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[RAF Meetings]

DateDayTimeRoomRefreshments by
Sep 19, 2017Tue(DOR 6:30) 7:30 Bill Grays
Oct 30, 2017Mon(DOR 6:30) 7:30 Bill Grays
Jan 11, 2018Thu(DOR 6:30) 7:30 Bill Grays
Mar 05, 2018Mon(DOR 6:30) 7:30 Bill Grays
Apr 19, 2018Thu(DOR 6:30) 7:30 Bill Grays
May 14, 2018Mon(DOR 6:30) 7:30 Bill Grays

[RAF Minutes]

RAF MEETING MINUTES — May 15, 2017

MEETING CALLED TO ORDER 7:30pm

ATTENDEES: Warren and Doreen Olson, Jim Gotta, Henry Capron, Joe and Terry Pratt, Mary Ann Lane, Sharon and Chuck Meyer, Stu and Jane Jones, Peter Emmel, Carl and Eileen Webster, Russ and Ruth Uhrenholdt, Sally Baechele, Mary Jane Kosel, Kaitlyn McJilton, Carol Ann Stahl.

SECRETARY’S REPORT: Doreen Olson. No corrections needed. Motion to accept by Sharon, seconded by Peter, and all in favor.

TREASURER’S REPORT: Mary Ann Lane. Total for receipts is $2,891.00. Total for Disbursements is $3,409.57. Total Balance on Hand is $9,305.61. Motion to accept by Peter, seconded by Terry, and all in favor. ( Balances will be subject to change after Jim reviews subject matters).

COMMITTEE REPORTS:

1) DOR — Jim reported dance results. We were down about 2 squares, with 230 dancers in attendance. About 70 dinner tickets were sold. Twenty two people filled out the survey, with the general consensus being positive. General dinner comments were good. Some had a problem with location, but we strongly felt that Perinton Rec was a suitable place. Some negative comments on the sound. May have to utilize the downstairs hall for the plus dance. Its hard to please everyone. Looking for Diamond Jubilee suggestions for the 60th next year.

2) CCR — It was a good session with Betsy and Roy Gotta. Summer Sizzle will be Aug 12, 2017 at the Henrietta fire hall 7pm.

3) USDA — Sally reported the possibility of the clubs having tax exempt status. Many pros and cons whether it would benefit our federation. Questionable how much sales tax savings there would be, may not be worth it to apply.

4) Promenader/web site — Peter reported $90 for listing fees. The balance total is $5,220.68. New articles were submitted along with 3 obituaries. Peter took a picture of the Board members, old and new.

CURRENT BUSINESS:

1) Trail thru to June Jamboree is June 8, 2017 at the Church of Assumption, 20 East Ave, Fairport, NY. Callers are Ken Bower and Gary Shoemake, and cuer is Mark Thone. It will be Mainstream and Plus. Time is 7pm early rounds, and 7:30 to 9:45pm Squares and Rounds. $10 per person with discounts at the door for club members and graduates.

2) Mike Sikorsky Dance will be Mainstream and announced Plus dancing. It is Aug 25, 2017 at Henrietta Fire Hall, 3129 East Henrietta Rd, with Mike Sikorsky calling and Alice Bubel cueing. Time is 7:00 Early Rounds, and 7:30 to 9:45 Squares and Rounds. Cost is $10 per person.

3) Fall Friendship Ball is Saturday Sept 23, 2017, at American Legion Post 34, 1513 Palmyra Rd, Shortsville, NY 14548. Dance is from 2:00 to 5:15pm. No charge for the dance, but the buffet dinner that is served immediately after is $20 per person ( reservations are required). Please sign up with Peter Emmel — see flyer for details. Encourage all Graduates to go!!!!!

4) The RAF Meeting Schedule is out, please pick one up.

5) Yard signs are in and available. They are $1.50 each, please see Warren Olson.

6) Please support the ALS Fundraiser Dance with Shirts & Skirts in memory of Elaine Eno. It is June 17, 2017, and this year they will be honoring Jerry Carmen.

7) President’s Meeting is Tues May 23, 2017 at 7:00pm at Bill Grays, Jefferson Rd, Henrietta.

8) Passing the Torch — Welcome Jim Gotta the new Pesident, Henry Capron the new Vice President, Carl Webster the new Secretary, and Stu Jones the new Treasurer.

9) Bill and Pat Mosher from Southern Tier Wheelers announced their dance June 17, 2017, inviting all new Graduates to join them. Flyers posted in the Promenader.

10) There was a suggestion to have 4 double sided new signs made up for DOR similar to the Yard Signs. Will discuss further at next meeting. Also look into magnetic signs for cars as a way of advertising.

11) The Federation Board wants to give Sid Marshall a special thanks for overseeing the Open Mic Hour.

THANK YOU FOR YOUR PARTICIPATION IN THE ROCHESTER AREA FEDERATION. WE CAN’T DO IT WITHOUT YOU!!!

NEXT MEETING IS TUESDAY SEPTEMBER 19, 2017 at BILL GRAYS. 1225 JEFFERSON RD, HENRIETTA, 7:30.

MOTION TO ADJOURN made by Terry , seconded by Sally, and all in favor.

RAF MEETING MINUTES — April 18, 2017

Meeting Called To Order 7:28 p.m.

ATTENDEES: Warren and Doreen Olson, Jim Gotta, Joe and Terry Pratt, Sharon and Chuck Meyer, Henry Capron, Mary Ann Lane, Sue Eddy, Kaitlyn McJilton, Jane and Stu Jones, Carol Ann Stahl, Ed Briggs, Mary Jane Kosel.

SECRETARY’S REPORT: Doreen Olson made corrections to last meeting minutes. Motion to accept by Ed, seconded by Terry, and all in favor.

TREASURER’S REPORT: Mary Ann Lane reported the receipts for DOR tickets and dinner tickets. The total was $1683.00. Disbursements for Dangles was $108.00. The Balance on Hand as of April 18, 2017 is $9824.18.

COMMITTEE REPORTS:

1. DOR: Jim Gotta. Jim needs the total number of graduates and their names so he can put together packets. The total count for dancers at DOR is 192, and the count for dinners sold is 75. The final count for dinners is next week. There will be no sales at the door. The dinner tickets will be collected at the dinner hall. There will be the sale of ice cream available after dinner. The start of the sales for Fall Ball will be at DOR, and can be purchased at the Dangles table. The dance is free to all, and the dinner is $20 per person. Jim wants to remind all clubs to please bring YOUR BANNER!!!!!

2. INSURANCE: Carol Ann reports that insurance is $4.70 each. She needs the list of names of all new graduates and a check, so she can send it in.

3. USDA: Sally Baechel not present.

4. PROMENADER: Peter Emmel not present but Ed Briggs brought the financial report. The balance as of April 18, 2017 is $5130.68.

5. CCR: Jim reported that Betsy and Roy Gotta will be here this weekend, calling A2 at Cloverleafs Saturday afternoon, and calling and cueing at Copy Cats in the evening.

CURRENT BUSINESS:

1. Detail of List of Responsibilities at DOR. There is a schedule of commitments. People were informed that if they were unable to keep their time slot, they were responsible to fill it or switch.

2. Norma Daphne Award: Carol Ann reports that it is all set.

3. Election of officers: Holding the vote for the slate: President- Jim Gotta, Vice President- Henry Capron, Treasurer-Stu Jones, Secretary- Carl Webster. At this time the nominations are closed. Motion to accept being closed by Ed, seconded by Mary Jane, and all in favor. The Nominating Committee instructed the Secretary to cast a single ballot for the slate. All in favor, and motion is carried.

4. Yard Sign Update: Warren found another company on the internet that sell signs. The total for 200 signs is $627.60, and there may be a 40% off that is applicable. The cost per sign is $3.14. The cost of each sign to club members will be $1.50 and the Federation will pay for the remainder. The size will be 18"x24". The Federation will take the money from the Recruitment Fund. Motion to accept by Carol Ann, seconded by Henry, and all in favor. Warren will order them tomorrow.

