BORDER BOOSTER SQUARE & ROUND DANCE ASSOCIATION … · 2017-11-24 · BORDER BOOSTER SQUARE & ROUND DANCE ASSOCIATION ANNUAL GENERAL MEETING August 20, 2016, 10:00am Arthur Seguin

BORDER BOOSTER SQUARE & ROUND DANCE ASSOCIATION ANNUAL GENERAL MEETING

August 20, 2016, 10:00am Arthur Seguin Chalet (Legion)

365 St. Louis Ave., Pointe Claire

AGENDA

1. Welcome/Bienvenue

Note: this was the second meeting. The first did not have quorum so it was rescheduled.

Erwin took the chair because the President was unavailable

2. Message from the president

No message, the president was not available

3. Presentation of Clubs

10 clubs and 25 members were present, we had quorum. See attachment “list of voting ….”

4. Additions to Agenda – approve Agenda

New Business E: Canada 150 discussion – Peter Grondin

Agenda as modified was accepted – Theresa MacInnis, Bill Scott - Carried

5. Amendment of Constitution (if any) Madeleine Witthoeft made the motion at the directors meeting of 2016-01-16 “to change the date of the Spring Dance so that it can be held in May of each year the date at the discretion of the dance director”. Seconded by Theresa MacInnis – carried.

This now needs to be ratified or rejected at this AGM The original motion made at the directors meeting was rejected by the AGM

Madeleine made a new motion “That the spring dance be held in the last weekend in April” - The change in date was to not conflict with Mother’s Day and the EOSARDA Spring Fling. Madeleine Witthoeft, Rachelle Cournoyer - Carried

6. Correction/Approve minutes of last AGM (August 15, 2015)

No corrections, Minutes were accepted – Bob Plamondon, Denis Lemay – carried

7. Reports:

a. CSRDS Report – see attachment for details - Regina convention had 875 attendees (10 from Quebec) - 2018 convention is scheduled for 2018 - CSRDS has a new website and Facebook page - New Class dancer’s names should be given to Peter as soon as they register - send your membership list to Peter as soon as possible. - Peter needs someone in each club to fill in the membership spreadsheet he will send. Please notify peter with the email address of the person to send this spreadsheet to.

b. Disbursement Committee Report All programs were rescinded. 3 programs were proposed – see the attachment for details of the 3 programs. Each program was voted on separately. All 3 programs as specified by the disbursement committee were accepted.

c. Motion to continue Convention 2006 Disbursement Program through 2016/2017 Madeleine Witthoeft, Bob Plamondon – Carried

d. Dance Director’s Report – see attached reports The fall 2015 dance was successful. the spring 2016 dance had a loss of $3.50. Madeleine Witthoeft made the motion to cancel the spring dance permanently” motion was rejected

e. MACA report Bert Lajoie made the MACA report - the workshops for callers were not successful - MACA will try again this season

f. Publicity Report – see attached report - publicity will be sent to everybody on the consolidated list

- the ABC dances were unsuccessful. The power of the dance meetup group was overestimated.

- our meetup group has almost 390 members. The cost is $240.00 per year which is shared by Contra Montreal

- the open dances were not successful

- wheresthedance.com needs club input - there are 350 Facebook followers - Peter suggested that each club have its own Facebook page which is linked to DanceCarée/Montreal/SquareDance - Rachelle is hoping that the photo video release form attached be modified as per your club and used at dances and made the motion that “Photo video release form be adopted by BBSRDA for use by all clubs” Rachelle Cournoyer, Louise Bournier - Carried

g. Webmaster’s Report – see attached report - André removed closed clubs from web site - Payed fees for web site - please send your fliers

h. Badge Director’s Report – see attached report - 2 automobile badges given out - Rosemère squares is not a “must be visited” club for travel badges

i. Good & Welfare Report no report

j. Bursary Committee Report (no committee this time) Convention 2006 Disbursement Committee said there are no bursary’s this time. Callers should try CSRDS or MACA. Cuers should try CSRDS.

k. Perpetual Calendar Report – see attached report - PC has been updated to the end of August 2017 - if a protected date is to be permanently changed contact the PC director

l. Workshop Program (monthly basic/mainstream/plus workshops) report - See publicity report

m. Open Dance Program (abc format) report - see publicity report

8. Treasurer’s Report and

Approval of financial statements and adoption of budget for coming year – see attached report

- our finances are still OK so there is no need to increase fees in the coming years

- our income is decreasing because clubs are folding

Bob Plamondon made the motion “to accept Gary Geldart as auditor”

Bob Plamondon, Madeleine Witthoeft – Carried

Motion to accept the Treasurer’s report

Rachelle Cournoyer, Dave Hammock – Carried

9. Election/Appointment of Directors

16 directors were appointed. See the first Directors report for a list of the directors and their duties.

