By-Law revision approved at the
Annual General Meeting July 30, 2010 and
received Ministerial approval as
of October 6, 2010
By-Laws (pdf file) 2001-2011
Regulations (pdf file)
Square & Round Dance Society
Feb 15, 2011
SEAL, LOGO, AND JOURNAL
1.1 The seal, an impression of which is stamped in the margin hereof,
shall be the seal of the Canadian Square and Round Dance Society.
1.2 A logo,
consisting of a white silhouette of a dance couple on red maple leaf, centered
on a white circle representing the round dance movement, and it, in turn,
centered on a red square representing the square dance movement, shall be
the logo of the Canadian Square and Round Dance Society.
Canadian Square and Round Dance Society web site shall be the official communication
tool and journal of the Society.
CONDITIONS OF MEMBERSHIP
2.1 Membership shall be limited to those individuals and organizations
who currently fulfill the conditions of Canadian Square and Round Dance
amount of membership fees or dues shall be established by the Board of Directors
and ratified by vote of the members at an Annual General Meeting or Special
General Meeting as provided under Section 16.0 (Rules and Regulations) of
member may withdraw from the Society by delivering to the Society's Mailing
Address (Secretary) a written resignation and lodging a copy of the same
with the President of the Society.
member may be required to resign by a vote of three-quarters (3/4) of the
members at an Annual Meeting.
3.1 The Head Office of the Society shall be in the City - Municipality
of Oakbank, Manitoba.
location of the Head Office may be changed with the recommendation of the
Board of Directors and being approved by at least two-thirds of the votes
of those members attending an Annual General Meeting or Special General Meeting.
BOARD OF DIRECTORS
4.1 The property and business of the Society shall be managed by an elected
Board of Directors who shall serve for a period of two years and shall assume
such responsibilities as given by the By-Laws of the Society and additional
responsibilities as decided by the Board of Directors. All Directors shall
be elected or re-elected at the Annual General Meeting of the Society held
in conjunction with the National Convention. The number of Directors elected
shall be decided by the Board of Directors, with the proviso that at least
twelve members shall be elected. Vacancies on the Board of Directors may
be filled by the Board of Directors. Directors must be individuals, 18 years
of age, with power under law to contract.
Executive Committee and Officers of the Society shall consist of a President,
Vice-President(s), Secretary and Treasurer and any such other officers as
the Board of Directors may by regulation determine.
immediate Past President shall be a voting member of the Board of Directors
of the Society.
4.4 In the
event of a vacancy in the office of President, the Vice-President shall serve
as President for the remainder of the term. Vacancies in any other office
shall be filled as decided by the Board.
of the Board of Directors may be held at any time and place determined by
the Directors, provided that seven clear days notice of such meeting shall
be sent or given in person, in writing or by telephone to each Director.
A Director may if all the Directors of the Society consent, participate in
a meeting of Directors or of a committee of Directors by means of such telephone
or other communications facilities as permit all persons participating in
the meeting to hear each other. Each Director is authorized to exercise one
4.6 A quorum
at a Board of Directors meeting shall consist of fifty percent of its voting
4.7 On or
before September 30 of the year prior to a national convention, the Past President
of the Society shall by official letter to the President of every provincial
and territorial square and round dance federation, or such other areas as
decided by the Board of Directors, outline generally the duties of the Board
of Directors of the Society and request that province or territory forward
to the mailing address of the Society or such other place as may be designated,
on or before April 30 of the following year, the name and complete address
of a member or members nominated for election to the Board of Directors.
The name and address of a member or members nominated should be accompanied
by a short biographical sketch of the member or member's background and experience
in the square and round dance movement, and by a letter or statement of
acceptance of nomination. A maximum number of two (2)
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.
4.8 At least
sixty days prior to a General Meeting held during a national convention, the
Past President shall forward by mail to all provincial and territorial federations,
and in addition shall cause to be published on the Society web site, the
list of the names and addresses of those members who have been nominated
by the various provinces and territories, or other areas as may be decided
by the Board of Directors, for election to the new Board of Directors.