5. Tentative Schedule: Warren has next years schedule posted. The meetings are a little farther spaced out, and the first two are already booked at the Bill Grays on Jefferson Rd.

6. A Presidents Meeting was suggested. It was thought to be a good idea. Warren will pick a few dates in June so the presidents can vote on one.

OTHER:

Warren suggested emphasis on Fall Ball not only at DOR, but at the Bower/Shoemake Dance and the Sikorsky Dance also. We need as much publicity as possible.

At the next meeting, the passing of the batons will take place.

We need ideas for next year’s 60th DOR.

NEXT MEETING IS MAY 15, 2017 at 7:30 p.m. — BILL GRAYS, JEFFERSON RD.

THANK YOU FOR PARTICIPATING WITH THIS ORGANIZATION — WARREN OLSON AND THE FEDERATION BOARD.

MEETING ADjOURNED: Motioned by Ed and seconded by Carol Ann, all in favor.

RAF MEETING MINUTES — March 30, 2017

Welcome/Called to Order 7:30 p.m.

ATTENDEES: Jim Gotta, Mary Ann Lane, Sharon and Chuck Meyer, Terry and Joe Pratt, Warren and Doreen Olson, Mary Jane Kosel, Sue Eddy, Kaitlyn McJilton, Henry Capron, Jane and Stu Jones, Peter Emmel, Carol Ann Stahl.

SECRETARY’S REPORT: Doreen Olson. The Minutes were read. Motion to accept by Ed, Carol Ann seconded, all in favor.

TREASURER’S REPORT: Mary Ann Lane. Balance on hand as of March 30, 2017 is $8249.18. Motion to accept by Terry, seconded by Carol Ann, all in favor.

COMMITTEE REPORTS:

DOR: Jim Gotta wants the count of dinner tickets from all clubs. He needs to know weekly the count of dinner tickets and ribbons passed out. Next meeting is the deadline. Jim also needs all the names of the recent graduates, so packets can be provided. The main hall will be cleared at 5:30 so set up for dinner can take place. Perinton Recreation will be setting up and taking down of tables. Dinner will be catered by Otto Tomato’s. Open Mic will be in the plus dance hall. Graduates will be assembling at 6:45 for the Grand March followed by a mixer dance, and awards. We will be selling ice cream in the refreshment area following ceremonies until gone. Jim wants all clubs encouraged to bring their banner to hang.

INSURANCE: Carol Ann reports no new requests.

USDA: Sally Baechel not present.

WEBSITE CHANGES: Peter Emmel reports no issues or expenses. One event — Carl Webster has moved the Cloverleafs website to the RAF account which is free. As of yesterday it was up and running. Peter still requesting articles and pictures to be submitted. Cut off date is May 1st.

CCR: Jim reported on the Spring/Fall Dance. They started with four squares and ended with four squares. All stayed until the end. Unfortunately there were very few class members there. Betsy and Roy Gotta will be calling and cueing at Copy Cats April 22nd, and also is scheduled in August at Cloverleafs. Cloverleafs will be offering round dance lessons. The first two lessons will be given by Mark Thone in May, and Alice will be teaching June through August.

PROMOTIONS: Henry will report at the next meeting on the new class for Cloverleafs.

CURRENT BUSINESS:

1) Bower/Shoemake Dance will be Thursday, June 8, 2017 at the Church of the Assumption in Fairport. The cost of the large gym w/ adjacent kitchen is $180.00. The cuer will be Mark Thone. Callers want $10 a person. The Federation will presell tickets at a reduced price with discount vouchers. The cost for any club member will be $7 (with a $3 coupon) and for any recent graduates within the last two years will be $3 ( with a $7 coupon). Club involvement will be from the Cloverleafs and the Copy Cats. Tickets will also be sold at the door. Warren put the ad in the Coordinator.

2) Fall Ball will be Sept. 23, 2017, at the Shortsville American Legion. The dance will be from 2:00 to 5:15 with dinner at 6:00. The callers are Callahan, Porter and Gotta. The cuers are Thone and Meyer. The cost of the dinner is $20 per person. The same caterer as last year will be used. Ribbons are available at all clubs. The sale of dinner tickets will start at DOR at the same table as the Dangles, and Peter Emmel has volunteered to man the sales.

3) Mike Sikorsky Dance will be Friday August 25, 2017 at the Henrietta Firehall from 7:00 to 10:00pm. The cuer will be Alice Bubel and the cost will be $10.00 per person. Cloverleafs have volunteered to man the tables and take care of insurance. Warren has updated the flyer changing it to mainstream and plus calls. The contracts with the caller and cuer are in place.

4) Yard Sign Project — Warren informed us that what we thought was going to be the cost is really doubled. There were hidden fees and charges. We are still interested in the 18x24 in. size. Terry will contact the Champagne Whirl-A-Ways and ask about a similar project they had.

5) Nomination Committee is represented by Peter Emmel and Warren Olson. Elections are to be held at the April 2017 Meeting. The slate was presented at the March Meeting. Nominations from the floor are to be accepted at March and April Meetings. The President’s position has been accepted by Jim Gotta; theTreasurer’s position has been accepted by Stu Jones; and the Secretary’s position has been accepted by Carl Webster. The Vice President’s position has not yet been filled. The Federation is asking all clubs to help in the search for the Vice President’s slot. Suggested the possibility of Co-Vice Presidents sharing the duties.

Next meeting is scheduled for Tuesday April 18, 2017 —- Bill Gray’S 1225 Jefferson Rd. at 7:30

Thank you for participating with this organization — Warren Olson and federation board

Motion to adjourn by Terry, Ed seconded, and all accepted.

RAF MEETING MINUTES — February 20, 2017

Welcome/Called to Order 7:30 p.m.

ATTENDEES: Warren and Doreen Olson, Sharon and Chuck Meyer, Mary Ann Lane, Jim Gotta,Ed Briggs, Henry Capron, Sue Eddy, Mary Jane Kosel, Stu and Jane Jones, Carol Ann Stahl, Kaitlyn McJilton, Peter Emmel.

SECRETARY’S REPORT: Doreen Olson. The Minutes were read, corrections were made. Motion was made by Carol Ann, and seconded by Mary Ann. All were in favor.

TREASURER’S REPORT: Mary Ann Lane. Balance on hand as of Feb. 20, 2017 is $8469.89. The funds from DOR and RAF were merged. The RAF Dancer Recruitment and Retention Fund Balance was summarized. The fund balance is now $478.00.

COMMITTEE REPORTS:

Dance O Rama: Jim Gotta. Investigated bringing in dinner again. Voted on Otto Tomato as the caterer. The cost per ticket will be $15.00 each to eat on site, and must be paid in advance. The sale of tickets will be made at individual clubs. There must be a minimum of 50 people and maximum of 128. Perinton Recreation will set up and take down tables and chairs for us at no additional expense. Dancers will be escorted out of the main hall while room is being set up. All dancers who will be staying for dinner must present their ticket upon re-entering hall. Open Mic will be re-located to the plus hall this year. Jim will be making up new flyers with the menu and cost, and the tickets. There will still be the option to eat off site.

INSURANCE: No updates.

USDA: Sally Baechel not present.

WEBSITE CHANGES: Peter Emmel had no changes. The link to the USDA page is available. Getting ready for the March 1st publication. They are very light on articles since Dick Halstead retired. All are encouraged to submit any news. All clubs news has been submitted. The Bower/Shoemake Dance will be listed as an event, Peter will take care of it.

CCR: Jim said The Spring Thaw Dance will be March 25th, 2017, and will be held at the Baptist Church in Chili from 7 to 10 p.m. Jim will be making up the flyers.

PROMOTIONS: Nothing new.

CURRENT BUSINESS:

BOWER/SHOEMAKE DANCE: Will be held on Thursday, June 8, 2017, at the Church of the Assumption in Fairport (Barb Green’s church). The cost is $180.00 for the large gym and adjacent kitchen. The cuer will be Mark Thone. The callers want to charge $10.00 per person. The Federation will pre-sell tickets for $7 to local club members and $3 to recent graduates. The Federation will fund the difference. Warren will make up the discount vouchers , one for members and one for recent graduates (any graduate from the last two years of classes). Club involvement from Village Squares and Copy Cats. All will be encouraged to bring refreshments.

