2. Message from the president no message

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1 BORDER BOOSTER SQUARE & ROUND DANCE ASSOCIATION Rescheduled ANNUAL GENERAL MEETING Oct 28, :30pm Church of the Resurrection 99 Mount Pleasant Ave. Pointe-Claire, H9R 2T7 1. Welcome/Bienvenue Meeting started at 5:30pm 2. Message from the president no message 3. Presentation of Clubs in attendance Clubs present: Brome Squares (4) Circles and Squares (4) LJ Squares (2) Maple Country (2) Montreal Acey Deucey (3) Rosemère Squares (1) Seaway Swingers (3) Shall We Dance (1) Swinging B s (2) Swinging Stars (10) Northern Lights (1) 4. Additions to Agenda approve Agenda No additions, accepted (Mathieu Lapointe, Ruth Cunningham) 5. Amendment of Constitution (if any) No amendments 6. Correction/Approve minutes of last AGM (Sept 17, 2016) 3 rd line Page 1: change date from August 28 to Sept 17 Section 7 Reports, 4th line CSRDS report: change CSRDS has a to CSRDS is planning a Accepted with corrections (Peter Grondin, Mathieu Lapointe) 7. Treasurer s Report and Approval of financial statements and adoption of budget for coming year Stephanie Charters briefly walked through the report (that had been distributed in advance) touching on highlights. Accepted (Stephanie Charters, Erwin Rollauer) 8. Reports: a. CSRDS report Peter Grondin presented the report (distributed in advance) see attached b. Dance Director s Report Madeleine Witthoeft presented her report see attached c. MACA report David Hammock presented his report see attached some discussion occurred around MACA s recommendation for BBSRDA to help MACA in supporting a caller Clinic see more discussion and results in Disbursement Committee report d. Publicity Report Peter Grondin presented the publicity report (distributed in advance) see attached Peter Grondin made the motion that the Caller Lab Marketing Report be accepted by BBSRDA (Peter Grondin, Madeleine Witthoeft) - accepted Erwin Rollauer touched on one part of the report (the forming of a special demo group) and suggested that it be brought up as a separate topic at a directors meeting. e. Webmaster s Report the report was distributed in advance see attached f. Badge Director s Report the report was distributed in advance see attached g. Good & Welfare Report Réal Ayotte mentioned one person died Erwin Rollauer mentioned that good events should also be brought to Réal s attention

2 Larry Ingold mentioned that Brome has a member who will be 100 in September 2018 a special notice will be done at the 2018 BBSRDA fall dance h. Bursary Committee Report No report the committee had not been formed because there were other methods for caller bursaries i. Perpetual Calendar Report the report was distributed in advance see attached j. Disbursement Committee Report Motion to accept recommendations from Convention 2006 Disbursement Committee accepted Motion to continue Convention 2006 Disbursement Program through 2017/2018 accepted 1) BBSRDA Regional publicity (see attached) (Erwin Rollauer, Mathieu Lapointe) accepted 2) Club publicity (see attached) (Teresa Mac Innes, Peter Grondin) accepted 3) Graduate program (see attached) (Claude Richard, Ruth Cunningham) accepted 4) BBSRDA Bursary (see attached) (Erwin Rollauer, Ruth Cunningham) accepted See attached MACA report and Disbursement Report for more information on the following proposals. MACA 1) BBSRDA approve, in principal an expenditure of $600.00, for caller school to be held by Don Moger in June 2018 there was some discussion, Mathieu Lapointe mentioned it was being proposed for the same time as Maple Country s protected weekend (Dave Hammock, Ken Chisholm) accepted with 4 opposed and 1 abstention MACA 2) BBSRDA approve, in principal, an expenditure of $ for the caller s clinic, to be held by Jeff Priest, Dec 9, 2017 (Dave Hammock, Claude Richard) accepted with 2 opposed and 1 abstention 9. Election/Appointment of Directors The following directors were accepted from the list provided ahead of time to the secretary as well as volunteered from the floor (*) Brome Squares: Yvon Provost Circles and Squares: Peter Grondin (*), Paul Forget(*), Claire Fearnley(*), Cosmo Sciannamblo(*) (Bob Plamondon and Rachelle Cournoyer when they attend the next directors meeting) LJ Squares: Stephanie Charters Maple Country: Mathieu Lapointe Montreal Acey Deucy: Des Cunningham, Ruth Cunningham (*), Erwin Rollauer Rosemère Squares: Réal Ayotte(*) Seaway Swingers: Denis Lemay, (André Paré and Barry Stansfield when they attend the directors meeting) Swinging B s: Teresa Mac Innes(*), Linda Lauzon(*) Swinging Stars: Claude Richard (*) 15 as of this meeting with a potential 4 more 10. Changes to By-Laws (if any) no changes 11. BUSINESS ARISING a. See attached Short description of what was done at Directors Meetings - Motion to accept activities of Directors meetings of dance season Mathieu Lapointe, Peter Grondin - accepted b. c. 12. NEW BUSINESS a. CSRDS dues Due Dec 1, 2018, $5.00 per club, $3.00 per member NOTE: Peter has sent out a spread sheet with instructions which needs to be filled in NOTE: if a dancer is a member of more than 1 club only one club needs to pay the $3.00 b. BBSRDA dues due October 1, 2018, $35.00 per club please make sure the cheque has been sent to Bob Plamondon c. Nomination of Auditor Erwin proposed Garry Geldart (if he accepts) (Erwin Rollauer, Teresa Mac Innes) accepted 13. Other

