Canadian Square and Round Dance Society

Summary of the Saturday, July 21^st, 2012

Board of Directors’ Meeting

The Board Meeting began at 1:33 p.m. CDT.  

The first order of business was the positions to be held by the nominated provincial Board Members.  The positions accepted are as follows:

BC:      Beth McGifford                                    Treasurer

BC:      Darcy McGifford                                  Honours and Awards Chair

AB:      Norman Demeule                               Convention Co-ordinator

AB:      Loretta Demeule                                 Convention Co-ordinator Committee

SK:      Bill Treleaven                                      Professional Development

SK:      Shirley Treleaven                                Professional Development Committee

MB:      Lorraine Kozera                                  Secretary

MB:      John Kozera                                        Nominating Committee Chair

ON:      Bill Taylor                                            By-Laws and Regulations Review Chair

ON:      Bonnie Taylor                                      Nomination Committee

QC:     Mathieu Lapointe                                 Membership Chair

QC:     Stephanie Charters                             Membership Committee

NB:      Eric McCormack                                 Vice President

NB:      Dianne McCormack                            Directors’ Manual Editor

NS:      Bob Ruohnoniemi                               President and Privacy Officer

NS:      Inge Ruohoniemi                                 Historian

PE:      Vacant

NL:       Vacant

Territories:       Vacant

At this point in time, no one has come forward to take on the challenge of being the Public Relations Chair.  President, Bob Ruohoniemi stressed the important need for this committee.   There will be a plea going out to all the provinces to determine a contact (for each province) that would take part in this important work.  It was determined that a Board Member should be a contact for the Public Relations Committee.  Several suggestions were made to provide information to all the provinces:  (1)  preparing a newsletter that could be sent by E-mail to all federations, associations and clubs; (2)  the best method of increasing dancer membership is by personal invitation.   The ultimate goal of this committee is to obtain new dancers.

It was determined that there is a need to revamp a portion of the Honours and Awards nomination form.  It was decided that each of the provincial directors would receive a standard score sheet to be downloaded on their computers so that these score sheets do not have to be forwarded each time there is a nomination forwarded.

Bob had asked if someone would be interested in preparing the Memorials for the Annual General Meetings.  Inge Ruohoniemi volunteered to continue doing this task for the Board.

Each of the Provincial Directors is responsible to provide Webmaster Dan Roy with information regarding committee work and updating information from their respective provinces.  Lorraine is to be in contact with

Dan Roy regarding any needs that he might have in regard to the Web Site.

Our present Toll Free Line Receptionist, Janet Mills, has agreed to continue this task for the CSRDS.  Lorraine is to be in contact with Janet Mills regarding any needs that she might have in regard to our CSRDS Toll Free Line.

A Comprehensive Insurance Sheet will be prepared and distributed to ALL the member clubs across Canada.  Also, a Standard Application Form will be prepared and distributed to each of the clubs across Canada.  Third Party request forms are to be placed on the Web Site for those clubs requiring “additional insured”. 

There was agreement to have several deadline dates for memberships.  The dates provided here are the dates for the membership forms to be in the Membership Chair’s hands by the dates shown here:  December 1^st (for effective date of January 1^st); February 28^th (for effective date of March 1^st); and, if necessary for new dancers – October 15^th (for effective date of October 16^th).  Each federation will need to determine when the membership forms need to be in the hands of the provincial body.

The Web Cost was being discussed.  A Board Member was to be in contact with the Web Master requesting that the Web Master invoice the provinces that have not paid for their domain name since 2009.

The Convention Guidelines will require revamping.  This is an on-going task.  There is  a need to work with the provinces so that arrangements can be made in any province to assist in the hosting of a national dance convention.

The Professional Development deadline of June 15^th had been discussed.  At the conclusion of this lengthy discussion, a motion was made for late applications to be considered by the Board if the budgeted money had not been allocated by the June 15^th deadline.

It was determined that there would probably be  two Board Meetings (one in the winter and one in the summer) before the next Annual General Meeting.  These are teleconference meetings.

The next  Annual General Meeting will probably be set up for October of 2013.  This, too, might be set up as a teleconference meeting.    More exploring needs to be done here to determine the cost to accommodate a greater number of people on a teleconference call.