NORMA DAPHNE AWARD: A new engraving plate is needed. There is only room for one more entry. Carol Ann Stahl will purchase a new plate for $28.00 and the Federation will reimburse her . The old plate will be handed down along with the new one so as to keep them together.

FALL BALL: Will be held September 23, 2017, at the American Legion in Shortsville. The callers will be Mike Callahan, Gil Porter, and Jim Gotta. Mark Thone and Chuck Meyer will be cuers. The same caterer will be used as last year and the cost will be $20.00 each for dinner. Free entry for all club members and tickets needed for dinner. Fall Ball ribbons available for everyone. Warren will make new flyers advertising Dinner and Dance for $20.00. Peter will take care of collecting the dinner tickets at the door, and the selling of the 50/50 raffle tickets. Will start the distribution of ribbons at DOR to everyone, and selling dinner tickets at the table where the dangles are sold. Peter will also keep track of the master list at DOR.

MIKE SIKORSKY DANCE: Will be Friday August 25th 2017,at the Henrietta Fire Hall, 7–10 p.m. Gary Bubel gave up his weekly slot at the fire hall, and the cost of the hall will be $65.00. Mike Sikorsky will get paid $300.00. Alice Bubel will be cuing . Sharon will make up the contract for Alice, and Alice will be paid $70.00 for the evening. The cost of the dance will be $10.00 each. Cloverleafs volunteered to man the table and take care of the insurance. Warren will re-format the flyer.

YARD SIGN PROJECT: 250 signs will be ordered. They will be two sided and one color at $2.19 each. The Federation will buy all of them and then sell them to clubs at a discounted rate( $1.00 each was suggested). Motion to accept by Peter, and seconded by Henry. All in favor.

ELECT NOMINATION COMMITTEE: The slate will be presented at the March meeting . Nominations from the floor to be accepted at the March and April meetings. The election will be held at the April 2017 meeting. Jim Gotta has already accepted the President’s position, Carl Webster has accepted the Secretary’s position, and Warren Olson and Stu Jones have expressed interest in the Treasurer’s position. The Vice President’s position is still open.

Next meeting is scheduled for Thursday March 30, 2017 at Bill Gray’s, 1225 Jefferson Rd, 7:30 p.m.

Thank you for participating with this organization!

Warren Olson and the Federation Board.

Motion to adjourn by Henry, seconded by Carol Ann. All in favor.

RAF MEETING MINUTES — January 10, 2017

Welcome/Meeting Called to Order 7:32pm

Attendees: Warren and Doreen Olson, Jim Gotta, Terry and Joe Pratt, Sharon Meyer, Henry Capron, Kaitlyn McJilton, Carol Ann Stahl, Peter Emmel, Ed Briggs, Mary Jane Kosel.

Introductions: Mary Jane Kosel (the new Cloverleafs Fed Rep), Jodi Klupacs and Sue Eddy , friends of Henry Capron.

Secretary’s Report: Doreen Olson. Corrections made. Motion for Approval by Ed, Second by Peter, All Approved.

Treasurer’s Report: Mary Ann Lane not present. Warren estimated $9600. (Treasurers Report submitted after the meeting, due to winter storm).

Committee Reports:

DOR: Jim Gotta. Will Herzog was obtained for the Line Dance Caller; Ribbons have arrived; and Packets will be assembled and mailed out to area clubs.

Insurance: Carol Ann Stahl. Every club has paid. Peter Emmel informed us that there is now a place on the website where you can download forms.

USDA: Sally Baechel not present.

Website Changes: Peter Emmel. Financial Report for Promenader was given; there is a total of $5,045.68. Since Dick Halstead has retired, we are missing out on pictures and comments submitted. Asking that anyone having taken pictures or want to write articles, please submit.

CCR: The Spring/Fall Dance will be Sat, Mar 25, 2017 in Chili starting at 7:00pm.

Current Business:

Update on Classes: Question of whether Gil Porter was calling for a class at Perinton Rec. Henry reported on Cloverleafs last class: Of the 30+ people who showed up at Open House, 13 took classes and 6 graduated. The new Open House will be Jan 22, 2017 from 5 to 7pm. The new graduates are being called “Budding Clovers” and the downfall seems that these new grads are breaking down squares in the club. They are being encouraged to attend the new class and become Angels. Henry says that they are going thru the names and numbers of the people that signed up at last Open House to invite them back, and have taken out an ad in the newspaper for the next Open House. Trying to encourage new class members to interact with other clubs classes. Copy Cats have 15 students.

Bower/Shoemake Dance Thursday June 8, 2017: The venue has been selected and will be at The Church of the Assumption Fairport (Barb Green’s church) for $180.00. It has a large gym with adjacent kitchen. Mark Thone will be paid $100 to be the cuer. Peter will check with Village Squares board members to see if they can sponsor this dance for insurance purposes.

The callers will take care of all their own expenses, but want to charge $10 a person. The Federation is proposing to presell tickets to local clubs. These “Coupons” will be sold for $7:00 to club members ($3.00 subsidized by Federation) and $3.00 to recent grads ($7.00 subsidized by Federation). They will be separate coupons on different color paper. Terry motion, Peter seconded, all approved.

Norma Daphne Award: Carol Ann has forms. Reminder all nominations are due end of Jan.

Fall Ball Sept 23, 2017: Warren and Sharon will check out the American Legion hall in Shortsville for $200. Will, also, check Barb Green’s church in Fairport before final decision. Jim suggested Gil Porter and Mike Callahan as callers with Dave Eno as back up. Possibly Rich Rosenfeld if willing to do for nothing; Lisa Treichler and Mark Thone for cuers. A caterer still needs to be found. Warren proposed that all pay the full price for the meal since admission to dance is free. Should start selling tickets at DOR. Suggestion of ribbons to promote this dance; will think about this.

Yard Signs: Sharon shared information she obtained. Henry suggested buying many signs and putting additional info on. Need to get ASAP so can start advertising square dancing. The goal would be for every club member to post a sign in their yard.

Election Nomination Committee: Elections are to be held at the April 2017 Meeting. Slate to be presented at the March Meeting. Nominations from the Floor are to be accepted at March and April Meetings. Peter and Terry have volunteered for the search.

Next Meeting is scheduled for Monday February 20, 2017 at Bill Grays on Jefferson Rd. at 7:30pm.

Thank you for participating with this organization!

Warren Olson and the Federation Board.

Motion to adjourn by Peter, Terry seconded. All approved.

Respectfully Submitted by Doreen Olson

RAF MEETING MINUTES — November 10, 2016

CALLED TO ORDER : 7:31pm

ATTENDANCE : Warren and Doreen Olson ,Jim Gotta, Sharon Meyer, Barbara Green, Joe and Terry Pratt, Mary Ann Lane, Jane and Stu Jones, Peter Emmel, Jim Dowd, Carol Ann Stahl, Ed Briggs, Amy and Kris Aeckerle, Ruth and Russ Uhrenholdt.

SECRETARY’S REPORT: Doreen. Corrections made. Updated everyone’s email and street addresses. Motion to accept by Terry Pratt and Peter Emmel seconded. All in favor.

TREASURER’S REPORT: Mary Ann. Balance at hand as of Nov 10th is $9605.86. Motion to accept by Carol Ann Stahl and Terry Platt seconded. All in favor.

DOR: Jim. Ribbons and Dangles are being ordered. Everything progressing on Schedule.

INSURANCE: Carol Ann. Discussed the sharing of costs among other clubs if members belong to multiple clubs. Waiting on the certificates. Coverage is from Jan 1st to Jan 1st. A form must be filled out and submitted for an insurance certificate if a dance is held anywhere else besides regular place of dance. There is a link on our website to download the form.

USDA: Sally not present.

WEBSITE CHANGES: Warren thinks Sid posted a link to USDA under classified section but couldn’t find it. Peter will check. Peter mentioned that Mike Callahan’s site moved under Promenader since the fee covers multiple sites. Cloverleaf web master will contact Sidney to see about potentially moving that site under the Federation site as well.

