Constitution

BYLAWS OF THE SASKATCHEWAN SQUARE AND ROUND DANCE FEDERATION

ARTICLE 1
Name and Address
a)  The name of the association shall be Saskatchewan Square and Round Dance Federation Inc.
b)  The official address of the Federation shall be the home address of the Business Manager

ARTICLE 2
Membership
a) Membership shall be open to all Square Dancers as per CSRDS definition “shall include square dancing, round dancing, clogging, line dancing, country dancing, western dancing, and contra dancing” in the province of Saskatchewan.
b) In order to belong to the Saskatchewan Square and Round Dance Federation Inc. and the Canadian Square and Round Dance Society Inc. and to obtain the benefits of membership in each organization, each member, as defined under membership item (a), must pay a fee to the Federation and to the Society. Each club, each zone, each association, each caller, each cuer and each clogging instructor must also pay a fee to the Federation and to the Society. Members shall pay membership fees at only one club, even though they may belong to more than one club.
c) The membership fee for the Society is set at the Society’s annual membership meeting held each year and the results are binding on the Federation.  The Federation fee is set during the Federation’s annual membership meeting.
d) The membership fees collected on behalf of the Canadian Square and Round Dance Society shall be paid to the Society by the Federation.

ARTICLE 3
Insignia
a) A Square Dance Badge having the shape of the Province of Saskatchewan embossed on it and bearing the name of the Federation, and an outline of the prairie lily, the flower emblem of Saskatchewan, shall be the official insignia.

ARTICLE 4
Board of Directors and Officers
a) The Board of directors shall manage the activities and affairs of the Federation.
b) The Province shall be divided into zones, of which the number and boundaries shall be determined by the Board of Directors from time to time.
c) The Board of Directors shall be comprised of the Federation Representatives (4 persons per zone) who are designated and/or elected by their respective zones. The duties of the said Board of Directors will be to conduct business pertaining to the administration of the affairs of the Federation..
d) The President and the Secretary shall be the signing officers pertaining to official and/or legal matters of the Federation.
e) The members residing in each zone may appoint four people to the Board of Directors to sit on the Board for a two year term commencing immediately after the annual meeting following their appointment. Any vacancies occurring in any such appointed position may be filled by reappointment by the members residing in the zone from which the vacancy occurs. The Board of Directors shall meet immediately following the annual meeting and at such other time and other places as shall be determined by the Board of Directors.
f) A Quorum of the Board of Directors shall be a majority of the Directors.
g) At the meeting held in June the Board of Directors shall elect from their number a president, vice-president, a secretary and a treasurer, and such other officers as the Board shall deem necessary, with the duties of above commencing the following AGM. The duties of the officers shall be as set out in these bylaws, or as determined by the Board of Directors.  The President, Vice-President, Secretary, and Treasurer shall comprise an executive committee who may act for the Board between meetings.  No officer shall serve more than two consecutive terms in each office.  A vacancy occurring in any office during the year may be filled by the directors as required.
h) The immediate past president shall ex-officio be a member of the Board of Directors and the Executive Committee with full voting rights.
i) The current Saskatchewan representative to the Canadian Square and Round Dance Society and the current Saskatchewan contact for the Canadian Dancer News shall be a member of the Board of Directors with full voting rights.
j) The Board of Directors may engage a Business Manager, a Corporate Secretary, an Archivist, a Directory Chairperson, Membership Chairperson, and such other persons to assist them, as they deem necessary. Any persons so engaged may also be a director, or considered as a director if appointed or volunteers to the position, and shall serve with or without remuneration, provided that any remuneration must be approved by resolution of the members of the Federation.
k) The Directors and the Executive Committee members shall serve without remuneration, and no Director shall directly or indirectly receive any profit from serving on a position as such, provided that a Director may be paid full and reasonable expenses incurred in the performance of duties for the Federation, and further provided that any Director who is engaged in or is a member of a firm engaged in any business or profession may act in and be paid for the usual professional costs and charges for any professional services.

ARTICLE 4A
Grants Committee
a) Besides the Business Manager, the members of the Grants Committee shall be the President, Vice President, Past President, Secretary and Treasurer of the Federation.
b) This committee shall meet once a year at the call of the Business Manager.

