Annual General Meeting
Minutes and Summaries

2008 2006 2004

NOTE: Those requiring a printed copy of these or other minutes must submit a completed copy of the Minutes Request Form along with the required payment.

Canadian Square and Round Dance Society
Annual General Meeting
Friday, July 18th, 2008
London Convention Centre Theatre, London, ON

There were fifty-nine dancers in attendance.

 

1.0:  President Alan Clays “Called the Meeting to Order at 9:30 a.m. EDT”. 

Alan welcomed everyone to this meeting.  Alan informed the assembly that there were two mikes available.  Alan asked the assembly to identify themselves when speaking on the mike.

 

2.0:  Memorial:                                                                     Doreen Clays

“At every AGM, at this time, we remember friends who are no longer with us but are dancing with the angels.  We know that they have been joined by many dancers capable of organizing their own convention so maybe they will be dancing right along with us.”

At this time, Doreen asked for a Moment of Silence in remembrance of these dancers.

Doreen ended her Memorial with:

            Their memory is our keepsake

With which we will never part

God has them in heaven

We have them in our hearts.

3.0:  Acceptance of the Agenda: 

Wayne Stretch moved the Acceptance of the Agenda.

4.0:  Acceptance of the October 6th, 2007 AGM Minutes:

Motion:  Bill Taylor, Peter Graham

-  that the October 7th, 2007 AGM Minutes be accepted as circulated.  Carried.

4.1:  Business Arising from the AGM Minutes:

There was no business arising from the AGM minutes.

5.0 Treasurer:                                                                       Roy Church

As Roy was unable to attend this meeting, Alan asked for any queries regarding the financial report.

Motion:  Marion Knight, Bob Ruohoniemi

-  that the Treasurer’s Report be accepted as presented.      Carried.

5.1:  Auditor’s Report:                                                        Roy Church

Motion:  Chuck Jordan, Norman Demeule

-  that the Auditor’s Report be accepted as presented.  Carried.

6.0:  Committee Reports:

6.1:  Membership:                                                                Martin Mallard

Martin reported that there were  a total of 14,569 dancers, callers, associations and clubs.  The income received was $30, 644.00. 

Martin asked each of the Board Members to re-send their 2008 provincial membership reports.

Peter Courdin, ON requested a “certificate of membership” for a 2009 dance event.

Dottie Welch, NS asked if there was a possibility of obtaining a certificate when the other one expires.

Norm Cox, Burnaby, BC  stated that he requires a letter to inform the BC facility that their association is ‘a member in good standing’.

Bill Taylor stated that the CSRDS Board is reviewing the insurance situation.

6.2:  Public Relations/Promotion:                                   Marion Knight

Alan congratulated Marion on her well-conducted PR Meeting that was held on Thursday morning.   Applause for Marion.

Marion requested that every province have the Society toll free number on their  provincial web site and on every piece of paper that is generated. 

Marion informed the assembly of having been given the opportunity to monitor two teleconference university courses in regards to new ways to promote.  One teleconference was about  “Social Communication” (blogging, plus over 200 ways) and the other was about “Web Sites”. 

Marion reported on the various methods that are used to promote dancing across Canada.  They are namely: PSA (Public Service Announcements) that run during July and August on the various cable networks across Canada; magazine advertising in CARP (Canadian Association of Retired Persons); the Toll Free Number 1-866-206-6696.  Marion requested that this number be used in every province’s advertising; promoting Nick and Anne Turner’s program for Schools and Community Groups that comes in a binder with a number of CD’s and documentation of the various dances within the document; the DVD “Dancing Keeps You Young” – an eleven minute program showing the joys of square dancing; the ABC Dance Program: both British Columbia and Ontario brought in Nasser Shukayr from Harlingen, Texas to introduce this exciting new way to market square dancing; and, the Web Site.

6.3:  Professional Development:                                       Chuck Jordan

Chuck reported that he with the assistance of some of the Board Members updated the Society’s bursary application forms making it more user friendly.  This year three applications have been forwarded: Wendy Vandermeulen and Ken Brenner from Ontario, and David Hammock from Quebec.

6.4:  Honours and Awards:                                                            Gary Geldart

Gary reported that there are five for the Award of Excellence; one for the Long Service Award; and ten certificates were presented for those dancers that have attended all of the conventions to date.  Gary asked for further input if anyone was left out.    

Award of Excellence:                                                            Long Service Award

Maureen and Gary Geldart, Pierrefonds, QC                  Freda and Lelland Paul, MacDowell, SK

Les Greenwood, Park Hill, ON

Lorraine and John Kozera, Oak Bank, MB                     

Marvis and Thor Sigurdson, Winnipeg, MB

Perfect Convention Attendance to date:

Ron and Dot Connell, Dartmouth, NS                                                  Hope Pennock, Edonton, AB

Mac Marcellus, Vineland, ON                                                               Olive and Allan Awirschke, Holden,AB

Shirley MacLean, Kitchener, ON                                                          Hazel and Jim Clark, New Westminster, BC

Jean and  Leslie Pitt, Chesley, ON                                                        Maxine and Lesley Cross, Darmouth, NS

May Greenough, Edmonton, AB                                                           Ida Murray, Red Deer, AB

Lorne and Connie Bowerman, ON – Lorne and Connie’s names were left off the list and have since been given their certificate for Perfect Attendance.