PROMENADER: Financial Report given by Peter. Current Balance is $5045.68. Because of some bank discrepancies, there is $55.42 more deposited into the account by Citizens Bank. Peter will include Club Lists for the Banner Stealing. A letter was read by Warren sent to us from Dick Halstead. Dick and Irma have informed us, that due to Irma’s health, they will be stepping down from Roving Reporter and Historian. The position is now open and the search is on to replace them. Anyone who takes any pictures, or finds any obituaries in the paper, please let Peter know. Also there will be an update made to the Circle of Service Page.

CCR: The Meeting hasn’t been held yet, its not until Nov 13th. Will report at next meeting.

PROMOTIONS: Amy and Kris Ackerle updated their research for Jackets with Club names and Logos on them. They made a presentation to the Federation to pay for the initial startup fee for the printer. Originally it was going to be offered to just Copy Cats, but interest has spread to other clubs as well. The jackets cost $45 with an extra $10 for club logo on front and $30 more for embroidered emblem on back. So, since this is advertising, they are asking that RAF pay the $150 startup fee. The company’s name is Uniform Express, there will be no minimums or shipping fees. Orders will be taken only twice a year and Amy has agreed to oversee this. Motion to accept by Peter, Barb seconded. All in Favor.

Sharon presented a suggestion made by Eileen Webster. A Jack Platus from Ohio made signs to be placed in peoples front yard with local Square Dancing information on them. A phone number was included so personal contact could be made and address any questions. Sharon will get some pricing and further discussions needed at next meeting.

CURRENT BUSINESS: Review of Audit and Report: An Audit was made by Lucy Petrzykowski. The books of DOR, Promenader and RAF were found to be in good order and nothing inappropriate.

Update on Classes: Henry not present to report on Cloverleaf 50/50 Classes. Jim Gotta said that there are 3 to 6 calls taught a night, but Mike Callahan seems to think that the class is running behind. Reimbursements of the $60 will be given out to clubs once a year. Village Squares are continuing their workshops. Copy Cats have 19 in the class and Dalton Gang have a couple of people. There will be the Formal Graduations of all clubs in May including the graduates of Cloverleafs Dec class.

Status of Club Contacts: Mary Ann. All updated.

Thanksgiving Contradance Weekend: Emails were sent to all clubs from Bob Fabinski describing their Contrsdance Weekend. The Ball is Friday and Saturday after Thanksgiving, inviting Square Dancers in particular to Saturday afternoon from Noon to 5pm, it includes a buffet lunch and costs $20 at the door. This may be a good opportunity for the class members and new graduates to get introduced to Contradance.

Jim Dowd from the Dalton Gang brought it to our attention that one of their dances, that was cleared on the Dance Schedule, was compromised by another dance on the same Friday night. Unintentionally, a Special MS Dance was a spur of the moment addition to Bubels routine Friday dances which took attendance away from them. Dalton Gang not only had a poor turnout but they lost money that evening. Jim was encouraged to fill out a Grant Application Form to submit to the Federation for some reimbursement to the club. In the future it is necessary to double check Dance Schedules so double booking will be avoided.

The Bower/Shoemake Dance in early June: Discussion postponed till next meeting. More time needed to discuss possibilities.

Norma Daphne Award : Carol Ann reminded that nominations are due by the end of January.

GOOD of the ORDER:

Next Meeting is scheduled for Tuesday January 10, 2017 — Bill Gray’s 1225 Jefferson Rd, 7:30pm

Thank you for participating with this organization!!

Warren Olson and the Federation Board

Motion to Adjourn: 9:00pm

Respectfully submitted,

Doreen Olson

RAF MEETING MINUTES — September 28, 2016

Welcome/Call To Order 7:30 p.m.

Introductions

Secretary’s Report — Sharon Meyer, Approval

Treasurer’s Report — Mary Ann Lane, Approval

Committee Reports

Current Business

GOOD OF THE ORDER

Next meeting scheduled for Thursday, Nov 10, 2016. At Bill Grays Restaurant, 1225 Jefferson Rd, Henrietta.

Thank you for participating with this organization!

Warren Olson and the Federation Board

Motion to adjourn: 8:45 p.m.

Respectively Submitted,

Doreen Olson

RAF MEETING MINUTES — May 19, 2016

Meeting opened at 7:30 p.m.

Attending: Warren Olson, Jim Gotta, Mary Ann Lane, Sharon Meyer, Joe & Terry Pratt, Carol Ann Stahl, Kaitlyn McJilton, Peter Emmel, Jane & Stu Jones, Russ & Ruth Uhrenholt

Secretary’s Report: Terry made a motion to accept, Carol Ann seconded. Approved.

Treasurer’s Report: Balance on hand same as last month $5,737.85. Mary Ann made a suggestion to combine the DOR and RAF checkbooks into one account and Terry made that a motion with Carol Ann seconding. All in favor. Separate records will still be kept for DOR income and expenses.

Committee Reports:

Dance-O-Rama: There were 243 paid attendees, 1 more than last year. Next year will be at the same location. Working on lining up callers and cuers for next year. Only 20 surveys were completed and reviewed by the committee. Need names of graduates from Champagne Whirl-A-Ways.

Insurance: Sharon has received 4 from clubs with graduates. She sent out a reminder to the clubs.

CCR: Beginner’s Ball in April had 5 squares. Summer Sizzler on Aug. 13th will be held at the Henrietta Fire Hall.

Promenader/Web Site: balance on hand of $4,805.26. Next issue coming out June 1st.

Nominating Committee: Secretary position still open. Sharon had an inquiry from Roger Van Patten and Terry will follow up with him.

USDA: Sally mentioned that the voting will be on Wed. at the convention in Iowa.

Current Business:

Fall Friendship Ball. Flyer and signup sheets have been handed out. They need to be returned to Peter Emmel with the money by Sept. 10th. Checks should be payable to the Rochester Area Federation.

State Fair — will not be dancing there this year or in the future.

Meeting schedules — Please note change of venue. Only 7 meetings for 2016–17. Enclose copies with minutes.

Fundraiser for ALS with Shirts ’N’ Skirts on June 4th in Fulton. See flyer on website.

Officers for 2016–17: President Warren Olson, Vice President Jim Gotta, Treasurer Mary Ann Lane, Secretary — Open, Past President Terry Pratt

Banner Stealing. From discussion at the President’s meeting, it was suggested that since there are several small clubs, that if a square can’t come to retrieve that they get credit if 1 couple comes, the next time another credit if another couple comes until it totals 4 couples. If 2 couples come, ask 2 couples from the club being visited to fill in their square. Any other suggestions are welcome.

President’s Meeting. Mike Callahan and Jim Gotta reviewed items from Callerlab including the new 12 week mainstream recommendation that starts every 12 weeks. Also mentioned that 2 clubs mainly dance mainstream now so that should be advertised so new dancers know they can attend these clubs. Under consideration is having all mainstream during the summer so new dancers can feel comfortable before learning plus.

Barn Dance at Fish’s on Friday, August 19th.

Thank you to Silver Squares for tonight’s refreshments. Next meeting will be Sept. 28, 2016 at Bill Gray’s, 1225 Jefferson Road, Rochester, NY at 7:30 p.m.

Motion to adjourn at 8:45 p.m. made by Peter and seconded by Terry. Approved.

Respectfully submitted: Sharon Meyer, Acting Secretary

RAF MEETING MINUTES — April 13, 2016

Attending: Joe & Terry Pratt, Warren Olson, Jim Gotta, Sharon Meyer, Barbara Green, Carol Ann Stahl, Ed Briggs, Cynthia Whited, Warren Patterson, Kaitlyn McJilton, Jane & Stu Jones, Russ & Ruth Uhrenholdt and Peter Emmel

Meeting opened at 7:45 pm.

Secretary’s Report: Terry made a motion to accept and Ed seconded. Approved.

Treasurer’s Report: Balance same as last month $5,737.85. Carol Ann made motion to approve, seconded by Barb. Approved. Warren turned in a receipt last month but Mary Ann did not find it. She will check again.

