Hotfoot Annual Business Meeting Tuesday, March 10, 2020
5:45 p.m. at the Northtown Public Library
Hotfoot Stompers in the News
September 2013 - Hotfoot Stompers Hopes to Reel in Teens
January 2013 - Hotfoot Stompers Gets Area Square Dancers on Their Feet
We are a large and active square dance club in the Twin Cities (Minneapolis-St. Paul, Minnesota). We hold monthly dances on the second Saturday of each month from September through May, provide lessons for new dancers, and participate in social activities.
Our Social Committee plans outings such as bike trips, golf outings, boat rides, trips to various theaters, and a trip to the North Shore.
We also have demonstrations during the summer such as at Blaine's Festival. Our demonstration schedule changes each year but we all enjoy the demos and try to recruit new dancers to Square Dancing. All these activities are sponsored by the Hotfoot Stompers Square Dance Club and are open to all of our members as well as to members of other clubs.
When you join a square dance club, you immediately gain friends who share a common interest. There is no easier way to have fun, get exercise, and meet great people.
If you are thinking about square dancing, please come to one of our demos or dances to watch. Then join us in September at the Northdale Middle School, 11301 Dogwood St., Coon Rapids, Minnesota. The first two lessons (September 23rd & 30th) are free.
Hotfoot Stompers Queen
2018-2019 Queen Coni
2017-2018 Queen Rosemary
2016-2017 Queen Michelle
2015-2016 Queen Julie
2014-2015 Queen Deb
2013-2014 Queen Pat
2012-2013 Queen Beth
2011-2012 Queen Marian
2010-2011 Queen Marie
2009-2010 Queen Nancy
2008-2009 Queen Gloria
2007-2008 Queen Fran
2006-2007 Queen Carol
2005-2006 Queen Audrey
2004-2005 Queen Marion
2003-2004 Queen Ginny
Officers, Committees, Coordinators 2019 - 2020
Treasurer: Rose Valentine
Vice Treasurer: Terry Cathers
Secretary: Terri Axelson
Past President: Jerry & Betty Lou Elfert
Sunshine Contact: Jerry & Betty Lou Elfert
Queen: Danielle Rust
Bookers/Contracts: Jerry & Nancy Knoth
Banner Chief: John Bittner
Chatter Editor: Gary Kemmetmueller
Photographer: Gary Kemmetmueller
The ROUNDUP Reporter: Gloria Regan
Chatter Spotlight Editor: Michele Kemmetmueller
Website Webmaster: Rachel Katkar
Decorating Committee: Bo Diamon, Audrey Cecko
Bob Johnson (decorations storage)
Door Prizes: Fran Sorensen, Margaret Theisen
Greeters: Terry Cathers*, Gloria Regan, Coni Winterfeld
Lesson Set Up Committee: Jim & Sandy Quasbort, Sharon Bahma
Lesson Cleanup Committee: Margaret Theisen, Fran Sorensen, Rose Valentine
Marketing Committee: Bo Diamon, Audrey Cecko, Jerry Steinworth, Les Marier
Mystery Bus Trip Committee:
North Shore Weekend: Andy Hybben & Beth Boatz
Pop Committee: Kelly Landwehr
Sign Placer: Bob Sadler
Social Committee: Lee & Peggy Kohl, Cary Hebert & Colette Kilber, Dave & Mary Dahlheimer, Jeff Heichert
State Convention Dinner Planner: Jerry Steinworth
Summer Campout Planners: Roger & Carol Dahl, Terry Cathers
Telephone Committee: Cathy Gates (leader+ Hotfoot News+roster+communicator),
Vivian Gillespie, Verena Greeninger
---------------------- Coordinators -------------------------
Community Ed Contact: Cathy Gates
Dance Service Coordinator:
Student Coordinator: Michelle Jenson
Social Media Coordinator:
Monday, June 10, 2019
President: At 7:02PM, Jerry Elfert called the meeting to order at the Anoka County Library, Crooked Lake branch. We recited the Pledge of Allegiance.
Secretary: Terri Axelson conducted roll call: Presidents Betty Lou and Jerry Elfert were present; Vice President Jerry Steinworth was present; Treasurer Marv Greeninger was present; Secretary Terri Axelson was present.
Members had no questions or comments related to the published minutes from the February 12, 2019, Hotfoot Stompers business meeting. A motion to accept the minutes of the meeting was made, seconded, and carried.
Treasurer: Marv Greeninger provided a brief update on 2019 club finances; see attached document. On June 7, 2019, the club’s total balance was $5,918.52. School rental for January through June is expected to be approximately $850; the bill has not yet been received. The benevolent fund, which is used to help members attend club-related activities, has a balance of $300; no checks were written from the benevolent fund. The benevolent fund was originally established several years ago by Hotfoot member Buck Haugen.
President: Betty Lou and Jerry Elfert, out-going presidents, commented that it was a good year, and they thanked club members for all their help during the year. Betty Lou mentioned the club’s 40th anniversary, and asked if members want to have an event to celebrate; see item #3 in New Business for more details.