Gary thanks everyone who took the time to  complete the award nomination forms.

6.7:  Convention Co-Ordinator:                                         Norman Demeule

Norm reported that the “Convention Letter of Agreement” and the “Convention Guidelines: are in the process of being rewritten.

Norm congratulated and thanked the 2008 Convention Committee for hosting such a great convention.  A ‘Round of Applause” was given when Norm THANKED Festival 2008 Committee, staff and volunteers for their commitment and many hours of devotion in organizing this convention for everyone’s dancing pleasure and enjoyment.

Norm reminded everyone of the upcoming convention being held for the third time in Halifax, NS in 2010.  Nova Scotia previously hosted this convention in 1982 and 1994.

Norm reported that his committee is in the process of securing a bid for Convention 2012.  Norm asked all areas to consider bidding to host Convention 2012.

6.8:  By-Laws and Regulations:                                        Bill Taylor

Bill reported that at the present time there are no changes required to our By-Laws.  However, these are constantly under review.

6.9:  Directors’ Manual:                                                      Bob Ruohoniemi

Bob provided the Terms of Reference for the Directors’ Manual Editor that he prepared.  Bob reported on the updates that were recently made:  The History Section; the Secretary’s Terms of Reference; the Honours and Awards section; the Convention Co-ordinator’s Terms of Reference; the Directors’ Manual Editor’s Terms of Reference; the Special Donation, Memorial and Endowment Fund section; the Historian’s Terms of Reference; and the Society’s Privacy Policy.

Bob reported that changes would be collected by January, and, issued and into the manual as soon after as possible.

6.10:  Historian:                                                                   Inge Ruohoniemi

Inge provided the Terms of Reference for the Historian.  Inge has submitted a list of Society Presidents, Annual General Meetings and Board Meetings to be inserted in the Directors’ Manual.

Inge plans to update the History section of the Directors’ Manual and begin collecting Society memorabilia.

6.11:  Convention 2008:                                                      Dan and Rhetha Roy

Dan reported that as of July 12th, 2008 they had a net registration of 1711; today, July 18th it is 1756.

Highlights of Dan’s Report:

Publicity Chair tabulated a list of Advertising Contacts divided into Canadian, US and International segments.

The facility: the London Convention Centre has served them well

Dress Code was discussed.  It was suggested that this needs to be visible on the web site and in other literature.  Chuck Jordan of British Columbia reported that their province passed a motion to accept “well dressed and well groomed” as the dress code.

The Festival 2008 Web Site had approximately 22,000 hits.   The Society’s Toll Free number was posted and a number of inquires came in via this source.  Positive reports were received on the festival’s web site design and content.

Emergency Number was manned by the Convention Centre.

Society Guidelines need to be updated.  Dan suggested that there should be a follow up to the recommendations and comments should be communicated to the Active and Planning Convention Chairs.

In closing, Dan stated that future conventions will have to drop or amalgamate some activities in order to reduce the amount of space required, thus permitting more cost cutting and to keep registrations affordable.

Applause was given to Dan for a great convention.

6.12:  Convention 2010:                                                      Wayne and Dianne Burns

Dianne reported that they had 148 when they came to London, ON.  As of yesterday, Convention 2010 has over 200 registrations.

Dianne thanked the dancers from Nova Scotia and New Brunswick that have helped to set up sub-committees.

Advertising continues at the various Nova Scotia Clubs, as well as information packages being made available for the Toronto and District Convention and the New England Convention.

Donations are coming in from the various Nova Scotia clubs.  A second fundraiser is the 2010 Cookbook which is for sale at this convention.  A third fundraiser will be the selling of tickets for a handmade quilt.  Other fundraisers are being planned.

Destination Halifax is working closely with the 2010 Convention Committee to help promote this event.

Communication is continuing with the World Trade and Convention Centre (the site of the 2010 convention) to determine space requirements and setting up rooms.  Investigations are continuing into the flooring issue.

The 2010 Convention Committee is pleased with the progress to date.

6.13:  President’s Report:                                                  Alan Clays

Alan reported, that during his two-year as President he has become increasingly aware of the tremendous amount of work that is being done across Canada (by the provinces) to promote our activity.  And still there is an approximate ten percent decline each year.   The attendance at Canadian National Conventions is declining as well.  Alan is hopeful that with the Society’s Public Relations and Promotions, Web Site and Grant and Bursary programs will assist the Associations and Federations reverse the loss of dancers and encourage new ones to join our activity.

6.14:  Nomination Committee:                                          Roy Church

As Roy Church was not in attendance, John Kozera read the list of nominees from each of the provinces.

Motion:  Wayne Stretch, Peter Graham

-that the Nomination List be accepted as presented. Carried.

6.15:  Provincial/Territorial Reports:

These reports were included in the AGM Booklet for everyone to read.  The individual reports were not presented verbally.

6.16:  Acceptance of all reports under number 6.0:  Committee Reports:

Motion:  Wayne Stretch, Bonnie Taylor

-  that all reports be accepted as presented.                Carried.

7.0:  Unfinished Business:

There was no “unfinished business”.

8.0:  New Business:

8.1:  Budget for 2008 – 2009:                                             Roy Church

As Roy was not in attendance, Alan asked for any comments regarding the prepared Budget Report. 