Committee Reports:

DOR Committee Report: Jim

Ron is having surgery and hopes to be able to call but Mike Herne will be on standby. Committee is working diligently to get the packets for the graduates ready and making sure all the jobs are completed.

Insurance: Sharon, Carol Ann

A reminder will be going out after graduation to send in the list of graduates to be covered by insurance with a check to USDA as they are only covered for a total of 9 months (Sept–May).

USDA: No report

Promenader: Peter

No change in balance from last month. Working on content for next issue. Warren would like to see some DOR content in next issue (Warren or Jim will do a write-up). Need pictures during event — Peter will take some but need someone to take them during Daphne Norma presentation. Peter requests anyone to send in articles.

CCR: Chuck/Jim

Beginner’s Ball coming up on April 23rd. New caller from Buffalo will be there.

National Callers Convention — Mike Callahan and Jim attended. Jim reviewed two activites going on. More to be discussed at the President’s meeting on dancer retention, new website. Peter will put a link to it in the Promenader. The article to be discussed is “Sustainable Square Dancing.”

Promotions: Need person/persons to help out on this position. Peter is willing to work with anyone to put information on the website.

Current Business:

Fall Friendship Ball — Warren prepared a flyer. Signup and payment will be starting soon since some clubs don’t dance in the summer. Tickets are being made and will be sold at DOR also. It is being held at the American Legion Post 25, 454 N. Main St., Canandaigua on 9/24/16 from 2–5:15 for dancing both Mainstream & Plus. Buffet dinner at 6, cost $12 per person (partially subsidized additionally by the Federation), dancing will be free. Ron Brown, Gary Bubel and Jerry Carmen are calling and Alice Bubel and Eileen Webster cueing. Peter will be the contact person.

DOR. — Clubs need to be at their assigned posts promptly. Village Squares noticed that teams on different times so can’t go to dinner together. Ok if switch with another club, but let the Federation know.

Daphne Norma Leadership Award — the person who bought CS Engraving does not think they have the template for the award pin. Chip will call them directly to tell them where to find it. If they can do it, Peter suggest that we purchase 2 each for the next 5–10 years.

Meetings — New place for next year (Bill Gray’s, 1225 Jefferson Rd., Rochester). Revised schedule sent with the agenda for this month but another change may be made.

President’s Meeting — May 15th at Bill Grays, 1225 Jefferson Rd., Rochester at 2 pm. Discussion on the new Sustainable Square Dancing is one topic.

Election of Officers: President Warren Olson, Vice President Jim Gotta, Past President Terry Pratt, Treasurer Mary Ann Lane, Secretary — Need a volunteer (no experience necessary). Ed made a motion that the Secretary cast one ballot for all nominees and Barb seconded.Sharon as Acting Secretary cast one ballot for the entire slate. Approved.

Good of the Order: The Tri Club only had 64 attendees this which is 22 less than last year. The three clubs will be discussing some new ideas for next year.

Thank you to Cloverleafs for refreshments. The next meeting will be Thursday, May 19, 2016. Refreshments will be provided by STW and Silver Squares. Thank you to everyone who came and your participation in the Rochester Area Federation. We can’t do this without YOU!

Motion to adjourn was made by Barb and seconded by Terry. Adjourned at 8:35 pm.

Respectfully submitted by: Sharon Meyer, Acting Secretary

RAF MEETING MINUTES — March 15, 2016

Meeting called to order at 7:30 PM

Attendees: Warren Olson, Sharon Meyer, Carol Ann Stahl, Kaitlyn McJilton, Jane & Stu Jones, Peter Emmel, Joe & Terry Pratt, Ed Briggs, Mary Ann Lane and Ruth & Rus Uhrenholdt

Secretary’s Report: Terry made a motion to accept, seconded by Ed. Approved.

Treasurer’s Report: Balance on hand $5,737.85. Carol Ann made motion to accept, Terry seconded. Approved.

Committee Reports: DOR-Schedule has 1-1/2 hour round dance party, 1-1/2 hour A2 and 1/2 hour of line dancing Need number of graduates sent to Jim Gotta by next meeting Unsold ribbons need to be returned by next meeting or sent to Mary Ann Lane

Insurance: Waiting to hear whether one person is completing his accident form

USDA: N/A

Promenader: Balance last month $4,675.26, several $5 ads came in plus $30 outside ad. Balance on hand $4,745.26

CCR: Voice coach came and critiqued each caller. Beginner’s Ball coming April 23, 2016. Flyer in Promenader.

Promotions: Warren is going to research having an intern.

Current Business

Good of the Order: Peter mentioned couple of ads in the Promenader. One is with Tim Crawford in Canada and the other is the Pennsylvania PSRDF.org ad.

Ruth mentioned a birthday celebration for Leo Gaesser who will be 100 years old. This will be at Silver Squares on April 4th.

Thank you to Village Squares for refreshments. Next meeting is April 13 and Cloverleaf Squares will be furnishing refreshments.

Meeting adjourned at 8:30 pm. Motion made by Terry, seconded by Peter. Approved.

Respectfully submitted: Sharon Meyer, Acting Secretary

RAF MEETING MINUTES — February 15, 2016

Meeting called to order @ 7:40 PM

Attendees: Jim Gotta, Warren Olson, Barbara Green, Joe & Terry Pratt, Sharon Meyer, Peter Emmel, Carol Ann Stahl and John Benesch

Secretary’s Report: Approved with revision [site for Fall Friendship Ball has been selected]

Treasurer’s Report: Balance: $5747.65 [Report provided]

Committee Reports

D. O. R. — May 7, 2016 @ Perinton Rec.; Venue adjustments made due to site conflict; D. O. R. packets for clubs have been distributed

U. S. D. A. — n/a

Insurance: One accident being processed

Promenader — Spring issue in progress; No financial report provided

CCR: ‘Beginner’s Ball’ — 4/23/16; ‘Summer Sizzler’ — 8/13/16

Promotions: Need volunteers; suggested that member Clubs announce this need at upcoming events. Website contains forms for Club promotion re-imbursements.

Current Business:

RAF ‘Cabin Party’ Dance: Date: 9/24/16. New Name: FALL FRIENDSHIP BALL. Date: 9/24/16; Venue: American Legion Post 256, 454 North Main St., Canandaigua, NY 14424; Schedule: Dancing 2:00-5:30 [Round and Square {alternating Mainstream & Plus}]; Dinner @ 6:00 [$12 per person buffet]; 50/50 Raffle & ‘Donation’ [‘Dancer Retention’] opportunities will be offered. Jim G. to arrange for Callers/Cuers.

Norma Daphne award: Nominations are due by the end of the month [Forms in RAF ‘awards’ page].

Nominating Committee: Members: Terry P., Barbara G & SharonM. Slate: President-Warren O.; VP-Jim G.; Treasurer-Mary Ann L.; Scy.: TBD

Future RAF Meeting Sites: TBD

Next meeting: Tuesday, March 14, 2016 @ 7:30 [to address Insurance Form review — consider including member club Treasurer contact information]. Refreshments: Village Squares

Meeting adjourned @ 9:05.

Respectfully submitted: John Benesch

RAF MEETING MINUTES — January 14, 2016

Meeting called to order @ 7:30 PM

Attendees: Jim Gotta, Warren Olson, Barbara Green, Joe & Terry Pratt, Sharon Meyer, Mary Ann Lane, Ed Briggs, Peter Emmel, Donna McCagg and John Benesch

Secretary’s Report: Approved as written

Treasurer’s Report: Balance: $5847.65

Committee Reports

D. O. R. — May 7, 2016 @ Perinton Rec.; Venue adjustment due to site conflict; D. O. R. packets for clubs will be available @ the Feb. 2016 meeting.

U. S. D. A. — n/a Promenader — Winter issue in progress; Bank balance: $4775.26

CCR: ‘Beginner’s Ball’ — 4/23/16; ‘Summer Sizzler’ — 8/13/16

Promotions: Need volunteers; suggested that member Clubs announce this need at upcoming events. Website contains forms for Club promotion re-imbursements.