4.9 On the
occasion of a General Meeting held during a national convention, the Past
President shall present the nomination report and conduct elections for the
incoming Board of Directors.
the first meeting of the incoming Board of Directors, subsequent to a General
Meeting electing them, the outgoing Past President shall call for nominations
and elections from among the incoming Board of Directors for the Executive
Committee/Officer positions of President, Vice-President(s), Secretary and
Treasurer. The President shall then call for the election of Board members
to the various working committees, as decided by the Board of Directors,
responsible for the conduct of specific programs to be carried out in the
name of the Society.
Directors and Executive Committee members shall serve without remuneration
and no Director shall directly or indirectly receive any profit from serving
on a position as such, provided that a Director may be paid full and reasonable
expenses incurred in the performance of duties for the Society.
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
4.12 (a) “The
Directors and Executive Committee members shall be reimbursed
expenses for travel, accommodation and meals to attend the AGM in
non-convention years (subject to available Society funds).
Board of Directors may appoint agents and engage such employees as it shall
deem necessary from time to time and such persons shall have such authority
and shall perform such duties as shall be prescribed by the Board of Directors
at the time of such appointment.
remuneration of all officers, agents and employees, official delegates, and
committee members shall be fixed by the Board of Directors by resolution.
For committee members and official delegates to meetings other than meetings
held in conjunction with a national convention, the reimbursement shall be
for all reasonable expenses. The amounts fixed by resolution of the Board
shall have the force and effect only until the next meeting of members when
such resolution shall be confirmed by resolution of the members, or in the
absence of such confirmation by the members, the remuneration to such officers,
agents, or employees shall cease to be payable from the date of such meeting
Director or officer of the Society or other person who has undertaken or
is about to undertake any liability on behalf of the Society or any company
controlled by it and their heirs, executors and administrators, and estate
and effects, respectively shall from time to time and at all times, be indemnified
and saved harmless out of the funds of the Society, from and against:
a) all costs,
charges and expenses whatsoever which such Director, officer or other person
sustains or incurs in or about any action, suit or proceedings which is brought,
commenced or prosecuted against the said individual, for or in respect of
any act, deed, matter or thing whatsoever, made, done or permitted by the
said individual, in or about the execution of the duties of office or in
respect of any such liability.
b) all other
costs, charges and expenses which the said individual sustains or incurs in
or about or in relation to the affairs thereof, except such costs, charges
or expenses as are occasioned by the individual's own willful neglect or
advisory committee on finance shall be established by the Board and be composed
of members of the Board and/or other members, and perform such duties as
the Board may decide.
committees may be formed by the Board of Directors and be composed of members
of the Board and/or members of the Society. Such committees shall be responsible
to the Board and perform duties as decided by the Board.
4.18 A resolution
in writing, signed by all Directors entitled to vote on that resolution at
a meeting of Directors or committee of Directors, is as valid as if it had
been passed at a meeting of Directors or committee of Directors.
4.19 A copy
of every resolution referred to in 4.18 shall be kept with the minutes of
the proceedings of the Directors or committee of Directors.
5.1 The Executive Committee shall carry out the day-to-day administrative
functions of the Society and shall exercise such additional powers as are
authorized by the Board of Directors. Any Executive Committee member may
be removed from that Committee by a two-thirds vote of the Board of Directors.
POWERS OF DIRECTORS
6.1 The Directors of the Society may administer affairs of the Society
in all things and make or cause to be made for the Society in its name,
any kind of contract which the Society may lawfully enter into and, save
as hereinafter provided, generally, may exercise all such powers and do
all such other acts and things as the Society is by its charter or otherwise
authorized to exercise and do.
Directors shall have power to authorize expenditures on behalf of the Society
from time to time and may delegate by resolution to an officer or officers
of the Society any part of the said power, and in addition, the right to
employ and pay salaries to employees. The Directors shall have the power to
make expenditures for the purpose of furthering the objects of the Society.