ARTICLE 5
Meetings
a) An annual meeting of the members will be held at a time and place determined by the Directors and will normally be held on the first full Friday, Saturday & Sunday weekend of November, which is not later than four months after the corporate year end. Other general meetings may be called by the Board of Directors as may be required.
b) Members shall be notified of the time and place of any meeting through their representatives on the Board of Directors.
c) A quorum for an annual meeting shall consist of forty (40) members.

Voting at meetings shall be by a show of hands, unless otherwise requested by a majority of members present.

ARTICLE 6
Fiscal Year
a) The fiscal year shall begin on the first day of August and end on the thirty-first of July of the following year.

ARTICLE 7
Method of Amending By-laws
a) The Directors may by resolution make, amend, or repeal any bylaws.
b) The Directors shall submit a bylaw or an amendment or a repeal of a bylaw made under subsection (a) to the members at the next meeting of members, and the members may by ordinary resolution confirm, reject or amend the bylaw amendment of repeal.
c) A bylaw or an amendment or a repeal of a bylaw, is effective from the day of the resolution of the Directors under subsection (a) until it is confirmed, as amended or rejected by the members under subsection (b) or until it ceases to be effective under subsection (d) and, where the bylaw is confirmed or confirmed as amended, it continues in effect in the form in which it was confirmed.
d) If a bylaw, an amendment or a repeal is rejected by the appointed directors, the members residing in each zone, together with any appointments authorized by these bylaws, shall be notified before the next meeting.
e) If the Directors do not submit a bylaw, an amendment, or a repeal to the members as required under subsection (b), the bylaw, amendment, or repeal ceases to be effective, and no subsequent resolution of the Directors to make, amend, or repeal a bylaw having substantially the same purpose or effect is effective until it is confirmed as amended by the members.

ARTICLE 8
Bank Signing Authority, Borrowing Powers
Any two of the following shall have signing authority on behalf of the Federation:
President, Treasurer, Business Manager. In their capacity these Directors may:
a) Establish a revolving line of credit with a Bank/Credit Union upon the credit of the Federation in an amount sufficient to meet the interim needs of the corporation.
b) Issue, re-issue, sell or pledge debt obligations of the Federation.
c) Mortgage, hypothecate, pledge or otherwise create a security interest in all or any property of the Federation, owned or subsequently acquired to secure any obligation of the corporation.
d) Be responsible for any matters pertaining to banking and payment of accounts.

ARTICLE 9
Auditing
a) The Directors shall place before the members at every annual meeting audited financial statements relating to the period of the last completed financial year.
b) The members shall by ordinary resolution at each annual meeting appoint an auditor to hold office until the close of the next such meeting.
c) If an auditor is not appointed at such meeting of members, the incumbent auditor continues in office until a successor is appointed.
d) The remuneration of the auditor may be fixed by ordinary resolution of the members or, if not so fixed, may be fixed by the Directors.

ARTICLE 10
Annual General Meeting & Week-end:
a) The Annual General Meeting of the Saskatchewan Square & Round Dance Federation Inc. shall be held the first weekend in November of each year, unless an earlier date ion Saturday, after the noon luncheon possible.
b) The Annual Meeting shall be held at a place and time chosen by the hosting Club/Zone/Assn.  A space of approximately two and one half hours will be needed, preferably on Saturday, after the noon luncheon.
c) An advance loan of $700.00 is available, upon request from the Federation, to the host Club/Zone/Assn.  This advance must be repaid to the Federation when the weekend is over.  Grant assistance of $1,000.00 is also available from the Federation if applied for prior to April 15th of the previous year.  This grant shall not be included as part of the shared profit for the weekend.
d) The host Club/Zone/Assn. can set the admission fees for the weekend, and any profit realized must be shared on a 70/30% split, with the host retaining 70%.  If a financial loss is experienced, the Federation will compensate the host Club/Zone/Assn. for the full amount of the loss.
e) A breakfast Meeting for all callers/cuers/instructors present should be booked for Saturday morning at a suitable location.  A caller is usually asked to chair the meeting. Breakfast is at the cost of each person attending. .
f) A Meeting Room to hold the Federation Board of Directors meeting on Sunday morning should be booked for a time immediately following the noon lunch.
g) A Progress Report is to be given at the Annual General Meeting the year prior to hosting the weekend.

