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Board Meetings
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Minutes of Board Meetings:
June 6, 2010 July 31, 2010 Jan 16, 2011 Aug 21, 2011 Oct 22, 2011 Summary of the Post AGM Board of Directors’ Meeting October 22nd, 2011 Minutes Following the October 22nd, 2011 Annual General Meeting, the Post AGM Board Meeting was held in Montreal, with seventeen Board Members present.
After the acceptance of the Agenda and the August 21st, 2011 Board Meeting Minutes, then the discussion of various topics took place.
Major Topics of Discussion:
1. 1- The urgent need for a Public Relations Chair: The Board Member who had taken on this task at the 2010 meeting was and is unable to take on this task. Are there any volunteers?
2. 2- The CSRDS Awards: Some Board Members felt that there was a need to revise some of the criteria for the nominators of these awards and also a revision of the criteria for the award. This will be worked on for discussion at the next Board Meeting.
3. 3- The Bursary Forms: Discussion ensued as to the lateness of some of the applicants not getting their information with receipts to the Professional Development Chair on time. It was suggested that the deadline date be included on the application form.
4. 4- Dance Mapping Study: This topic was brought to the Board’s attention during the summer. It basically is to be a survey of all forms of dance (professional and non-professional) across Canada.
The benefits of this Dance Mapping Study are: - give the dance sector knowledge and statistic’s to better position itself as an important contributor to society; - add value to dance activities taking place beyond the professional milieu; - provide dance artists and organizations with knowledge about possible new partners and potentially inspire collaborations that cross the boundary between the arts and other sectors of society; - provide an opportunity to discuss public arts policies that foster and promote this art form.
5. 5- It was the consensus of the Board of Directors that dancers forward any items (they wish to have inserted on the CSRDS Web Site) to the appropriate Provincial Society Directors. The Provincial Directors can forward their Director specialty information directly to the Web Master following approval from the whole Board of Directors.
6. 6- The next teleconference Board Meeting is to be held on April 22nd, 2012.
This summary was prepared by the CSRDS Secretary, Lorraine Kozera.
Canadian Square and Round Dance Society Board of Directors’ Meeting (Teleconference) Sunday, August 21st, 2011 Attendance: NL: Roy and Joan Church NS: Bob and Inge Ruohoniemi NB: Eric and Dianne McCormack PE: Wendell and Edythe Brown QC: Mathieu Lapointe and Stephanie Charters ON: Bill and Bonnie Taylor MB: John and Lorraine Kozera SK: Bill and Shirley Treleaven AB: Norman and Loretta Demeule BC: Darcy and Beth McGifford 2014 Chair: Wendy VanderMeulen
1.0: Call the Meeting to Order: President Bob Ruohoniemi “Called the Meeting to Order at 4:05 CDT”. Bob welcomed everyone to the meeting and was happy to report that all were in attendance.
2.0: Acceptance of the Sunday, August 21st, 2011 Board of Directors’ Meeting: Bob reported that we can omit 6.4 Delayed Bursary Applications (Under New Business). This has been actioned and no need for discussion. Roy reported the incorrect numbering under Committee Reports. Lorraine apologized that she had spelled Wendy’s surname incorrectly. The Board members accepted the Agenda.
3.0: Acceptance of the Sunday, January 16th, 2011 Board of Directors’ Meeting Minutes: Motion: Lorraine Kozera, Wendell Brown - that the Minutes of the January 16th, 2011 Board Meeting be accepted as published. Carried.
3.1: Business Arising from the Minutes:
3.1.1: The Dorothy Aberle claim situation: Mathieu reported that there was no news at this time. At present it is in the hands of the school’s Board.
3.1.2: 2011 AGM information: Stephanie reported the accommodation arrangements had been set up at the Best Western Plus. There is shuttle bus service, but, Stephanie stated that she had a hospitality committee set up to transport us from the airport and to the AGM meeting location. The meeting location is at the community center that is about 2 km from the hotel. The deluxe rooms have a refrigerator. Roy reported that the Treasurer pays for the hotel accommodations before leaving the hotel. The Directors have to make a claim for the remainder of the expenses.
3.1.3: Final 2010 Festival Report and Video: Bob sent a document of the 2010 Festival Final Report to anyone who wanted to receive it. Bob reported that a video of the festival is available for $10.00. This video package consists of three DVD’s. There are about 40 copies left. Bob will forward the information to Stephanie so that she can have this information listed on the CSRDS Web Site.
4.0: Treasurer’s Report: Roy Church Motion: Roy Church, Eric McCormack - that the reports be received and studied subject to its acceptance at the Annual General Meeting in Montreal October 22nd, 2011. Approved.
Roy reported that he needs to revise part of the Treasurer’s Report for the AGM. Eric reported that Alan Clays gave him 66 Maple Leaf badges. It was determined that these will need to be turned over to the Ottawa 2014 Festival Committee. These badges cost $4.00 each. Eric will bring them to the AGM in Montreal. Wendy plans to attend this meeting at which time Eric can turn them over to Wendy for the 2014 Festival Committee to sell.
5.0: Committee Reports:
5.1: Membership: Mathieu Lapointe AON has changed our account manager three times. Each change has been updated on the web site. Peter Graham (ON) had contacted AON directly asking them to change our fiscal year. Mathieu informed AON to deal with him or Stephanie. The previous information regarding new members being covered (when they start after June 30th) until the Membership Year commences on January 1st is not accurate. This information will have to be changed on the web and also made clear to the clubs, associations and federations.
Membership numbers should not be inflated because there is no refund from AON for the unused membership numbers. The Membership Chair will provide AON with the actual membership. We can always add to the membership until the end of February.
AON is requesting the names of all of the members of the CSRDS. Mathieu and Stephanie are trying to negotiate with AON regarding the procedure for membership lists. Each of the Provincial Directors will be required to have a list of the members and their membership card number available so that information can be obtained on short notice.
Teen membership method of handling the fees: Original Motion from 2010 AGM Minutes under New Business 7.1: Amended Motion: Bob Ruohoniemi, Peter Graham: - that the square dance federations, associations, and clubs with teen dancers under the age of 19 years submit their request for Society membership funding to the CSRDS Public Relations Committee who are authorized to cover that expense.
