EXECUTIVE COUNCIL MEETING MINUTES

January 25, 2013 1:00pm

1.       Call to order.  Attending: President Bob Hilpertshauser, 1st VP Bob Lemon, 2nd VP Vicki Marteney, 3rd VP Verdell Woollard and Sec/Treas Marcela Santoyo; also attending Boyd Stonerock (representing Clearwater HC)

2.       State Tournament Report by Clearwater club on state tournament preparations

o        Website info is all set up

o        Motel  Clarion on Rt 19 $59/night plus 12% tax; meeting room in Clarion, host club providing coffee and danish (reimbursed by FSHPA); club will set up and breakdown the tables and chairs (not motel); includes 1 comp room per 15 rooms (need clarification from motel)

o        Friday night party @ motel pool side, 6-8pm; FSHPA furnishes drinks, club provides food; club sets up and breaks down (not motel)

o        Banquet at Clarion – buffet dinner; ham and chicken; motel provided cash bar w/ bartender $25/hr

o        Banquet ticket price $25 each – do we add $1 to the price to cover bartender cost? Unanimous vote in favor. Banquet ticket $26

o        Banquet questions for Clearwater: do we need count by meat preference? Do they serve?

o        Marcy to send to Chuck Johnson count of buffet tickets – a few days after April 1

o        Trophies – Bob Hilpertshauser will give list of plaque engravings (classes) to Chuck Johnson

o        Established agenda for club presidents meeting

o        Established agenda for Awards banquet

o        Prize money

§         $450 added by Clearwater sponsor to the Singles Division Championship prize fund approved: 4 yes, 1 no

3.       By law changes discussed

o        Article XI, section 9 NOTE

o        Article X, section 5f – need to change age from 9 to 12 to match RGS

o        Nothing in our bylaws stating $2 to state tournament from each tournament entry; need to add it in

4.       Club Team Tournament rules and prize money – will pay 5 places, 4 yes, 1 no; bob will make lists to post

5.       Income/expense report – reviewed

6.       State lapel pins – profit will be $149; can go to HOF AC expense, unanimous vote

7.       HOF A/C expense – Clearwater wants $1500 approx 38% of the total expense; propose to counter with 25%, and present ways to pay

o        Profit from state lapel pins

o        Special 50/50 at state tournament

o        Assess each club a certain amount

o        Open up for donations from individuals and/or sponsors

o        Ongoing maintenance, future repairs – maybe increase membership dues to $12, $2 goes to line item for future HOF maintenance

8.       Promotions activity – pamphlets, business cards; need to get each club active with recreation dept, tourist dept of county; contest doing well, need to design the shirt/patch for winner awarded at the banquet

 

9.       Update on software for membership – ask Lois Hottinger if she can build out a database to mirror Marvin’s but in access or something similar

10.    Meeting adjourned