Budget Report for 2008 – 2009:

Revenue:                                                                   Expenses:

Bank Balance             $  10,285                               Administration             $  2,000

G.I.C. Interest            $    3,620                               Insurance                    $ 20,000

Membership               $  30,000                               Audit                          $      372

Convention 08            $  12,000                               Meetings                    $   1,500

Sales P. R.                  $   1,500                               Printing                       $      900

Domain                       $      200                                Professional Dev.       $   5,500

                                    $57,605                                P. R.                          $   4,500

                                                                                 Domain                      $       500

                                                                                 1-800 #                     $       100

                                                                                                                   $  35,372

                                                            Gain    $22,233

G. I. C.

From                           $40,000

To                                $40,000

Motion:  Wayne Stretch, Bob Ruohoniemi

-  that the CSRDS Budget for 2008 – 2009 be accepted as presented.    Carried.

8.2:  Appointment of the Auditor for 2008 – 2009:

Motion:  Chuck Jordan, Barb MacDonald

-  that Mr. Glen Gosse of St. John’s, Newfoundland/Labrador be appointed as the auditor for the 2008 – 2009 term. Carried.

8.3:  Membership Fees for 2009 and 2010:                    Bill Taylor

Motion:  Bill Taylor, Wayne Stretch

-  that we (CSRDS) maintain the present membership fee structure of $2.00 per dancer or leader and $5.00 per club, association or federation for the calendar years of 2009 and 2010.      Carried.

8.4:  Presentation from the Ontario Federation regarding application forms: Peter Graham

Chuck Jordan provided an overview of the changes that he and his committee have made to the Bursary Application Forms.  Initially, there had been no area for the leaders to provide this information electronically, via E-mail or FAX.  There was also a lack of contact between sponsors, between caller schools, etc.  We had to be careful  about who is sponsoring people, so Chuck’s committee made an adjustment on the situation of sponsoring.  There was concern about individuals, who were not near a caller, so a provision was made to accommodate these kinds of individuals to attend a callers’ school by permitting the club president to sponsor the caller. An investment in providing these schools, is the desire to have longevity to a caller’s career in calling, especially in areas that require callers.  Chuck emphasized the need for communication from all sorts of people to assist his committee in awarding funds to the individual making the bursary request.  Chuck, also, stated that the deadline date for applications is a concern for some areas across Canada.  There is flexibility regarding the deadline date, but, a deadline date is set to establish a goal. Chuck assured the inquirers that there is flexibility in making these requests known to his committee.

Peter Graham stated that he had not seen the updated versions of the various application forms.  Peter requested that the application forms be similar to the provincial application forms.  Peter indicated that these various forms led to confusion.  Peter was pleased to hear that Chuck stated that he and his committee would be flexible. Peter wants an open discussion on this topic so we can similar application forms (if not identical).

Motion:  Peter Graham, Peter Courdin

-  that the Society executive work with the provincial Federations/Associations to expeditiously develop a unified process and format for applications for grants, awards, and bursaries, including the use of current means of communication.  34/ 59 attendees supported this motion.  Motion Carried.

Most of the callers that spoke to this topic agreed that there should be a change of deadline date.  There was caller/leader support in the assembly for a unified form.

Chuck suggested that all the provincial federation presidents should be helping with making decisions on topics like this with the society being the facilitator.

8.5:  SOCAN:

A question arose from the assembly regarding the issue of obtaining a SOCAN license.  Norm Cox of Burnaby, BC made the inquiry.  Several responses provided Norm with some information regarding SOCAN.  It was suggested that Norm Cox seek the SOCAN Web Site.

8.6:  Dress Code:

Dottie reported that the Callerlab Dress Code (her recollection of the dress code of Callerlab) is as follows:

Traditional Dress:  skirts or dresses with crinolines or prairie skirts for the ladies and long-sleeved shirts and long pants for the men.

Proper Attire:  women could wear dress slacks and men could wear short-sleeved shirts.

Casual Attire:  clean, tasteful attire

After much discussion regarding this topic, it was determined that the Board of Directors would discuss this topic and have the outcome of this discussion publicized on the web site, or, other means of publicizing.  It was further suggested that the provincial federations discuss this topic and report back to the CSRDS Board in six months.

8.7:  Choreographed Ballroom Dancing:

Peter Graham reported that the Universal Round Dance Association has decided to change their name to Choreographed Ballroom Dance Association. 

Motion:  Chuck Jordan, Ron Connell

-that we encourage the use of Choreographed Ballroom Dancing across the nation.

After much discussion and not enough input from the round dance leaders, a further motion was placed on the floor:

Bill Taylor, By-Laws Chair, reported that the motion was out of order because it would mean a change to our By-Laws.  A change to our By-Laws requires a Notice of Motion and proper notification.

-  that we place a Notice of Motion on the Agenda for our next Annual General Meeting.

*  Alan had asked the Provincial Representatives to obtain recommendations from the round dance leaders within their own province and report back to the next Board Meeting.  It is important that round dance leaders have input into this decision.

9.0:  Meetings:

9.1:  Next Board Meeting:

The next Board Meeting would be held on Saturday, July 19th, 2008 at 9:30 a.m. in Boardroom 2 at the London Convention Centre.

9.2:  Next Annual General Meeting:

The next AGM would be held in 2009 at a location and date to be determined.

10.0:  Announcements:

Alan reminded the Board members and previous and present Convention Chairs of the luncheon at one o’clock.