The CSRDS banner with all of the provincial and territorial flags on it has an error.  The two regions that need to be adjusted are:  Yukon and the Northwest Territories.  Norman was able to obtain replacement flags for those two regions, enough for all the provinces to make the correction.  A demonstration was given for the correction procedure.

The meeting was adjourned at 5:00 p.m. CDT.

This summary was prepared by Lorraine Kozera, CSRDS Secretary.

Canadian Square and Round Dance Society

Annual General Meeting

Friday, July 30th, 2010

Halifax, Nova Scotia

Attendance:  There were fifty-one members in attendance for this meeting.

1.0:  Alan Clays “Called the Meeting to Order at 9:00 a.m. ADT.

Alan was pleased to see so many members in attendance. 

2.0:  Memorial:                                             Doreen Clays

“Each week we attend our regular dance activities and notice that a friendly face is missing, then, we hear the sad news that another dancer has passed on and we know that our circles and squares are getting smaller.  At this convention a great many of us have noticed that somebody very special is not here.  Those of us that have been dancing for a few years will have known May Greenough.  She and her husband Lloyd were the Chaircouple of the very first Convention in 1978 at Edmonton, Alberta.   They had attended every convention together until Lloyd passed away but May carried on and had attended every convention since.  She was even registered to attend this one.  May left us on June the 21^st (2010) at the age of 95 to join Lloyd and the many dancers that have passed on before her.”

Doreen then asked for a ‘Moment of Silence” in remembrance of these dancers.

After the ‘Moment of Silence”, Doreen said the following prayer:

  Take them in your arms Lord

  Guide them through the storm

  Sit with them in sunshine

  And let the wind be warm

  Play our favourite music

  And when you see them smile

  Tell them that we love them

  And they are thought of at this time.

Thanks, Doreen.

3.0:  Acceptance of the Friday, July 30th, 2010 Agenda:

Norman Cox of British Columbia asked to have SOCAN added to the Agenda.

4.0:  Acceptance of the Saturday, September 19^th, 2009 AGM Minutes:

Motion:  Wayne Stretch, Edythe Brown

-  that the 2009 AGM Minutes be accepted as posted.   Carried.

4.1:  Business Arising from the September 19^th, 2009 Minutes:

There was no ‘Business Arising from these Minutes.

5.0:  Treasurer’s Report:                            Roy Church

            Financial Statement:  July 1^st, 2009 to June 30^th, 2010:

Motion:  Roy Church, Bob Ruohoniemi

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

Motion:  Roy Church, Wendell Brown

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

6.0:  Committee Reports:

6.1:  Membership:                                      Gary Geldart

Gary ‘s complete report is attached.    Gary did report that our decrease in membership was only 5.5% whereas in the past it has decreased approximately 10%.  Liability costs have remained the same for a number of years.  The current membership fee structure of $2.00 per dancer or leader and $5.00 per club, association and federation will remain in effect for the calendar years of 2011 and 2012.  Gary recommended that the new Board give the Membership Chair to Quebec’s incoming representative, Mathieu Lapointe, as he is employed in the insurance business.  In closing, Gary THANKED all of his helpers in all of the provinces who have helped him with the collecting of membership fees and distributing the membership cards.

6.2:  Public Relations:                                Marion Knight

Due to health concerns, Marion has not been active in this portfolio for quite some time and did not have a report.  Marion was not in attendance at this convention or meeting.

6.3:  Professional Development:             Chuck Jordan

Chuck was not in attendance at this convention or meeting but did provide some information.  Chuck reported that two bursary applications were accepted.  The applications were received from:        Ken Brenner, North Bay, ON and Wendy Krueger, Abbotsford, BC.    Wendy has since decided not to attend the Caller’s College this year.

In the E-mail, Chuck THANKED everyone for the many years of support and friendship.  Chuck further stated that they would have many pleasant memories of working with the Board members and wish them all well.

6.4:  Honours and Awards:                       Gary Geldart

Full report is attached.  Gary reported that there were two approved awards since the September 2009 AGM.  The Award of Excellence is going to Ron and Donna Baba, Medicine Hat, AB with the presentation taking place in October 2010.  And, a Long Service Award has already been presented to Ken Brownlee and the late Eileen Brownlee, of Unity, SK.  Gary THANKED all those dancers who took the time and effort to gather all the information and submit the prepared nomination papers.

6.5:  Web Site:                                            Marion Knight

In Marion’s absence, Alan announced that Dan Roy would become the Web Master for the CSRDS.

