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CANADIAN SQUARE & ROUND DANCE SOCIETY Friendship from coast to coast / L’amitié d’un ocean a l’autre |
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Annual General Meeting
Saturday, October 22nd, 2011
Montreal, Quebec
Attendance: There were twenty-two signed in members in attendance for this meeting.
1.0: Call to Order: Bob Ruohoniemi
The meeting was “Called to Order at 9:45 a.m.” by President, Bob Ruohoniemi.
Bob read the message of regrets passed on by John and Lorraine Kozera. Bob thanked Stephanie for taking notes with the assistance of Mathieu.
2.0: Memorial: Inge Ruohoniemi
It is tradition that at Annual General Meetings, the Canadian Square and Round Dance Society remembers those dancers and leaders who have left us to join in the eternal dance.
We have noted the passing of many friends and acquaintances with whom we shared time on the dance floor and at social events. The loss of these dancers and leaders is a very sad event, but we can be comforted with the memories of their being with us, and the fun we shared.
We especially offer our condolences to our Board members, John and Lorraine Kozera, in the loss of Lorraine's Mother, this month.
Let us please take a moment of silence, to remember all those who have departed in the past year.
3.0: Acceptance of the Saturday, October 22nd, 2011 Agenda:
Motion: Bonnie Taylor, Bill Treleaven
- that the Agenda be accepted with the addition of the President’s Report. Carried.
4.0: Acceptance of the Friday, July 30th, 2010 AGM Minutes:
Motion: Beth McGifford, Wendell Brown
- that the July 30th, 2010 AGM Minutes be accepted as circulated. Carried.
4.1: Business Arising from the July 30th, 2010 AGM Minutes:
There was no action required.
5.0: Treasurer’s Report: Roy Church
As of June 30th, 2011 Receipts were $50.044
As of June 30th, 2011 Expenditures were $28,059
Excess of receipts over expenditures were $21,985
Motion: Roy Church, Edythe Brown
- that the Treasurer’s Report be accepted as presented. Carried.
6.0: Committee Reports:
6.0.1: President’s Report: Bob Ruohoniemi
Bob reported on the enjoyment of the variety of experiences that have been had by the Society. Festival 2010 was a success and to keep the festival on file in our history, a set of DVD’s was produced for sale to the dance community. Unfortunately, the CSRDS did not receive a bid for 2012. Fortunately, the Eastern Ontario Square and Round Dance Association established an Organizing Committee to host 2014 with Chairperson Wendy VanderMeulen at the helm. The convention is being held July 17, 18, 19, 2014. Bob is encouraging dancers to submit the names of dancers and leaders who deserve the recognition of the Society’s AWARD OF EXCELLENCE or the LONG SERVICE AWARD. The newest initiative undertaken by the Society is the “Appeal to Support Japanese Square Dance Earthquake/Tsunami Victims”. Bob thanked the Board members for their work, “often not visible to either fellow Board Members or to the dance community”. Bob encouraged all of us “to keep at it and enjoy the benefits of our contribution”.
6.1: Membership: Mathieu Lapointe
This report was presented and discussed at the end of all the other reports.
6.2: Public Relations/Promotion, Toll Free Line, and Web Site: Stephanie Charters
Toll Free Line being attended to by Janet Mills from B.C. Stephanie thanked Janet for taking on this task. Stephanie thanked Dan Roy for looking after the CSRDS website. Stephanie suggested that the CSRDS website and toll free line number be included in all provincial and association information pages and flyers. It is important for the website to be current. Sales of pins was not too successful this year. Promotion is vitally important to our dance movement. Stephanie would like to relinquish this position.
All information to be forwarded to the Provincial Director before it goes to Dan Roy to insert on the web.
6.3: Professional Development: Bill Treleaven
Bill Treleaven reported that 18 bursaries were applied for. 17 to individuals attending caller schools and 1 to a Caller’s School. Fourteen have received their $500.00 for attending the caller’s schools and we are awaiting receipts from the others.