It was also announced that the Board Members need to be seated by 9:15 p.m. near the stage area for the Closing Ceremonies.

11.0:  Motion to ratify all acts, proceedings, appointments, etc. made by the Board of Directors since the last AGM October 6th, 2007:  Bill Taylor

Motion:  Bill Taylor, Chuck Jordan

-  that all acts, contracts, Rules and Regulations, proceedings, appointments, elections and payments enacted, made, done and taken by the Board of Directors and Officers of the Society since the last Annual General Meeting of the Society October 6th, 2008 to the date thereof, as the same are set out or referred to in the Minutes of the Board, or in the financial statements and reports submitted to this Meeting, be and the same are hereby ratified, approved, sanctioned and confirmed.        Carried.

12.0:  Thank the Host Committee:                                               Inge Ruohoniemi

On behalf of the Society, Inge Ruohoniemi, Director from Nova Scotia, thanked everyone for attending this Annual General Meeting.   Inge hoped that everyone was having a wonderful time here in London and taking many happy memories of Festival 2008 back home.  Inge, on behalf of the CSRDS Board Members, extended sincere THANKS to Festival 2008 organizing committee for their dedication and hard work putting together all the components of this sixteenth Canadian convention. To complete the thanks, Inge invited everyone to mark their calendars for July 29,30, 31,, 2010, to come to Halifax, NS for the next Canadian National Convention.  Applause.

Alan, also, thanked everyone for their attendance and input into this Annual General Meeting.

13.0:  Adjournment:

Motion:  Wayne Stretch

-that this Annual General Meeting be adjourned.

The meeting was adjourned at 11:40 a.m. EDT.

These Minutes have been prepared by Lorraine Kozera, CSRDS Secretary.

 

Canadian Square and Round Dance Society
Annual General Meeting
Friday, July 14th, 2006
John Abbott College, Ste. Anne-de-Bellevue (Montreal), Quebec

1.0  Vice President, Alan Clays “Called the Meeting to Order” at 9:30 a.m. EDT. 

Alan informed the assembly that he was conducting the meeting, as President Roy Church was unable to attend due to health problems within his family.  Alan welcomed everyone to this Annual General Meeting.  Alan asked that anyone wishing to speak would use one of the microphones in each of the isles and identify him/herself before speaking.  Alan reminded the members to be sure to sign the Attendance Sheet that was being passed around.  There were sixty-six members in attendance for the meeting. 

2.0:  Memorial:  Marguerite Jordan asked for a ‘Moment of Silence" in remembrance of the dancers who are no longer in our midst.  They are sorely missed by all of us who knew them.

3.0:  Acceptance of the Agenda: 

Motion:  Wayne Stretch, Peter Jones -  that the Agenda be accepted as presented.          Carried.

 4.0:  Acceptance of the November 12th, 2005 AGM Minutes:

 Motion:  Chuck Jordan, Edythe Brown -  that the November 12th, 2005 AGM Minutes be accepted as circulated.  Carried.

 4.1:  Business Arising from the Minutes:

There was no Business Arising from the Minutes other than Barry Coleman felt that the Minutes did not reflect the intent of the resolution to adopt the individual concept rather than the ‘couple’s concept’.  Barry was informed that the resolution was taken care of at the November 2005 Annual General Meeting.

5.0:  Treasurer:                                  Ralph MacDonald

Actual Income for 2005-2006:                          $35,654.42

Actual Expenses for 2005-2006:                      $43,393.98

Gain (Loss)                                                                                 ($ 7,739.56)

Bank Balance July 1st, 2005:                          $25,091.76

Bank Balance June 30th, 2006:                      $17,352.20

To GIC                                                $27,000.00

From GIC                                            $  7,616.16

Gain (Loss)                                          $19,383.84

CSRDS Total Assets (Inventory, Bank, GIC.’s, Receivables) is $140.423.33.

Peter Courdin requested that the Treasurer’s Report be distributed before the AGM so that it can be reviewed before hand.

Motion:  Ralph, MacDonald, Barry Coleman -  that the Treasurer’s Report be accepted.             Carried.

5.1:  Audit Report:  The Audit Report was not available at this time. 

6.0:  Committee Reports: 

6.1:  Membership/Insurance:                                    Martin Mallard 

Martin reported of the necessity of all federations (associations and clubs) to send the data with payment to him so that these can be listed on his file and these statistics can then be forwarded to the Insuring Company.  If Martin does not have the club listed, the club is unable to get a “Named Insured Certificate”.

 Due to the lower membership this year the Insuring Company refunded $1,943.00 to the CSRDS.  Total membership for the year 2006 is 14,809.

 The insuring year begins on January 1st.  It is important for all of the data with the accompanying membership fee be forwarded to Martin before that time.  New clubs starting in September are automatically covered until December 30th of the year the club starts.

6.2:  Public Relations/Promotion:                              Marion Knight

 Marion reported on the various aspects of this committee, namely, the toll free number, advertisements in the 50 Plus Magazine, on the website of 50 Plus, national Square Dance Directory, TV PSA commercials on A&E, CNN, TLC, WTBS, the Super Station, CNBC, Spike TV, the Golf Channel and Speed, Eastlink, Rogers, Cogeco, and Shaw Cable.

 Marion reported that the PR Committee has adopted the slogan: For Fun, Fitness and Friendship, which they intend to get registered.