The Directors shall have the power to enter into a trust arrangement with
a trust company for the purpose of creating a trust fund in which the capital
and interest may be made available for the benefit of promoting the interest
of the Canadian Square & Round Dance Society, in accordance with such
terms as the Board of Directors may prescribe.
Board of Directors shall take such steps as they may deem requisite to enable
the Society to acquire, accept, solicit or receive legacies, gifts, grants,
settlements, bequests, endowments and donations of any kind whatsoever for
the purpose of furthering the objects of the Society.
DUTIES OF OFFICERS
7.1 All officers shall be Directors of the Society. All Directors shall
cease to be Directors if they are removed by a two-thirds majority vote
of the Board of Directors.
President shall be the chief executive officer of the
Society. The President shall:
a) preside at all meetings of the Society
and of the Board of Directors and shall be an ex-officio member of all committees;
b) see that all orders and resolutions of the Board of Directors are
carried into effect;
c) ensure that the secretarial duties of the Board are completed, that
minutes and proceedings are recorded in the books kept for that purpose,
that due notice of any meetings is given, that the Society's correspondence
is conducted in an acceptable manner and such correspondence is reported
to the Board of Directors, and that all necessary books and records of the
Society required by By-Laws or applicable law or statute are regularly and
properly kept; and
d) be the custodian of the seal of the Society, the records and the General
archives except so far as may be placed in charge of others by the Board
Vice-President shall, in the absence or disability of
the President, perform the duties and exercise the powers of the President
and shall perform such other duties as shall from time to time be directed
by the Board of Directors.
a) have custody of the funds and securities
of the Society;
b) keep full and accurate accounts of all assets, liabilities, receipts
and disbursements of the Society, in the books belonging to the Society;
c) deposit all monies, securities and other valuable effects, in the
name and to the credit of the Society in such chartered bank, trust company
or credit union;
d) deposit or invest or shall cause to be deposited or invested, the
funds of the Society in a manner that will provide a reasonable rate of
return, provided that investment in other than guaranteed interest or investment
certificates or accounts shall be effected only after approval of the Board;
e) disburse the funds of the Society, as may be directed by proper authority,
and taking proper vouchers for such disbursements;
f) render to the President and Directors at the regular meeting of the
Board of Directors, or whenever they may require it, an accounting of all
transactions and/or a financial statement;
g) act as chairperson for the advisory committee on finances; and
h) perform such other duties as may from time to time be directed by
the Board of Directors.
Secretary shall keep the Minute Book of the Society and
shall fulfill the duties and obligations of Society Secretary as shall
be determined by the Board of Directors.
other Officers shall carry out such duties as the terms of their engagement
call for or the Board of Directors require of them.
EXECUTION OF DOCUMENTS
8.1 Contracts, documents or any instruments in writing requiring the
signature of the Society, shall be signed by at least two of those officers
as designated by the Board, and all contracts, documents and instruments
in writing, so signed shall be binding upon the Society without any further
authorization or formality.
Directors shall have power from time to time by resolution to appoint an
officer or officers on behalf of the Society to sign specific contracts, documents
and instruments in writing. The Directors may give the Society's power of
attorney to any registered dealer in securities for the purposes of the transferring
of and dealing with any stocks, bonds, and other securities of the Society.
seal of the Society when required may be affixed to all contracts, documents
and instruments in writing, signed as aforesaid or by any officer or officers
appointed by resolution of the Board of Directors.
GENERAL, SPECIAL OR REGIONAL MEETINGS
9.1 An Annual General, Special General Meeting or Regional Meeting of
the Society shall be held at a place designated from time to time by the
Board of Directors, and on such day as the said Directors shall appoint.
of an Annual General or Special General Meeting shall be published on the
Society web site, provided such notice is received by the webmaster for insertion,
and in addition, notification shall be sent by mail to the provincial and
territorial federations at least sixty days prior to such meeting. The Board
of Directors, or the President, or the Vice-President shall have the power
to call, at any time, a General or Special General Meeting of the Society.