Motion: Roy Church, Beth McGifford - that the clause ‘their fees be covered from the PR budget’ be removed. (Not necessary for the money to come from the PR budget, it can come out of the general fund.) Carried. 1 No
5.2: Public Relations: Stephanie Charters Toll Free Line: Janet Mills has been answering the toll free line since the end of May. So far Janet has been receiving inquiries regarding summer dancing. Janet has been getting the information off of the CSRDS web site. Janet would like us to promote this number so that it receives more use. Perhaps clubs can be encouraged to use it on their flyers, etc.
Web Site: Dan Roy always updates anything that Stephanie sends to him.
CSRDS Lapel Pins: There are pins available for the provinces to buy and use.
CSRDS Public Relations: Stephanie would appreciate someone else taking over this portfolio. Do we have any Board Member who would be interested in taking on this portfolio?
Recruitment Strategies: Bob reported that he had received a document (from the US National) with lots of ideas about recruiting and retaining dancers. Bob stated that he would send this document via E-mail. (This has been done as of August 23rd, 2011.)
5.3: Professional Development: Bill Treleaven Bill reported that he had received 17 applications from individuals to attend a caller’s school. At $500.00 each plus a $1000.00 request from a school in BC that would amount to a total of $9500.00. Roy reported that the money is there in the CSRDS account. Once again Roy reported that this is the area that needs to be revised in the 2012 Budget Report.
Norman reported that Norm Smith of Calgary and Murray Few of Edmonton conducted a Callers’ School with 20 new callers in attendance.
All provinces had callers at one of the caller’s schools except Newfoundland/Labrador. Re-wording of the information for the caller application guidelines will be required and revised on the web.
5.4: Honours and Awards: Wendell Brown Wendell reported that it has been rather quiet this year. One long service award has already been presented. Two had been approved and there is one more to be handled. Wendell stated that he would send this nomination to the Board members as soon as he was able to get it ready for distribution. (This has been done as of August 23rd, 2011.)
5.5: Web Site and Toll Free Line: Stephanie Charters These two topics have been dealt with under 5.2: Public Relations.
5.6: Convention Co-ordinator: Norman Demeule Norman reported that a convention for 2012 has fallen by the wayside. Convention 2014 is proceeding very well under the leadership of Wendy VanderMeulen. At this point in time there is no interest shown for 2016. Following the 2011 AGM on October 22nd, 2011, we will need to start things in motion for the 2016 convention. Bill reported that Saskatchewan may consider hosting a convention but available space for dancing and accommodations is a problem at this time. Further investigation will need to take place. Bob reported that the Nova Scotia convention that was held in 2010 had an attendance of 1700 dancers. It was a successful convention. Bob also announced that the (Detroit) US National Dance Convention had 3700 in attendance this year. This was a very nice event.
5.7: By-Laws and Regualtions: Bill Taylor Bill reported that he had nothing to report at this time.
5.8: Directors’ Manual: Dianne McCormack Since there was no further input since Bob turned over the Manual Information. Bob stated that we may need to look at TC 17: Terms of Reference: Special Donations, etc. What do we do with this item? Bob suggested that we attend to this topic at Post AGM on October 22nd, 2011.
5.9: Historian: Inge Ruohoniemi Inge stated that she had no report.
5.10: Convention 2014: Wendy VanderMeulen Wendy reported that she had forwarded her report to the Secretary this morning. (I have forwarded Wendy’s Report to all of the Board Members on August 21st, 2011.)
Highlights: * Planning for 1200 to 1500. * Hoping for 1800 dancers but the goal is 2000 dancers to attend Festival 2014. * Keep an eye on the web site as the information is constantly being updated. * Wendy has a full Board to assist with the planning of the festival. * Their first test dance at the Ottawa Convention Centre was held on July 21st, 2011 with an attendance of 211 dancers. * Another test dance will be held in another room to also test for sound, set-up, etc. * Four hotels are blocked off for convention attendees: namely, The Westin, Lord Elgin, Les Suites, and, the Quality Inn.. The price ranges from $129 to $199 per night. * Current registrations stand at 256.
Wendy excused herself from the meeting at this time.
5.11: Motion to accept all of the committee reports: Motion: Dianne McCormack, Edythe Brown - that all of the Committee Reports be accepted as presented. Carried.
6.0: New Business:
6.1: Fundraiser for the square dance victims of Japan’s Earthquake Disaster: Bob reported that he was able to get a volunteer (a Nova Scotia dancer) to accept the donations and to distribute these donations to the Japanese Square Dance Association. The Japanese Association would provide the funding to the dancers affected by this disaster. So far $1300.00 has been deposited. Bob asked for the CSRDS’s approval to cover the cost of the thank you cards and postage, (which will be sent to the donors) To date the cost has been $137.36. this appeal will be concluded at the end of this year. The Nova Scotia Federation recommends that dancers be encouraged to pay $3.00 dollars each; or hold special dances; or, some other event conducted. Bob volunteered to put this information on the CSRDS Web Site.
6.2: Membership Fees for 2013 and 2014 to be approved at the 2011 AGM: Bob suggested we omit this topic and establish the fee at the 2012 AGM .
6.3: Establishing a Society Bar/Dangle for dancers who have danced in all 10 provinces: A suggestion was made to have the CSRDS design a bar or dangle for distribution to a dancer who has danced in all of the provinces. This item to be placed on the AGM Agenda for October 22nd, 2011 being held in Montreal, QC.
A suggestion was made that a badge be prepared and just add the dangles indicating which provinces a dancer has danced in.
7.0: Announcements:
7.1: Roy reported that he would prepare his ‘swan song’ decision in October 2011. Roy stated that they have a full wardrobe of dance attire that would be available for the general membership to purchase, or whatever. Roy will have been on the Board for 22 years and will be 80 years of age. Volunteer will be required for the Treasurer’s position in the near future.
7.2: Bob announced his health condition. Bob reported that they had just found out about his prostate cancer and the forthcoming six-week treatments. He is hoping that these treatments will be complete by the date of the AGM in October 2011.