Current Business

RAF ‘Cabin Party’ Dance: Date: 9/24/16. Rename & select site [Barbara, Sharon & Warren]; work on details [caterer]. Arrange for callers/cuers [Jim].

Norma Daphne award: Nominations are due by the end of the month [Forms in Promenader ‘rewards’ page].

Nominating Committee: Suggestions to be requested form member Club presidents [Peter E. to provide listing]

Suggestion: Re-emphasize ‘Banner Stealing’ [check website for rules]

Next meeting: Monday, February 14, 2016 @ 7:30

Meeting adjourned @ 8:45.

Respectfully submitted: John Benesch

RAF MEETING MINUTES — November 16, 2015

Meeting called to order @ 7:30 PM

Attendees: Jim Gotta, Warren Olson, Barbara Green, Joe & Terry Pratt, Sharon Meyer, Mary Ann Lane, Cynthia Whited, Warren Patterson, Ed Briggs, Jane Avery, Peter Emmel, Russ & Ruth Uhrenholdt and John Benesch

Secretary’s Report: Approved with correction [B. Green listed twice]

Treasurer’s Report: Balance: $6247.65; Club reminder: $10 annual dues

Committee Reports

D. O. R. — May 7, 2016 @ Perinton Rec.; A2 & Line Dancing will be offered; D. O. R. packets for clubs will be available @ the Feb. 2016 meeting.

U. S. D. A. — n/a

Promenader — Winter issue in progress; Bank balance: $4660.26

CCR: ‘Beginner’s Ball’ — 4/23/16; ‘Summer Sizzler’ — 8/13/16

Promotions: Need volunteers; suggested that member Clubs announce this need at upcoming events

Current Business

1. Finalize the wording to clarify the requirements for Clubs to acquire RAF funding for specific promotional undertakings [to appear in Dec. Promenader website].

2. Pursue additional options for ‘Cabin Party’ replacement dance; name? date? [Sept. 24?] site? Volunteer caller?

3. Table at ‘Nationals’ [June 2016 in Iowa]: Needs work - physical preparation and manning @ venue

4. ‘Permanent’ E-mail addresses for RAF officers to simplify continuity:

5. Arrange for 2016-2017 RAF Meeting site; Mary Ann [April 2016]

Meeting adjourned @ 8:50 PM

Next meeting: Thursday, January 14, 2016 @ 7:30.

Respectfully submitted: John Benesch, Secretary

RAF MEETING MINUTES — October 13, 2015

Meeting called to order @ 7: 40

Attendees: Jim Gotta, Sharon Meyer, Barbara Green, John Benesch, Carol Ann Stahl, Diane Camp, Ed Briggs, Mary Ann lane, Stu & Jane Jones, Art Diefenbach, Ken Georger, Barbara Green, Russ & Ruth Uhrenholdt,

September 16, 2015 Secretary’s Report: Approved

Treasurer’s Report: Balance: $6336.09. [Report provided]; to undertake separation of ‘Promotions’ funding on future reports

COMMITTEE REPORTS

D. O. R.: See DOR Meeting Minute of 10-13-15 for latest status

INSURANCE: Only four [4] clubs have submitted reports; Action item for Club reps. [Required by 10-17-15.]

USDA: NO report

Electronic PROMENADER: NO update

PROMOTIONS: Receptive to ideas to boost dance attendance during ‘slower’ months

CURRENT BUSINESS

MEMBER CLUB ‘PRESIDENTS’ MEETING: Under consideration; timing: TBD

PROMOTION/DANCE RETENTION FUNDING: Member clubs are eligible for both RAF funded programs [up to $60 for ‘Promotion’ & up to $125 for ‘Retention’]

CABIN PARTY ALTERNATIVE: 2016 THANKSGIVING DANCE [finalize by January; to take place on 1st or 2nd weekend in November]

2016 HEALTH FAIR: Jim to investigate a demo by RAF Club members

LOCK CITY CURLY-Q’S: Club has closed operations

Meeting adjourned @ 8:30

NEXT MEETING: Monday, November 16, 2015 @ 7:30.

Respectfully submitted; John Benesch, secretary

RAF MEETING MINUTES — September 16, 2015

Welcome/Call to Order @ 7:32 PM

Attendees: Warren Olson, Jim Gotta, Sharon Meyer, Barbara Green, Terry & Joe Pratt, John Benesch, Carol Ann Stahl, Jane Avery, Ed Briggs, Cynthia Whited, Warren Patterson, Mary Ann lane, Stu & Jane Jones, Russ & Ruth Uhrenholdt, Dick & Irma Halstead

Secretary’s Report: Approved with correction [‘Agenda’ should read ‘Minutes’]

Treasurer’s Report: Balance: $6432.89

Committee Reports:

Dance-O-Rama: 2016 Schedule provided with these minutes

Insurance: New rate [$4.75/member] with a $45 min. per Club

Website Changes: Switch to ‘Blue Host’. Many problems resolved with new service. Committed for 3 years @ $136/yr. Unlimited storage and e-mail accounts capacity are a new benefit. Any ‘late’ flyers for events should be sent to Sid Marshall. Promenader account balance: $4,915.46; Promenader Dance scheduled for Sept. 26. NO clothing sale will be offered.

Promotion: Up to $60 available from the Federation for each club for this purpose. Re-imbursement made by the treasurer upon receiving receipt from member club.

Current Business:

‘New’ Dance Recruitment Fund: A grant, up to $125, is available from the Federation to each member club for expenses incurred in ‘New’ dance recruitment and dancer retention events. Funding can be obtained via form completion by the clubs.

‘Cabin Party’ alternative: Tentative ‘catered’ gathering proposed for Nov. 13, 2016. Focus on networking between member club officers and members for Square Dancing advancement.

Next meeting: Tuesday, October 13, 2015 [Rev. schedule included]

Meeting adjourned @ 8:55

Respectfully submitted: John Benesch

RAF MEETING MINUTES — May 14, 2015

Welcome/Call To Order @ 7:35 PM

Attendees: Terry & Joe Pratt, Warren Olson, Sharon & Chuck Meyer, Barbara Green, Jim Gotta, Sally Baechle, Russ & Ruth Uhrenholdt, Donna Mc Cagg, Peter Emmel, and John Benesch

Secretary’s Report: John Benesch - Approved with modification: All nominations were accepted.

Treasurer’s Report: Mary Ann’s report read by Terry Pratt - Balance: $6509.89

Committee Reports:

Dance-O-Rama: Warren - Dance results: See 5-14-15 D. O. R. Meeting Minutes for details. Survey responses -33; Club reps. to request club members to mail additional comments to J. Gotta.

Insurance: Sharon/Carol Ann (Insurance for Graduates now due)

CCR: Chuck - Summer Sizzler on August 22 @ Henrietta Fire Hall

Promenader/Web Site: Peter/Sidney - June 1 Issue in Production;

Current Business:

1. State Fair Square Dancing. Date & Time [Last Tuesday in August; See promenader for information].

2. Our 2015/2016 RAF Meeting Schedule is available

3. Passing the Torch. Welcome to our new President & Vice President (Warren Olson and Jim Gotta).

4. A donation of $50 was approved in memory of Bob Stevens [to Unity Health Foundation]

Thank you to Silver Squares and Southern Tier Wheelers for tonight’s refreshments. And I very big thank you to everyone for all of your support of the Federation and for being a part of the organization that works so hard to keep square and round dancing active and growing in the Rochester area! We couldn’t do it without YOU !! Terry Pratt

Next meeting: Wednesday September 16, 2015. Tent. Rms. 9/11. Federation officers will provide refreshments for this meeting.

Meeting adjourned at: 8:45 PM

Respectfully submitted: John Benesch

RAF MEETING MINUTES — April 15, 2015

Meeting called to order at 7:30 p.m.