9.3 At every
Annual General Meeting, in addition to other business that may be transacted,
the report of the Board of Directors, the financial statement and the report
of the auditors shall be presented, and auditors appointed for the ensuing
term. The members may consider and transact any business, which may be properly
brought before the meeting, at any meeting of the members.
In any year that no
National Convention is being held, teleconference meetings will be
acceptable to the general membership.
9.4 At an
Annual General Meeting, Special General or Regional Meeting, a quorum shall
consist of those members present.
Annual General or Special General Meetings shall be open to all members who
wish to attend.
MINUTES OF MEETINGS
10.1 Copies of the minutes of all Directors' and Annual General, Special
General or Regional Meetings shall be provided to all Directors.
to a copy of the minutes of any meeting may be as decided by the Board of
VOTING OF MEMBERS
11.1 At all meetings of the members of the Society, every question shall
be determined by a majority of votes unless otherwise specifically provided
by statute or by these by-laws.
rules of order shall be as decided by the Board of Directors.
12.1 Unless otherwise ordered by the Board of Directors, the fiscal year
shall begin on the first day of July of each year and end on the thirtieth
day of June of the following year.
AMENDMENTS OF BY-LAWS
13.1 These By-laws may be repealed or amended by a two-thirds majority
of the members voting at any Annual General or Special General Meeting,
providing that written notice of such proposed amendments shall have been
published on the Society's web site at least fourteen days prior to such
meeting and that notice of such proposed amendments had been mailed to provincial
or territorial federations at least sixty days prior to such meeting, and
provided that such repeal or amendment shall not be enforced or acted upon
until approval of the Minister of Industry has been obtained.
14.1 The members shall, at each Annual General Meeting appoint an auditor
to audit the accounts and annual financial statements of the Society for
report to the members at the next annual meeting. The auditor shall hold office
until the next General Meeting provided that the Directors may fill any casual
vacancy in the office of the auditor. The remuneration of the auditor shall
be fixed by the Board of Directors.
15.0 BOOKS AND RECORDS
15.1 The Directors shall see that all necessary books and records of
the corporation required by the by-laws of the corporation or by any applicable
statute or law are regularly and properly kept.
RULES AND REGULATIONS
16.1 The Board of Directors may prescribe such rules and regulations
not inconsistent with these by-laws relating to the management and operation
of the Society as they deem expedient, provided that such rules and regulations
shall have force and effect only until the next annual meeting of the members
of the Society when they shall be confirmed, and failing such confirmation
at such annual meeting of members, shall at and from such time cease to have
force and effect.
17.1 In these by-laws and in all other by-laws of the Society hereafter
passed, unless the context otherwise requires, words importing the singular
number or the masculine gender shall include the plural number or the feminine
gender, as the case may be, and vice versa, and references to persons shall
include firms and corporations.
DELEGATES AND REPRESENTATIVES
18.1 Delegates or representatives to represent the Society on any matter
of business concerning the Society shall be appointed by the Board of Directors.
19.1 The Canadian Square and Round Dance Society may sanction from time
to time a national square and round dance convention for the enjoyment of
square and round dancers and for the betterment of the square and round
dance movement in Canada.
host area for a convention shall be selected in a fair and equitable manner
as decided by the Board of Directors. (Revised at July 30, 2004 AGM)
Canadian Square & Round Dance Society
2010 - 2011 Rules & Regulations (pdf file)
Feb. 15, 2011
of the By-Laws provides that the Board of Directors may
prescribe such rules and regulations not inconsistent with these
by-laws relating to the management and operation of the Society,
as they deem expedient.
For the purpose of these Rules and Regulations, “included dance categories”
shall include Modern square dancing, round dancing (choreographed
ballroom dancing), clogging, line dancing, and contra dancing.
Eligible for Membership:
individuals and organizations eligible to be members of the Canadian Square
and Round Dance Society include:
Dancers, callers, leaders, cuers, and instructors and
related clubs, Associations and Federations of included dance categories
that support the aims and objectives of the Society;
Members of Provincial and Territorial Federations and
Conditions of Membership:
a condition of membership that the individual and/or organization have paid
the required dues for the current year.