3 a. Next AGM: Sept??, 2018 to be determined at the next Directors meeting b. Next Directors Meeting -All accepted directors are to Stephanie Charters with their proposed duties listed actual duties will be discussed and assigned at the next meeting -All directors are to the secretary with their current information -Stephanie will directors with the proposed next directors meeting 14. Adjournment meeting adjourned at 6:35 (Claude Richard) A SHORT DESCRIPTION OF THE BBSRDA DIRECTORS MEETINGS Meeting /09/17 - Duties assigned and directors meetings scheduled Meeting /01/14 - Choose dates for following meetings - scheduled date of BBSRDA spring dance - scheduled data f BBSRDA fall dance -scheduled remaining two meetings - heard director s reports - accepted 2 directors from the floor. - Disbursement discussions delayed to next meeting Meeting /05/13 - another director accepted from the floor - scheduled time of fall dance - scheduled time and date of spring dance - reviewed traveller s badge requirements regarding Rosemere Squares. - some disbursement discussions a proposal was to be given at this AGM.

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22 Webmaster Report For the September 23 rd, 2017 AGM The web site has been revamped to give it a fresh new look, while trying to keep it easy to browse. The transfer was made on August 4 th, 2017 and went smoothly. I have not received any complaint yet. Please dont forget to send in your flyers and updates in order to keep our dancers community informed. Respectfully submitted, André Paré Webmaster, BBS&RDA

23 Badge Director Report For the September 23 rd 2017 AGM Since the 2016 AGM: - Two Ambassador Travel badges were awarded on the October 23 rd 2016 Fall Fest. - Two Century Travel badges were awarded on the April 29 th 2017 Allan Marjerison Spring Jamboree. André Paré Badge Director, BBS&RDA

24 Perpetual Calendar Report 23 September 2017 Barry Stansfield The Perpetual Calendar has been updated to the end of August For the fall (2017) and spring (2018) sessions, some of the dates have been adjusted to accommodate requests, or to avoid conflicts (for example Melting Snow is now scheduled for March 10 to synchronize with the Maple Sugar Festival on March 2,3). The date of the Spring (Alan Marjerison) Jamboree is now the last weekend in April, to avoid conflict with Swing Into Spring. The Camp and Dance of the Maple Country Swingers is set for the 1 st weekend in June. I am including all the graduations even if they fall on club nights. Note that some of the protected dates have been modified, as shown below, so please inform me of any addition, change or corrections as soon as possible. The protected dates can be modified at the club s request (e.g. Kick-Off for Swinging Stars). For the moment, I have not included any dances for Rosemere Squares on the PC. Present protected dates BBSRDA Fall Festival 4 th weekend in October Spring Jamboree last weekend in April Circles and Squares Falling Leaves 3 rd Saturday in October Spring Fest 4 th Saturday in March Maple Country Swingers Camp and Dance 1 st weekend in June Rosemere Squares Ste. Catherine 4 th Sunday in November Groundhog 1 st Sunday in February Seaway Swingers Guy Fawkes 1 st Saturday in November Melting Snow synchronize with Maple Sugar in March Swinging B s Valentine 2 nd Sunday in February St. Patrick 2 nd Sunday in March Swinging Stars Kick-Off 2 nd Saturday in October Irish Shindig 3 rd Saturday in March

25 BBSRDA Disbursement Committee Recommendations for Dance Season 1) The BBSRDA Regional Publicity Program be given a $2000 budget to be administered by the BBSRDA Publicity Committee. 2) The Club Publicity Program: Any regular member club of BBSRDA may be reimbursed up to a maximum of $200 for recruitment expenses (excluding caller/cuer fees) (receipts must be submitted to the BBSRDA treasurer along with the request for reimbursement). 3) The Graduate Program: A $50 non-transferable gift certificate will be given to dancers who graduate as Basic or Mainstream Square Dancers or Phase 2 Round Dancers. The certificate can be applied towards the next season s ( ) membership fees at any regular member BBSRDA Square or Round Dance Club. (Only applicable to new (first time) dancers or square dancers learning rounds & vice-versa). 4) The BBSRDA Bursary Program: Special Bursaries be awarded to encourage attendance at Canadian Caller College (July 13-18, 2018). The applicant must be a member in good standing of a regular member BBSRDA club. A maximum of $500 per caller will be reimbursed upon submission of receipts upon return; however, the applicants must apply for the bursary before the March 31 st, 2018 deadline. Submitted by Stephanie Charters, September 23, 2017 On behalf of the BBSRDA Disbursement Committee Following the meeting on September 23 rd, Stephanie Charters (as a member of the Disbursement Committee) received a report from MACA which included a request for funds. As it was not possible to conduct another Disbursement Committee meeting prior to the AGM on October 28 th ; the following requests are being brought forward directly from MACA. Details of the requests can be found in the MACA report to BBSRDA. On behalf of MACA, Dave Hammock would like to propose two motions: 1) I move that BBS&RDA approve, in principal, an expenditure of $600.00, for the Callers School, to be held by Don Moger, in June ) I move that BBS&RDA approve, in principal, an expenditure of $200.00, for the Callers Clinic, to be held by Jeff Priest, Dec. 9, 2017.