6.6:  Convention Co-ordinator:                Norman Demeule

Full report attached.  Norman congratulated Festival 2010 Committee and volunteers for all the hard work, commitment, and countless hours spent in organizing this great convention.  Halifax has now hosted three conventions.  There has been no bid for 2012.  In 2014, Ottawa will be hosting the convention.  Norman encouraged dancers to register early to support the upcoming convention.

6.7:  By-Laws:                                              Bill Taylor

Bill reported that there were two ‘Notices of Motion’ that will be dealt with later in the Agenda.

6.8:  Directors’ Manual:                             Bob Ruohoniemi

Bob informed the dancers that the web page was fully up-to-date.

6.9:  Historian:                                            Inge Ruohoniemi

Inge informed the dancers that there was nothing to report at this time.

6.10:  Convention 2010:                            Wayne and Dianne Burns

Full report is attached.  Dianne expressed their sincere THANKS to their two Vice Chair Couples:  Bob and Inge Ruohoniemi and Dottie and Gary Welch, for doing such a remarkable job while she and Wayne were away.  As of the time of this meeting, Dianne reported that there were 1,037 dancers and 63 leaders registered.  They have received three grants totaling $8,000.00 and various donations through fundraisers, such as:  cookbook sales, raffle tickets for a hand made quilt, a carved trout mounted and Nova Scotia tartan wreath; plus, the proceeds from two Nova Scotia Square and Round Dance Festivals.  Dianne expressed their concern regarding the decreasing number of dancers.  A way must be found to make our activity more attractive, even if it means that we need to give in a little on tradition.

6.11:  Convention 2012:

At this time, there has been no bid for convention 2012.

6.12:  Convention 2014:                            Wendy VanderMeulen

Wendy reported that the convention would be held at the Westin Hotel located along the Rideau Canal and attached to a shopping mall.  This, too, will be the third convention held in Ottawa.

6.13:  President’s Report:                         Alan Clays

Full report attached.  Alan expressed his THANKS to the New Brunswick dancers for giving them the opportunity to represent them on the national level.  Alan reported that they have served eight years on the CSRDS Board, four of which were as President of the CSRDS.  Alan introduced his/their successors:  Eric and Dianne McCormack.  Alan announced the changes that would be occurring on the Board informing the dancers of the retirees from the provinces of British Columbia, Quebec, New Brunswick and the Web Master.  Alan congratulated the Halifax convention committee and volunteers ‘who have worked so hard to make the Halifax Convention  the success that we know it will be’.

6.14:  Nomination Committee:                  Roy Church

Roy expressed appreciation to the retiring Board members from BC, NB and QC and the Web Master.  Roy stated that the names of the nominees were listed by province and asked if there were any further nominations.

Motion:  Roy Church, Inge Ruohoniemi

-  that the Nominating Committee’s Report be accepted.             Carried.

6.15:  Federation Reports:                                                                                                             Alan stated that the reports were in the AGM booklet and the members could read these reports at their leisure.

6.16:  Acceptance of all the reports:

Motion:  Gary Geldart, Erwin Roulauer

-  that all the reports be accepted as presented.                      Carried.

7.0:  New Business:

7.1:  Proposal Presentation by:  Betty and George Langtry, Fraser Valley SRDA

Betty stated that they have researched and found that only British Columbia has teen dancers which come mainly from the lower mainland.  They have approximately 65 teen dancers.  Some of these teen dancers have difficulty raising money to pay their fees and purchase their outfits. 

Motion:  Betty Langtry, Bonnie Taylor

-  that the Canadian Society relinquish collecting fees from teen dancers 19 and under.

Amendment:  Bob Ruohoniemi, Peter Graham

-  that the square dance federations, associations, and clubs with teen dancers under the age of 19 years submit their request for Society membership funding to the CSRDS Public Relations Committee who are authorized to cover that expense.  Carried,

Reason:  The control process for membership would continue exactly as it is now.

7.2.1:  Notice of Motion:    Bill Taylor, Bonnie Taylor

-  that the following motion (passed September 18^th, 2008) be rescinded: -  that the Directors 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 funds).

Bill explained that this motion requires  a two-thirds support for acceptance.

The vote count was as follows:  Yes:  20                No:  18            Abstain:  1

As there was no two-thirds support for the motion, the original motion stands.

