Square & Round Dance Federation of Nova Scotia

By-Laws

As amended by special resolution at the Annual General Meeting on October 13, 2007

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Article I: NAME

The name of the organization shall be Square and Round Dance Federation of Nova Scotia,
hereafter in this document referred to as the Federation.

Article II: PURPOSE

  1. To provide a liaison between the square and round dance activity and the Provincial Government by maintaining active membership in Dance Nova Scotia, and by encouraging the election of a square or round dancer to the Board of Directorsof Dance Nova Scotia.
  2. To suggest guidelines under which the square and round dance activity can operate to the greatest enjoyment of all.
  3. To provide an organizational framework to assist member clubs and/or area associations in locating facilities, co-ordinating activities, and planning the future of square and round dancing in Nova Scotia.
  4. To provide a sounding board where inter-area problems, trends, and apprehensions can be aired.
  5. To encourage Province-wide co-operation in the advertising, promotion, and the operation of square and round dance training classes in order to provide the maximum benefit to all clubs and to ensure that square and round dancing is presented in the best possible light to the general public.
  6. To support and supplement the work of the Association of Nova Scotia Square and Round Dance Teachers, Dance Nova Scotia, and the Canadian Square and Round Dance Society.
  7. To operate as a not-for-profit organization without purpose of gain for its members, and any profits or other accretion to the organization shall be used in promoting its objectives.

Article III: MEMBERSHIP

Those individuals and organizations in Nova Scotia eligible to be members of the Federation include: dancers, callers, leaders, cuers, instructors, and related clubs, and associations of included dance categories that support the aims and objectives of the Federation. The included dance categories are: square dancing, round dancing, clogging, line dancing, country dancing, western dancing, and contra dancing.

  1. Member Clubs: All operating square, round, clogging, line, country, western and contra dance clubs in Nova Scotia are eligible to become members of the Federation. It is expected that each member club will support the aims and objectives of the Federation by paying dues and by providing individuals to work on Federation projects and activities as may be required.
  2. Individual Dancers: All individual members of Federation member clubs may consider themselves individual members of the Federation, and through the Federation such individuals may consider themselves as members of Dance Nova Scotia.
  3. Club Representation at General Meetings: Representation for each club at general meetings and other Federation activities shall be by a couple appointed or elected by that club. The term "couple" shall normally mean two individuals, one male and one female, one the spouse of the other or one the regular dancing partner of the other, but may be interpreted, if necessary, as two individuals.
  4. Regional Representatives: Representation from each of the six regions of the province at executive meetings and other Federation activities shall be by one resident couple of each region, appointed by the representative couples of member clubs of that region. The six regions are defined in the appended description of regions of Nova Scotia. All regions must appoint their representative for the executive before or at the Annual General Meeting. Each region should also appoint an alternate representative couple. These six representative couples, along with the executive officers, will constitute the Board of Directors. It is recommended that each region form its own area association.
  5. Federation Executive: Membership on the Executive of the Federation shall consist of the six Regional Representative couples, a representative couple from the Association of Nova Scotia Square and Round Dance Teachers, a resident Nova Scotia couple recommended by the Federation and appointed by the Canadian Square and Round Dance Society to represent Nova Scotia on the board of the Society, and the Officer couples listed in Article X.

Article IV: AUTHORITY OVER MEMBERS

In its attempt to attain the purpose described in Article II, the Federation is not to act as a dictatorial body. It is not to impose rules on any group or individual but rather to suggest ways and means of gaining more lasting benefit for the majority. The Federation may make recommendations and suggestions to its members, but the members are not bound to accept these as rules imposed on them by the Federation.

Article V: ACTIVITIES

To further the purpose described in Article II, the Federation may undertake the following activities:

  1. When a club or association, engaged in a well planned, worthwhile event, is unable to solve a problem relating to facilities, funding, skilled instructors, or communication, it may ask the Federation for assistance. The Federation will review the problem and, if necessary, request the required assistance from appropriate organizations.

  2. Provide and distribute advertising and promotional material of various kinds.

  3. Publish a calendar of square and round dance events in Nova Scotia and publish the official newsletter "Between Tips'.

  4. Maintain information on facilities available for dances in Nova Scotia.

  5. Perform any other activity as may be deemed appropriate by the Federation membership.

Article VI : MEETINGS

  1. A General Meeting, requesting the attendance of all member clubs, shall be called by the President, with one month's advance notice, whenever deemed necessary to conduct Federation affairs. There shall be an Annual General Meeting within ninety (90) days of the end of the fiscal year.
  2. Executive Meetings may be called as required by the President or by three members of the executive. Normally there shall be at least 3 Executive Meetings held each year in addition to the partial meeting held after the A.G.M. If possible, they shall move from region to region to ensure fair representation from all regions. An Executive meeting may be conducted using E-mail, provided its use is authorized by the Board at a previous Executive Meeting.

