STATE MEETING--AGENDA

OREGON FEDERATION OF SQUARE AND ROUND DANCE CLUBS

HOSTED BY: MID-WILLAMETTE AREA COUNCIL
Polk County Fairgrounds
RICKREALL, OREGON

OFFICERS REPORTS: "THIS MEETING IS BEING RECORDED"

COMMITTEE REPORTS:

OLD BUSINESS:

1. Second Reading of changes to Practices and Procedures Article 1, Section 4 Treasurer. The Treasurer shall have oversight responsibility of all collection and disbursement of funds of the Federation, and shall have custodial responsibility of all funds of the Federation. With State Executive Board approval, these responsibilities can be delegated; however ultimate responsibility lies with the Treasurer. Disbursement of funds will only take place when properly approved by the 1st Vice President or the President. The Treasurer shall keep an itemized account of receipts and expenditures and shall perform all other duties devolving upon the Office of Treasurer.
2. Second Reading of addition to ByLaws, Article 1, Section 8 Immediate Past President. The Immediate Past President shall Chair the Nominating Committee, the Benefit Dance and the Grant Fund Committee. He/She shall be a member of the Festival Advisory Committee and the Audit Committee. He/She shall be responsible for other duties as designated by the President and serve as an advisor to the President.
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15 MINUTE BREAK

NEW BUSINESS:

1. MOTION -- John Guches
   Madame President, I move that two positions be added to the appointed officers. First is the position of Webmaster, and second is the position of Microphone Person.
   Discussion--The Webmaster should be a separate reporting position that can work hand in hand with the Board members to help them resolve and work with their personal computers and to help the Federation develop the programs they need to accomplish Federation business in the computer age. The Microphone person is a position that has always been at the meetings that has never been recognized by the Board as an official position, by making this position an appointed officer then the position can be given the recognition that it so richly deserves.
2. MOTION -- ?
   Madame President, I move that the Federation allocate $500 to retain the services of a tax attorney or tax accountant who specializes in tax-exempt organizations, to help us update the P&P sections on IRS requirements for clubs and councils.
   Discussion -- The current section on IRS requirements in the Financial Advisor section was written in the mid 1980's shortly after the Federation dealt with an IRS threat to revoke our tax-exempt status. Many of the regulations have changed since then, but we can't get a clear picture on exactly what has changed and what still needs to be tackled. The recent flurry of activity regarding the Form 990-N "e-postcards" have again raised questions about what our clubs really need to do to maintain tax-exempt status. $500 would get us 2 or 3 hours of time, assuming we can brief him/her in advance. I imagine that at least the President, Treasurer, and Financial Advisor would want to be in on the meeting. We would rely on the Treasurer and Financial Advisor for help in finding an appropriate resource.
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DELEGATE REPORTS:

ACTIVE GOODWILL AMBASSSADORS

GOOD OF THE ORDER: