Business Matters

Constitution & Bylaws and Business Meeting Minutes
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Constitution & Bylaws:

Constitution and Bylaws of the
Hot Foot Stompers Square Dance Club, Inc.
Effective June 22, 2020
MISSION STATEMENT
To promote and educate about Modern Square and Round Dancing in all its heritage forms.
CONSTITUTION
ARTICLE I NAME
The name of this organization shall be:
Hot Foot Stompers Square Dance Club, Inc.
(AKA: Hotfoot Stompers)
ARTICLE II PURPOSE
 
The Club is organized and shall be operated exclusively for charitable and educational purposes, within the meaning of Sections 170(c)(2) and 50l(c)(3) of the Internal Revenue Code of 1986, as amended (the "Code").  Within the limitations established by the preceding sentence, the Club is organized and shall be operated primarily:
 
1)         To educate the public about heritage dancing, including but not limited to square, round, and line dancing.
2)         To promote a spirit of friendship and understanding.
3)         To conduct an annual business meeting providing for the election of officers.
4)         To conduct or sponsor educational panels, workshops, seminars, and classes to teach Modem Square and Round dancing.
ARTICLE III Restrictions
Notwithstanding any other provisions of these Articles, the restrictions set forth in this Article III shall govern the activities of this corporation.

1. This corporation shall not engage in any activity which may not be carried on (i) by an organization which is exempt from federal income taxation under Section 501(a) of the Code by virtue of being described in Section 50l(c)(3) of the Code, or (ii) by an organization the contributions to which are deductible under Sections 170(c)(2), 2055(a) and 2522(a) of the Code.
2. This corporation shall not, incidentally or otherwise, afford or pay any pecuniary gain, dividends, or other pecuniary remuneration to its members, and no part of the net income or net earnings of this corporation shall, directly or indirectly, inure to the benefit of or be distributed to any member, director, officer or other private individual.  This corporation shall not lend any of its assets to any officer, director, or member of this corporation, or guarantee to any person the payment of a loan by any officer, director, or member of this corporation.  Nonetheless, this corporation may pay reasonable compensation for services rendered and for supplies furnished to this corporation in furtherance of the purposes set forth in Article II above.

3)         This corporation shall not, as a substantial part of its activities, attempt to influence legislation by propaganda or otherwise.  This corporation shall not participate in or intervene in any political campaign on behalf of or in opposition to any candidate for public office (whether the publishing or distributing of statements or otherwise).
ARTICLE IV MEMBERSHIP
1)         Individuals become members of the Club upon payment of the prescribed annual dues and by subscribing to the rules and regulations of the Club.
2)         No one shall be denied membership or office based on race, color, creed, sex, religion, age, disability, sexual orientation, marital status, national origin or political affiliation.
3)         Individual membership year shall be January 1 to December 31.
4)         Individuals who are Club members shall be entitled to vote at all Club General Membership meetings.
ARTICLE V GOVERNANCE
The governance of this organization shall be vested in an Executive Board, duly elected, and/or appointed as prescribed in the Bylaws.
ARTICLE VI NO PERSONAL LIABILITY
The officers and members of the Club shall not be personally liable to any extent whatsoever for any debts or obligations of the Club, nor shall any property of any officer, director or member be subject to the payment of the debts or obligations of the Club.
ARTICLE VII FISCAL YEAR
The fiscal year shall be from January 1 to December 31.

 
ARTICLE VIII DISSOLUTION
This corporation may be dissolved in accordance with the Laws of the State of Minnesota. Upon dissolution of this corporation, and after the payment of all liabilities and obligations of this corporation and all costs and expenses incurred by this corporation in connection with such dissolution, and subject always to the further provisions of this Article VIII, any remaining property shall be distributed to one or more organizations that are exempt from federal income taxation under Section SO1(a) of the Code by virtue of being described in Section 5O1(c)(3) of the Code, or to the United States government, or to the State of Minnesota, or any political subdivision or agency of the State for exclusively public purposes, all in such proportions as shall be determined (i) by the Board of Directors of this corporation if the dissolution of this corporation is not required by the laws of the State of Minnesota then in existence to be conducted under court supervision, or (ii) by a court of competent jurisdiction if the dissolution of this corporation is required by the Laws of the State of Minnesota then in existence to be conducted under court supervision Notwithstanding anything apparently or expressly to the contrary contained in this Article VIII, if any assets are then held by this corporation in trust or upon condition or subject to any executory or special limitation, and if the condition or limitation occurs by reason of the dissolution of this corporation, such assets shall revert or be returned, transferred, or conveyed in accordance with the terms and provisions of such trust, conditions, or limitations, provided that such assets shall not be distributed to the corporation's members, directors or officers.
ARTICLE IX AMENDMENTS
This Constitution may be amended upon a resolution of the Executive Board proposing an amendment and approved by two-thirds (2/3) of all member votes cast.
BYLAWS
ARTICLE I MEMBERSHIP
1)         Individuals become members of the Club by paying membership dues and abiding by the rules and regulations of the club.