PROCEDURES/GUIDELINES FOR FEDERATION WEEKEND

1) The Federation Week-end shall begin with a Trail-in Dance on Friday evening.
2) The callers/cuers/instructors must be residents of Saskatchewan, preferably from the host’s area.
3) Honorariums/free passes may be given to callers/cuers/instructors that are asked to perform at the weekend.  The amounts to be decided by the host Club/Zone/Assn.
4) It is suggested that dancing on Saturday morning start no earlier than 10:00 am to allow callers/cuers/instructors time for their meeting.
5) Registration forms must include a box for each person attending to mark “male” or “female”, and age groups: 40 & under, 41 to 64, 65 years and over.
6) A Memorial Service coinciding with the Worship Service, with no deceased names mentioned, shall be held Sunday morning, preferably at 10:00 am.  The service would commence with a representative from each zone lighting a candle, a moment of silence would pass, the worship service would proceed, the candles would be snuffed out during singing of the last hymn.
7) Meals: The following should be included in the price of the registration package:
a) Friday night lunch (optional), b) Saturday noon lunch, c) Saturday evening banquet, d) Saturday night lunch, e) Sunday noon lunch.  Finger-food and beverages may be made available during dance sessions and for the Board of Directors meeting.
8) The Archivist will send a letter to the host Club/Zone/Assn. prior to the week-end, listing the required information/pictures that is needed for the archives.
9) A list of recommended hotel/motel accommodations should be included on the Registration Form.
10) Host Clubs/Zones/Assns. contact person(s) should be included in the registration form, including phone numbers/e-mail addresses.
11) The name, address/location of dance hall(s) to be danced in must be included in the registration form, with a map showing their location.
12) Registration forms should be printed in advance, and made available at the prior year’s annual weekend function.
DUTIES OF THE BOARD MEMBERS AND APPOINTEES OF
THE SASKATCHEWAN SQUARE & ROUND DANCE FEDERATION

DUTIES OF THE PRESIDENT
1) To be prepared to attend all meetings of the Saskatchewan Square and Round Dance Federation Inc.
2) To be a member of the Nominating Committee.
3) To actively promote bids/requests from Zones to host the annual Federation Weekend, and to assist Zones/Clubs with information about the Federation Weekend.
4) To answer some correspondence along with the Business Manager in regards to the grant structure, and supply information that S.P.R.A. may require, and to answer any correspondence that may be of an immediate nature.
5) To be prepared to be involved in matters pertaining to Federation, Canadian Society and S.P.R.A.
6) To be prepared to attend the following meetings if requested:
A) The CSRDS meetings (usually attended by the National Director)
B) The semi-annual and annual meetings of S.P.R.A. and any special meetings called by the S.P.R.A. These meetings of the S.P.R.A. are usually attended by the Business Director and two appointed directors.
7) The president shall be a member Pro-Term of all committees of the Federation.

DUTIES OF PAST PRESIDENT
1) To be prepared to attend all meetings of the Saskatchewan Square and Round Dance Federation Inc.
2) To be a member of the Nominating Committee.
3) To act in an advisory capacity to the Executive and the Board of Directors.
4) To act as Parliamentarian for all Federation meetings.

DUTIES OF THE NOMINATING COMMITTEE
1) The immediate past president and the president of the Saskatchewan Square and Round Dance Federation shall perform the duties of the Nominating Committee.
2) When a vacancy occurs on the Federation Board, the nominating committee will immediately seek a replacement from an up-dated list of Zone Reps as printed in the Federation directory.
3) Vacancies on the Executive shall be filled with members from the Board of Directors.
4) Potential replacements will be contacted in advance, either by telephone, letter, e-mail, or in person.
5) Vacancies occurring between meetings of the Board of Directors will, if possible, be filled at the next meeting.
6) Vacancies occurring in any of the appointed offices/positions shall be filled by qualified personnel presently on the Board of Directors, or who are actively participating in the square and round dance activity.

DUTIES OF THE VICE PRESIDENT
1) To be prepared to attend all meetings of the Saskatchewan Square and Round Dance Federation Inc.
2) To assume responsibility of conducting the meetings in the absence of the President.
3) To be prepared to assist the Appointed Archivist with matters pertaining to the Archives as directed by the Board.