10. Changes to By-Laws (if any) - No changes

11. BUSINESS ARISING

a. A SHORT DESCRIPTION OF THE BBSRDA DIRECTORS MEETINGS Meeting 1 – 2015/08/15 - Duties assigned and directors meetings scheduled Meeting 2 – 2015/11/21 - Choose dates for following meetings - Rosemère is still a regular club but does not need to be visited for traveler badges this season - another website “Where’s the dance” was mentioned. Peter suggested clubs publicize dances on that also. - Peter/Rachelle provided a sample video release form that could be used for BBSRDA purposes - Workshop committee cancelled November and December dances. Ruth scheduled a workshop dance with Don Moger for Dec 12. - Three directors were appointed from the floor. - Erwin became Grad package director. Des became Good and welfare director. - Spring Dance was scheduled for May 14. - A special meeting to discuss workshop programs was scheduled for May 7 Meeting 3 – 2016/01/16 - Madeleine made motion to change date of spring dance in the constitution. It was carried and needs to be ratified or rejected at this AGM. - A joint Contra/BBSRDA square dance workshop was scheduled with a budget of$200.00 - a motion was made that dances would only be publicised by publicity director for clubs that provided email addresses for at least 50% of their members. - Erwin said he would contact MATV to see about publicising square dancing. (unfortunately I never got around to it). Special meeting 2016/05/07 - 8 workshops were given. Attendance was poor. It showed that experienced callers were need for workshops. The workshops were not meant to be caller training, but dancer training. - open dance program was discussed. 23 came to first, 8 to second, 10 for third.

Motion to accept activities of Directors meetings of 2015-2016 dance season

Erwin Rollauer, Barry Stansfield - carried

b. Someone to look into contacting MATV to see if we could be publicized there. nobody volunteered. It will have to be taken up at a directors meeting.

c. Erwin has made changes to constitution as per AGM 2015/08/15 and sent it to André

12. NEW BUSINESS

a. CSRDS dues – How much? And when due? $3.00 per person, $5.00 per club.

b. BBSRDA dues – How much? And when? $35.00 are due now.

c. Nomination of Auditor – see treasurers report

d. Brief discussion on Canada 150 – see attached proposal Peter Grondin talked about the possibility of grants from the Canada 150 program. - Peter would like to see a “Founding People’s Dance” Nobody seemed interested. Rachelle made the motion that “A committee be struck to devise a project and apply for funding to promote square dancing to the public at large as part of Canada’s 150 celebration” Rachelle Cournoyer, Peter Grondin – Motion was rejected

13. Other

a. Next AGM: September 23, 2017 b. Next Directors’ Meeting – immediately after AGM

14. Adjournment

Bob Plamondon

CSRDS Directors Report

We attended Festival 2016 and the AGM in Regina. There were 4 dancers from Montreal and a total of 10 dancers from Quebec. The total attendance was 875. which was the limit of the convention center's capacity. The Festival was a financial success. It included Square, Contra, and Clogging.

The next festival and AGM will be in London Ontario July to 2018.

A new CSRDS website is in the making, a national Facebook page will be set up, as well as a Pinterest account that will share promotional ideas.

The membership fees for CSRDS will remain at $3 for individuals, and $5 for clubs for the 2017 calendar year.

New dancers starting on or after Sept 01 will be covered by our insurance for the balance of the 2016 year once they are added to the Quebec membership roster, so submit their names as soon as you have them. They are covered without charge for the balance of 2016, but their fee must be paid for the 2017 year.

Dancers under 20 on Dec 31 2017 will be covered for free.