1. Dues shall be set by the Executive Board but may be modified by a vote of the membership.
2. 100% of the club members must be members of the Federation.  A Club roster along with any Federation membership monies collected must be submitted to the Federation.

ARTICLE II General Membership Meetings
1)         The annual meeting of the general membership shall be held at the time and place set by the board.
2)         A quorum at General Membership Meetings shall consist of thirty (30) members, or 10% of the membership, whichever is less.
3)         Individual members shall have one (l) vote.
4)         A special meeting of the general membership may be called by the Executive Board.
5)         The members may call a special meeting of the membership by presenting a petition to the President, signed by at least 30 members or 10% of the membership, whichever is less.
6)         Notice of a special meeting must be distributed to the membership.  Such notice shall include the reasons a special meeting is being called.
7)         Robert’s Revised Rules of Order shall apply at all Board meetings, and general membership meetings.
ARTICLE III THE EXECUTIVE BOARD
1)         The Executive Board shall be President, Vice President(s), Secretary, Treasurer, Vice Treasurer and two most recent past Presidents who are current club members.
a)     Each office will be filled by an individual or couple.
b)         Each office shall have one (1) vote.
c)         Actions passed by the executive board require a majority of the board.
d)         The office of the President votes only in case of a tie, be it at Executive Board or General Membership Meetings.
2)         The Vice President shall advance to the office of President the term following his/her Vice Presidency or upon the occurrence of a vacancy in the office of President.
3)       The Vice Treasurer shall advance to the office of Treasurer the term following his/her Vice Treasurer or upon the occurrence of a vacancy in the office of Treasurer.
4)         The Vice President and Secretary shall be elected at the Annual Meeting by ballot. On the first ballot, a plurality of votes cast for a position shall be necessary for election. In case of a tie, there shall be a second vote between the tied candidates.
5)         The Vice Treasurer shall be elected at a special meeting in December. On the first ballot, a plurality of votes cast for a position shall be necessary for election. In case of a tie, there shall be a second vote between the tied candidates.
6          The term of office for the President, Vice President and Secretary shall be one year, from Annual Meeting to Annual Meeting, or until replaced by a duly elected or appointed officer.  The Vice President moves to the office of President with the "passing of the gavel."  All other officers except the Treasurer and Vice Treasure transfer duties immediately following the close of the meeting.
7)         The term of office for the Treasurer and Vice Treasurer shall be one year, from January 1st through December 31st, or until replaced by a duly elected or appointed officer.  The Vice Treasurer moves to the office of Treasure on January 1st.
8)         All members of the Executive Board will support the Club in all their actions and will not support or participate in actions contrary to those of the Club.
9)         All officers of the Club shall serve without compensation.
ARTICLE IV DUTIES OF THE EXECUTIVE BOARD
1)         The powers and duties of the Club officers shall be those customarily granted or imposed in statute by the state of Minnesota, or as stated in these by-laws or appended documents.
2)         The Executive Board shall be responsible for the general welfare of the Club, initiating such actions and policies as, from time to time, may be needed to comply with the purposes of the Club.
3)         The President may appoint any auxiliary officers, parliamentarian, or committees as may be deemed necessary to advance the interests of the Club. (These people shall serve in an ex­ officio capacity on the Executive Board and have no voting privileges on the board).
4)         Checks issued on the treasury of the Club shall carry the signature of the Treasurer, Vice Treasurer, or the President of the Club.
5)         Minimum duties of the Executive Board are as follows:

1. President: The President shall be the Chief Executive Officer of the corporation who is responsible for the daily operation of the club.
2. Vice President: The Vice President shall assist the President in the performance of his/her duties and shall perform as President if the President is unavailable, unable, absent or the office is vacant for any reason.  In the event of the President's resignation or inability to serve, the Vice President shall automatically become the President for the remainder of the unexpired term or in the latter instance, until the President is able to resume performance of duties.  The Vice President shall succeed to the office of President at the expiration of the President’s term.  If the Vice President permanently replaces the President, a new Vice President shall be selected.