Marketing: Les Marier, a member of the club’s marketing committee, reported that the committee has found a portable sound system that could be used when no caller is available. The price is under $400. A question was asked about whether a license is required to publicly use purchased music.
Action item: Les Marier will research license requirements, report to the Executive Committee, and get approval before proceeding with the equipment purchase.
A motion was made to authorize the purchase -- not to exceed $500 -- for a sound system for club demo and promotional use; the marketing committee will maintain and store the equipment. The motion was seconded and carried.
President Jerry Elfert brought up the status of the club’s EIN number. The issue regarding the EIN is not resolved. Jerry will bring the topic up for further discussion at the Federation meeting during the convention next weekend.
1. Election of officers. President Jerry Elfert introduced the next agenda item, Election of Officers. Jerry announced a change to current procedures for the treasurer: train several club volunteers to handle ticket sales at dances – two volunteers per dance. The treasurer would process the receipts at the end of the dance. This new method of staffing the ticket table allows the treasurer to enjoy the dance. Documentation of ticket sales procedures needs to be prepared – and paper copies printed -- for use by the volunteers.
a. Treasurer Marv Greeninger will be stepping down from his role on July 1. There is currently no one who has stepped up to fill the role of treasurer for the 2019-2020 season. Duties of the treasurer include collecting club and Federation dues, managing ticket sales, maintaining the books, taking money to the bank, preparing and paying state and federal taxes, etc.
b. President Jerry Elfert began the voting process for club officers.
c. Vice President Jerry Steinworth succeeds to the office of president as described in the club by-laws.
d. There is currently no volunteer to fill the role of vice president for the 2019-2020 season.
e. Terri Axelson has offered to again serve as club secretary. Since there were no other nominations from the floor, Terri Axelson will continue to serve as secretary.
f. As mentioned previously, no one has offered to fill the role of treasurer. Therese Cathers has volunteered to be the vice treasurer.
g. After June 30th, the allowed signatures on the checking account need to be revised. Remove the following: Lois Johnson (resigned position) and Marv Greeninger (end of term). Add the following: Jerome Steinworth (incoming president).
2. Summer Dances -- The original purpose of summer dances was to encourage students to remain active in square dancing. The question was asked whether we should have summer dances this summer, although time to plan and market the dance(s) is short. Cathy Gates and John Bittner volunteered to talk with Wayne Tauer to discuss summer dances. They will report their recommendation to the Executive Board.
3. Hotfoot Stompers’ 40th Anniversary is September, 2019. A committee made up of Connie Winterfeld, Jerry Steinworth, and Les Marier, will meet and discuss whether to plan an event. They will report their recommendation to the Executive Board.
4. Former Hotfoot queens Connie Winterfeld, Michelle Jensen, and Rose Valentine will be chairing the 2021 Queens’ Luncheon.
5. There was discussion whether to raise dance ticket prices to $7. A motion to raise dance ticket prices to $7 was made, seconded, and carried.
6. Gary Kemmetmueller wanted to acknowledge and thank Marv Greeninger for Marv’s work as the club’s treasurer, a role that involves a lot of responsibility. In turn, Marv Greeninger wanted to acknowledge and thank Cathy Gates for the assistance she has provided. Members showed their appreciation to Marv and Cathy by applause.
Meeting adjourned at 7:59pm
Terri Axelson, Secretary
February 12, 2019
President: At 6:45PM, Jerry Elfert called the meeting to order at the Anoka County Library, Northtown branch. Jerry displayed the agenda on the whiteboard. We recited the Pledge of Allegiance.
Secretary: Terri Axelson conducted roll call: Presidents Betty Lou and Jerry Elfert were present; Treasurer Marv Greeninger was present; Secretary Terri Axelson was present; Vice President Jerry Steinworth and Vice Treasuerer Lois Johnson were not present.
Terri Axelson read the minutes from the January 30, 2018, Hotfoot Stompers business meeting. A motion to accept the minutes of the meeting was made, seconded, and carried.
Treasurer: Marv Greeninger provided a brief update on 2018 club finances; see attached documents. On December 31, 2018, the club’s checkbook balance was $6,690. A motion to accept the treasurer’s report was made, seconded, and carried.
Vice President: Jerry Steinworth’s VP Report related to expanding club membership was displayed on the whiteboard; see attached document. Discussion followed; members asked to have Jerry talk with club members to provide them with a better understanding of grants, the grant application process, possible impact on the club’s non-profit status, etc.
Marketing: Les Marier, a member of the club’s marketing committee, mentioned possible interest in a karaoke machine and speaker(s) to use with pre-recorded songs at demos. Other marketing tools include yard signs and window stickers. Students have indicated they learned about lessons through social media, newspaper ads, the Anoka car show, and demos. To grow membership, there is a need to continue marketing efforts to increase exposure of square dancing.