New dancers who start any time in 2017 are covered as soon as their $3 fee is paid to CSRDS, and theirnames are added to our membership roster.

As was done last year, I will not be printing membership cards unless a request is received.

This year, please send me your membership information as soon as you have it. I will then reconcile thelists to ensure that there are no duplicate memberships. I will then send out �invoices� for the fees to bepaid. Hopefully, this will reduce the number of cheques that need to be issued.

As a reminder to all clubs, the club, and it's directors or executive, are only protected by our insurance for claims made against insured persons, so please insure that all of your members are insured.

As my square dance workload is becoming overwhelming, it would greatly assist me if each of the clubs could find a member who can update the membership roster using the spreadsheets that I will be sending out. Please gather the email addresses for all of your members, and include them on the spreadsheets to facilitate communications from BBS&RDA to our membership.

A.G.M.

AUGUST 20TH, 2016

We have 2 Dance Reports to discuss which were held during the past 12 months from August 2015 to August 2016.

The Fall Dance was fairly successful financially with a net profit of $306.75 with an attendance of 82 dancers. (65 paying guests) (27 more than the Spring Dance)

The Spring Dance was not very rewarding financially with a loss of $-3.50 with an attendance of 69 dancers and only 38 paying guests, compared to the Fall Dance with 65 paying guests. We also had a top Caller, Don Moger who I presumed would have brought in more dancers.

One of the reasons was the late date of the Spring Dance. We usually have it on the first Saturday or Sunday of May (which by) which by the way is the week end written in our Constitution , but it seems that the Directors of BBS RDA Association do not care to take action that our week end has been taken over by an Ontario border association.

May 14th was too late in the season to hold our Spring dance as most of the area Clubs closed for the summer at the end of April. The 2nd week end is always Mother’s Day week end. So what is the intention of BBS RDA to settle the problem.

There was always an agreement between EOSARDA and BBS RDA that we would have the first week end in May and they had the last week end in April. What ever happened to this agreement?

Is it time to cut 1 dance and have only the Fall Dance? Perhaps we should have a vote on this item.

The Fall Dance is scheduled for October 23rd, 2016 from 2:00pm to 5:pm

I wish to thank our BBS RDA Directors for all their support and especially my team, Sandra, Cynthia and Dave, who are always ready and willing to give help and support.

This will be my last year as Dance Director.

Madeleine- Dance Director

Spring Jamboree2016

Category Description Actual Last Year Difference

INCOME

Pot of Gold $71.00 $91.00 $-20.00

Raffle $73.00 $93.00 $-20.00

Door Sales $304.00 $439.00 $-135.00

TOTAL Income $448.00 $623.00 $-175.00

EXPENSES

Callers $325.00 $225.00 $100.00

Hall Rental $50.00 $60.00 $-10.00

Raffle $58.00 $57.00 $1.00

Refreshments $18.50 $9.00 $9.50

TOTAL Expense $451.50 $351.00 $100.50

Net Income $-3.50 $272.00 $-275.50

Publicity Report

An evaluation of the publicity committee depends on it's performance in essentially two areas, Supplementing the clubs efforts at promotion of special dances, and attracting new dancers to square dancing.

Considering our declining membership, my impression is that all of the clubs have had fairly good attendance at special dances over the past year. Some feedback from the clubs would be useful in evaluating whether our promotion is effective or whether changes could be made.

Regarding attracting new dancers, we are failing miserably. Changes need to be made.

Special Dance Promotion

We have, on a regular basis, been sending out emails promoting the clubs special dances. We hope that this has resulted in better attendance at these dances.

Where the clubs, and BBS&RDA dances conflict, or nearly conflict, we have been using the following rules to establish whether to promote the dances.

- If a club or BBS&RDA dance is being held on a Protected Date, it is the only dance that will be promoted.

- If a dance is being held on the day before or after a Protected Date Club dance, it is promoted.

- The BBS&RDA Protected Dates are Weekend Reserved, and no other dances will be promoted.

- If a dance that is usually held on a Protected Date, is being held on another day, it is not treated as �Protected�.

- All dances, not held on protected dates are promoted, even if they conflict with each other.

