Canadian Square and Round
Annual General Meeting
Friday, July 18th,
Convention Centre Theatre, London, ON
There were fifty-nine dancers
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.
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.
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
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.
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.
5.1: Auditor’s Report:
Motion: Chuck Jordan, Norman Demeule
- that the Auditor’s Report be accepted as presented.
Martin reported that there were a total of 14,569
dancers, callers, associations and clubs. The income received was $30,
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
6.2: Public Relations/Promotion:
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
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 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 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.
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
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
everyone who took the time to complete the award nomination forms.
6.7: Convention Co-Ordinator:
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 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 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
Bob reported that changes would be collected by January, and,
issued and into the manual as soon after as possible.
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
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
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
The 2010 Convention Committee is pleased with the progress to
6.13: President’s Report:
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:
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:
Motion: Wayne Stretch, Bonnie Taylor
- that all reports be accepted as presented.
7.0: Unfinished Business:
There was no “unfinished business”.
8.0: New Business:
8.1: Budget for 2008 – 2009:
As Roy was not in attendance, Alan asked for any comments
regarding the prepared Budget Report.
Report for 2008 – 2009:
Audit $ 372
Meetings $ 1,500
Sales P. R.
$ 1,500 Printing
Professional Dev. $ 5,500
G. I. C.
Motion: Wayne Stretch, Bob Ruohoniemi
- that the CSRDS Budget for 2008 – 2009 be accepted as
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.
8.3: Membership Fees for 2009 and 2010:
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.
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.
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.
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,
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
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.
9.1: 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
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.
12.0: Thank the Host Committee:
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.
Motion: Wayne Stretch
-that this Annual General Meeting be adjourned.
The meeting was adjourned at 11:40 a.m. EDT.
have been prepared by Lorraine Kozera, CSRDS Secretary.