- Bo Diamon, a member of the 2019 Mystery Bus Trip (MBT) committee, provided details about the 2019 MBT plan:
- Saturday, March 30; bus departs 8:30am and returns 6:30pm
- Cost is $25 per person which generates $1,250
- Expenses include:
- Location, caller, bus -- $1,580
- Food for 50 people @ $9.50 each -- $475
- President Jerry Elfert recommended a revision to the club’s by-laws. Specifically, the by-laws need to include a timely process for selecting a Vice Treasurer mid-year. Jerry recommended that a committee also review and revise other by-laws. Nancy Knoth commented that during the review process, the committee should keep in mind Federation by-laws.
- The Federation is asking member clubs that want to be part of the Federation’s 501(c)3 group exemption umbrella application to get a new EIN* number; a new EIN number will make the process cleaner and easier. Michelle Jenson, Federation President, outlined the steps involved:
- The Federation will send an electronic document to leadership in member clubs; the document will explain the process for inclusion in the Federation’s 501(c)3 group exemption umbrella application. Inside the document will be a link to the IRS site that issues EIN numbers.
- Club leadership will click the embedded link and complete the application to receive a new EIN number from the IRS.
- By early March, 2019, leadership in each member club will submit their request to be part of the group Ruling of 501(c)3 Umbrella Application and provide their new EIN number to the Federation.
- The Federation will then file the 501(c)3 umbrella form for member clubs.
- The Federation can add member clubs to this umbrella at any time; it is preferred to get as many clubs as possible included in this first submission.
- President Jerry Elfert opened discussion about the club’s sales tax exemption status. Sales tax exemption applies to purchases made by the organization. Tickets sold by the organization will continue to be charged sales tax and be reimbursed to the state. We are acting as an agent for the state of Minnesota when we collect sales tax on our dance tickets. Minnesota tax form ST16 lists requirements organizations must meet to be eligible for sales tax exemption; there was discussion about whether the club qualifies. Before a decision can be made, further discussion about the club’s sales tax exemption status is needed.
- President Jerry Elfert announced that volunteers are needed to audit the club’s 2018 financial records.
- Nancy Knoth asked everyone to spread the word about the 10.10.2020 Hotfoot dance. The Siegmann Brothers will be calling, and the hope is that by letting dancers know well in advance, attendance at the dance will be high.
Terri Axelson, Secretary
* The IRS assigns a unique nine-digit Employer Identification Number (EIN) number to business entities for the purposes of identification.
June 28, 2019
President: At 12:18PM, Jerry Steinworth sent an email to board members: past presidents Betty Lou and Jerry Elfert, out-going treasurer, Marv Greeninger, and secretary, Terri Axelson. Treasurer nominee Rosemary Valentine and vice treasurer nominee Therese Cathers were copied on the email.
The contents of Jerry’s email are as follows: “I am calling to order this e-executive meeting for the purpose of electing a treasurer and vice treasurer. Rosemary Valentine and Therese Cathers have already been placed in nomination for treasurer and vice treasurer respectively. They are cc'd only to be able to observe.
“This a Two Step Process: Step 1:
“Are there any other nominations? Only the current officers can make nominations by REPLY ALL and entering the name. Any that are made will require checking with the nominee that they are willing to hold that office. If current officers have no other nominees, than REPLY ALL and say no.
“When all four have replied, we will go to step 2.”
All board members replied; none suggested additional nominees.
President: At 9:33AM, Sat., June 30, 2019, Jerry sent another email to board members and nominees:
“Step 2: Rosemary Valentine and Therese Cathers are the only nominations for treasurer and vice-treasurer respectively.
“All those favor type "yes", all those apposed, type "no". And then they will officially be officers.”
All board members replied; the vote to elect Rosemary Valentine as treasurer and Therese Cathers as vice treasurer was unanimous.
President: At 2:02PM on July 1, Jerry sent an email to board members announcing:
“Congratulations! It is now official. Rosemary Valentine is now the dully elected treasurer of Hotfoot Stompers Square Dancing Club and Therese Cathers is the duly elected vice- treasurer.”
As a result of the new treasurer and vice treasurer, the allowed signatures on the checking account need to be revised.
Remove the following signatures:
- Lois Johnson (resigned position)
- Marv Greeninger (end of term)
- Jerome L. Elfert (end of term)
- Elizabeth L. Elfert (end of term)
- Rosemary Valentine (treasurer)
- Therese Cathers (vice treasurer)
Terri Axelson, Secretary
Hotfoot Stompers Executive Board Meeting Minutes
August 12, 2019
President Jerry Steinworth called the meeting to order after the annual Hotfoot Stompers picnic held at Aquatore Park in Blaine. A quorum of officers were in attendance: President Jerry Steinworth, Treasurer Rosemary Valentine, and Vice Treasurer Therese Cathers.
President Jerry Steinworth started a discussion about the recent Marketing Committee purchase of a banner. A motion was made, seconded and carried to reimburse the marketing committee for $295.67.
Terri Axelson, Secretary