Attendees: Joe Pratt, Sharon Meyer, Warren Olson, Barbara Green, Jim Gotta, Ed Briggs, Mary Ann Lane, Irma & Dick Halstead, Carol Ann Stahl, Stu & Jane Jones, Russ & Ruth Uhrenholdt, Warren Patterson Cynthia Whited and John Benesch

Secretary’s Report: Approved w/o change

Treasurer’s Report: Current Balance: $6509.89; report provided

COMMITTEE REPORTS:

DANCE-O-RAMA: May 2, 2015; 2:00 PM to 9:45 PM @ Perinton Rec. & Parks Dept. See DOR Meeting Minutes for detailed information

Promenader: Financial controls in place; User feedback incorporated. June/July/August issue submission deadline is May 1.

CCR: August 8, 2015: Summer Sizzler scheduled

USDA: New Square Dance logo developed as part of “Re-Imaging Square Dancing”. We have permission to copy & use but cannot change proportion.

CURRENT BUSINESS:

PROMOTION Fall 2015: The Federation will individual clubs with up to $60 for advertising expenses. Clubs must submit paid receipts to Federation treasurers.

CONSTITUTION: Adopted as of 2/9/15 with minor correction: Name revision to: “… Square Dance Clubs, Inc.” [NOT “Club”]

OFFICER NOMINATION FOR 2015/2016: Warren Olson [Pres.], Jim Gotta [VP], Mary Ann lane [Treasurer] & John Benesch [Secretary]. Terry Pratt will serve as Past-President.

PROMOTION/COMMUNICATIONS LIAISON: No one has stepped forward to accept this challenge. A change in job description may be in order.

FEDERATION CABIN PARTY; Poorly attended. Feedback from member clubs [on timing & agenda] is sought to make this gathering of club presidents and representatives a worthwhile event. The Federation representatives for the member clubs are encouraged to communicate issues that arise at the meetings back to their own Board sessions.

Meeting adjourned @ 8:25 PM

Next meeting: Thursday May 14, 2015 in RMS. 9/11. Refreshments: STW & Silver Squares

Respectfully submitted: John Benesch

RAF MEETING MINUTES — March 10, 2015

Meeting called to order at 7:30 p.m.

Attendees: Terry Pratt, Sharon & Chuck Meyer, Warren Olson, Mary Ann Lane, Barb Green, Sybil & Ed Briggs, Russ & Ruth Uhrenholdt, Warren Patterson, Cynthia Whited, Peter Emmel and Carol Ann Stahl

Introductions

Secretary’s Report: Warren made motion, Ed seconded, Approved

Treasurer’s Report: Balance on hand 2/16/15 was $6,643.69, income of $10, Expense of $50, leaving a balance of $6,603.69. Barb made motion, Warren seconded, Approved.

Committee Reports:

Dance-O-Rama: Terry, Warren, Gil Porter and Jerry Carmen met with representative at Perinton Recreation to check out the sound in the gym and finalize details. It was decided to not use the gym because of the high ceiling and they checked out other rooms on the main floor and chose to use them instead. Now everything will be on one floor.

Insurance: Nothing new to report

Promenader: Peter sent notice to 190 people to notify Promenader readiness. He did not receive responses from everyone. Still needs some work to find out why some did not receive the notice. It was much smoother this time since the content editors did their part. Some address corrections also need to be made.

Promotions: Someone needed who can check out community bulletin boards and other avenues for free publicity for advertising square dancing. The promotion last year that any club who had an ad promoting square dancing or classes would receive up to $60 to reimburse them for their ad whether in the paper or on the radio will be discussed to see if we want to continue it next year.

USDA: No report

CCR: Beginner’s Ball is Saturday, March 14 at the Chili Baptist Church from 7–10. Summer Sizzler will be August 8th at the Henrietta Fire Hall. Bob Ellis, former caller from Rochester, passed away.

Communications Liaison: Someone needed to work with Promotions

Nomination Committee: Vice President is still open for a volunteer

Thank you to Cloverleaf Squares for refreshments tonight.

Meeting adjourned at 8:30. Motion made by Peter, seconded by Carol Ann. Approved.

Next meeting will be Wednesday, April 15, 2015 in rooms 9/11. Refreshments to be provided by Village Squares.

Respectfully submitted: Sharon Meyer

RAF MEETING MINUTES — February 16, 2015

Meeting called to order @7:30.

Attendees: Terry & Joe Pratt, Ken Georger, Warren Olson, Carol Ann Stahl, Ed & Sybil Briggs, Ruth & Russ Uhrenholdt, Sharon Meyer, Sid Marshall, Mary Ann Lane

Secretary’s Report: Corrections
1. Add Day of Dance approved paying $50 to caller
2. Showcase of Ideas should be Barb instead of Sharon
3. Motion to approve with corrections made by Carol Ann, 2nd by Ed. Approved
4. CCR DANCE is March 14, not March 4

Treasurer’s Report: Balance on hand $6,643.69. Donations received for Bob Platt. Report provided. Motion to approve Warren, 2nd by Ed. Approved.

Promenader: Sid: $5 ad Special Event. Clubs wanting the Special Event listing should send the check to Ken with a cc to Sid saying what the listing is and that they sent their check so both have a record. For other outside ads, Ken will cc Sid to let him know what was paid.

Sid asked for an explanation of what a class/club dance is. It is a dance that is solely at the classes’ level for the entire evening. However, this is each club’s decision to make.

Sid will accept flyers and dance schedules anytime. Please make sure they have all the necessary information: club, location, date, time, etc. as some have been received without this.

Promotions: If clubs are wanting help to promote square dancing, we need to have volunteers to be on a Promotions Committee. Please ask your members to encourage them to participate.

Committee Reports:
DOR

Change in the schedule: Dance will end at 9:45 in order to allow time to clean up and be out by 10.

Club Challenge: Changed to allow each member to sign in for EACH club they belong to so each club can count them as a member toward the percentage.

Club banners: you will need a stand to hang your banner on as they cannot be hung on the wall

50/50 tickets will be sold until 8:30 and one ticket drawn by 9:00.

Basket raffle tickets will be drawn by 9 and posted.

Insurance

All certificates have been received and distributed

USDA

We know that insurance is covered by USDA, but what else do they do. Are there any other benefits? Can a report be given by one of the officers that receive the USDA magazine? The DOR ad was sent in for the next issue.

CCR

Beginner’s Ball is March 14, 2015 at the Chili Baptist Church.

Current Business

Financial Audit completed. Both DOR and Federation were excellent. The Promenader had several issues. There should be only one signer (Ken) with a backup of an officer. This will be Warren Olson. No checks should be written to themselves; a receipt for every expense, there should be an email for each ad and a receipt given; each year use a new check register. These were the suggestions made by the auditors and now put into effect.

Communications Liasion

Another opportunity for someone. Facebook page maintainance: Currently Sharon Meyer has been posting pictures and reminders along with Carl Webster. Is there anyone else interested in helping?

Nominating Committee

Seeking a Vice President

Day of Dance

Saturday, Feb. 21 at Eastview Mall, Center Court from 3:30-4:00. Please be there by 3. We will have some flyers with all the clubs listed to hand out.



Daphne Norma award-forms available online. Need to be sent to Dick & Irma Halstead by the end of Feb.

Cabin Party-April 12 at Buckland Lodge from 11-3. Meat & water or coffee provided; bring a dish to pass & your own table service. Eat at 12:15.

Ken Georger mentioned that the last 2 dances held at Washington Irving were not charged by Doreen for setting up. It was decided to pay her $10/hr anyway and refunds for overpayments to Country Twirlers were sent to the Promenader and Cloverleafs for $73.40 each.

Thanks to Grand Squares for the refreshments tonight.

Meeting adjourned at 8:30. Motion made by Ken, 2nd by Carol Ann. Approved.

Next meeting will be held on Tuesday, March 10, 2015 with refreshments from Cloverleaf Squares.

Respectfully submitted: Sharon Meyer

RAF MEETING MINUTES — January 15, 2015

Meeting called to order @ 7:37

Attendees: Ed & Sybil Briggs, Russ & Ruth Uhrenholdt, Carol Ann Stahl, Ken Saffer, Jill Zimmermann, Terry & Joe Pratt, Warren Olson, Mary Ann Lane, Chuck & Sharon Meyer, Barbara Green, Stu & Jane Jones, Karen Bigenwald, Peter Emmel and John Benesch

Secretary’s Report: Approved

Treasurer’s Report: Approved. Balance $5843.19. Report provided.