 There was some discussion as to the possibility of informing the general public that square dancing does not have competitions.

 Chuck informed the assembly of the square dance competition at the Utah Senior Games.  Chuck volunteered to prepare a write-up regarding this competition.  

6.3:  Professional Development:                               Alan Clays 

Alan reported that there were no requests for Leadership Grants.

Alan reported that thirteen bursary applications were received: 12 have been approved to date and 1 is pending.  The total bursaries would amount to $5,325.00.

Alan made special mention to Lorne and Barb Smith of Alberta for their “Promotional Blitz” in recruiting so many new callers.

6.4:  Honours and Awards:                                        Gary Geldart

Gary reported that there would be six Awards of Excellence being presented and three Long Service Awards being presented at this year’s convention.  The names were not announced at this meeting.  At the Closing Ceremony the following recipients received their certificates.  Award of Excellence went to:  Guy and Darleen Belliveau, Saskatoon, SK; Russell & Earleen Biggs, Greenfield, QC; Laurence & Alice Harrison, Amherst, NS;  Ruby and Perry Kullman, Saskatoon, SK;  Martin & Terry Mallard, Saskatoon, SK;  Dottie & Gary Welch, Lawrencetown, NS; and Long Service Awards went to:  Jack & Delores MacArthur, Trenton, NS;  Alex Ritchie, Dartmouth, NS;  Randy & Irene West, Pointe Claire, QC

Gary reported on the revision of the nomination package.  The 2006 full six-page document must be used and sent to the Chair of Honours and Awards.  If it is not forwarded on the 2006 document, the nomination papers will be returned to the sender.

Presentation of certificates will continue to be presented with a plasticized cover because other methods of presentation would be too costly (damage of glass, shipping increase due to extra weight, added cost of postage) for the CSRDS.

6.5:  Special Donations, Endowment Fund:   Ralph MacDonald

 The bank Balance for this account is $240.00.  This account has not been shown in the Assets.    Ralph suggested that this is something the Board should look at in the future.  At present it is a separate account of the Society. 

6.6:  Web Site:                                                            Marion Knight

 Marion reported that most requests come from individuals seeking information on:  Where they can learn to dance;  Find a caller for an event, weddings, etc.;  Convention information;  Teachers wanting to teach students.

 Marion stated that many individuals are asking about location for dancing while they are in Canada.  Because of these many requests, Marion has asked all of the provinces to be sure to include full addresses and telephone numbers with the full ten digit number for the dance locations in their respective provinces.  Marion is trying to keep the Web Site updated but she can only do this if all of us keep Marion informed of any changes and or additions.

 It was suggested that anyone sending any information regarding our dance organization should make sure that the subject line in the E-mail message contains the words “Square Dancing”.   

Wayne Stretch reported that Alberta webmasters are interested in a teleconference with other webmasters across Canada together with the CSRDS PR individual.  Wayne thanked Marion for her dedication to the CSRDS Web Site.

 6.7:  Convention Co-ordinator:                                  Norman Demeule 

As Norman was unable to attend this convention, Alan Clays read Norman Demeule’s Convention Co-ordinator’s Report.  Norman reported that the Convention Agreement with Halifax, NS for 2010 has now been completed.

Norman also reported that he had prepared the Terms of Reference for the National Convention Co-ordinator.  These will be included in the updated Directors’ Manual.

6.8:  By-Laws and Regulations:                                Bill Taylor

At this time there are no changes required to the By-Laws, which are constantly under review.

6.9:  Director’s Manual:                                            Lorraine Kozera

Lorraine reported that most of the documents are completed with probably a few revisions and or additions after this Annual General Meeting.  When everything is updated, the intent is to burn this full 150 plus page document on to a CD to be available for the Director taking on this task for the coming year.  All the Board Members will receive the updated parts necessary for changes to their manual.  We thank all of the Board Members for their patience with us while we were working on this manual.

6.10:  Communications and Toll Free Line:  Marion Knight

Marion reported that is one of the most frequently used communication tools along with the web site.  Calls come from Canadians as well as from the United States, Australia, Branches of Government, TV stations.  Many callers were seeking information about the convention.

Marion informed the assembly that she would be forwarding an E-mail newsletter in the fall.  This newsletter would be circulated to all Federations.

Marion explained to Barry Coleman why the toll free number should not be used for a convention emergency number.  The assembly was informed that the emergency line does not need to be a toll free number.  Some convention hosts have used their provincial square dance number as the emergency number during the convention.

A request was made to consider the use of our Toll Free Line as a Toll Free Line for individuals wishing to use it from the United States.

6.11:  Historian:                                              Bill Taylor / Marion Knight

At this time, nothing concrete has taken place since this is a relatively new position.  The materials will be located, identified and recorded for future reference.

 6.12:  Convention 2006:                                 Barry Coleman

 Barry requested more involvement by the CSRDS Board of Directors.  Barry felt that the Society as a whole did not support or promote the Montreal Convention.  Alan apologized if the Montreal Convention Committee felt that the CSRDS did not show enough support to Barry and his committee.  Alan complimented Gary Geldart, the QC Director, for being the liaison between the Montreal Convention Committee and the CSRDS Board of Directors. 

Barry apologized for the problem of signage on the University Campus, as well as the extreme heat (of which he had no control over).  Barry thanked his hard working committee members, identifying them by name and position. 

