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Canadian Square & Round Dance Society (CSRDS)

Board Meetings

Updated: July 27, 2009 (gl)
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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.

Minutes of Board Meetings:    

May 3, 2009

  February 17, 2008  November 16, 2008

May 27, 2007  

Summary of the May 3rd, 2009 Sunday Teleconference

 There were nineteen Board Members on line for this CSRDS Board of Directors’ Meeting.  President Alan Clays “Called the Meeting to Order at 4:00 p.m. CDT.

Alan welcomed Saskatchewan’s new representatives to the Board.  A motion was made to accept Bill and Shirley Treleaven to the CSRDS Board of Directors.

Alan asked for a “Moment of Silence” in memory of deceased Board Member Martin Mallard.

The Agenda and the November 16th, 2008 were both accepted as presented.

Business Arising from the November 16th, 2008 Minutes were:

1.      Sign In Procedure:  Gary reported that the insurance company doesn’t require any record of attendance at functions, but it is in the members’ best interest to keep a record in the event that there is an accident.

2.      Toll Free Line:  Bob reported that a Nova Scotia couple had consented to take the responsibility of answering the Toll Free Line, but then declined to take on the task.  Marion was asked to supply a detailed description of what is involved in having the Toll Free Line.

3.      Social Communication:  Marion reported that due to health issues she was unable to pursue the “blogging” idea.  Marion was wondering if this type of communication would work for the square dance community.

4.      Convention’08’s Final Report Password:  Marion provided the password right after the November Teleconference.

Roy Church presented the Treasurer’s Report informing us that our

            Revenue to March 31st, 2009           $52,923.42

            Expenses to March 31st, 2009         $54,294.06

Gary Geldart reported that our total dancer membership is 13,200,

57 Federations/Associations, 433 clubs, 481 callers/cuers/leaders.

Marion Knight reported that she was unable to do what she had planned due to health issues.  When Marion’s health improves she will get back on track.

Chuck Jordan forwarded a report indicating that there were no requests for bursaries at the time of this meeting.  Chuck reported that he would like to make some adjustments to the “Request for Bursaries”.

Gary Geldart reported that there were no nominations for awards as of this meeting.

Marion Knight reported that the web site was kept up-to-date.

Norman Demeule reported that he had made revisions to the three convention documents, namely: The Basic Letter of Agreement, the Volume on Bidding for a Convention, and, the Volume on Convention Guidelines.  Norman was THANKED for a gigantic task well done.  Norman wished to THANK Lorne Bowerman for preparing the original three documents.

Bill Taylor reported that he has been unable to make contact with the appropriate Federal Department to change our By-Law regarding the change approved at an AGM regarding the “limiting of two persons to represent a province” on the Board of Directors.

Bob Ruohoniemi reported that he had revised (effective March 1st, 2009) the necessary areas for the Directors’ Manual.  These revisions occurred in Sections G, TC and A.

Inge Ruohoniemi reported that she had surveyed the Society Convention materials.  Obsolete items have been discarded.  Inge reported that she would prepare a detailed list of supplies that are in the boxes.  The Convention 2010 Banner is being designed and manufactured.

Bob Ruohoniemi reported that Convention 2010 had 524 registrants as of April 20th, 2009.  Convention 2010 has prepared a budget based on 1300 registrants.   Bob informed us that the university is available for lodging while the dancers are attending the convention.

Norman Demeule reported that there have been no applications for 2012.  Norman asked Saskatchewan’s representatives if there was any indication that Saskatchewan would bid for the 2012 convention.  Then the Manitoba representatives were asked if there was a possibility of hosting the 2012 convention in Manitoba.  At this time no one has come forward to lead (chair) a convention committee in Manitoba.

Alan Clays reported that there has been an indication that a bid will be made shortly for the 2014 convention.

Norman Demeule asked Bill and Shirley Treleaven to ask the Saskatchewan Federation to consider hosting the 2016 convention.