Promenader: Peter E: E-mail listing @ 200; total ‘copying’ pages: 71; 12 hard copies made for distribution to clubs; new ideas welcomed. Feedback on website from member clubs has been positive.

Promotion: Looking for participants

Committee Reports
D.O.R. Committee Report

Warren Olson: See D.O.R. Meeting Minutes for January 15, 2015.

Insurance

Sharon M. / Carol Ann S. - Responses received from all clubs.

USDA

No report. Provide DOR 57 flyer for next issue; Cost: $25.

CCR

Chuck Meyer: ‘Beginners’ Ball’ - 3/4/15; ‘Summer Sizzler’ - 8/8/15.

Current Business

Communications Liaison position: Still seeking person/people
Financial Audits: Being done for DOR, RAF and Promendader accounts. [To be done annually.]
Nominating committee - [Terry/Warren/Sharon] to report in March.
‘Day of Dance’ - RAF invited to participate: Feb. 21 [3:30-4:00] @ Eastview.
‘Showcase of Ideas’ - Sharon to reserve a display table; June 23-27.

Thanks to the Copy Cats for tonight’s refreshments.

Next meeting will be held on Monday, February 16, 2015

Meeting adjourned @ 8:45 Respectfully submitted: John Benesch

Dance-O-Rama Meeting Minutes — January 15, 2015

Meeting called to order @ 6:48

Attendees: Terry & Joe Pratt, Warren Olson, Mary Ann Lane, Sharon Meyer, Barbara Green and John Benesch

Minutes from November meeting: Approved

Treasurer’s Report: Mary Ann Lane - Balance: $2302.22. Report provided.

Dance-O-Rama 57: Name: Rochester’s Dance Festival. Location: Perinton Rec. & Parks Dept., Turk Hill Road, Perinton. Date: May 2, 2015. Ribbon colors: Lavender/purple with black printing; sample provided; 304 pcs. have been ordered. Dangles: Sample provided; will include 2 holes with rings; cost: $1.35 each plus a set-up charge; will sell for $2 [1] or $3 [2]; Mary Ann to order 50. There will be one 50/50 drawing for the dance. Basket raffle: no change. Responsibility matrix completed.

The size of the dance floor to be adjusted by placement of chairs to outline the optimum area.

Dining options at local restaurants [maps to be available]. $50 prize for the club with highest participation rate at the event [based on ribbons distributed].

Flyers: Copies [300] have been printed [including map on the back].

Callers: Dance schedule completed [ending @ 9:45]. Recommendation: Mix experienced dancers with new class graduates for first dance at the ceremony.

Assembly of DOR packets: Date: January 24 [3 o’clock], 2015 at the Meyer residence. Packets to be ready for pick-up at the February, 2015 DOR Committee meeting. Those not picked up will be mailed to the RAF member clubs. Flyers to be mailed to geographically distant Square Dance clubs.

Next meeting: Monday, February 16, 2015 [@6:30].

Meeting adjourned @ 7:27

Respectfully submitted: John Benesch

RAF MEETING MINUTES — November 10, 2014

Meeting called to order @ 7:31

Attendees: Ed & Sybil Briggs, Russ & Ruth Uhrenholdt, Carol Ann Stahl, Cynthia Whited, Warren Patterson, Ken Saffer, Jill Zimmermann, Terry & Joe Pratt, Warren Olson, Dick & Irma Halstead, Mary Ann Lane, Chuck & Sharon Meyer, Barbara Green and John Benesch

Secretary's Report: Approved with the following correction: Chuck & Sharon Meyer were also in attendance.

Treasurer's Report: Mary Ann Lane: Balance $5922.99. Report provided. Approved!

Committee Reports:

D.O.R. Committee Report: Warren O.: See D.O.R. Meeting Minutes for the Nov. 10 meeting.

Insurance: Sharon M. / Carol Ann S. - Responses received from all clubs.

USDA: No report.

Promenader: Peter Emmel - This status was provided subsequent to our meeting:

All,

I'm sorry I was not able to make it to Monday night's RAF meeting. No doubt you heard from Terry and Betty about how Promenader operations would be linked to the RAF and managed via a 3-person committee. If Betty was there you may also have heard about the status of the first on-line issue, so maybe the following is redundant.

Thanks to the efforts of Sid and Betty and the experienced Promenader staff of section editors (Dick Halstead, Bonnie Allen & Sharon Meyer - who organize submissions from Club Reporters), content for the first on-line Winter Promenader issue is all "in" and the Editorial/Web team is hard at work getting it organized into the new format. We hope to have it ready for the team of proofreaders by the end of this week.

So far we have received about 200 email subscription requests and heard from a couple of club presidents who plan to print copies of at least some sectionsfor their flyer table - such as Club News, Feature Articles and the Special Events List. Also nine people without access to computers have contacted me for paper copies, though I suspect there will be a few more after December 1st. Hopefully most who need hard-copy will find ways to get it through friends or club leaders.

One important thought to keep in mind - and communicate to readers in your club - is that the new format will NOT be perfect and that we welcome constructive feedback from readers. Our top priorities are to make the content complete and accurate and as accessible as we can. But in order to get it on-line in a recognizable "Promenader" style we have had to make numerous choices and compromises. With patience - and feedback - the format can evolve. Comments should be sent to promenader@rochester.rr.com, with the word "FEEDBACK" in the subject line so we'll be sure not to miss it.

CCR: Chuck M. - Workshop with Tim Mariner completed last weekend.

Promotions: We are again in need of people for our Promotions Committee.

Current Business:

Still seeking person/people for the Communications Liaison position. Job description:
* Attend Promenader Committee and Core Group meetings
* Coordinate & facilitate the exchange of informationbetween Promenader groups and the Federation.
* Work with & guide the Promotions committee.

Constitution Review Committee: (4-6 people best) to review the current Constitution and make recommendations. Terry P. /Warren O./Sharon M. +?.
RAF Club representatives are encouraged to provide input.

Thanks to the Executive Board for tonight's refreshments.

Next meeting will be held on Thursday January 15, 2015. Refreshments will be provided by the Copy Cats.

Thank you for your participation in the Rochester Area Federation. We can't do this without YOU ! Have a wonderful holiday season! Terry Pratt

Meeting adjourned @ 7:57

Respectfully submitted: John Benesch

Dance-O-Rama Meeting Minutes - November 10, 2014

Meeting called to order @ 6:33

Attendees: Terry & Joe Pratt, Warren Olson, Dick & Irma Halstead, Mary Ann Lane, Chuck & Sharon Meyer, Barbara Green and John Benesch

Minutes from October meeting: Approved with the following change: Chuck & Sharon ‘Meyer’ - name spelling correction Treasurer's Report: Mary Ann Lane - Balance: $2480.22. Report provided.

Dance-O-Rama 57: Name: Rochester's Dance Festival. Location: Perinton Rec. & Parks Dept., Turk Hill Road, Perinton. Date: May 2, 2015. Colors: Lavender/purple with black printing. There will be one 50/50 drawing for the dance. Basket raffle: no change. Dining at local restaurants [maps to be available].

Dangles: Mary Ann is checking on cost & format. Qty. to purchase: 50

Flyers: Warren O. to create a strawman [copy attached to mailing]. Copies to be printed by January, 2015. Qty.: 300.

Assembly of DOR packets: Date: January 24, 2015 at the Meyer residence. Packets to be ready for pick-up at the February, 2015 DOR Committee meeting. Those not picked up will be mailed to the RAF member clubs. Flyers to be mailed to distant Square Dance clubs.

Transferring of funds from DOR acct. to RAF acct.: Merging of the accounts is under consideration. Further discussion in January.

Checklist of Responsibilities by clubs at the event: To be reviewed in January

Dance Schedule at DOR 57: Warren O. to develop format [w/Mike Callahan]

Next meeting: Thursday January 15, 2015.

Meeting adjourned @ 7:14

Enjoy your holiday season! Thank you for your work on this committee.

Respectfully submitted: John Benesch