c)         Secretary: The secretary shall take the minutes of all Executive Board, Officer and General Membership meetings.  The Secretary shall maintain complete records, which include all meeting minutes and club correspondence.
d)         Treasurer: The Treasurer shall take in club receipts, pay normal operating expenses, maintain all club financial records and complete quarterly and annual reports in a form consistent with generally accepted accounting principles showing the receipts, expenditures assets and liabilities of the club and submit financial records for auditing.
e)         Vice Treasurer: The Vice Treasurer shall assist the treasurer and thereby learn the duties of the treasurer.  The Vice Treasurer shall assume the duties of treasurer upon the treasurer leaving the office for any reason. If the Vice Treasurer permanently replaces the Treasurer, a new Vice Treasurer shall be selected.
f)         Past President: The Past President shall provide consultation, guidance, and operational assistance to the club.
6)      More specific descriptions of the duties of officers may be written by the Executive Board in a separate document (known as "Duties of various Offices") within the discretion of the board.
ARTICLE V
These Bylaws may be amended upon a resolution of the Executive Board proposing an amendment and approved by a 2/3 majority of all member votes cast.
Hot Foot Stompers, Inc. Constitution and Bylaws         
Final, June 22, 2020

Business Meeting Minutes

Hotfoot Stompers Business Meeting
January 19, 2023
Presidents: At 5:20PM, Julie Bittner and Anna Soland called the meeting to order at the Johnsville library. About 18 members attended.

1.  Secretary: Terri Axelson conducted roll call: Presidents Julie Bittner and Anna Soland, Treasurer Guy Trudeau, and Secretary Terri Axelson were present. Vice Treasurer Renee Hogan was not present. The club does not currently have a Vice President.

Terri Axelson read a summary of the minutes of the June 16, 2022, Business Meeting. A motion was made, seconded, and passed to accept the minutes.

1. Treasurer: Guy Trudeau presented the Treasurer Report:

• Expenses amounted to                       $  9,311.33
• Income was                                         $11,539.45
• The cash box has                                $      300.00
• Balance as of January 1, 2023 was    $   6,436.38

(Note: the Balance includes $980 for the Buck Haugen benevolent fund.)

• Dance ticket sales brought in $6,431 – more than 55% of the club’s income. 
• Dues collected were $1,986 – more than 17% of the income.
• Lessons generated almost 10% of the income.

There was discussion about an audit of the club’s finances. Jerry Steinworth noted the audit is in progress; some information from 2021 is needed. During the meeting, Jerry Elfert sent a text: nothing reviewed so far looks improper; the committee working on the audit needs additional details. The audits for 2020 and 2022 also need to be done.

1. Fran Sorensen said the “Spring Out for Fun” event is taking the place of the Mystery Bus Trip (MBT) this year. The event is MBT “without the bus”. It will take place from 5 – 9 p.m.,

Sunday, April 30, 2023, and will include dinner and dance. Cost per member attending is $30. Fran asked for a $500 subsidy from the club to cover expenses such as prizes. She noted that since no bus is involved this year, the club subsidy is lower than MBT events. The $503 generated from the free-will offering at lessons could be used.
A motion was made, seconded, and passed to provide a $500 subsidy for the “Spring Out for Fun” event.

1. Julie Bittner opened discussion about a new sign-in process at lessons. The process involves an Anoka-Hennepin Community Education policy that -- by signing -- the student/member is acknowledging they accept possible risk that may occur.  As a part of the process, the student/member must provide an emergency contact and phone number. The process makes signing-in take longer. An alternative is to separate dances from Community Ed space rental; that would remove the need for contact information, however, it would probably increase the cost, which is currently $17/hour.

Possible solutions include:

• Use a spreadsheet that Guy designed that populates with previously-collected contact information.
• See if the Federation or Square Dance Minnesota (SDM) have developed a file/process for contact information.

For now, the club will use and evaluate Guy’s system for a few months. Guy mentioned that currently there is some confusion and lack of willingness-to-comply on the part of dancers from other clubs who attend Hotfoot dances.
Audrey Cecko brought up a related item: the ability for the club to quickly provide emergency contact information to First Responders when needed. Hotfoot collects and stores “In Case of Emergency” (ICE) details for Hotfoot members on FastMail. A paper copy is stored in the cabinet and available during dances and lessons.