 In Barry’s report, he explains the trials and tribulations of hosting a convention as well as the reasoning for changing the venue for the convention.   

6.13:  Convention 2008:                                 Dan Roy

 Dan reported that the present registration for Convention 2008 in London, Ontario is 486.  The Committee is anticipating that the 2008 attendance should reach 2000.

 In Dan’s written report he has provided information regarding the location, the variety of dance forms, the accommodations, (hotel and camping) and other activities planned for the convention.  For up-to-date information, the 2008 Website is www.swosda.ca/2008.

 6.14:  Convention 2010:                                 Dianne Burns

 Dianne provided us with a brief overview of where she and her committee are at this point in time.  Dianne reported that Convention 2010 in Halifax, NS is proceeding on schedule.  Advertising is being done; slogan and logo established through a contest; fundraisers are being set up; official costume will have some form of the Nova Scotia Tartan in it; the web site can be reached via the Nova Scotia Federation site or the London Festival 2008 website; committee executive are in place; and, the venue is the World Trade & Convention Centre and the Metro Centre (that was used for the 1994 convention).  Dianne reported that they have 30 registrations to date.  Dianne informed the assembly that there are ten hotels connected in some way to the dance venue.

 6.15:  President’s Report:                              Roy Church

 As Roy was unable to attend this meeting, VP Alan Clays explained that Roy’s written report provided the assembly with the information being passed on.

 In his written report, Roy extended THANKS to many, many people:  N/L dancers and the various committee chairs on the Board of Directors.

 6.16:  Nomination Report:                             Roy Church

 In his written report, Roy listed individually the nominees for each of the provinces.

 Motion:  Wayne Stretch, Laurence Harrison

- that we accept the nominations as presented in the report.          Carried.

 6.17:  Provincial/Territorial Reports: 

 As time was moving on, VP Alan Clays recommended that we read over the reports  from the provinces and not take the time to read them out at this meeting.  All provinces provided a report for this Annual General Meeting.

 6.18:  Acceptance of all reports under Number 6:

 Motion:  Bill Taylor, Chuck Jordan

-  that all reports be accepted as presented.            Carried.

 7.0:  Unfinished Business:

 There was no unfinished business to deal with for this meeting.

 8.0:  New Business:

 8.1:  Budget for 2006-2007 and 2007-2008:              Ralph MacDonald

 Projected Income:

            For 2006-2007:           $49,500.00                  For 2007-2008:           $32,700.00

Projected Expenses:

            For 2006-2007:           $32,000.00                  For 2007-2008:           $44,000.00

 Profit (Loss)                         $17,500.00                                                  ($11,300.00)

 Motion:  Ralph MacDonald, Peter Graham

-  that the budgets for 2006-2007 and 2007-2008 be accepted.       Carried.

  8.2:  Appointment of the Auditor for 2006-2007:      Ralph MacDonald

 Motion:  Ralph MacDonald, Alice Harrison

-  that the executive be empowered to choose the auditor for 2006-2008 when the Treasurer is elected by the Board. Carried.

 8.3:  Membership Fees for the years 2007 and 2008:                      Bill Taylor

 Motion:  Bill Taylor, Peter Graham

-  that we (the CSRDS) maintain the present membership fee structure of $2.00 per dancer and leader and $5.00 per club, association and federation for 2006-2007 (calendar year 2007) and 2007-2008 (calendar year 2008).            Carried.

 8.5:  Presentation of the Past Director’s Pins:                                 Roy Church 

As Roy was not present, Alan did not receive the Past Director’s pins for presentation to Ralph and Barb MacDonald, Directors of Nova Scotia, who will be going off the CSRDS Board of Directors as of today’s meeting. 

 9.0:  Meetings:

 9.1:  Board of Directors’ Meeting:  The Incoming Board of Directors’ meeting will be held on Saturday, July 15th, 2006 at 10:00 a.m. in Stewart Hall Boardroom S104.

 9,2:  Annual General Meeting:  Alan reported that the next Annual General Meeting would probably be in one of the western provinces in 2007.

 10.0:  Announcements:

 10.1:  The presentation of awards would be done during the Convention’s Closing Ceremony.

10.2:  A group picture (Incoming Board of Directors) is to be taken just before the start of the Closing Ceremonies.  The Board Members were asked to assemble ten minutes before the start time.

10.3:  Door Prize:  The ladies watch donated by Roy and Joan Church was won by Rhetha Roy, Kincardin, Ontario – co- chair of the 2008 Canadian National Conventional being held in London, Ontario in 2008.

11.0:  Motion to ratify all acts, proceedings, appointments, etc. made by the Board of Directors since the last AGM November 12th, 2005:             Wendell Brown

Motion:  Wendell Brown, Wayne Stretch

-  that all acts, contracts, Rules and Regulations, proceedings, appointments, elections and payments enacted, made, done and taken by the Board of Directors and Officers of the Society since the last Annual Meeting of the Society to the date hereof, as the same are set out or referred to in the Minutes of the Board, or in the financial statements and reports submitted to this Meeting, be and the same are hereby ratified, approved, sanctioned and confirmed.            Carried.