- The Open or ABC Dances are considered to be targeted at a completely different audience. They are dances for the �General Public�, who would not qualify for attendance at any of the club or BBS&RDA dances. They will therefore be scheduled and promoted independently of the Perpetual Calendar. The predictability of �Every Second Saturday� is considered to be important in promotion of these dances, as is coordination with potentially competing activities for the dancers we are tryingto attract.

We welcome discussion and feedback regarding these promotion guidelines.

Facebook

We now have 358 followers on our Facebook page: Danse carree Montreal Square Dance. The majority of our followers are from the Montreal area, and we are also followed by other square dance clubs and associations across North America. We post pictures and articles on a regular basis, because in order to keep up the interest, we need to post at least once or twice a week. Last fall we ran Facebook ads over a two month period in order to attract page likes from the Montreal area. This was successful, but due to changes in Facebook's advertizing policies, the cost per likes has increased, and is no longer as advantageous as it was. Cross posting to other Facebook pages is free, and a good means of getting the word out.

Where we are failing with regards to Facebook, is in diverting traffic to member club Facebook pages. What we need is for each club to have their own Facebook page, and for them to post their information,photos and videos to their pages first, and then to Danse Carree Montreal Square Dance. Each club should aim at showing what a great club they are and the fun they have so as to convince those people looking at their pages that it would be worth their while to join their clubs. If all clubs did this, it

would result in a better picture of the square dancing community in Montreal. Posts could be shared between followers, and an idea of the progression of the dancing that takes place from the beginner clubs to the advanced clubs given. To this end, we encourage the advanced clubs to set up their Facebook page, and to cross-post their entries to Dance Carree Montreal Square Dancing so that followers our our general page also have the opportunity of following their clubs.

Where Facebook works best is in networking, cross-posting to other pages, and taking advantage of every free opportunity Facebook offers.. Individuals who have Facebook accounts promote square dancing to their friends by sharing square dance posts. We recognize that our older members may not feel comfortable with new media, but if we wish to attract younger members, it is important the club ensure an active Facebook presence.

Releases

We have worked on preparing a release for the use of BBSRDA and its member clubs where dancers grant the right to use their image in videos and photos that are posted to new media pages. We would like to propose that this release be formally adopted by BBSRDA and made available to member clubs for their use. The ideal would be for members to give clearance to BBSRDA so that if dancers from other clubs take pictures at club events that these are cleared and free for posting for promotion and publicity purposes.

The E-Mail List

The BBS&RDA email list is intended to make the communication from BBS&RDA Executive, and Publicity as efficient as possible. Rather than relying on each club to assign a person responsible for email forwarding to their members, it allows us to send important messages from BBS&RDA, directly to the dancers. It enhances our ability to promote of all of the clubs special dances, and to ensure that all dancers receive important information from BBS&RDA.

We currently have the email addresses for about 50% of the dancers in BBS&RDA. Some clubs have not provided the email addresses for any of their members, some clubs have submitted partial lists, and some clubs have submitted the email addresses for essentially all of their members.

Meetups

We currently have 370 members in the Meetup group. The membership is growing at a steady rate of 25 - 30 members per month. These are people who have self-identified as having some interest in finding out about square dancing. We have not so far been able to get many of them to participate in dances. Any ideas or assistance at engaing them would be useful. Perhaps some of them will show up for the fall season.

Our meetup group costs $240 per year at current exchange rates. We are presently sharing our site,withContra Montreal who pay 1/3 of the cost.

Open Dance Program

The objective of the open dance program is to allow the public the opportunity to experience the fun of square dancing on an occasional basis without the commitment to classes, and thereby increase the profile of square dancing in the community.

We have had 4 dances. The attendance has been poor.

Dance 1: Jointly sponsored by BBS&RDA ,and Contra-Montreal � 23 dancers

Dance 2 - 8 dancers

Dance 3 - 10 dancers

Dance 4 - 7 angels 0 new dancers. This dance fell on a night where there was a competing Montreal street festival in the neigbourhood. The closure of Saint Laurent made access to the Friendship center difficult and it was even more difficult to find parking.

If we are to continue, we need to evaluate whether our downtown location is the best for attracting new dancers.