7.3: 2011 AGM Reports: It was decided to ask for the Directors’ reports and the federation reports to be forwarded to the me, the secretary, by the beginning of October so that there is time to piece all of the reports in order of the agenda for the October 22nd, 2011 AGM.
8.0: Adjournment: Roy moved ‘adjournment’ at 5:15 p.m. CDT. These Minutes have been prepared and distributed by Lorraine Kozera, CSRDS Secretary.
Canadian Square and Round Dance Society Board of Directors’ Meeting (Teleconference) Sunday, January 16th, 2011
Roll Call: Bob Ruohoniemi NL: Roy Church NS: Bob Ruohoniemi and Inge Ruohoniemi NB: Eric McCormack and Dianne McCormack QC: Mathieu Lapointe and Stephanie Charters ON: Bill Taylor and Bonnie Taylor MB: John Kozera and Lorraine Kozera BC: Darcy McGifford and Beth McGiffored
Regrets: PE: Wendell Brown and Edythe Brown SK: Bill Treleaven and Shirley Treleaven AB: Norman Demeule and Loretta Demeule
1.0: Call to Order: Bob Ruohoniemi Bob wished everyone a HAPPY NEW YEAR. Bob reviewed the procedure for the telephone meeting. At this point in time Bob “Called the Meeting to Order at 400 p.m. CST”.
2.0: Acceptance of the Sunday, January 16th, 2011: Motion: Roy Church, Dianne McCormack - that the January 16th, 2011 be accepted as distributed. Carried.
3.0: Acceptance of the Saturday, July 31st, 2010 Post AGM Board Meeting Minutes: Motion: Lorraine Kozera, Darcy McGifford - that the July 31st, 2010 Minutes be accepted as distributed. Carried.
3.1: Business Arising from the July 31st, 2010 Minutes:
3.1.1: AGM Teleconference Issues: Bob had asked the Directors to pass along comments regarding the report of “Teleconference Meeting Procedures” via E-mail so as to shorten the teleconference.
4.0: E-mail Topics since our Last Meeting:
4.1: Informal bid for 2012 by Jack Rudd: Bob had asked for comments. Bob reported that there will not be a 2012 convention in Alberta as proposed.
4.2: Dorothy Aberle Claim: Mathieu reported that there is a pending lawsuit. Dorothy slipped on some water in the bathroom during a dance. This fall occurred in August 2009. Dorothy did have substantive injuries. Dorothy is a dancer/round dance cuer and a CSRDS member.
Claim Action will follow this order: (1) Where the dance was held: The Board of Trustees of Christ the Redeemer Catholic Separate Regional Division; (2) The province in which the dance was held: The Alberta Square and Round Dance Association; and, (3) The country the dance was held: the Canadian Square and Round Dance Society.
5.0: Treasurer’s Report: Roy Church Roy explained that this was a six month report of our financial status.
Motion: Roy Church, Beth McGifford - that the Treasurer’s Report be accepted as distributed. Carried. Vote as follows: No: 2 Yes: 11
6.0: Committee Reports:
6.1: Membership: Mathieu Lapointe The total membership for 2011 as of this meeting is: 12,619 members. Mathieu thanked all of the Provincial Membership Representatives for a job well done. There was a premium increase from $0.86 to $0.95 per person, and this was unavoidable as the premium had not increased in several years.
Conventions: Amy Robinson (representative of AON) mentioned that when a national convention occurs we should mention it to her as there might be an additional charge for this.
6.2: Public Relations/Promotion: Stephanie Charters Stephanie is still waiting to receive materials from Marion Knight. Now that the membership drive will soon be over (Stephanie assisted Mathieu with the membership), she will pursue this matter further (obtaining the PR materials).
Toll Free Line: Stephanie reported that there was a couple in British Columbia that were interested in being responsible to attending to our toll free line. Stephanie will check to determine whether or not this couple is still interested. If they are still interested, then, Stephanie will provide Lorraine with the information to make the change.
Website: Stephanie reported that she was checking the website for items that required updating. If we find items that require updating, inform Stephanie so that she can provide Dan Roy with the updated information. As of this week, the info@squaredance.ca will be received by Dan Roy.
At this meeting it was determined that all changes be directed to the Provincial Directors and then to Stephanie. Stephanie will be the person making contact with Dan Roy, our CSRDS Webmaster.
6.3: Professional Development: Bill Treleaven Although Bill Treleaven was not in attendance for this meeting, he provided an update by stating that there had been no applications at this point in time. Bill Treleaven did provide the updated application forms.
6.4: Honours and Awards: Wendell Brown Although Wendell Brown was not in attendance for this meeting, he provided an update by stating that there was one Long Service Award finalized and presented to the Fichters of Estevan, Saskatchewan. Wendell thanked the Board Members for their prompt response to scoring this award.
6.5: Convention Co-ordinator: Norman Demeule Although Norman Demeule was not in attendance for this meeting, he provided an update by stating that the Convention/Festival 2014 Basic Letter of Agreement has been signed by all parties. The latest report received stated upwards of 250 are now registered and Festival 2014 is well on its way to being a success. Congratulations Festival 2014 for a great start and a job well done.
In his written statement, Norman suggested that in the very near future we should be securing a bid for Convention 2016, if at all possible. So as not to disappoint anyone, interested parties should be made aware of the protocol, guidelines, rules and regulations, history, etc. of staging a National Convention.
6.6: By-Laws and Regulations: Bill Taylor Bill reported that our webmaster, Dan Roy, has been informed of all By-Law amendments that have received Ministerial approval and they have been updated on our Society website. Any By-Law changes require Ministerial approval before they can be acted upon.
Namely: 1. Year 2007, section 4.7 2. Year 2009, section 4.12 3. Year 2010, add section 9.3a.
Changes are required on the website regarding the Regulations. Item 1.0: Definition Item 2. Duties
At this point in time, it was determined that Stephanie would be responsible for authorizing the Webmaster to make any changes to our website. Stephanie informed that Board that Dan Roy would be responding to the <info@squaredance.ca> inquiries.