1. Next, there was discussion about the start- and end-dates of officer terms. Since the treasurer’s term was recently changed to January through December, should terms for other officers (e.g., president, vice president, secretary) also change to January through December? There was discussion about pros and cons. After the discussion, the consensus was to keep the other officers’ terms in-synch with the dance season (September through May) to prevent confusion that might occur if officers were switched mid-season.
2. Julie Bittner opened discussion about free dance passes for new students. There is interest from some clubs. A few clubs offer multiple sessions of lessons in a year, and some clubs have large groups of students; there could be many students taking advantage of free dance passes.

The free dance passes would likely increase attendance. As a result, fees paid to some callers would increase. Going forward, callers’ contracts could be modified so that callers are paid based on “the number of PAID attendees”.
A motion was made, seconded and passed to petition the Federation to create a booklet of free passes for all Federation clubs to be given to students.

1. The club has no vice president. No one has volunteered.

 
Additional discussions and questions not on the agenda were covered during the meeting:

• There was discussion about encouraging members – especially new members – to join club committees and to volunteer. A one-on-one request of a new member is more effective than passing around a sign-up sheet. The following suggestions were discussed:

• Incorporate an emphasis on volunteering into the graduation event.
• Conduct a club business meeting at a lesson to introduce students to the business side of the club.
• At graduation, share names of members who can mentor new members; share descriptions/duties of volunteer positions; show students which volunteer positions are available.
• At lessons, angels can ask a student(s): “Will you help me with this task?” and take the student under their wing.
• Ensure that the new member has a helpful mentor so they don’t feel abandoned.

• The next discussion covered methods to bring young new dancers into the club:

• Members should be encouraged to invite friends and family to take lessons. The high number of students this year is attributed to word-of-mouth and the Community Ed brochure.
• The club could capitalize on the number of young students currently taking lessons. Setting up demos with homeschool groups and other youth-oriented groups such as church youth groups is another opportunity.
• Guy said he teaches chess in Ham Lake at the Church of St. Paul; he is willing to arrange a demo there and follow up with a BLAST a month later.
• The club can ask Dan Sahlstrom if he has suggestions to recruit new young dancers.
• Janet Sahlstrom homeschools her children; she may have contacts and/or ideas.
• New young dancers are more likely to remain involved if there are several other young dancers attending club dances, especially if the dancers have their own high-energy square(s).
• Social media and chat formats can be used to attract young dancers.
• It was agreed to pursue existing marketing methods at no charge before purchasing ads on social media.

• There was a short discussion about the Buck Haugen benevolent fund. If a member is unable to pay for lessons or a club event -- and requests financial assistance from the fund -- how is that decision made?  The issue will be discussed at a future Executive Committee meeting.
• Les Marier asked a question on behalf of Jocelyn Borgan, the recent club Treasurer. Jocelyn wanted clarification on a disbursement policy because some outstanding checks were signed and issued with a blank in place of a dollar amount on the checks. Moving forward, the policy will be that no blank checks will be distributed. (Note: the checks match receipts; there is no issue with the account.)
• The club needs to make decisions soon if there will be ads in The RoundUp to market summer dances. The RoundUp needs a 2-month lead to publish an ad.
• The club will consider student awards/incentives beginning next year at the students’ graduation dinner. There could be an award for student(s) attending the most dances; runners-up could get a “Frequent Dancer” dangle. The process for keeping track of attendance could be a form similar to the ones queens use to record dance attendance. There could also be awards for Student with Highest Lesson Attendance and Student Making Greatest Volunteer Effort.