The Objects of the Canadian Square & Round Dance Society shall be:
co-operation with the Provincial and Territorial Federations/Associations
to promote the fun and enjoyment of square and round dance movement and
assist prospective areas of Canada who do not have, but would like to have
square and round dancing as a means of exercise;
promote any worthwhile project that will benefit and further square and
round dancing in Canada.
bring dancers within the included dance categories and their organizations
together to plan, review and co-ordinate the activities of square and round
dancing and provide for an orderly viable growth to the movement in our
serve as a central focal point for matters pertinent to the square and round
dance movement in Canada;
procure and handle the receipt and distribution of funds or money between
plan and assist Federations and Associations in the organization of biennial
National Square & Round Dance Conventions (held on even numbered years)
that attract international dancers within the included dance categories;
promote National Square & Round Dance Conventions, staffed by Canadian
Square & Round Dance Callers, Leaders and Instructors of the included
National Voice of Square & Round Dancing in Canada:
provide liaison nationally with Square and Round Dance Federations, Associations
and other organizations connected to the included dance categories;
provide co-ordination of events including the location and timing of biennial
Board of Directors, elected from each Province/Territory, is charged with
the stewardship of the Society.
Voice of Square & Round Dancing in Canada:
provide liaison internationally with square and round dance organizations on
behalf of its members; and liaison with callers, leaders and
work with and assist callers, cuers and instructors and their
organizations for the promotion of the included dance
provide partial financial support for caller/cuer/leader
The annual membership fees or dues in the Canadian Square and Round Dance
approved at the AGM in July 2009 & 2010) shall be:
2010-2011 (2011 calendar year)
Individuals (Dancers, Callers, Leaders) $2.00
Organizations (Clubs, Associations, Federations, etc.) $5.00
per member organization
2011-2012 (2012 calendar year)
Individuals (Dancers, Callers, Leaders)
$2.00 per member
Organizations (Clubs, Associations, Federations, etc.) $5.00
per member organization
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. In case of
a hosting organization lacking a Federation and/or an
Association the Convention Letter of Agreement shall be changed
to show that the registration fee is divided eighty-five percent
to the Hosting Association and fifteen percent to the
5.1 Conventions normally should start on the third Thursday
in July, and run for three consecutive days, or as approved by the Board
5.2 Society shall advance as a non-interest forgivable loan,
$5,000.00 to the Convention/Festival Host providing the terms of
the Letter of Agreement that is signed between the
Convention/Festival Host and the Society are fully met.
5.3 The hosting organization for any National Convention
shall sign an agreement with the Society covering the details and responsibilities
for hosting such a Convention. This Agreement shall be signed within
six (6) months of the date of the Convention being awarded by the Society.
Any hosting organization
requesting authorization of the Society to hold a National Square
and Round Dance
5.5 The sharing of any deficit shall be negotiated by the
Board of Directors and the hosting organization.
refunds - Society three part Convention refund and
cancellation policy follows:
Part 1: A 20% refund charge will be
administered on all Convention Registration fees collected till
the cut off date. The last day of February of the Convention
year is recommended as the cut off date, which can be set as a
later date only by the Convention
to the 20% refund policy may be made at the discretion of the
host committee. *
Part 2: A no refund policy will take
effect after the cut off date. Refunds after this date will only
be allowed at the discretion of the Convention Committee due to
health reasons or death in the immediate family causing the
registrant to not be able to attend the Convention.
Part 3: In the
case of registered participants not attending (no show), the
Convention Committee should make reasonable attempts to deliver
by whatever means or methods the respective Convention packages
(badges, syllabus, programs, etc.)
Article 16.1 of the Revised 2002 By-Laws provides that the Board of Directors
may prescribe such rules and regulations not inconsistent with these by-laws
relating to the management and operation of the Society, as they deem expedient,
provided that such rules and regulations shall have force and effect only
until the next annual meeting of the members of the Society when they shall
be confirmed, and failing such confirmation at such annual meeting of members,
shall at and from such time cease to have force and effect.