchek reported that volunteers are needed for the Starlight Ball on February 22nd, 2003. The Christmas dance will be held at the dance hall on 12/13 and Jerry Blemke’s going away party on 12/20. Members voted whether or not they wanted an admission fee at Jerry’s party. It will be donation only and open to all Jerry’s students, former and present. A memory card will be available for students to sign. The board plans to purchase a weekend at Chena Hot Springs Resort for Jerry and Debbie, including the cost of a babysitter.
Facilities—Jeanne Daniel is looking for someone to open/close for Saturday practices. She would prefer someone with dance experience to assist new dancers and will advertise in the enews. Richard Kemnitz made some new DVD tapes for viewing that should be helpful too.
Old Business:
Wade summarized the club’s legal standing. The Articles of Incorporation and by-laws were approved and adopted with 2/3rds of the membership vote. The board signed the new Articles of Incorporation by-laws at our attorney’s office, where they were notarized and sent to the state. Wade has volunteered to fill out the lengthy, IRS 1023 form so the club may obtain tax-exempt status. When completed, our accountant will review. Then we sign and send it to the IRS. A member expressed concern that non-member use of the facility could somehow jeopardize our tax-exempt status. Wade said that our accountant has made all the above recommendations and if this were a concern, he would have surely informed us. A member asked about the cost. Form 1023 will cost $500, which is a one-time fee. The deadline to file is April 2003.
The Zitos have still not returned the club’s CD writer, even though we have fulfilled all our legal obligations. Someone asked if the club has a position on the Zito’s attending club functions. The board stated we do not have an official policy regarding the Zitos.
New Business:
Terry Daniel had several housekeeping motions to bring to membership vote before the current board retires; which are as follows:
1) A motion to establish Pioneer Park Dance Hall as the place where the ballroom club conducts business.
2) That annual membership dues remain at $15.00 per person; the vote was in favor.
3) The membership year would change from Jan-Jan to Sept-August.
4) To establish the due date of membership dues to within 30 days after membership begins, (by end of September for uninterrupted membership).
The vote was in favor for all four motions.
Ballots—Ballots will be sent out so members may vote on whomever is nominated during the meeting. Under the new bylaws, the board has 10 days to get the ballots out by mail and they must be postmarked no later than December 15th, (30 days from today).
The ballots will be counted and the new board will decide who will be President, Vice-President, etc. Under the bylaws, a simple majority of the returned ballots will determine the results, provided a quorum of Members’ ballots are returned.
Linda Knighten-Gilhuly opened the nomination process. The following seven people were nominated by themselves or others: Terri Baber, Richard Kemnitz, Jim Robb, Patty Davis, Henrietta Rexroad, Don Turner and Terry Daniel. Linda then made a motion to close the nominations and it was seconded. Ballots will be counted when the two boards meet on December 13th @ 6:30 p.m.
President’s Report:
Linda gave a heartfelt report, thanking people individually for their efforts to make the club what it is today. She expressed the sentiments of the entire board by stating that it hasn’t always been easy and many times we wanted to quit but we hung in there for the club. Linda stated that it is important that in spite of some disagreements, (we all basically want the same thing; to enjoy social dancing), we need to remain friends.
Adjournment:
The meeting adjourned at 6:30 p.m.
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