The next meeting will be scheduled at a time and date to be determined.
A motion to adjourn was made and seconded.
Meeting adjourned at 6:45PM.
Respectfully submitted,
Terri Axelson, Secretary
 
 

Hotfoot Stompers Business Meeting
June 16, 2022
Presidents: At 6:00PM, Les Marier called the meeting to order; the meeting was conducted electronically via Zoom because of the COVID-19 pandemic. About 15 members attended virtually. We recited the Pledge of Allegiance.
Secretary: Terri Axelson conducted roll call: Presidents Audrey Cecko and Les Marier, and Secretary Terri Axelson were present online. Treasurer Jocelyn Borgan was not present. The club does not currently have a Vice President.
Presidents Audrey Cecko and Les Marier displayed a PowerPoint slideshow:

1. The first three slides were minutes of the February 17, 2022, Hotfoot Stompers Annual Meeting. Terri Axelson read the minutes. A motion was made, seconded, and passed to accept the minutes.
2. The next slide was titled “Old Business”:
   • Club members have elected Dan Sahlstrom to take over teaching the Monday night Hotfoot lessons now that Wayne Tauer has retired.
   • The Royalty Committee sent a survey to clubs to get input on the possibility of sharing the planning and expense of future luncheons; Hotfoot is waiting to hear survey results.  The future of the luncheons will be determined by the Royalty Committee.
   • The Buck Haugen (benevolent) fund still has $980. The fund will continue to be available for families to be able to attend dances.
   • The November 12, 2022, Hotfoot dance theme is “Patriotic” therefore, admission will be free for veterans.  
   • The admission fee to Hotfoot dances has increased to:
     • $8 for local callers.
     • $10 for special events or national callers.
   • The admission fee for Monday night lessons remains the same as last year.
   • A software program to manage the club’s finances was recently discussed. Because of the cost of the software -- and the state of the club’s finances -- the decision was made to not pursue it further at this time. Since the club’s finances are simple, the checkbook register is adequate. The task can be managed easily, although reporting is a little more cumbersome.
3. The next slide was titled “New Business”:
   • Since there is no current Vice President to succeed the current Presidents Audrey Cecko and Les Marier, members Anna Soland and Julie Bittner have offered to take on the role of Presidents for the 2022-2023 dance season.
   • Guy Trudeau has volunteered to take on the role of Treasurer effective January 1, 2023.
   • Guy Trudeau has also volunteered to take on the role of Vice Treasurer effective immediately in order to learn the responsibilities of the office of Treasurer.
   • Renee Hogan has volunteered to take on the role of Vice Treasurer effective January 1, 2023.
   • Renee Hogan has also volunteered to take on the role of Treasurer Assistant effective immediately.
   • Terri Axelson has agreed to continue as Secretary for the next dance season.
   • Additional positions still need volunteers; see the Hotfoot website (HotfootStompers.org) for details.
   • Some of the volunteer positions have been filled:
     • Audrey Cecko will fill the Marketing role.
     • Nancy and Jerry Knoth have volunteered to organize a modified version of the Mystery Bus Trip. The new event will be called the Mystery Caravan. There will be a meeting place for dinner, then members will caravan in their own cars to a square dance.  
     • Audrey Cecko and Les Marier will fill the role of Past Presidents.
     • Audrey Cecko will be the club’s Queen.
     • Bill Bump will be the club’s Banner Chief.
     • Les Marier will be the club’s Caller Booker.
     • Danielle Rust will be the club’s Student Coordinator.
     • Gloria Regan has previously served as the club’s RoundUp Reporter; Les Marier will contact her to see if she will agree to continue in that role for the next dance season.
   • A motion was made, seconded, and passed to accept Anna Soland and Julie Bittner as Presidents.
   • A motion was made, seconded, and passed to accept Guy Trudeau immediately as Vice Treasurer, and as Treasurer effective January 1, 2023.
   • A motion was made, seconded, and passed to accept Renee Hogan as Vice Treasurer effective January 1, 2023.
   • Audrey Cecko suggested that it would be helpful if a club member would volunteer to take on the role of Vice President now, so that they would better know what to expect when they moved into the role of President.
4. The next slide was titled “New Business (cont.)”:
   • Demos at the Blaine Festival are scheduled for 4PM, Saturday, June 25 – Wayne Tauer will call; and 4:30PM Sunday, June 26 – John Bittner will call. Both demos will be held in the East Pavilion at Aquatore Park, 9191 Lincoln St. NE, Blaine. Angels are needed for the demos; contact John Bittner, Cathy Gates, or Audrey Cecko.
   • Audrey Cecko opened a discussion about the possibility of moving the January and February New Dancer dances to early evening events. Earlier start times would reduce night-time driving; a possible result might be increased attendance. Saturday or Sunday afternoons were also considered; however, afternoons may conflict with dancers’ personal commitments. Changing the schedule would involve working with callers and cuers. No changes for now; changes may be considered in upcoming years.
   • There was discussion about letting angels make an optional “Free Will” contribution at Mainstream lessons to help cover costs; expenses for callers and facilities have increased. A motion was made, seconded, and passed to place a basket at lessons for optional Free Will donations from angels. A clarification was made about the $2 fee collected from angels for Plus lessons; the $2 fee goes to the caller, not to the club.
   • Next, the members discussed searching for an alternate secondary facility (e.g., schools, churches) since rental prices for Northdale Middle School and Presbyterian Church of the Master have increased.
   • A Student Mentorship Program was proposed. The intention is to help retain students after graduation. Building relationships between angels and students helps encourage students to continue dancing and remain active in the club.
5. Next, there was an open forum for members:
   • Question: Will Hotfoot dues remain the same amount?  Answer: Yes, Hotfoot dues will remain $10 and Federation dues will remain $11. The new Free Will offering may help to keep dues at the current rate.
   • Question: Is there a date for the Hotfoot potluck picnic?  Answer: Yes. 6PM, Monday,         August 15, 2022. The location is Aquatore Park, 9191 Lincoln St. NE, Blaine.
   • A member announced the two summer dances: 7PM-9PM, Monday, July 11, 2022, and    Monday, August 1, 2022. Location is Northdale Middle School, 11301 Dogwood Street NW,    Coon Rapids. Cold treats will be provided by the club; there will NOT be a potluck.
6. The next slide was titled “2022 Treasurer Report”; Les Marier reported on behalf of Treasurer Jocelyn Borgan:
   • Income totaled:          $4,094.00
   • Expenses totaled:       $4,458.63
   • The club has $300 cash on-hand.
   • The Buck Haugen (benevolent) fund has $980. 