Lorraine Kozera reported that everything has been set up for hosting the CSRDS AGM in Winnipeg, Manitoba on Saturday, September 19th, 2009 at 9:30 a. m. at the Viscount Gort Motor Hotel.  The guest room rate is $105.00 plus taxes per night.  The meeting room for the full day is $125.00.

A discussion arose regarding the definition for our square dance category.  A motion was made and carried to remove the words “country/western dancing” from our definition.

Continuing with the definition of square dancing , a discussion arose regarding the “Old Tyme CD Callers Association”.   The majority of the Board Members felt that our organization is identified as “modern western square dancing”.  All the Board Members were asked to contribute information relating to the definition of square dancing and our President volunteered to put this information together and forward the definition to all the Board Members for acceptance of the revised definition.  When the Board Members approve the revised definition, then, a Notice of Motion would need to be sent to all Federation Presidents.  This motion would be voted on at the AGM in Winnipeg, MB on September 19th, 2009.

Bill Taylor raised a concern regarding the revised membership deadline.  The Board accepted the extended deadline of February 28th, 2009.  Some Ontario clubs were unable to forward their membership by the deadline date.

Lorraine Kozera made the Board aware of dancers re-entering the dance activity after the February membership deadline.  They would not be covered until the next calendar year. 

The Board of Directors nominated and accepted Gary Geldart, assisted by Maureen Geldart, as the Director of Membership (filling the position which became vacant with the passing of Martin Mallard).

Roy Church asked the Board Members to provide him with the names and addresses of the Federation Presidents or contacts inviting them to nominate their provincial representatives to the CSRDS Board of Directors.

The next CSRDS Board meeting is to be held on Friday, September 18th, 2009 in Winnipeg, Manitoba.

Roy Church adjourned the meeting at 5:55 p. m. CDT.

Summary prepared by Lorraine Kozera, CSRDS Secretary

Summary of the November 16th, 2008 Meeting Minutes

 

 President, Alan Clays, “Called the Meeting to Order” at 4:00 p.m. CST.  There were eighteen Board Members on line.  There were two regrets and Saskatchewan’s representatives were not available at this time.

 

The Board had resolved a teleconference problem resulting in a lost contact for the last teleconference.  Fortunately, we had a solution at our disposal as our President’s line was lost twice during this teleconference.  After the second disconnect, the President was given a toll-free line to call.

 

A concern was raised regarding the proper procedure for dancers to sign in at dances.  Gary was asked to check with our insurance company regarding this issue.  Gary did check and received the following advice:

 

“Sign in procedure for dance functions effective 01 January, 2009:

The insurance company does not require any record of attendance at functions, but it is in the Members best interest to keep a record in the event of an accident. It is the recommendation of the CSRDS Board of Directors that all Clubs, Associations, Federations and Canadian National Conventions use whatever method they wish to record attendance, but some record be kept.”

 

A concern raised at the AGM in July 2008 in London, ON regarding the CSRDS Bursary Application and the Awards Nomination Form was researched.  It was found that most provinces had no issues with either of the two forms.

 

Another concern raised at the AGM in July 2008 in London, ON was the re-naming of “round dancing” to “choreographed ballroom dancing”.  Some parts of Canada are using the “choreographed ballroom dancing” terminology which seems to enhance interest in the round dance clubs.  After some discussion, the Board has chosen not to change any name just add in the terminology “choreographed ballroom dancing” after the words “round dancing” in the Rules and Regulations under the term: Definition.

 

The location and date of our next CSRDS Annual General Meeting was discussed.  The decision was made to hold the 2009 AGM in Winnipeg, MB on the weekend of September 19th and 20th, 2009.

 

The Treasurer, Roy Church, reported that the revenue from June 30th to October 31st, 2008 was $ 33,188.00.  The sources of this revenue were from the 2008 Canadian National Convention and the CSRDS membership monies that had already been received.  Expenditures to October 31st, 2008 were $ 25,784.03.