12.0:  Thank the “Host Committee” and all in attendance: Bonnie Taylor

Good morning, everyone!  What an exceptional location to experience a convention!  On behalf of the dancers, callers, cuers, we THANK YOU Border Boosters Square and Round Dance Association.  Each Committee Chair and their many volunteers have worked hard to ensure our enjoyment and pleasure at this the 15th Canadian National Square and Round Dance Convention.  Merci Beaucoup, Montreal!

We are looking forward to seeing you again in London, Ontario in 2008.

13.0:  Adjournment:

Alan Clays adjourned the meeting at 11:00 a.m. EDT.

The Minutes were prepared and distributed by Lorraine Kozera, CSRDS Secretary.
 
 

Canadian Square and Round Dance Society
Summary of the Annual General Meeting
Friday, July 30th, 2004
Calgary, Alberta

Complete Minutes

There were ninety-three members in attendance for this Annual General Meeting.  President Roy Church reminded members to be sure to sign in as there was a door prize to be drawn at the end of the meeting.

Roy called the Meeting to order at 9:00 a.m. MDT.  Roy welcomed everyone to the Meeting.  He asked that when members wish to speak to go to the microphone in the assembly hall and identify themselves.  Roy extended Get Well Wishes to present and former Board members, namely, Elinor Glover, John Sellers, Lorne Bowerman and Laurence Harrison.  Due to unforeseen circumstances NB directors, Ken and Jean Smith, were unable to attend the meeting or the convention.

Barb MacDonald and Loretta Demeule prepared a short memorial consisting of a prayer, a moment of silence and a memorial reading.  

The Agenda and the October 11th, 2003 AGM Minutes were accepted as circulated.

Our Treasurer, Ralph MacDonald walked the members through the Financial Statement.  A question arose regarding the system of recording.  Ralph reported that our net worth decreased over $21,000.00.  The interest rates on GIC’s are 2% or less, the Liability Insurance fee has increased, the dancer population is declining, and, income from conventions has decreased due to lower attendance at the conventions.  In the 2004 – 2005 Budget, Ralph reported on how we might decrease some of the expenses for AGM’s held in non-convention years.  By reverting to regional meetings (three regions), the Directors from the region plus the President and the Secretary would have their travel and accommodation expenses covered.  The other Directors would be attending via teleconference hook-up, or, if they wished to attend in person it would be at their own expense or covered by their province.  Ross King was appointed as the auditor for 2004 – 2005.

Our Membership Chair, Martin Mallard reported that our membership has ranged from 20,428 to 19,408 in the last three years.  This shows a little sign of stability.  The cost of Liability Insurance has risen from $9,555.00 to $15,595.00 in the last three years.  The request by halls requiring proof of liability coverage in the amount of $5,000,000.00 has caused our insurance fee to increase.  The liability fee for Director and Officers coverage has also caused a big increase in the insurance fee.  The problems that exist are the lateness of the payment of membership fees from the provinces and the lack of understanding just what our insurance covers, and, why it is needed.

Convention 2004 Chair, Dave Ormon reported that approximately 2,710 are registered to date.  Dave stated that a great deal of fundraising has to occur in order for the Hosting Convention Committee to run a convention.  The Calgary Convention Committee looked after the booking of hotels.  Dave suggested that the dancers do this directly with the hotels because it caused the Accommodations’ Committee a great deal of grief.  Dave requested that a “Refund Policy” needs to be in place.  Dave wished Montreal (2006) and London (2008) successful conventions.

Convention 2006 Chair, Barry Coleman reported that he and his committee are striving for 5,000 dancers because they have a large pool of dancers to draw from:  Ontario, bordering states, and the north-eastern states.  Barry reported on all aspects of the convention.  He stated that all floors at the Montreal Convention Centre would have to be covered with snap-lock flooring.   Barry stressed the need for the CSRDS Board to deal with the “Refund Policy” and the use of “Credit Cards”.  Slogan:  Let’s all mix in 2006.

Special Donation Fund Chair, John Sellers had written (read by Norm Demeule) that funds would gladly be received and placed in a Special Fund to be used for the CSRDS programs and promotion.  At this point in time, receipts would be issued.  If the need arises, charitable status would be investigated so that income tax receipts could be used.  At this point in time one donation has been received from Alberta.  The Treasurer has set up a special account for the Special Donation Fund.

Public Relations Chair, Chuck Jordan introduced Marion Knight, the CSRDS Public Relations’ Committee Chair.  Chuck thanked Marion for all the hard work that has gone into this committee.  At present, there is square dance advertising on various channels across Canada.  This promotional TV ad (a Public Service Announcement) was orchestrated for the province of BC by Brian Elmer.  As a result of the work done by the Society PR Committee the ads are being seen on Rogers Cable (in Quebec, New Brunswick, Newfoundland/Labrador, and parts of southern Ontario) until the end of December and Shaw Cable (in British Columbia, Sault Ste. Marie and Thunder Bay, Ontario, Winnipeg, Manitoba, Saskatoon, Saskatchewan, and Edmonton and Calgary, Alberta and some exposure in Red Deer and Lethbridge, Alberta).  Other cable servers are being approached.  The CSRDS Toll Free number is publicized on this ad 1-866-206-6696.  Several inquiries have been made on this toll free line.  Also, a number of requests have been made on the CSRDS Web info line.  John Sellers, who looks after both the toll free line and the web info line, informs the provincial directors if there are requests from specific areas of Canada.  Brian Elmer received thanks from John Godsman of Calgary for the PSA media package which assisted in the advertising of Festival 2004 on TV and radio.