Article VII: DUES

Annual dues per member club shall be set by the Federation at the Annual General Meeting and shall become payable at that time.

Article VIII: VOTING

  1. Voting at General Meetings shall be one vote per duly elected club representative present up to a maximum of two votes per member club. Decision shall be taken by a majority of those present and voting.
  2. Voting at Executive Meetings shall be one vote by each Executive Member as listed in Article III-E, except by the President, who may vote only to break a tie. When both are present a couple has two votes including one vote for the President’s partner. E-mail voting will be conducted using a time limit for each motion, seconding, amendments and voting.
  3. While visitors and committee members are welcome at General Meetings and at Executive Meetings, they attend as non-voting participants except for non-binding straw votes conducted to gauge the general opinion.

Article IX: QUORUM

  1. A quorum for General Meetings shall consist of as many members as possess one quarter or more of the total voting power of the membership.
  2. A quorum for an Executive Meeting shall consist of eight members with at least two different regions represented.

Article X: OFFICERS

  1. Officers
    The Federation shall have the following Executive Officers, whose duties and responsibilities shall be as indicated below, and whose term of office shall be one year and is renewable. The office of President, Vice-President, and Secretary shall not be held more than two consecutive years by the same person. The positions of the Treasurer and of the Finance Officer shall not be held for more than four consecutive years by the same person. The spouse or regular dancing partner of each officer shall be considered as the co-officer of that office.

    1. President
      1. The President shall normally preside at all Federation meetings, be ex-officio member of all committees, be the official Federation representative at activities requiring representation, and shall perform such duties as are normally connected with such a position.
      2. The President is expected to be impartial and above any club or area politics during his/her term of office. The President shall uphold the Act of Incorporation and the By-Laws of the Federation, and shall conduct meetings according to accepted rules of procedure.
      3. The President may delegate any Federation member to represent the presidency and the Federation at a particular event, and such a member shall be accorded the same recognition and privileges by the members as would normally be granted the President.
      4. The President shall be responsible for forwarding necessary documents to the Registry Office within fourteen days of the Annual General Meeting, as set out in the Societies Act for the Province of Nova Scotia.

    2. Vice-President
      1. The Vice-President shall assist the President in routine matters and act in place of the President in the case of the President's absence or incapacity.
      2. The Vice-President shall be prepared to chair special committees or projects.
      3. The Vice-President shall maintain custody and control of Federation badges, dangles, pins, and other associated supplies.

    3. Secretary
      1. The Secretary shall maintain a membership list as provided by the Treasurer, handle correspondence, record minutes of meetings, and perform such other duties as are normally connected with such a position.

    4. Treasurer
      1. The Treasurer shall maintain a list of paid members, have charge of and show account of Federation operating funds and perform such other duties as are normally connected with such a position.
      2. The Treasurer shall be the signing authority for the operating accounts of the Federation unless otherwise designated by the Executive of the Federation.

    5. Finance Officer
      1. The Finance Officer shall chair the Finance Committee and act as financial advisor to the Federation.

    6. Publicity Officer
      1. The Publicity Officer shall arrange for all advertising for Federation activities through the medium of radio, press, television, etc., and concentrate on development of the purpose stated in Article II-E.

    7. Publication Officer
      1. The Publication Officer shall, within financial limits set by the executive in session, arrange for the publication and distribution of all material published by the Federation and intended for general distribution to the membership. The Publication Officer shall maintain an up-to-date mailing list for Federation material, and be fully responsible for the Federation's “Calendar of Events”.

    8. Newsletter Editor
      1. The Newsletter Editor shall determine, solicit, edit, and arrange the content of the official newsletter of the Federation, Between Tips. Between Tips is published to inform the membership of Federation policies and activities, of the latest developments and trends in the square and round dance movement, about newsworthy people and club events, and to enable all members to voice an opinion through letters to the editor or in signed articles.

    9. Parade Trailer Officer
      1. The Parade Trailer Officer shall chair the Trailer Committee.

    10. Past-President
      1. The Past-President shall be part of the executive primarily in an advisory capacity.
      2. When possible, the Past-President shall chair a Nominating Committee in charge of ensuring a slate of at least four people willing and eligible to be elected to the four offices of President, Vice-President, Secretary and Treasurer at the next Annual General Meeting.

    11. Dance Nova Scotia Representative (an individual)
      1. The Federation shall normally be represented by the President of the Federation (see Article X-A-1-a regarding an activity requiring representation). If such conditions arise that the President is unable to undertake this task, a representative shall be appointed by the President and shall normally be one of the Federation members who served on the Federation executive for the preceding year or held an executive position in a club or area association for the preceding year.
      2. If the Official Representative of the Federation is elected to the Board of Directors of Dance Nova Scotia, then a new official representative shall be appointed by the President.
      3. The Dance Nova Scotia Representative shall be responsible for:
        1. Representing and voting for the Square and Round Dance Federation at general meetings of Dance Nova Scotia;
        2. Maintaining contact with members of the Board of Directors of Dance Nova Scotia, especially those with Square and Round Dance backgrounds;
        3. Active participation in Dance Nova Scotia projects that involve or affect Square and Round Dancing;
        4. Acting as liaison between the Federation and Dance Nova Scotia including providing reports to each body concerning the activities of the other.

    12. Historical Archivist
      1. The Historical Archivist shall be the custodian of photos, newspaper articles and other memorabilia from past provincial and national events in our square and round dance activity.

    13. Other Possible Officers
      14. The following positions would normally be held by couples who were already members of the Executive of the Federation holding one of the positions listed above. However, if that is not the case, then the Executive may vote to include them as Officers with voting privileges.
      1. The Chair Couple of the Awards Committee
      2. The Chair Couple or Liaison Couple for the upcoming Federation Festival


  2. Vacancies
    1. A vacancy occurring in the office of President shall automatically be filled by the Vice-President for the un-expired portion of the term, in which event the new President shall immediately appoint a replacement Vice-President.
    2. At the discretion of the President, vacancies occurring in regional representation on the Executive may be filled by the appointment of another representative couple from the region that has the vacancy.
    3. All other vacancies occurring on the executive may be filled at the discretion of and by the body normally responsible for appointment of that position.


  3. Election of Officers
    1. The President, Vice-President, Secretary and Treasurer shall be nominated and elected by majority vote at the Annual General Meeting of the Federation. As listed in the duties of the Past-President above, the current executive must ensure that there is a slate of four people willing and eligible to be President, Vice-President, Secretary, and Treasurer. The newly elected President, Vice-President, Secretary and Treasurer must relinquish being a regional or group representative to the Federation should such a position be held.
    2. A partial executive meeting shall be called and chaired by the retiring President and held as soon as possible after the Annual General Meeting. The President-elect, other executive members, and regional representatives should be in attendance at this meeting.
    3. All other officers shall be elected or appointed by and at the above partial executive meeting. They may be selected from the Federation membership as a whole and may be reappointed. Each year every officer, in turn, must be approved by a majority of the rest of the Executive Members.


  4. Custody of assets, books, and other records
    1. Elected officers shall maintain any assets, books, or other records of the Federation in good order during their term of office and shall pass on such items to their successors. When financial records are no longer legally required, the officer may request permission from the Federation Executive to safely dispose of them.
    2. The Historical Archivist shall be responsible for preserving memorabilia. (See X-A-12)


Article XI: COMMITTEES
The Federation shall have the following committees:

  1. Executive Committee
    An Executive Committee consisting of the President, Vice-President, Secretary and Treasurer shall conduct Federation business between Executive Meetings and has the authority to hire personnel for Federation sponsored events.
  2. Finance Committee
    The Finance Committee, consisting of the Finance Officer and two members-at-large, shall administer the investment funds of the Federation in accordance with the appended Terms of Reference for the Finance Committee.
  3. Trailer Committee
    The Trailer Committee, consisting of three members, shall administer the operation, maintenance, and licensing of the parade trailer in accordance with the appended Terms of Reference for the Trailer Committee.
  4. Awards Committee
    1. The Awards Committee shall consist of three couples including at least two from the Federation Executive.
    2. This committee shall consider all nominations for the Mayflower Award and choose a maximum of two couples per year to recommend to the Federation Executive for its approval.
    3. This committee shall be responsible for the Caller/Cuer Service Awards and the Longevity Awards. Their duties shall include collecting names of those eligible, presenting the list to the Executive Committee for approval, acquiring the certificates, and arranging for the presentation ceremonies.
    4. Please refer to the current FEDERATION AWARDS publication for details regarding eligibility and the submission of nominations.

  5. Other Committees
    The President may appoint from among Federation members committee chairpersons as required to perform specific functions pertaining to Federation activities. The committee chairpersons, in turn, may obtain their committee members from the Federation membership either directly or through representative couples of member clubs.