6.7: Directors’ Manual: Bob Ruohoniemi Bob apologized for not having the time to complete the updating of the Manual. Bob reported that all hard copies would be arriving via E-mail; and, Roy would receive his hard copies in the mail. When Bob has finalized the data in the Manual, he will forward the Manual to Dianne McCormack, the new Director responsible for updating the Directors’ Manual.
Eric McCormack reported that he was unable to download any of the PDF files that were posted on the website. This will require updating by our webmaster. Eric offered to convert regular files in to PDF files (when he received them).
6.8: Historian: Inge Ruohoniemi Inge reported that she had sorted through the convention box and threw out what was obsolete and inserted the Halifax items into the convention box. Unfortunately, also, this box was forwarded to Ottawa.
6.9: Convention 2010 Final Report: Bob Ruohoniemi Bob apologized for not having completed the Final Report for Convention 2010. The information has been assembled and should be off to the printers shortly. In the meantime, information has been shared with Convention 2014.
6.10: Convention 2014: Wendy VanderMeulen Wendy’s report listed the following developments: We have confirmed with the Ottawa Convention Centre that we will hold our event there. At this time, we are waiting for the final contract. The Westin Hotel will be our “Headquarters” Hotel, due to its proximity to the Ottawa Convention Centre. We have a committee member looking into blocking space at a few other hotels within walking distance of the OCC; details will be posted on the Festival website when confirmed.
Peter Courdin, our Finance Group Chair, has resigned from his position, as he says he cannot dedicate the time to the position that he feels is necessary. I am currently working with our Treasurer, Bruce Warner, on all things financial.
The next Board meeting is on January 30th, at which time we plan to put in place a first, detailed draft budget. Group Chairs are working on their projects “as we speak”. Registrations continue to come in. We currently have 246 people registered. Bob stated that our obligation as Directors is to (1) promote and encourage dancers to register early and (2) take an interest in our conventions.
6.11: Acceptance of Committee Reports: Motion: Roy Church, Inge Ruohoniemi - that the reports from 6.1 through to and including 6.10 be accepted as presented. Carried.
7.0: New Business:
7.1: 2011 AGM: Method: Teleconference or Face-to-face Bob asked each of the provincial directors what their preference is regarding the next AGM. It was unanimous that we have a face-to-face meeting if the finances will permit this method.
Location: Stephanie volunteered to make arrangements in Montreal, near to their home. This site would be near to the International Airport as well.
Date: Stephanie was asked to investigate for a September or October meeting. She was advised to stay clear of the Thanksgiving weekend and the Labour Day Weekend. There will be a follow-up via E-mail communications.
8.0: Announcements:
8.1: Next teleconference: This was not determined at this time. Bob reported that he would assess the results of this meeting. Or, as the need arises. Suggestion: To hold the next teleconference prior to the AGM so that it would be the Pre-AGM Board Meeting.
8.2: 2011 Pre-AGM: To be determined at a later date.
8.3: 2011 AGM: To be confirmed following Stephanie’s investigation in Montreal. At this time, Bob had asked if there were other discussion topics. With no further topics to be discussed, Bob thanked everyone for being on line and involved in this teleconference meeting.
9.0: Adjournment: Bill Taylor moved that the meeting be adjourned. Bob Ruohnoiemi declared the meeting adjourned at 4:57 p.m. CST.
These Minutes were prepared
and distributed by Lorraine Kozera, CSRDS Secretary. Canadian Square and Round Dance Society Board of Directors’ Meeting Post-AGM Halifax, Nova Scotia Saturday, July 31st, 2010
1.0: Call to Order: Alan Clays Alan “Called the Meeting to Order at 9:30 a.m. ADT”.
2.0: Roll Call: NL: Roy Church PE: Wendell Brown and Edythe Brown NS: Bob Ruohoniemi and Inge Ruohoniemi NB: Alan Clays, Eric McCormack and Dianne McCormack QC: Mathieu Lapointe and Stephanie Charters ON: Bill Taylor and Bonnie Taylor MB: Lorraine Kozera SK: Bill Treleaven and Shirley Treleaven AB: Norman Demeule and Loretta Demeule BC: Darcy McGifford and Beth McGifford
Special guests invited to attend to item 7.2 of the Agenda, which was moved to the beginning of this meeting.
Wendy Vander Muellen: Chair of the 2014 CSRDS Convention Peter Piazza: President of the Ontario Square and Round Dance Federation Bev Piazza Peter Courdin: Treasurer of both the Ontario Square and Round Dance Federation and the Treasurer for the 2014 CSRDS Convention Karen Remy
Item 7.2: 2014 Attrition Clause: To begin the discussion, Alan Clays read #8.1: of the Board Minutes of June 6th, 2010 which reads as follows: “Norman Demeule reported that he was contacted regarding the attrition clause that is part of the hotel booking arrangement.. The Ontario Federation will not sign the Letter of Agreement with the attrition clause left in the contract. There have been 250 rooms booked. This means that the number of rooms that do not get booked would have to be paid for by the hosting committee together with the other two levels of the organization assisting to cover the loss incurred by these unused rooms. There is an option: a $500.00 penalty to cancel the contract The recommendation is to pay the $500.00 penalty and start all over again.
Bill Taylor informed the Board members that there was difficulty with communications with the Hosting Committee for 2014. The OSRDF will not sign the contract with the ‘attrition clause in it”. The President could invite the Chair of the 2014 Host Committee to meet with the CSRDS Board while we are in Halifax. It was suggested that Alan contact the Host Committee Chair to find out ‘what is happening’.
Peter Piazza, OSRDF President informed the CSRDS Board that the hotel room clause is too high a risk. They (the OSRDF President and their Board members) are not able to sign the Letter of Agreement at this time.
Wendy Vander Meullen, Chair of Festival 2014, responded that she had not been advised of the OSRDF decision. The new convention center in Ottawa is not acceptable to the committee hosting the 2014 convention. The Westin is the best location to hold the convention (with the biggest facilities). The rates are very reasonable, If they re-negotiate the rate will not be better.
Peter Courdin, Treasurer for both the OSRDF and the 2014 Hosting Committee, stated that this topic will need to be discussed in their home area of Ottawa.