6.4: Honours and Awards: Wendell Brown
One Award of Excellence needs to be presented to Ted and Betty Kernoski of Manitoba. Two Long Service Awards have been presented already; and, two more Long Service Awards will be presented shortly. As there is no convention for 2012, there have been no new nominations.
Bob suggested that we distribute award applications to ALL CLUBS.
6.5: Convention Co-ordinator: Norman Demeule
As there were no bids for 2012, we have no convention for 2012. Convection 2014 will be held in Ottawa. Norman thanked Wendy for her leadership and enthusiasm regarding the 2014 convention. The bid rules can be found on the CSRDS Website. Norman encouraged associations and federations to consider future conventions in 2016 and 2018.
Bob asked the Provincial Directors to encourage various areas to consider hosting a convention even if it is only for a thousand dancers.
6.6: By-Laws and Regulations: Bill Taylor
There was no activity since the last AGM. Two items were handled at that time. Bill stated that they stand ready to attend to any upcoming task.
6.7: Directors’ Manual: Dianne McCormack
Dianne reported that there was nothing new to add at this time.
6.8: Historian: Inge Ruohoniemi
Inge reported that not much has been done, but, is hoping to get more done over the coming winter.
6.9: Convention Co-ordinator: Omit, as this is a duplicate.
6.10: Convention 2014: Wendy VanderMeulen
Wendy is excited to host Festival 2014 at the brand new Ottawa Convention Center (opened April 1st, 2011) . The entire second and third floor of the convention center will be utilized. One portion of the facility (an odd-shaped area) was tested on Thursday, July 21st, 2011. There will be more testing of sound, etc. on a Friday in 2012 and on a Saturday in 2013.
Space has been blocked in four hotels and registration at the hotels is now open. Furthest hotel is a block and a half. Convention Headquarters Hotel is the Westin Hotel – attached to the Convention Center. Wendy requested that convention registration take place before reserving a hotel room.
There will be a special draw on December 31st, 2011 for a refund of one registration. 264 registered thus far.
6.11: Nominations Committee: Roy Church
All Directors were given nomination forms to be given to their Federations for nominations for 2012.
6.12: Federation Reports:
Many provincial reports were forwarded prior to the AGM.
Bill Treleaven will look into a report from Saskatchewan. (Bert and Nellie have now forwarded the Saskatchewan Report.)
Nova Scotia report was missing, but, Bob reported that the president is having to deal with some health issues, but, will attend to it shortly
Newfoundland is good for one more year. At present they are dancing to records. Newfoundland/Labrador needs a caller. We may lose Newfoundland/Labrador in the near future.
Beth and Bonnie reported that there were no organized clubs in the Yukon. They are lucky to have one square. They dance once a month and dance to tapes. They are mostly seasoned dancers, but, there are still a few dancers.
6.1: Membership: Mathieu Lapointe and Stephanie Charters
Membership across Canada is just under 13,000 members. The CSRDS fees are established every even-numbered year; therefore, no fees will be set this year.
There was discussion of the following topics:
* named insured certificates - (there are about 30 requests this year) the hall is added to our policy and therefore it absolves the hall from taking any action against them – the hall is not responsible for anything; added administration for the insurance company. Eventually, there will be a charge for this request.
* casual dancers -
* new dancers - a new dancer is attending, basically, at their own risk; it is not an issue because our insurance is basically for the hall (if we damage anything to do with the hall)
If you are not a card carrying member of CSRDS, you are not covered by our insurance policy. If you wish to have the benefits of CSRDS membership (including insurance), you must pay your membership fees (by the deadline date).
The FAQ (Frequently Asked Questions) will be posted on the website shortly.
There are two claims on the books. It will take a long time for the claims to be cleared.
6.13: Acceptance of all the reports:
Motion: Norman Demeule, Beth McGifford
- that all the reports be accepted as written and presented. Carried.