7.2.2:  Notice of Motion:  Bill Taylor, Bonnie Taylor

-  that we add to our By-Laws, line 9.3a under General, Special or Regional Meetings -  in any year that no National Convention is being held, teleconference meetings will be acceptable to the general membership.

Reason:  To reduce costs of holding our Annual General Meeting when no National Convention is being held.

The motion was Carried Unanimously.

7.3:  Budget for 2010 – 2011:                    Roy Church

Roy asked if there were any questions regarding the prepared budget.

Motion:  Roy Church, Bob Ruohoniemi

-  that the Budget for 2010 – 2011 be accepted as presented.     Carried.

7.4:  Appointment of the Auditor for 2011 and 2012:             Roy Church

Motion:  Roy Church, Wayne Stretch

-  that Mr. G. Gosse of Newfoundland/Labrador be accepted as the CSRDS Auditor for 2011 and 2012.               Carried.

7.5:  SOCAN:                                               Norman Cox

Norm provided the meeting with information regarding the SOCAN licenses

“For the square and round dance world in Canada, two licenses are required in order for us to use music at our dances.

FIRST, for our regular club dances, we need a Tariff 19 license.  This is best obtained by the caller or cuer at an annual cost of $64.00 plus Tax.  This was negotiated by the CWDIA and SOCAN in 2003.  If your caller or cuer is unwilling to get this license, then the club itself should do so using the SOCAN formula and this will be more expensive.

SECOND, for special dances – as defined in the CWDIA/SOCAN agreement – a Tariff 8 License is required.  To make everything very easy, SOCAN  has appointed two representatives to take care of all Canada’s Square and Round Dance SOCAN business.  Contact either one directly – Toll Free from anywhere in Canada – so they can answer any questions you may have and also create a SOCAN ACCOUNT for your organization (club, association, federation, society) and they will E-mail you directly the necessary application(s) and form(s) and all relevant information.

They are:  Michael van Adrichem and Jonathan Moreau.

Michael is available Monday through Thursday from 8:00 a.m. to 5:30 p.m. (PST)      1-866-944-6210 ext. 1611               vanadrichemm@socan.ca

Jonathan is available 8:30 a.m. to 6:00 p.m.  (EST) 1-866-944-6210  ext. 1605        moreauj@socan.ca”

Try to encourage the Hall manager(s) to obtain the SOCAN license.  This is the cheaper route to follow (if at all possible).

8.0:  Announcements:

8.1:  Detroit Convention:  The representatives were not present to make an announcement regarding the U. S. National Convention which will be held in Detroit.

8.2:  Post AGM Board of Directors’ Meeting Time and Location:

The Post AGM is scheduled for Saturday, July 31^st, 2010 at 10:00 a.m. starting with the “attrition clause”.   There will be a pre-meeting at 9:30 a.m. to take in some information regarding the ‘attrition clause’.

9.0:  Motion to ratify all acts, proceedings, appointments, etc. made by the  Board of Directors since that last AGM September 19^th, 2009:      Bill Taylor

Motion:  Bill Taylor, Wendell Brown

-  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 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.

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

Bonnie thanked the Nova Scotia Federation and dancers for hosting the 17^th Canadian National Convention.  All committees and volunteers have worked hard on our behalf.  The “attendance of the dancers and leaders at this convention, shows that you have an interest in our family, the CSRDS”  Thank you, Nova Scotia.

We look forward to seeing you in Ottawa, Ontario in 2014.

Bob Ruohoniemi also, thanked both the festival committee and the attendees for their participation in this convention.  Bob invited the members to check the International Room where the dancers from various parts of the world can meet to get to know one another.

The CSRDS Luncheon will be served at twelve noon at the Elephant and Castle Restaurant which is just across the Grande Parade near the CIBC bank.

11.0:  Adjournment:

Motion:  Barb MacDonald moved that this meeting be adjourned.

Adjournment occurred at 10:10 a.m. ADT.

Alan thanked everyone for attending.  “This is the biggest attendance for an AGM although it is the smallest attendance to a national convention..

These Minutes were prepared by Lorraine Kozera, CSRDS Secretary.

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 6^th, 2007 AGM Minutes:

Motion:  Bill Taylor, Peter Graham

-  that the October 7^th, 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 12^th, 2008 they had a net registration of 1711; today, July 18^th 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

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 19^th, 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 6^th, 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 6^th, 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.