We have discovered that we need experienced callers for this project who are able to adjust quickly to the younger crowd on the dance floor. They learn quickly and have high energy, and if we are to build a following, we need the callers that will fire them up with enthusiasm. Our new callers did not have the experience to pull this off. We believe in forming new callers and call upon the BBS&RDA to follow-up on its grants to caller school by giving new callers ample opportunity to practice and developtheir skills within a context of supportive but experienced dancers keen on ensuring a future for square dancing in Montreal.

The promotion of the dances has relied almost entirely upon the announcement of the dances on Meetup.com. This is obviously inadequate. A greater investment in publicity will be required.

I would like to continue the program for another year, but I need help, and new ideas to make the changes to the dance program and the promotion more effective.

With Canada's 150th Anniversary coming up in 2017, there is an opportunity to apply for grants up to $50,000 to organize community celebrations. Putting a square dance project aimed at the general public into place and applying for such a grant could give us the funds we need to do some major square dancing events. This we should do as BBSRDA, and I would like to propose that a committee be set up to work upon such a project and proposal.

WheresTheDance.com web site:

Last fall I took it upon myself to enter the complete dance schedules for each of the BBS&RDA clubs onto the wheresthedance.com web site. As a result, all of our clubs have �Charter Member� status, meaning that entry of your schedule information will remain free as long as you continue to enter your schedules on the site before Dec 31 each year. Entry of the schedule information is very efficient, taking 10 to 20 minutes for most clubs. Please have someone from your club assigned the task of entering your schedule information.

If we all enter our complete schedule information, the web site can become the Go-To place for all of us to see what dances are coming up in the region. This encourages visiting, and attendance at specials which benefits all of us. I encourage everyone to become familiar with the site and all of its features.

To sum up:

1. We would like to propose that the Release form be adopted by BBSRDA for use by all of its clubs.

2. We would like to propose that a committee be struck to devise a project and apply for funding to promote square dancing to the public at large as part of Canada's 150 Anniversary celebrations.

Webmaster Report for the September 17th 2016 Annual General Meeting

- References to Single Wheel and Fiddle and Bow clubs have been removed following their closure.

- Domain squaredance.qc.ca registration has been renewed on May 21 and borderboosters.qc.ca on August 19. The fee is $16.80 each for a total of $33.60. The invoices have been submitted to the treasurer and paid.

If you haven’t already done so, please send in your flyers and schedules for the upcoming year; I still have a few to receive. Also please encourage all your dancers to visit the site regularly in order to keep informed.

André Paré

Webmaster, BBS&RDA

Badge Director Report For the September 17th 2016 Annual General Meeting

These are the actions taken since the 2015 AGM:

- Rosemère Squares has been removed from the “must be visited” clubs for the Automobile badge.

- Two Travel Badges were awarded on May 14th at the Allan Marjerison Spring Jamboree.

André Paré

Badge Director, BBS&RDA

BBS & RDAConsolidated Statement of Revenues & Expenses

for the year ended August 2016

REVENUE 2015/2016 2014/2015

Current Operations $828 $1,128

Convention 2006 ($238) $353

TOTAL REVENUE $590 $1,481

EXPENSE

Current Operations $462 $426

Convention 2006 $2,442 $3,619

TOTAL EXPENSE $2,904 $4,045

INCREASE (DECREASE) - REVENUES YEAR OVER YEAR ($2,314) ($2,564)

BORDER BOOSTERS SQUARE & ROUND DANCEASSOCIATION - CURRENT OPERATIONS 2015-2016

Updated Balance Sheet

ASSETS 2016 2015

Cash on hand $6,968 $6,602

Total Assets - BBS&RDA $6,968 $6,602

Increase (decrease) year-to-year $366 $702

Schedule A

Revenue Expense Difference

Fall Fest $702 $395 $307

Spring Jamboree $448 $452 ($4)