 

Alan thanked Gary Geldart for taking on the task of Membership Chair following the resignation of Martin Mallard.  Martin found it necessary to resign due to health problems.  Gary requested that the membership information be forwarded by the beginning of December as some clubs were requiring “Named Insured Certificates”.  These certificates can only be produced by the insuring company following payment of the new year’s premium.

 

Marion would like to hold a Public Relations teleconference shortly to spur interest in the area of “Social Communication”.  If there is anyone in our dance organization interested in pursuing this type of PR with Marion, please, let her know.

 

Chuck Jordan reported that the three callers who had applied for a bursary completed all the forms necessary to receive the bursary funds.  Each of these callers will be receiving five hundred dollars.

 

Gary reported that all of the Honours and Awards certificates have been presented.

 

At the July 2008 AGM, one dancer suggested to Norman Demeule that perhaps a dance could be held in order to raise awareness and raise some funds for the Special Donations, Endowment Funds Committee.  After some discussion it was decided to leave it along at this time.

 

Marion reported that she now has three volunteers assisting her with the website.  Marion’s three assistants are : Glenda Harris, Frank McNeil and Dan Roy.

 

Marion reported that there was a real surge of telephone calls on the toll free line during mid September.

 

The Basic Letter of Agreement had been revised by Norman Demeule.  With the Board’s approval, Norman will tidy up the deletions required and the revisions inserted.  That is one big job done; but, Norman is taking on the task of updating two volumes.  The Bidding Process and The Convention Guidelines.

 

At this time, Norman stated that there were no concrete applications to host 2012.  Is there a city interested in taking on the task of organizing a Canadian National Square and Round Dance Convention in 2012?  Let Norman know.

 

Preparations are under way for Convention 2010 in Halifax, NS.  Bob reported that the NS Host Committee will be obtaining revised budgets for an approximate attendance of 800 dancers.  Presently, they have budgeted for 1600 dancers.  We encourage dancers, and leaders as well to register as soon as possible to assist the NS Host Committee in their preparation for Convention 2010.

 

The Final Report for the 2008 Canadian National Square and Round Dance Convention hosted by London, ON Convention Committee has been completed and distributed as required by the Convention Guidelines.  President, Alan congratulated the London ON Host Committee for doing an excellent job of preparing this report.

 

The next Board Meeting (Teleconference) was set for Sunday, May 3rd, 2009.

 

The meeting was adjourned at 5:55 p.m. CST.

 

This summary was prepared by Lorraine Kozera, CSRDS Secretary

 

Summary of the February 17th, 2008 Meeting Minutes

President, Alan Clays, “Called the Meeting to Order” at 4:00 p.m. CST.

 

All provinces were represented.  Board Members Bill and Bonnie Taylor sent regrets as they did not have access to a telephone while on their travels.

 The October 6th, 2007 Pre-AGM Minutes were accepted. 

 The following Business Arising from these Minutes were discussed:

 

·         What does the Society do for you?  -  Marion had prepared a document for discussion.  When this document has been completed it was recommended that all publications receive this information and have it printed in the local dance newsletters.

 

·         All members that have paid for their CSRDS membership should have a CSRDS membership card with a number on it.  Even the CSRDS requires a number.

 

·         There had been some discussion that the CWDIA would be forwarding funds to the CSRDS.  At this time, the CWDIA is continuing to operate as an organization, so there will be no transfer of funds at this time.

 

The October 6th, 2007 Post-AGM Minutes were accepted.

 

The following Business Arising from these Minutes were discussed:

 

·         The Forgivable Loan to hosting Convention Committees:  Both 2008 and 2010 Convention Committees accepted this position.  The necessary documents are yet to be signed.

 

·         The Terms of Reference for the Convention Co-ordinator were revised and accepted by the Board.

 

·         Convention 2006’s Final Report was studied.  Chairman, Barry Coleman, was praised for taking the time and for making the effort to include the trials and tribulations of hosting a national convention.

 

Some items discussed included:

 

The deadline date for the final report to be handed in to the CSRDS Board.  (The Board felt that the deadline date remain as stated in the Letter of Agreement.)