The next meeting will be scheduled at a time and date to be determined.
A motion to adjourn was made, seconded, and passed.
Meeting adjourned at 7:08PM.
Respectfully submitted,
Terri Axelson, Secretary
After the meeting closed, the passing of Hotfoot Stompers member, Ray McKenzie, was noted. Cathy Gates has shared details with Dee Scott for publication in the weekly e-newsletter.
Caller Denise Hines also passed away recently; Cathy shared a snapshot of a notice about Denise’s passing.
Here is the list of dance themes for the September, 2022, through May, 2023, dance season. Note that dance themes were not discussed at the June 16, 2022, business meeting; they are listed here for reference only.
September                  Back to School & Dancing
October                       Oktoberfest
November                   Patriotic
December                   Holiday Dance
January, 2023             Winter Wonderland (New Dancer Dance)
February                     Mardi Gras (New Dancer Dance)
March                         St. Patrick’s Day
April                            Royalty Dance
May                             Sports Night

Hotfoot Stompers Annual Meeting
February 17, 2022
Presidents: At 6:00PM, Les Marier called the meeting to order; the meeting was conducted electronically via Zoom because of the COVID-19 pandemic. About 15 members attended virtually. We recited the Pledge of Allegiance.
Secretary: Terri Axelson conducted roll call: Presidents Audrey Cecko and Les Marier, Treasurer Jocelyn Borgan, and Secretary Terri Axelson were present online. The club does not currently have a Vice President.
Presidents Audrey Cecko and Les Marier displayed a PowerPoint slideshow:

• Three slides were minutes of the May 3, 2021, Hotfoot Stompers Annual Meeting. The minutes had been emailed to members prior to the meeting, and were posted on the Hotfoot Stompers’ website. The minutes were discussed:
  • Most of the items related to “2021 Events” occurred, with the exception of summer dances and the 2021 Royalty Luncheon.
  • There were two changes to items related to “Old Business”:
    • Because the 2022 Royalty Luncheon has been cancelled, the $200 deposit was forfeited. To use the deposit for a different club event would have cost an additional $1,500 minimum catering charge, plus the $200 deposit.
    • Hotfoot’s financial documents were not reviewed prior to being turned over to Treasurer Jocelyn Borgan.
  • Updates to the “Questions” slide include:
    • Soda is no longer sold at dances.
    • There continues to be a shortage of volunteers.

At the end of the discussion of the May 3, 2021, Hotfoot Stompers Annual Meeting minutes, a motion was made, seconded and passed to accept the minutes.