DUTIES OF THE SECRETARY
1) To be prepared to attend all meetings of the Saskatchewan Square and Round Dance Federation Inc.
2) To keep accurate minutes of all meetings and to distribute them as soon as possible after the meeting.
3) To send all Zone Representatives notices of meetings.
4) To answer any correspondence received not requiring direction from the Executive.
5) To maintain a quantity of supplies on hand i.e. paper, envelopes, tapes belonging to the Federation and promotional goods for distribution to Zone Reps.
6) To forward a single copy of Saskatchewan Square and Round Dance Federation Annual Meeting minutes, after approval by the Board, to each Zone secretary (or designated recipient) as decided by the Board of Directors.

DUTIES OF THE TREASURER
1) To be prepared to attend all meetings of the Saskatchewan Square and Round Dance Federation Inc.
2) To maintain accurate accounting records based on standard accounting practices.
3) To pay all bills and deposit monies received from Zones/Associations/Clubs and individuals as authorized by the Executive committee.
4) To prepare financial statements for all meetings with all funds received from Sask. Trust disbursed and identified as separate entities.
5) To work with the Business Manager when required.
6) To make available copies of the audited financial statement for the previous fiscal year for distribution at the annual meeting.

DUTIES OF THE MEMBERSHIP CHAIRPERSON
1) Advise clubs and zones of the amount of Federation/Society fees to be collected from club members, clubs, zones, associations, callers, cuers and clogging instructors.
2) Receive the required funds. The collection process to continue throughout the dance season, except for the months of September to November as the fee structure for the current season is not set until November annually.
3) Dispatch membership cards to the clubs and zones.
4) Periodically forward funds collected to the Federation Treasurer.
5) Dispatch progress reports to the Treasurer, Business Manager and National Director.
6) Forward Society Certificates of Membership to clubs and zones.

DUTIES OF THE BUSINESS MANAGER
1) This may be an appointed position due to the special skills and time required. The appointment may be made outside the existing board, if these skills are not found within the board. The skills and time requirements are outlined below.
2) To be prepared to attend all meetings of the Saskatchewan Square and Round Dance Federation Inc. and all those meetings pertaining to the business of the Federation.
3) To process all grant applications received, send them to the SPRA, and adhere to their guidelines.
4) To advise the treasurer, to have the grant requests prepared and available to all those Zones/Associations/Clubs/Callers/Cuers & Instructors, as authorized by the Grants Committee.
5) To advise all Clubs/Zones/Associations/Callers/Cuers & Instructors of procedures and guidelines in regards to grants.
6) He/she shall be considered to be a voting member of the Board and have all rights and privileges of the Board.

DUTIES OF THE GRANTS COMMITTEE
1) To meet as soon as possible after April 15th of each year.
2) To review all applications for grants.
3) To allocate grants to eligible applicants according to monies available for that purpose.
4) To prepare a budget for the current fiscal year.

DUTIES OF THE CSRDS WEB PAGE REPORTER
1) To be prepared to attend all meetings of the Saskatchewan Square and Round Dance Federation Inc.
2) To have a written report of the year’s activity for the Federation annual meeting.
3) To send to the Canadian Society Web Master all pertinent information regarding our Federation, newsworthy items of special events along with pictures, if available, of conventions, camp-outs, weekends and the annual Federation Weekend.
4) To keep Canadian Dancer News informed of any changes in club contacts.

DUTIES OF DIRECTORY CHAIRPERSON
1) This may be an appointed position due to the special skills and time required.
The appointment may be made outside the existing board if these skills are not found within the board. The skills and time requirements are outlined below.
2) To be prepared to attend all meetings of the Saskatchewan Square & Round Dance Federation Inc.
3) To request the necessary information from all Clubs, Zones, Associations, Callers/Cuers and other sources as needed for the preparation of the Saskatchewan Square and Round Dance Federation Inc. Directory.
4) To arrange for printing and distribution of the Saskatchewan Square and Round Dance Federation Inc. Directory.
5) To submit a yearly operating financial statement to the Federation, and to negotiate printing contracts.
6) He/she shall be considered to be a voting member of the Board and have all rights and privileges of the Board.