 

The reimbursement for ‘out-of-pocket’ expenses should be included in the guidelines.  (The Board felt that this is up to each individual convention committee.)

Six years is too long a time to be planning a convention.  (The Board agreed that the full committee did not need to be active for all six years. The six years is necessary to secure a facility to accommodate a national convention.)

The organizing committee should have input into the matter of the distribution of profits.  (The Board believes that this should be considered.)

 

The need to confirm the ratification of any new rules and regulations adopted by the Board since the last AGM as well as the rules and regulations confirmed at the last AGM.  (The Board will check into this matter.)

 

The Secretary was asked to send a Letter of Thanks to 2006 Convention Chair, Barry Coleman, for the time and effort that he put into the Final Report for Convention 2006.

 

The 2010 Convention Committee in Nova Scotia have taken some of the 2006 recommendations to heart.

 

·         Letter to Peter Graham:  The CSRDS secretary had written and forwarded a letter (on November 5th, 2007) to Peter Graham indicating that there was no need to change the date on the CSRDS Bursary Application.  The secretary, nor the two Board Members, Alan Clays and Chuck Jordan who had initially received a letter from Peter Graham, had received a response.

 

Treasurer, Roy Church, reported that the CSRDS Insurance premium for 2008 was $20,112.00.  At the end of December 2007 the Bank Balance was approximately twelve hundred dollars.

 

Membership Chair, Martin Mallard, had made some suggestions for us to ponder.  These suggestions were:

 

The Board needs to set a deadline date for accepting Memberships.  (A surcharge of approximately two thousand dollars is being paid by CSRDS due to late arrivals of memberships.)

 

The printing of certificates be done by the person distributing the data in each province.  (This would reduce the mailing costs.  And, it would provide immediate issuance of the certificates to the clubs.)

 

A set price for membership fees for each province be based on the membership percentage per province.  (This would eliminate the surcharge of two thousand dollars.)

 

The policy be put out for a quote so we have comparative prices every three years. 

 

Change the present policy year of January 1st – December 31st to May 1st - April 30th.

No decisions were made at this time.  Martin will be contacting the insuring company for answers to the CSRDS concerns.    Martin was also asked to check on the legality of just checking off your name on a prepared list.  Or, must there be a full signature or initials beside the pre-printed names?

 

Publicity/Promotion Chair, Marion Knight, reported that she was not impressed with the number of calls received from the TV promotion this year.  Marion volunteered to check with the TV stations regarding their distribution area and time of this commercial.

 

Marion reported that she would like to focus on promoting round dancing this year.  The challenge is to find out how to do it.

 

Special Donations Chair, Norman Demeule, reported that the fund remains at $240.00.

 

Communications:  Web and Toll Free Line Chair, Marion Knight,  reported that the CSRDS Web site is now on her new computer.  Marion stated that the Toll Free Line and the Web E-mail address are the best PR devices at this time.

 

Professional Development Chair, Chuck Jordan, thanked Marion and Gary for assisting with the updating of the Professional Development information on the CSRDS web site.  Chuck reported that there were thirteen awarded bursaries this past year.

 

Honours and Awards Chair, Gary Geldart, reported that at this time there was only one nomination accepted for the Award of Excellence.  There has been no other activity to date.

 

Convention Co-ordinator, Norman Demeule, reported that the Terms of Reference for the Convention Co-ordinator has been revised.  And correspondence has taken place regarding the ‘Forgivable Loan’.  Norman agreed to update Volume I and Volume II of the Convention Guidelines and the Letter of Agreement.

 

Convention 2008 Chair, Dan Roy reported that as of January 30th, 2008 there were 1301 dancers registered.  Dan reported that the Hilton and the Delta no longer have vacancies.  Other hotels within three blocks of the convention site are:  Holiday Inn Express, London Executive Suites and the Marriot Suites.  Bed and Breakfast is available at Western University.  Check Festival 2008’s Website at  www.swosda.ca./2008 for complete information. 