Wendy reported that Festival 2014 attendance goal is 1500 dancers (and hope for 1800 to 2000). They plan to double up in some of the dancing rooms, e.g. A1 and A2 would be combined; Basic and Mainstream levels would need to share a room, etc. Wendy informed the CSRDS Board that there is a ‘sliding scale for room rental related to the number of rooms booked’. Wendy stated that there would be no penalty if 80% of the rooms are booked, That means that 210 rooms out of the 250 booked would be accepted with NO penalty. With the present attrition clause, the Westin Hotel hall rate is $30,000.00. Without the attrition clause the hall rate would be $145,000.00. Even though this is four years in advance of the 18th Canadian National Convention, the Westin Hotel has stipulated in the contract (with the attrition clause) that the room rate would remain at $189.00 per room per night. Wendy reported that the contract with the Westin Hotel needs to be finalized by the end of August.
Bob Ruohoniemi stated that the Halifax committee is paying $70,000.00 for both areas booked for this convention. Bob also provided the Board with the number of dancers registered in the following four closest hotels to the dancing venue. The Prince George had 60 rooms booked; the Citadel Halifax – number unknown; the Delta Halifax had 100 rooms booked on Thursday – the peak ; and, the Cambridge Suites – number unknown.
Bill Taylor put forth a motion that we (CSRDS Board) advise the 2014 Host Committee to re-negotiate with the Westin prior to August 31st, 2010 to get better terms. If they cannot get more reasonable terms reducing or getting rid of the ‘attrition clause’ that they be authorized to cancel and re-negotiate totally. There was no seconder for the motion.
Alan stressed that the Board’s concern is our support and the signing of the Letter of Agreement. Alan recommended that a motion could be made that the ‘Letter of Agreement’ be delayed until the Host Committee (Convention 2014) can resolve their issues.
Bob recommended that the OSRDF and the 2014 Festival Host Committee deal with the arrangements and keep in touch with the CSRDS Board of Directors. The Board members supported this recommendation.
Bonnie Taylor asked for the 2014 committee to provide the Minutes of their meetings to OSRDF President, Peter Piazza and to Bill Taylor, CSRDS Board Member representing Ontario.
To conclude this discussion, Alan THANKED the guests for attending this meeting and wished them the ‘best of luck’ in their negotiations and planning for Festival 2014. The Ontario group retired from this meeting at 10:10 a.m. ADT.
Alan Clays “Called our Meeting to Order at 10:10 a.m. ADT”.
Alan called on Roy Church, Nominating Committee Chair, to conduct this portion of the meeting.
3.0: Nominating Committee Election of Officers: Roy Church
3.1: Nomination for President: Roy stated that there were two names indicated this position. Roy asked Lorraine if she would let her name stand. Lorraine declined the acceptance of this position. Bob Ruohoniemi let his name stand. Roy asked for further nominations three times. As there were no further nominations for President, Roy declared Bob Ruohoniemi President for the CSRDS.
3.2: Nomination for Vice President: Roy stated that there were no names put forward for this position. Eric McCormack put his name forward. Roy asked for further nominations three times. As there were no further nominations for Vice President, Roy declared Eric McCormack Vice President for the CSRDS.
3.3: Nomination for Treasurer: Roy informed the Board that he would continue in this position. Three times Roy asked for further nominations from the floor. Roy Church was declared Treasurer for the CSRDS.
3.4: Nomination for Secretary: Roy stated that there was only one name put forward for this position. Roy asked for further nominations from the floor three times. Since there were no further nominations from the floor, Roy declared Lorraine Kozera Secretary for the CSRDS.
3.5: Past President: Roy Church stated that since Alan Clays did not want to be active on the Board as Past President, Roy stated that he would fulfill this office as he has been the last Past President still active on the CSRDS Board. Roy volunteered to continue as Past President.
3.6: Motion: Roy Church, Mathieu Lapointe that we accept the Nominating Committee’s Slate of Officers for 2010 – 2012. Carried.
4.0: Presentation of Past Director’s Pins: Alan thanked everyone for the four good years of serving on this Board. Alan realizes that there are lots of issues that need to be resolved. Alan wished the new board the ‘best of luck’. He assured us that Bob would provide us with good leadership. As Alan Clays was the only retiring member present for this meeting, Bob presented Alan with a Past Director’s Pin.
5.0: Passing of the Gavel: Alan presented the Gavel to Bob Ruohoniemi, the incoming President for the CSRDS Board of Directors for the 2010 – 2012 term.
On behalf of the newly elected Board of Directors of the Canadian Square and Round Dance Society, Bob wanted the Minutes to reflect a special THANKS for all the work that Alan had done and the excellent leadership that he had given to those of us who had been on this Board under Alan’s leadership. APPLAUSE. At this point in time, Alan exited the meeting.
Bob THANKED the three incoming couples (Darcy and Beth McGifford, Mathieu Lapointe and Stephanie Charters, and, Eric and Dianne McCormack) to the 2010 – 2012 Board of Directors. Bob hoped that they would find it interesting although they will sometimes wonder why they had come on the Board.
6.0: Appointment of Committee Chairs:
6.1: Membership: Mathieu Lapointe accepted the Membership Chair as he had already done some work in this area under Gary Geldart’s leadership.
6.2: Public Relations and Promotion: Bob listed some of the expectations of the Chair in this role. The PR Chair would be a link from the Webmaster to this Board. In the past each province had volunteers to assist this committee. Bob would like to have a member of this Board lead a campaign through the Provincial Directors to canvass to find individuals/couples who would share in promoting square dance across Canada through funding from the Society and through publicity supporting their efforts. There is a budget for this kind of support. Stephanie Charters volunteered to take on the PR Chair.
6.3: Professional Development: There were two Board members interested in this position. Between the two interested Board members it was decided that Bill Treleaven would be the Chair and Darcy McGifford would be a member of this committee.
6.4: Honours and Awards: Wendell Brown accepted the Chair for Honours and Awards.
6.5: Web Site: Bob reported that Dan Roy would take control of the CSRDS Web Site. Dan did not wish to be a Board member because he does not wish to attend meetings.