Article XII: BORROWING POWERS
The Federation shall borrow funds only as directed by the membership at a general meeting.

Article XIII: AUDIT OF ACCOUNTS AND FISCAL YEAR

  1. The Federation accounts shall be audited by a committee selected from the membership and should, if possible, include a Chartered Accountant (CA) or Certified General Accountant (CGA) who must not be a member of the Finance Committee nor be the Federation’s Treasurer. Should a person other than a Chartered Accountant or Certified General Accountant conduct the audit, two officers of the Federation are required to sign their signatures to the audit.
  2. The fiscal year for all Federation accounts shall be from the first day of AUGUST to the last day of JULY and audited financial statements shall be presented to the Annual Meeting of the Federation.

Article XIV: LOGO

The logo of the Federation shall be a blue silhouette of Nova Scotia encased by a blue interlocking square and circle on a white background.

Article XV: INSPECTION OF RECORDS

The books and records of the Federation may be examined by members of the Federation or persons authorized by the Executive, by appointment with the current Secretary, Treasurer or Finance Officer.

Article XVI: AMENDMENTS TO THE BY-LAWS

The Federation may by special resolution amend these By-Laws or rescind or add to the clauses contained therein. A special resolution means a resolution passed by not less than three-fourths of such members entitled to vote as are present in person at a general meeting of which notice specifying the intention to propose the resolution as a special resolution has been duly given. The By-Laws shall be reviewed and up-dated, if necessary, at least once a year, preferably at the Annual General Meeting.

Article XVII: DISSOLUTION

  1. A) If during two consecutive years the last executive of the Federation cannot obtain a quorum for a general meeting then the following steps shall be taken to dissolve:
      If possible, the five couples who last held the positions of President, Vice-President, Secretary, Treasurer, and Finance Officer will agree on dispersal of the funds within two years. If all five are not available, then any three shall proceed.
    1. If an agreement cannot be reached or if there is only one couple still active, then the funds shall be transferred to the Canadian Square and Round Dance Society, if possible, to be held for up to five years for square and round dancing in Nova Scotia.
    2. If there is still no revival of a Nova Scotia provincial square and round dance organization, then the funds shall remain with the Canadian Square and Round Dance Society to be used as that society sees fit.
    3. If the Canadian Square and Round Dance Society no longer exists then the Federation's funds shall be transferred to Dance Nova Scotia or a comparable dance organization in Nova Scotia. It shall be held for up to five years for a return to a provincial organization of square and round dancers. After five years the funds may be used by the holding organization as that organization sees fit.

Article XVIII: DRESS CODE

  1. All members of the Federation are encouraged to wear traditional square dance attire at all regular and special dances. The description of traditional square dance attire is provided in the Federation's handbook under the title: SQUARE DANCE ATTIRE.
  2. All member clubs of the Federation are encouraged to advertise the dress designated for workshops and theme dances.

Article XIX: TRAVEL ALLOWANCE

  1. The Federation shall set aside the amount of $1000 on a yearly basis for the purpose of giving back some of the expenses that Club Representatives and Federation Executive have spent on behalf of the Federation.
  2. This account is to be calculated on a meeting-by-meeting format.
  3. The amount of $200 is to be used as a basis for the three executive meetings that are held each year and the amount of $400 is to be used for the Annual General Meeting.
  4. These amounts are to be accrued on a meeting-by-meeting basis and be paid out prior to closing the Federation account for year-end.
  5. The formula to be used in determining the amount to be paid to each Executive and/or Club Representative is as follows:
    The total number of kilometers traveled (the first 100 kilometers per person will be discounted from total travel) by all Representatives or Executive attending any meeting taken from the closest point on the chart of the club that they represent to the closest point on the chart of the meeting (as shown on the distance calculator used on the Provincial highway map) will be divided into the funds allotted for this meeting and this will be the amount per kilometer paid for distance traveled. This amount will be placed in a holding account for the person in question (if they ask for the travel allowance) and will be paid at the end of the operating year.