 

For Convention 2010, Bob Ruohoniemi reported that the 2010 convention committee has re-budgeted for 1600 registrants as their break-even point.  They will be re-issuing registration forms and preparing informational packages for the New England Convention, the Toronto and District Convention, and, for Festival 2008 in London, ON.  They have a few more fundraisers planned:  raffle for a quit and a special dance this summer.  The committee is also practicing for a presentation to be made in London, ON.

 

Historian, Inge Ruohoniemi had no report at this time.

 

Director’s Manual Chair, Bob Ruohoniemi, reported that the manual was a work in progress.

 

Nominations Chair, Roy Church, reported that some provinces had not communicated to him as of this meeting.  The Board re-nominated David and Marion Knight to represent our interest in the Territories.  The other provinces that still need to communicate their nominees are BC, AB, and QC.

 

Under New Business the following items were discussed:

 

Membership Losses:  Alan expressed concern regarding the ten percent loss each year.  Is there something that the CSRDS can do to change this pattern?  Discussion centered around the target population, the use (or lack of use) of the DVD: Dancing Keeps You Young, combined effort between callers/cuers and dancers, the possible elimination of the word ‘square’ when promoting dancing, the ABC Dance Program, and, Fun Nights should probably follow graduation rather than in September.

 

Influx of dancers following the 2006 Convention in Montreal:  Gary reported that of the 112 dancers that started, 85 graduated in the spring.

 

Quebec’s Request for PR Funds:  Gary reported that BBS and RDA plans to spend at least $10,000.00 for advertising during the two-day Baby Boomer Convention in Montreal this spring.  The BBS and RDA is requesting assistance with the cost of translation of the DVD: Dancing Keeps You Young.  The Board approved to provide Quebec with $1400.00 to assist them with the translation costs of the DVD.  This money is to come from the CSRDS PR budget.

 

The meeting times to be held in London, ON during the convention were set up.  Alan was to relay this information to Dan Roy.  The AGM is set for Friday, July 18th, 2008 commencing at 9:30 a.m.  The Pre-AGM is set for Wednesday, July 16th (time yet to be determined) and the post AGM is set for Saturday, July 19th at 9:30 a.m.

 

Alan adjourned the meeting at 6:00 p.m. CST.

 

This summary was prepared by CSRDS Secretary, Lorraine Kozera.

 

Summary of the May 27th, 2007 Board Meeting Minutes

The meeting was “Called to Order” at 4:00 p.m. CDT by President, Alan Clays.

 

Twenty Board Members were on line for this meeting.  Every province was represented.

 

The November 26th, 2006 Board Meeting Minutes were accepted as circulated.

 

Discussion Arising from the Minutes were as follows:

 

A CSRDS Privacy Policy is now in place.  It can now be viewed on the CSRDS web site.

 

A Notice of Motion was prepared for the upcoming Annual General Meeting to be held Saturday, October 6th, 2007 in Saskatoon, Saskatchewan.  There is an addition to Article 4.7: Board of Directors:  The last line to read:  “A maximum number of two members may be nominated/elected from any provincial or territorial square and round dance federation, or such other areas as decided by the Board of Directors.”

 

A couple of alterations were made to the National Convention Guidelines Volume 2:

OPERATIONS

4.1:  Programming:

                        Last sentence of the first paragraph:  “No function or dance should be scheduled during the Opening or Closing Ceremonies.”  Add the following:  “The Convention area Society Director and the host Convention will make arrangements that sufficient time be scheduled at both the Opening and the Closing Ceremonies suitable to meet the needs of the Society Board, and that a designated area be set aside at the Closing Ceremonies for the placement of Callers and Cuers in order they be recognized and acknowledged.”

10.4:  Society Luncheon:

            Last sentence second paragraph:  “It is organized by the host Convention and paid for by the Society, although other funding arrangements can be made, including attendees paying for their own meals.”  Replace with the following:  “The Convention area Society Director and the host Convention will organize and approve the Society Luncheon menu, time, and place.  Luncheon costs to be paid by the Society, although other funding arrangements can be made, including attendees paying for their own meals.”