6.6: Toll Free Line: Bob stated that this task should be part of the PR Committee. Stephanie Charters accepted to respond to the Toll Free Line.
6.7: Convention Co-ordinator: Norman Demeule volunteered to continue to Chair this Committee for another two-year term.
6.8: By-Laws and Regulations: Bill Taylor volunteered to continue to Chair this Committee for another two-year term. Regarding the By-Law passed at the 2010 AGM: Teleconference AGM. Bill expressed his concern about this motion stating that every member needs to be able to attend the CSRDS AGM teleconference. It will be unwieldy to accomplish this task.
6.9: Director’s Manual: Dianne McCormack volunteered to Chair this committee.
6.10: Historian: Inge Ruohoniemi volunteered to continue to Chair this committee for another two-year term.
6.11: Privacy Officer: At first Bob did not see a need for this position. But, Bill Taylor stated that there is a need for someone to be responsible for this position. Bill Taylor accepted this responsibility for the Board.
6.12: Nominations: Roy Church volunteered to Chair this position as he is the only Past President continuing on the Board.
7.0: Business Arising from the Annual General Meeting and Old Business:
7.1: B.C.’s proposal to NOT collect fees from teens 19 and under: A motion was passed at the AGM to have the teens make an application to the CSRDS Public Relations Committee to cover the cost of the CSRDS membership fees.
7.2: 2014 Attrition Clause: This topic was dealt with at the beginning of this meeting. The Convention 2014 Committee Chair and the Ontario Federation will deal with the attrition clause and any other factors pertaining to Convention 2014.
7.3: Highway Clean-up question from Ontario: Bill Taylor reported that from Ontario’s point of view that this was a non-issue. It is important for all of us to stress that our membership includes LIABILITY insurance. Don’t just use the term insurance by itself.
7.4: AGM Teleconference issues: The AGM teleconference would need to be publicized to all CSRDS members. It was suggested that sights would need to be set up in each province. Each site would designate a chairperson to relay the message and/or votes to the secretary. The secretary would then add up the votes and relay the message to all. Universities have conference centres available for a fee. A deadline would be established for members to notify the Director for the province as to the number wishing to attend the CSRDS AGM via teleconference.
Bob asked Dianne McCormack, who is familiar with national teleconferences to set up guidelines for the Board members. Bob asked Dianne if she could have these guidelines ready for the next teleconference. Bob also asked Dianne if she would investigate video studio teleconferencing costs.
7.5: Motion re: Directors’ travel expenses to attend meetings at Canadian National Convention:
The Motion approved in September 2009: “that, the Directors and Executive Committee members may be reimbursed for a maximum of 50 percent of reasonable transportations expenses (air fare, car per diem, bus, train) for attending meetings held in conjunction with and during a national convention (subject to available Society funds).
Motion: Roy Church, Eric McCormack - that the Directors’ expenses be covered by the CSRDS for ‘up to’ 50% of travel costs (30 cents per kilometer for car travel) for attending the meetings at this convention. Carried. There were two negative votes.
8.0: Meeting Date:
8.1: The next Board Meeting Teleconference was set for Sunday, November 21st, 2010.
9.0: Announcements:
9.1: Closing Ceremonies: Bob asked all the Board members to be seated on the right side of the stage in order from the west to the east.
9.2: Beth McGifford shared a new British Columbia brochure.
9.3: Bonnie Taylor invited everyone to attend the Toronto and District Convention that is held in May of each year.
10.0: Adjournment: Dianne McCormack adjourned the meeting at 11:50 a.m. ADT.
These Minutes were prepared and distributed by Lorraine Kozera, CSRDS Secretary. Canadian Square and Round Dance Society Board Of Directors’ Teleconference Sunday, June 6th, 2010
This was our first experience with a call-in teleconference using a new platform. After I got the glitches attended to, we were all ready and raring to talk.
Attendance: BC Chuck Jordan AB Norm and Loretta Demeule MB John and Lorraine Kozera ON Bill and Bonnie Taylor Web: Marion Knight QC Gary and Maureen Geldart NB Alan and Doreen Clays NS Bob and Inge Ruohoniemi PE Wendell and Edythe Brown NL Roy and Joan Church Regrets: SK Bill and Shirley Treleaven
1.0: Alan “Called the Meeting to Order” at 4:05 pm. CDT. Alan welcomed everyone to this meeting and identified that the Treleaven’s were not on line and they had sent their regrets. Bill and Bonnie Taylor were connected about a minute after Alan Called the Meeting to Order.
2.0:Acceptance of the June 6th, 2010 Agenda:
Motion: Lorraine Kozera, Roy Church - that the Agenda be accepted with the two additions: 5.4: Leadership Training Grant: Recruiting New Dancers 5.5: Thank You Card. 5.6: Ontario’s Notice of Motion: Carried.
3.0: Acceptance of the Friday, September 18th, 2009 Pre-AGM Board Minutes:
3.1: Revision of parameters for bursary requests: Since Chuck’s original thought regarding the setting a limit as to the number of times a caller is able to apply for a bursary, he now sees it from another point of view and that is that there is MORE VALUE with continued training over and above the limit of two consecutive training sessions.
4.0: Acceptance of the Saturday, September 19th, 2009 Post-AGM Minutes:
4.1: Senior Games in BC: Chuck reported that there were five teams that entered the competition. They danced for many hours. And there were two categories of dance levels: mainstream and plus. Although, gold, silver and bronze awards were presented, that was not the important part. Everyone had fun dancing and were, also, promoting square dancing.
BC is hoping for greater participation for the Senior Games in 2010 . BC encourages teams from the various regions. This year the Games will be held in Komox from September 15th to September 18th, 2010.
Chuck suggested that other parts of Canada should try it. Each group has their own list of requirements to enter the Senior Games. You are usually allowed one team per district.