The Professional Development Committee’s written report prepared by Ken and Jean Smith indicated that there were four Bursary applications received this year.  This committee has devised a generic application form that can be used by the Federations and Associations as well as the CSRDS.  There were no applications for Leadership Grants.

Banner Chair, Norm Demeule reported that the banners were purchased and are ready for distribution to the directors of each of the provinces.  A larger banner will be part of the items to go to the next Hosting Convention Committee.  This banner was on display for the duration of this convention.  Norm and Loretta carried the smaller-sized banner in the parade.  At Marion’s request, one of the banners was used for the Public Relations Table.  A question arose regarding the value of an indoor parade. 

The Honours and Awards Chair, Gary Geldart announced that there were ten Award of Excellence certificates and the three Long Service certificates to be presented at the Closing Ceremonies.   Gary made a comment with regard to the certificates that recognize various milestones within each province.  Gary stated that there were over 400 presentations made across Canada. 

The Website Committee Chairs’ report prepared by John and Marilyn Sellers stated that the website continues to be maintained and expanded.  Nine provinces have the same domain name – squaredance.ca .  This domain name can be extended to Associations and Clubs.  The site is visited by 120 – 200 visitors per week and 40,000 page hits per month.  Federations and Associations are to provide updates as to the present President or Contact person.  Updates on area Publications would also be appreciated.   The addition of the new E-mail address info@squaredance.ca has provided for increased activity.  One other expansion is the “New Dancer Dancing” page has drawn quite a bit of interest by visitors seeking information about dancing in their area of Canada.

The Convention Co-ordinator Chair, Norm Demeule reported that Convention 2008 would be held in London, Ontario.  At this point in time, there has been no interest shown for a location to host the 2010 convention.

Convention 2008 Chair, Dan Roy, the verbal portion, and his wife Rhetha Roy, the visual portion, provided the assembly with information about the host city of London.  London is approximately a two hour drive from Toronto.  Their convention center with 70,000 square feet of available space, is located in the heart of the city   The Hilton Hotel is attached to the convention center, many others are within walking distance.  There are various methods of transportation access into London: an international airport, VIA rail, and, Transcanada Highway 401.   London has its own transit system as well as a lot of public parking.  London is central to a large dance community, has the support of member clubs, excellent facility, easy access, and has lots of tourist attractions in the local area.  Slogan: “ Make a Date in 2008”.

President Roy Church thanked his home province for giving them (Roy and Joan) an opportunity to serve on the CSRDS Board.  Roy thanked the Board for their hard work on the various committees.  Roy expressed his concern regarding the declining dancer population and the increasing costs of liability coverage. He also thanked the publications for forwarding copies of their newsletters to them.  Items of concern to the membership at large have been and/or are being dealt with throughout the year.  He and Joan look forward to serving on the 2004 –2006 CSRDS Board.

Each of the provincial presidents provided a report for the Annual General Meeting.  

The Notice of Motion to change By-Law 19.2 was read and approved by the assembly.  The changed By-Law reads as follows:  “The host area for a convention shall be selected in a fair and equitable manner as decided by the Board of Directors.” 

The Notice of Motion to change Regulation 4.0 was read, discussed and finally approved as had been circulated and read.  The changed Regulation 4.0 reads as follows:  The annual membership fees or dues in the Canadian Square and Round Dance Society shall be:  

For 2004 – 2005 (2005 calendar year)
 Individuals (Dancers, Callers, Leaders)   $2.00 per member
 Organizations (Clubs, Associations, Federations, etc.)  $5.00 per member
        
For 2005 – 2006 (2006 calendar year)
 Individuals (Dancers, Callers, Leaders)   $2.00 per member
 Organizations (Clubs, Associations, Federations, etc.) $5.00 per member

The Notice of Motion for Regulation 5.4 was read, discussed and eventually TABLED for new submission for the next Annual General Meeting.  The proposed regulation 5.4 reads as follows:  Any hosting organization requesting authorization of the Society to hold a National Square and Round Dance Convention shall undertake an obligation to provide the Society with a portion of the registration fee collected from each registrant.  The registration fee shall be divided between the hosting organization sponsoring the Convention and the Canadian square and Round Dance Society on the following basis:  eighty-five percent to the hosting organization and fifteen percent to the Society.

A motion came from the floor of the assembly that the “CSRDS adopt the principle of abolishing the couples concept with the purpose of holding positions within the CSRDS and the CSRDS convene a committee to revise its Constitution, By-Laws and Regulations to reflect this change and to present a report at the next Annual General Meeting”.

Norm Demeule read a Thank You note received from a dancer who was presented with a CSRDS certificate in honour of her ninetieth birthday. 

The lucky winner of the door prize that was donated by Tony and Madeline Woodroffe, the Manitoba Federation President, were Stan and Carol Down of St. Thomas, Ontario.  Stan and Carol won a dancer woodwork set that consisted of a clock, napkin holder and bookends.

A motion was made to ratify all acts, proceedings, appointments, etc. made by the Board of Directors since the last AGM, Oct. 11th, 2003.

Marguerite Jordan thanked the Host Committee for the wonderful convention, hard work and organization of an event of this magnitude.  Marguerite also thanked everyone for attending the AGM.

Adjournment was made at 11:15 a.m. PDT.

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