 

Teleconference Centre:  A discussion arose regarding the Board purchasing a Teleconference Centre to be used at meetings when all the Board and/or Committee Members when all members are unable to attend the meeting in person.  This item was TABLED for further discussion.

 

Perfect Convention Attendance Certificate:  A sample certificate was circulated prior to our Board Meeting.  Some changes were suggested.  Martin was asked to prepare these special certificates to be presented at the convention in London, Ontario in July 2008.

 

Treasurer, Roy Church presented the financial statement and a draft budget for 2007 – 2008.  The Closing Balance (as of May 15th, 2007) was $4,751.26.

 

Committee Reports:

 

Membership/Insurance:  Martin Mallard expressed his frustration at the incompleteness of some of the information that is required on the club information sheets.  There was a concern that many dancers are not taking out membership.  If they have no membership number then they are not protected with our Liability Insurance Coverage.  More discussion will take place at our next meeting.

 

Publicity/Promotion:  Marion Knight reported on the various types of advertising that is being done, such as, Magazine Ads, DVD Production, TV Commercials, CSRDS pin sales, ABC Dance Program and the National Square Dance Directory (which is now on the web).  Marion asked the Board’s permission to hold several teleconferences throughout the year (in spite of the higher cost of teleconference calls).  Marion would prefer to hold the PR Teleconferences just before the CSRDS Board of Directors’ Teleconference.  The Board approved this request.

 

DVD (Dancing Keeps You Young):  The Board of Directors’ with the permission of the originator of this project, Lloyd Juhala, will be reformatting the DVD so that it can be used on Canadian provincial, association and club web sites.  At this time, other countries will not be granted permission to use our DVD. 

 

Special Donations, Endowment Fund:  This fund remains at $240.00.

 

Communications (Web, Toll Free Line):  Marion Knight reported that Black Sum is now hosting all servers.  The billing is done annually.  There will be a slight increase in cost.               Most Toll Free calls are being made during the summer months.  There are various types of requests on the Toll Free line.

 

Professional Development:  Chuck Jordan reported that there were eight applications forwarded so far this year.  Requests have come in from Prince Edward Island, Nova Scotia, New Brunswick, Saskatchewan and British Columbia.

 

Honours and Awards;  Gary Geldart prepared a brief history of the certificates.

 

Convention Co-ordinator:  Norman Demeule reported that he had been in communication with the Saskatchewan Federation.  There was a slight indication that a convention could be held in Saskatchewan in 2012.  Norm will discuss this further with the Executive of the Saskatchewan Federation when we are in Saskatoon for the Annual General Meeting in October 2007.

 

Convention 2008:  Bill and Bonnie Taylor reported that 880 dancers had registered as of May 25th, 2007.  The Delta Hotel is fully booked; and, the Hilton has 40 rooms left.

 

Convention 2010:  Bob Ruohoniemi reported that 124 dancers had registered to date.  These 124 dancers come from eight provinces and United States.  Convention 2010 now has established a website.

 

The ARTS organization (a function of Callerlab) is not interested in having representation from Canada on their Board.

 

A new auditor will need to be approved at the October 2007 Annual General Meeting being held in Saskatoon, SK.  The previously approved auditor had passed away in February.

 

Vancouver and District were given approval to use the CSRDS logo on their promotional items.

 

The Board of Directors have arranged their meetings (Saskatoon, SK) as follows:

            Saturday, October 6, 2007          9:30 a.m.          Pre AGM Board Meeting

            Saturday, October 6, 2007          1:30 p.m.          AGM

            Saturday, October 6, 2007          A brief Board Meeting following the AGM

 

The meeting was adjourned at 5:45 p.m. CDT.

 

This summary was prepared and distributed by CSRDS Secretary, Lorraine Kozera.


Committee Meetings
There are no Committee Reports available at this time.

 

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