4.2: Manitoba Senior Idol Competition: Lorraine reported that the Manitoba Society of Seniors (MSOS) had made contact on several occasions inviting the square dancers to take part in this competition. After informing our Federation Board Members, the Presidents of each of our three Associations, and, both Callers’ Associations, one of the callers took on the challenge. Because our consent to participate in the competition was just a couple of days before the initial audition in September, we represented our dancers to explain our recreation and our needs for the competition. We were entered into the first audience participation that was held in October. More then half of the contestants did not make it to the final competition. The square dancers did. In November we participated in the final competition. Unfortunately, none of the group participants were selected. The adjudicators selected individuals for the Senior Idol and for the two runner up contestants. For the auditioning, there was no food; for the semi-final, a light lunch was served; and, for the finals, a hot meal was served. Although, we were not selected for the top award, each group received a participant trophy. Actually, it is quite a cute trophy: a gold musical note on a wooden base. The dancers are taking turns at enjoying this trophy in their homes for about two months. And, then it gets passed on to another couple. We did get some free publicity from this competition. A number of people informed us that they had seen us on television news on that Thursday evening. MSOS indicated that they would run this competition again in 2010. We shall see what will happen at that time.
Motion: Roy Church, Chuck Jordan - that both sets of Minutes be accepted as distributed. Carried.
5.0: E-mail discussions since our last Meeting in September:
5.1: Mathieu Lapointe, the new nomination for Quebec: Gary Geldart reported that Mathieu is an ‘insurance’ man. Mathieu will be the first insurance ‘man’ selected to look after the Membership, which includes the liability insurance coverage. Gary informed us that he had given Mathieu the full copy of our insurance. Mathieu was satisfied with the contents of this document. At this time the membership cards are in the process of being printed and will be ready for distribution in the early fall. This time the cards will have Mathieu’s name on it because it is not known who will be the President for the up-coming term, since Alan and Doreen Clays are stepping down from this position.
5.2: Highway Clean-up question: An Ontario Club promotes square dancing by volunteering to clean a stretch of highway for the province. The question was asked: “Does the club’s insurance cover anything that would happen during this clean-up as we work along the side of the highway. If anyone was hit by a car, etc., is it possible the dancers, club, EOSARDA, etc. would be in big trouble? Or, does the insurance in existence for the club apply no matter the activity?”
If the Society sanctions an activity, then, they would be covered. It was determined that dancers would need to be informed that this liability insurance coverage is for dancing activities only. Perhaps, this could be added to the information about the insurance coverage. After some discussion regarding the sanctioning of this kind of activity, it was decided that this topic would need to be discussed by the New Board 2010 – 2012. Table for the Post-AGM Agenda. (Clarification or Sanctioning)
5.3: New Board members being a part of a teleconference or Pre-AGM before they are officially on the Board: It was determined that they would be permitted to attend the Pre_AGM (or Teleconference) to which they could speak to a topic but would not be able to vote. The idea was supported.
5.4: Leadership Training Grant: Recruiting New Dancers: The CSRDS contributed $800.00 towards this presentation of this topic on Mary 29th in Abbotsford and on May 30th in Surrey, British Columbia. The BC promotion committee did not set a registration fee. This committee invited dancers/leaders from all of British Columbia, Alberta and the state of Washington. Chuck reported that there were over one hundred people in attendance. These people seemed to be satisfied with the ideas gleaned from the presentation. Chuck stated that he was unable to attend the whole weekend. But the presenter, Lea Veronica, stressed the importance of Personal Touch: Personal Invitation and Personal Follow-up. Chuck informed us that this committee would provide the CSRDS with a detailed report of the presentation. It was suggested that the report be sent to the secretary, who, then will make sure that each of the Directors obtain a copy of the report.
5.5: Thank You Note: Lorraine read the Thank You note that was written and sent by Gary and Maureen Geldart. The Geldart’s thanked the Board for the Certificate in recognition of their 50th wedding anniversary, and, also, thanked the Board for the cake.
5.6: Ontario’s Notice of Motion: We will see this in the By-Laws Report.
6.0: Treasurer’s Report: Roy Church Roy highlighted parts of his report. Receipts to May 25th, 2010: $110,727.14 Expenses to May 25th, 2010: $110.727.14 Current G.I.C. Value: $154,683.00
Motion: Roy Church, Marion Knight - that the Treasurer’s Report be accepted as printed and presented. Carried.
7.0: Committee Reports:
7.1: Membership: Gary Geldart Gary reported that our membership decreased by 5.5%, instead of the usual 10%. On December 31st, 2010, the membership will close for the insurance year of 2011. The membership fee continues at $2.00 per dancer or leader and $5.00 per club, association and federation for the calendar years of 2011 and 2012.
Our new AON Contact: Amy Robinson: 1-306-569-6709 or amy.robinson.ca Gary is recommending that Mathieu be given the membership portfolio because he is employed in the insurance business.
Gary thanked the members for their support and assistance in preparing and distributing the Membership cards and the Certificate of Membership.
At this time, Alan congratulated Gary for a job well done. An expression of thanks was extended from the Board Members to Gary.
7.2: Honours and Awards: Gary Geldart There were only two nominations for this year. One was an Award of Excellence and one was a Long Service Award. The Award of Excellence will be presented in October 2010 and the Long Service Award has already been presented. Therefore there will not be any presentations at the convention in Halifax in July 2010.
7.3: Public Relations/Promotion: Marion Knight No report. The Board was informed that Marion is retiring from the Board due to personal and family reasons. Marion thanked everyone. And All Board Members thanked Marion. Marion reported that Dan Roy had agreed to take the position of Web Master, but, does not want to be a member of the Board. In this situation, Dan would be responsible to the P.R. Chair. The P.R. Chair would prepare and present the report. This will need to be confirmed during the Post-AGM in Halifax, NS.
Chuck suggested that Beth McGifford (the new nominee from BC) be asked to take on the P.R. Chair’s position.
Marion wanted to know whether or not she was required to hold a P. R. Meeting in Halifax. The consensus of the Board was that Marion would not need to hold a P. R. Meeting in Halifax.
It was suggested that Yukon and the Territories be listed on the Nominations List for 2010 – 2012 even if the word VACANT is inserted in those regions.
7.4: Web Site and Toll Free: Marion Knight Marion reported that Dan Roy had done all the work to set up the new web site. Marion stated that she would assist Dan in obtaining the registration authority for operating the web site. There will be an invoice for the Domain Name coming up this year. It was suggested that a Board Member take on the task of receiving the messages from the Toll Free Line. This will be determined at the Post-AGM in Halifax.
