SDAV AGM 2022

We are looking for at least two SDAV members to be our Nomination Committee to oversee the election of our Directors. It is a fun way to participate in the Annual General Meeting. Are you organized and willing to learn a few things about policy and procedure? We have a short-term volunteer opportunity for 2 people. Must be available for the Annual General Meeting on December 3, 2022 2-3 pm. Please email anthony@swingvictoria.net for more information.

Nomination Committee Governing Policies

Any committee that is created as a “Standing Committee” must be composed of qualified members in good standing of the society. The Standing Committees are as follows:

a) The Nomination Committee

i) Members of the Nomination Committee cannot oversee an election in which they are candidates

ii) Has at least 2 members

iii) Duties of the committees are outlined in Schedule C – Committees

Schedule C Committee

a) The Nomination Committee

i) Is a standing committee which is active only whenever a general meeting where elections are required is called. The committee disbands and becomes inactive at the end of the general meeting

ii) Announces the call for nominations for society directors;

iii) Solicits, receives, and reviews nominations for society directors; and

iv) Facilitates elections for directors at annual general meetings in accordance with society bylaws.

Special Resolutions

Due to Covid 19, the Swing Dance Association of Victoria are having their 2022 AGM in person with the option to attend online. To ensure that Voting and Nominations at the AGM can occur, Swing Dance Association of Victoria Board Members are proposing the following Special Resolutions to be voted on at the AGM:

Voting

Option 1: Motion that voting will be conducted in person by secret ballot or by submitting responses via Survey Monkey.

Option 2: Motion that voting will be conducted in person by secret ballot or by submitting responses via Email.

Option 3: Motion that voting will be conducted in person by secret ballot or by submitting responses via Direct Message in Google Meeting Chat.

Option 4: Motion that voting will be conducted by show of hands.

Director Roles and Responsibilities

President

The President coordinates the operations of the Society and its Directors. They are responsible for chairing board meetings, as well as preparing agendas for all meetings. They also supervise all other Directors in the execution of their individual duties. The President is part of the Executive Committee, along with the Vice-President, Treasurer & Secretary, which creates an annual budget, and strategic plan. Shares the responsibility of monitoring the post office box with the Treasurer.

Will use their SDAV email address to communicate as needed.

Vice-President

The Vice-President supervises committees in delivering committee services, and reports and makes recommendations to the board on committee activities. If the President is unable to perform their duties, then the Vice-President takes on those responsibilities temporarily, such as chairing meetings. The Vice-President is part of the Executive Committee, along with the President, Treasurer & Secretary, which creates an annual budget and strategic plan.

Will use their SDAV email address to communicate as needed.

Treasurer

The Treasurer is responsible for all of the financial matters of the Society including record keeping, financial management, financial statements & reporting, collecting & dispensing funds, banking, registration & membership sales, following GAAP, and answering financial questions from the directors and members. The Treasurer is part of the Executive Committee, along with the President, Vice-President & Secretary, which creates an annual budget, and strategic plan. The Treasurer prepares and presents the board with a budget at the first board meeting that occurs within 60 days of the AGM. As well, the Treasurer prepares and presents quarterly financial reports to the board within one month of the conclusion of the quarter. The Treasurer prepares and presents financial reports for events to the board within 14 days of the event. The Treasurer accesses and updates financial information and reports on SwingTix, Square, and the SDAV google drive using the treasurer’s credentials. Shares the responsibility of monitoring the post office box with the President.

Will use their SDAV email address to communicate as needed.

Secretary

The Secretary is responsible for all of the general record keeping of the society including taking meeting minutes, conducting correspondence, issuing a notice of meetings, maintaining all physical and electronic documents, maintain the registrar of members. Experience with Google Drive, Google Sites, Google Docs, and Google Sheets is highly recommended. The Secretary is part of the Executive Committee, along with the President, Vice-President & Treasurer, which creates an annual budget, and strategic plan. The Secretary is responsible for writing and submitting any legal paperwork to the BC Government required to keep the Society up to date and operational. The Secretary is responsible for maintaining and updating credentials in LastPass. The Secretary is responsible for maintaining and updating google business for non profit. The Secretary is responsible for maintaining and updating the Society’s communications, which currently includes Gmail: Hello@swingvictoria.net, MailChimp, SwingTix, Hootsuite, Twitter, Instagram, Facebook, Pinterest, YouTube, and swingvictoria.net.

Will use their SDAV email address to communicate as needed.

Director at Large

The Director-at-Large assists with general society business or special projects, often involving events, marketing or administration. This is a flexible position and depends on what business the society is currently working on and what tasks the director is interested in undertaking.

Will use their SDAV email address to communicate as needed.

Annual General Meeting Minutes

December 3, 2022

An annual general meeting of the Swing Dance Association of Victoria (SDAV), was held on December 3, 2022 at 3-134 Ontario Street, Victoria, BC and via Google Meet. The meeting was called to order at 2:02pm. Dave Henderson, President in the chair, and Catie Fissel acting as Secretary.

Roll Call

Present: Catie Fissel, Dave Henderson, Anthony Carr, Shannon Perkins Carr, Alison McLeod, Matt Bartlet, Kelby MacNayr, Julia Franta, Meagan Russell, Catherine Cortes, and Irwin Henderson.

Reports

A Year in Review was presented by Dave Henderson.

A Treasury Report was presented by Shannon Perkins Carr.

Election Results

Nominations Committee

Committee Chair - Alison McLeod

Committee Member - Shannon Perkins Carr

President - Catie Fissel **

Vice-President - Dave Henderson *

Treasurer - Liana Stammers *

Secretary - Jeff Doyle *

Director at Large - Jody Boyko *

Director at Large - Meagan Russell *

Director at Large - Kelby MacNayr **

* voted in by acclamation, passed unanimously

** 10 votes for and one abstention

Special Resolutions

Voting

Option 1: Motion that voting will be conducted in person by secret ballot or by submitting responses via Survey Monkey.

Option 2: Motion that voting will be conducted in person by secret ballot or by submitting responses via Email.

Option 3: Motion that voting will be conducted in person by secret ballot or by submitting responses via Direct Message in Google Meeting Chat.

Option 4: Motion that voting will be conducted by show of hands.

Option 1 succeeded with 9 votes while Option 2 had 0 votes, Option 3 had 0 votes, and Option 4 had 2 votes.

Motions

None.

The meeting adjourned at 2:54pm.