Schedule BCLUB DUES

CLUB AMOUNT

A La Ronde $35

Brome Squares $35

Charmin’ Promenaders $35

Circles & Squares $35

Acey Deuceys $35

Fiddle & Bow $35

LJ Squares $35

Maple Country Swingers $35

Northern Lights $35

Rosemere Squares $35

Purple Slippers $35

Seaway Swingers $35

Shall We Dance $35

Swinging B’s $35

Swinging Stars $35

TOTAL $525

BBS & RDA - CURRENT OPERATIONSStatement of Revenues & Expenses

for the year ended August, 2016

REVENUES 2015/2016 2014/2015

Club Dues (See Schedule B) $525 $560

Fall Fest (see Schedule A) $307 $296

Spring Jamboree (see Schedule A) ($4) $272

TOTAL REVENUE - CURRENT OPERATIONS $828 $1,128

EXPENSE

Badges $0 $0

Bank Charges $47 $113

CSRDS Dues $5 $5

Good & Welfare $0 $0

Government Certification $34 $34

Grad Booklets $0 $81

Hall Rental $180 $60

Photocopies $38 $51

Postage $0 $20

Social $65 $48

Publicity $76 $0

Web Maintenance $17 $14

TOTAL EXPENSE $462 $426

INCREASE (DECREASE) - REVENUES YEAR OVER YEAR -BBS&RDA

$366 $702

BORDER BOOSTERS SQUARE & ROUND DANCEASSOCIATION - CONVENTION 2006

(for the year ended August 2016)

Balance Sheet

ASSETS 2016 2015

Cash $10,880 $13,664

Term Deposits $17,739 $17,635

Total Assets - Convention 2006 $28,619 $31,299

Increase (decrease) year-to-year ($2,680) ($3,266)

BBS & RDA - CONVENTION 2006Statement of Revenues & Expenses

for the year ended August 2016

REVENUES 2015/2016 2014/2015

Bank Interest $104 $542

Workshop Program (See Schedule G) ($342) $0

TOTAL REVENUE ($238) $542

EXPENSE

Bank Charges $2 $58

Beginners’ Teaching Program (See Schedule F) $300 $300

Caller Bursaries $0 $0

Club Publicity Program (See Schedule D) $644 $1,411

Graduates’ Program (See Schedule E) $1,050 $1,850

Mainstream Handbooks $0 $0

Open Dance Program (See Schedule H) $247

Regional Publicity Program $199 $0

TOTAL EXPENSE $2,442 $3,619

INCREASE (DECREASE) - REVENUES YEAR OVER YEAR - CONVENTION 2006 ($2,680) ($3,077)

Schedule DClub Publicity Program

Amount


Seaway Swingers $44

Swinging B’s $200

Swinging Stars $200

TOTAL $644

Schedule EGraduates’ Program


Seaway Swingers $150

Swinging B’s $300

Swinging Stars $350

TOTAL $1,050

Schedule FBeginners’ Teaching Program

Swinging B’s $300

TOTAL $300

Schedule GWorkshop Program

INCOME EXPENSE NET

$626 $968 ($342)

Schedule HOpen Dance Program

INCOME EXPENSE NET

$442 $689 ($247)

Photo and Video Release

Dear Dancers, Circles and Squares will be taking photos and videos during our activities. We request your permission to allow Circles and Squares to use this material in whole or in part for promotional purposes such as brochures, magazines, newspapers, television, Internet and in all media now known or hereafter existing. All the materials shall remain the exclusive property of Circles and Squares. You further agree that you will make no monetary claim against Circles and Squares for the use of any Circles and Squares photographs and videos which contain your likeness.

If you refuse your consent, we shall crop photos so as to eliminate you, blurr your image, or indicate an area on the dance floor where you may dance out of range of the camera.

Dated September 25, 2015

___ I give my consent ___ I refuse to allow the use of my image

Print name Signature



We request your permission to allow Circles and Squares to use this material in whole or in part for promotional purposes such as brochures, magazines, newspapers, television, Internet and in all media now known or hereafter existing. All the materials shall remain the exclusive property of Circles and Squares. You further agree that you will make no monetary claim against Circles and Squares for the use of any Circles and Squares photographs and videos which contain your likeness.













______________________________________________________________________________








Print name Signature_


Print name Signature_
































Documents

BORDER BOOSTER SQUARE & ROUND DANCE ASSOCIATION … · 2017-11-24 · BORDER BOOSTER SQUARE & ROUND DANCE ASSOCIATION ANNUAL GENERAL MEETING August 20, 2016, 10:00am Arthur Seguin