7.5: Professional Development: Chuck Jordan Chuck reported that there were only two applications for bursaries this year. One application is from Ontario and one is from British Columbia. Chuck stated that both of them qualified for the bursaries.
7.6: Convention Co-ordinator: Norman Demeule Norman reported that he did not receive any bids for a convention to be held in 2012. Norman made two attempts in Alberta: one was to an Association and one was to the Federation. But both Alberta Boards declined to bid for a convention to be held in Alberta in 2012.
7.7: By-Laws and Regulations: Bill Taylor Bill read the Notice of Motion as follows:
NOTICE OF MOTION: Bill Taylor, Bonnie Taylor - That the following motion (passed September 18, 2009) be rescinded: - “that, The Directors and Executive Committee members may be reimbursed for a maximum of 50 percent of reasonable transportation expense (air fare, car per diem, bus, train) for attending meetings held in conjunction with and during a national convention (subject to available Society funds) “
Reason: To allow a broader spectrum of dancers to voice their opinion. If you agree with the original motion then you will vote against the motion to rescind and the original motion will stand.
Bill stated that this motion requires a two-thirds majority to rescind the motion. If the motion to rescind gets passed, then, the Board members may not receive a partial reimbursement for their travel expenses. We should be prepared for a Secret Ballot. (Secretary’s Note: remember to bring extra paper for secret ballots.)
7.8: Directors’ Manual: Bob Ruohoniemi Nothing to report at this time.
7.9: Historian: Inge Ruohoniemi Nothing to report at this time.
7.10: Convention 2010: Bob reported that at the present time, there are 860 registrants with 7 on the way. The Convention 2010 Committee is continuing to work towards 1100 registrants. New England has six couples coming who are not registered yet. Japan has a touring group coming, but, only one is registered at this time. The invitations for the CSRDS Luncheon are going out this week (which is the second week in June). Then, meeting times were discussed.
7.11: Convention 2012: No bid.
7.12: Convention 2014: Norman reported that the Letter of Agreement has been sent out to the Convention 2014 Committee hosting this convention.
7.13: Nominating Committee: Roy Church Roy reported that there will be three couples replacing the three retiring couples. Roy thanked the three couples who will be retiring from the Board: Alan and Doreen Clays, Chuck and Marguerite Jordan, Gary and Maureen Geldart, and, Marion Knight.
8.0: New Business:
8.1: Convention 2014 Attrition Fees: Norman reported that he was contacted regarding the ‘attrition clause’ is part of the hotel booking arrangement. The Ontario Federation will not sign the Letter of Agreement with the attrition clause left in the contract. There have been 250 rooms booked. This means that the number of rooms that do not get booked would have to be paid for by the hosting committee together with the other two levels of the organization assisting to cover the loss incurred by these unused rooms. There is an option: a $500.00 penalty to cancel the contract. The recommendation is to pay the $500.00 penalty and start all over again. Bill had difficulty with communications with the Hosting Committee for 2014. The OSRDF will not sign the contract with the ‘attrition clause in it”. The President could invite the Chair of the 2014 Host Committee to meet with the CSRDS Board while we are in Halifax. It was suggested that Alan contact the Host Committee to find out ‘what is happening’.
Bill Taylor informed the Board that he and Bonnie would be unavailable for most of June and July until they get to Halifax for the convention. E-mail will be the only means of communication with the Taylor’s. The Taylor’s will be camping at the Woodhaven Park for the duration of the convention.
8.2: Proposal from BC: Betty Langtry and / Ginny Connolly The Fraser Valley Square and Round Dance Association of BC is requesting that we consider putting the following on the CSRDS AGM Agenda for July 30th, 2010. “- that the Canadian Society no longer collects fees from teen dancers under 19.”
9.0: Announcements:
9.1: Pre-AGM: Motion: Roy Church, Gary Geldart - that there will be no Pre-AGM in Halifax unless called by the President. Carried.
It was suggested that we all get together for a round table discussion and lunch on Thursday, July 29th around 10:30 a.m. right in the Convention Centre. There will be food kiosks at the Convention Centre for us to pick up something and then Bob will take us to a room where we can eat and have our discussion.
Discussion took place regarding AGM’s in off convention years: possibly change By-Laws to remove the wording “Face to face”. Bill Taylor was going to follow-up with this question to the Government Department approving By-Law changes.
9.2: AGM: Friday, July 30th, 2010 at 9:00 a.m. in the World Trade and Convention Centre in Room 201. Incoming Board Members will be invited to the luncheon.
9.3: Post-AGM Meeting Time: Suggestions: 1) if time permits we could hold it following the AGM; or, 2) we could hold it after lunch (about 2:00 p.m.) back in the convention centre.
9.4: Alan informed the Board that Chuck and Marguerite Jordan would not be attending this convention. So Alan thanked them for all the work that they had done for the Board. Alan, also, thanked all of the Board members for their work and assistance on the Board. The Board members responded by thanking all those that were leaving the Board.
9.5: Norman informed the Board that he and Loretta will be moving to a new location on June 21st, 2010. At this time, Norman did not know if their telephone number or E-mail address would be the same.
10:0: Adjournment: Wendell Brown adjourned the meeting at 6:00 p.m. CDT.
REMINDER: When sending documents to the Board Members, please, be sure the documents are in <doc> format NOT IN <DOCX> format.
These Minutes were prepared by Lorraine Kozera, CSRDS Secretary.
P. S. (1) Bill Taylor managed to get a speedy response from the Government regarding our Annual General Meetings in off-convention years. As a result of this communication Bill prepared the following
Notice of Motion for the AGM: - that we add to our By-Laws, line 9.3a under General, Special or Regional Meetings “In any year that no National Convention is being held, Teleconference Meetings will be acceptable to the general membership.”
(2) Norman and Loretta’s new address: Norman and Loretta Demeule R.R.#1Ohaton, AB T0B 3P0 Telephone: 1-780-672-7247 E-mail: norretta@telusplanet.net
This new address with telephone and E-mail service becomes effective on June 21st, 2010.
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