11:00 a.m. - 11:12 a.m. MID-MORNING BREAK:
7.0: New Business:
7.1: Badges/Dangles for dancers dancing in all of the provinces:
With a quick survey of attendees, interest was shown for this idea. A dangle/badge example: I danced in the province of "________". The CSRDS would supply and pay for these. They would be produced by demand. An offer would be put out to the provinces. A model would have to be prepared for the next Board Meeting. Beth McGifford volunteered to take on the task of putting some ideas into writing and pursue it further.
Norman is working on fixing the CSRDS banners. Yukon and Northwest Territories are reversed on the banner and on the earlier versions of the Society certificates
7.2: CSRDS Appeal to Support Japanese Square Dancer Earthquake and Tsunami Victims:
Bob had some text typed up on this subject. The deadline for the appeal is December 31st, 2011. Monies to be forwarded to Nova Scotia specially marked. This information is to be posted on the CSRDS website. At this point in time NS has contributed $1237.64 to the appeal.
Beth McGifford inquired if we could set up a system to handle charitable situations.
7.3: Volunteer for the CSRDS Publicity Committee:
Bob suggested that we ask the square dance community in general if there is interest in leading the committee. No volunteers came forward to head the PR Committee. Bob suggested that the provincial directors try to find an individual who would be willing to take on the task.
Dianne asked for permission to put some information about the PR position on the website.
Festival 2010 videos are available from Inge. These DVD’s could be used for recruiting campaigns.
8.0: Budget for 2011 – 2012: Roy Church
Motion: Roy Church, Inge Ruohoniemi
- that the Budget for 2011 – 2012 be accepted as presented. Carried,
8.1: Appointment of the Auditor for 2012: Roy Church
Motion: Roy Church, Eric McCormack
- that the appointment of Mr. G. Gosse of Newfoundland/Labrador be accepted as the CSRDS Auditor for 2012. Carried.
At this time a presentation (certificate and pins) was made to Roy and Joan Church for their twenty plus years of service on the CSRDS Board of Directors.
9.0: Announcements:
9.1: Post AGM Meeting Time and Location: A light lunch is in the fridge in this same hall to be had before the Post-AGM Board Meeting begins.
9.2: Evening dinner and dance information: Meet at the hotel restaurant at 5:30. After dinner meet at this hall. Border Boosters Directors will pick up the CSRDS Board Members to drive them to the special fall dance.
9.3: The 2012 AGM:
Bill Taylor sent out an E-mail: Suggestion from Toronto - Matthew Copeland -Starwood Hotels and Resorts – has offered a free service.
Wendy suggested having the meeting in Ottawa on July 20th, 2012 with an evening dance.
What is the cost of a video-teleconference ? Some discussion took place regarding the various costs. Investigation needs to take place.
A suggestion to hold it in the western provinces.
Motion: Wendy VanderMeulen, Norman Demeule
- that the 2012 CSRDS AGM be held in Ottawa on July 20th, 2012 in the Ottawa Convention Center with an evening dance to follow. Carried.
10.0: Motion to ratify all acts, proceedings, etc. made by the Board of Directors since the last AGM July 30th, 2010: Bill Taylor
Motion: Bill Taylor, Beth McGifford
- 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 to the date thereof, as the same are set out or referred to in the Minutes of the Board, or in financial statements and reports submitted to this Meeting, be and the same are herby ratified, approved, sanctioned and confirmed. Carried.
11.0: Thank the “Host Committee” and all in attendance: Bill Taylor thanked the Border Boosters and the Montreal people for their hospitality and for driving the CSRDS Board of Directors.
12.0: Adjournment:
Edythe Brown moved the adjournment of this meeting.
Secretary’s Note: Thanks to Stephanie Charters and Bob Ruohoniemi for recording the proceedings of the Annual General Meeting. Thank you to Stephanie for preparing a draft of the proceedings of the meeting. This was greatly appreciated.
These Minutes were prepared by Lorraine Kozera, CSRDS Secretary.
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