DUTIES OF THE NATIONAL DIRECTOR
1) To represent the Federation at all meetings of the Canadian Society and through the Federation to conduct all liaison work throughout the year on behalf of all Clubs, Associations, Callers, Cuers, Instructors and Zones.
2) To report back to the Federation the results of meetings attended.
3) Through the Federation to distribute news received from the Society that all Clubs, Zones, Associations, Callers, Cuers & Instructors should be made aware of during the course of the year.
4) If warranted, and upon invitation, may attend important functions of Associations, Zones as spokesperson representing the Canadian Society and the Federation.
5) To accept such appointments as the CSRDS deems necessary.

DUTIES OF ZONE REPRESENTATIVES
1) To be prepared to attend all meetings of the Saskatchewan Square and Round Dance Federation Inc. and to report back to their respective Zones/Associations all information pertaining to the Federation.
2) To advise Clubs, Zones, Associations and individuals of insurance/membership dues.
3) To be prepared, if nominated and elected, to accept the duties of the position to which you were elected.
4) To actively promote the Federation whenever attending a square and round dance function and especially at your Zone meetings.
5) To promote Saskatchewan Lotteries as a source of funding for the Saskatchewan Square and Round Dance Federation Inc.
6) To keep our Web Page Reporter advised of any changes within your Zones i.e. new caller, new club, a club folding etc., on an ongoing basis.
7) To be available and to offer their services to their respective Zones/Clubs that are sponsoring the Federation Weekend, and to take an active part.
8) To gather data from all Clubs, Zones, Associations, Callers, Cuers & Instructors for preparation of the yearly directory.
9) To assist Clubs and Club Members in their Zones, in any way possible, toward the promotion and furtherance of square and round dancing.
10) To assist the Zone Secretary in collecting the CSRDS and Federation registration fees from Zones/Clubs/Cuers & Instructors.
11) To advise Federation and Club Secretaries to send requests for “special occasion”
Certificates from the National Director.    Special events include, for example, Wedding/Club Anniversaries/Length of Membership/Calling. These start at 25 years and are available in 5 year intervals.
12) To distribute the Federation Directory to Zones/Clubs..

DUTIES OF THE FEDERATION WEBMASTER
1) To maintain the Saskatchewan Square and Round Dance Federation Web Site in an orderly up to date manner.
2) Request from the Directory Chairperson the information which has been received from Clubs, Associations, Zones, Callers/Cuers & Instructors in a timely manner, so that the Web Site and the Directory are both up-to-date.
3) To insert such advertising as requested by the Clubs, Associations, Zones, Callers/Cuers & Instructors in a timely manner.

DUTIES OF THE ARCHIVIST

1) The Archivist may, with approval of the Board of Directors, determine the criteria re what shall be included in the archives of the Saskatchewan Square and Round Dance Federation, which pertains to the Annual Meeting and Weekend, as well as the format in which the materials are to be assembled before being presented to the archivist.
2) The Archivist will present to the secretary and treasurer of the host club, on an annual basis, a letter which outlines the criteria of expectations for their guidance.
3) The Archivist will request the host club to deliver these stated materials to the archivist within a specified time frame following the Saskatchewan Federation Annual Meeting and Weekend.
4) The Archivist will store all the materials which fit the criteria pertaining to the Federation Annual Meeting and Weekend, from the formation of the Saskatchewan Federation.  The criteria will include labelled pictures of the host club, the caller and cuer couples, the board of directors, and a one or two page report of each annual event.
5) The Archivist will be required to store only those materials which are set out in the job description criteria.
6) The archive materials will remain with the acting archivist during his/her term of office.
7) The scrapbook, binder, or brief folder with requested materials, may be made available at annual meetings for observation.
8) The job description may be reviewed on an annual basis.
9) The Archivist will be prepared to attend all meetings of the Saskatchewan Square and Round Dance Federation Inc.

Certification:
The foregoing pages 1 to 10 are a certified true copy of the Bylaws of the Saskatchewan Square & Round Dance Federation Inc. as adopted at a Board of Directors meeting held November 6, 2005 in Moose Jaw, Saskatchewan.

Signed by:             President – J. Savostianik
                                 Secretary –  Linda James