• A slide titled “2021 Treasurer Report” was displayed. It was a difficult year for most clubs, including Hotfoot. The club lost $2,078 during the year due in part to fewer students and fewer dancers at our dances. There is $980 in the Buck Haugen Benevolence Fund, and $300 on-hand in cash. The 12.23.21 balance was $3,847.26.
• Next, the “2021 Events” slide was displayed and discussed. Club events included packing meals at Feed My Starving Children; monthly club breakfasts; the annual banquet; a demo dance and the summer picnic; and resumption of lessons and dances in September. The 2021 and 2022 Royalty Luncheons were cancelled, and the planned summer dances did not occur.
• A slide titled “Old Business” was displayed and discussed.
  • The position of Vice Treasurer remains open.
  • There is no evidence to support the statement that the state of Minnesota returns sales taxes paid by non-profits.
  • Hotfoot Stompers has a new, organized email tool called Fastmail. Cost is $3.75/month which provides the club with a single access point for email, file storage, contact management, calendar management, and notes. Les Marier has volunteered to manage Fastmail as long as he remains a club member, and as long as the club agrees. Members who hold club positions can contact Les for access. Les provided a brief tour of the capabilities and highlights of Fastmail during the meeting.
• A slide titled “New Business” was displayed. Discussion followed:
  • Wayne Tauer is retiring from teaching Hotfoot lessons; he will continue to call for Daytimers. John Bittner, Brian Freed, and Dan Sahlstrom have all expressed interest in teaching; club members will vote to make the selection. * There was discussion whether lessons would remain on Monday evenings going forward. (However, a discussion with Dan Sahlstrom the next day resolved that issue: lessons will remain on Monday evening, regardless of which caller is selected.)
  • TCF bank was acquired by Huntington; the club’s transition to Huntington was successful. A new debit card makes some purchasing easier.
  • There was discussion about the Royalty Luncheon, especially in light of the shortage of volunteers. Hotfoot and other clubs may want to share the planning and expense going forward – after getting input from the Royalty committee.
  • The Buck Haugen (benevolent) fund has $980. There was discussion about how and when the fund could be used, and what the qualifications are for getting assistance; further research and discussion are needed. The fund was set up primarily for families to be able to attend dances.
  • A new topic was discussed – making November dances free to veterans. A motion was made, seconded, and passed to offer free dances to veterans if either of the following is true: 1) the dance falls on Veterans’ Day; or the November dance is patriotic- or veteran-themed.
  • Increases to dance and/or lesson prices were discussed. Most felt that lesson prices – for both students and angels -- should not increase. A motion was made, seconded, and passed to increase dance ticket prices from $7 to $10 for expensive callers, and from $7 to $8 for all other callers.
  • It was decided that the Student Coordinators will decide how to acknowledge 2020 graduates at the 2022 graduation event. (Note: The graduation event for the 2020 grads was cancelled due to the COVID-19 pandemic.)
  • Since no volunteers have stepped forward to plan the Mystery Bus Trip, alternatives to the bus trip will be explored; John Bittner will look into it. A possibility is to attend another club’s dance – which would eliminate the cost of a bus.
  • Members who wish to provide “In Case of Emergency” (I.C.E.) contacts may do so to Cathy Gates when she sends an email* to members. Cathy will use “bcc” so that the responses go only to Cathy, not the full club membership.

 

• The final slide “HELP WANTED – Volunteer Status” revisited the need for more members to fill volunteer positions, including club President(s), Vice President, Vice Treasurer, Caller Booker, club Photographer and/or Chatter Editor, possibly organizers for the Royalty Luncheon Committee, and other open positions listed at HotfootStompers.org.
  • The minimum officers needed for the club to operate are President and Treasurer. It is OK for members to share a role (e.g., a “snow bird” covers a position in the spring and fall, and the other member covers during winter).
  • Anna and Julie may take on the role of President(s). If they do, the Student Coordinator position needs to be filled – perhaps Danielle would take that role, with help from Anna and Julie when/if needed.
  • Les is considering taking on the position of Caller Booker.

The next meeting will be scheduled at a time and date to be determined.
A motion to adjourn was made, seconded, and passed.
Meeting adjourned at 7:20PM.
Respectfully submitted,
Terri Axelson, Secretary
 
* Cathy Gates will be sending to all club members an email which covers three purposes:

1. To collect members’ votes to select a new teacher (candidates are John Bittner,         Brian Freed, and Dan Sahlstrom) for upcoming Hotfoot square dance lessons.
2. To identify members who need to order Hotfoot badges.
3. To collect “In Case of Emergency” contact information from members if they want the club to use the contact info in the event of an emergency.