Appendix 1: DIVISION OF PROVINCE OF NOVA SCOTIA INTO REGIONS

The Province of Nova Scotia is divided into the following geographical regions for the purpose of representation on the Federation executive as described in Article 3(e) and 3(f) of the Federation's By-Laws. ( See Map of Regions )

    Region Name
 l. Fundy Region
2. Valley Region
3. South Shore Region
4. Central Region
5. Highland Region
6. Cape Breton Region
 Description of Region by Counties
Cumberland, Colchester, and Hants East
Annapolis, Kings, Digby, and Hants West
Yarmouth, Shelburne, Queens, and Lunenburg
Halifax
Pictou, Antigonish, and Guysborough
Richmond, Inverness, Victoria, and Cape Breton

Appendix 2: FINANCE COMMITTEE TERMS OF REFERENCE

  1. Appointments or reappointments to the Finance Committee shall be by the Federation Executive after consideration of recommendations of the Finance Committee. These appointments shall be made to maintain a full committee as terms expire and made for a period of three years, or made to fill a vacancy occurring before completion of normal term in which case the appointment will be for a period that will complete the normal term of the vacating member.

  2. Appointment or reappointment of the Finance Officer shall be made from and by the Finance Committee members, and ratified by the Federation Executive for a term of one year or a period that completes a year.

  3. The criteria for appointment should be financial experience as well as concern for the future of square and round dancing in Nova Scotia.

  4. The spouse or regular dancing partner of each appointee is to be considered as a co-member of this Finance Committee and as such may not be independently appointed.

  5. The Finance Committee shall maintain investment accounts independent of the normal operating accounts administered by the Treasurer of the Federation. The signing authority for these investment accounts shall consist of any two of the appointed Committee members, but shall normally be the Finance Officer and either one of the other appointed Finance Committee members.

  6. The Finance Committee shall use the fund of money initially turned over to the Federation by the Convention '82 Board and any additional funds accumulated to make wise investments with good security in order to produce income from this fund. These investments shall be made with the proviso that the income obtained is available for use by the Federation on a yearly basis.

  7. The Finance Committee shall keep an amount equal to seventy-five percent of the estimated net annual investment income readily available, and on request of the Federation Executive advance or transfer funds to the Federation's operating account provided that the total funds disbursed or obligated during any one fiscal year does not exceed the actual income earned during that fiscal year. Additional funds may not be borrowed against the capital of this fund nor may the capital at the end of a fiscal year be less than the capital at the beginning of that fiscal year except by special resolution at a general meeting of the Federation.

  8. The Federation Executive may use the net annual income produced for the promotion, development, and betterment of modern square and round dancing in Nova Scotia in accordance with the By-Laws of the Federation and direction given at general meetings. Net income not used or allocated at the end of each fiscal year shall be added to the capital of the fund. The capital is therefore expected to grow in size.

  9. The Finance Committee shall also be the financial advisory body for all Federation activities, assisting with the preparation of budgets where necessary, and recommending other methods of raising funds for the Federation and for its member clubs.

  10. The Finance Committee shall meet whenever necessary to conduct its affairs. The form of meeting may be as simple and varied as convenient but a record must be kept of all decisions and actions. It is important that all three appointed members of the Committee be involved with and have knowledge of all decisions and actions.

Appendix 3: TERMS OF REFERENCE FOR THE CALENDAR OF EVENTS

  1. The Calendar of Events produced by the Publications Officer shall normally be received by the first of the months of September, October, November, December (for December and January), February, March, April, May, and June (for June,July, and August) of each year. The Events shall be in chronological order and include all future events received by the 15th day of the previous month and subject to the guidelines below. The dance year for the purpose of the Calendar of Events will be from September 1st to August 31st.

    1. The events listed will be of two categories, "Special Events" and "Ordinary Events". All events shall be considered Ordinary unless specified to be a Special event by the originating organization. Special Events shall be designated by a star(*) or some other means, indicating their importance.
    2. Only one Special Event scheduled in each dance year shall be accepted for publication for each Atlantic Province (Nova Scotia) Club, ANSSRDT, MCCA, each N. S. Association or equivalent group of clubs, the Federation and the National Society.
    3. Notwithstanding paragraph (ii) above, Nova Scotian Associations and the Federation may list in addition, their annual meeting as a Special Event. The Federation Executive may approve individually as Special Events any other event, such as "Dance for Heart" etc, as they see fit.
    4. For mailing purposes, preference shall be given to posters describing Special Events. Ordinary Event posters will be included in months when postal weight allows without an extra charge.

  3. If a Special Event has already been published and an organization designates other events in one dance year to be Special Events, events other than the first published shall be regarded as Ordinary Events. If none have been published, the organization shall be contacted as to which event they wish designated as their Special Event.

  4. Calendar of Event information should be submitted to the Publication Officer using the Information form or by e-mail.The standard information is: Date, Host Group, Name of Event, Location, Dance Hours, Admission Price, Type of Dance, Dress, Refreshments, Callers and Cuers, and Contact Information.

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