SDAV Annual General Meeting

The Swing Dance Association of Victoria will have their annual general meeting on December 11 at 7 pm. To provide the most accessible Annual General Meeting to our members, the Swing Dance Association of Victoria are having our 2024 AGM online via google meet. The google meet link information will be posted here on December 11 before the meeting takes place.

If you are a member, a past member, or think you might be a future member, please join us.

All members of the Swing Dance Association of Victoria are invited to participate. We would love to see you there. Please make sure that your membership is up to date so you can participate. If you aren't sure, please contact Jeff at hello@swingvictoria.net 

Schedule

Nomination Committee

Volunteers for the Nomination Committee

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 11, 2024 from 7pm to 8pm. Please email dave@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.

Election of Directors

Voting

Option 1: Motion that Directors are to be elected by submitting electronic secret ballots via Survey Monkey for the 2024 AGM.

Option 2: Motion that Directors are to be elected in Google Meet video chat and verbal "yes" for those calling into the meeting via the phone for the 2024 AGM.

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.

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.

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.

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.

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.

The Fine Print

By registering for this event I agree to adhere to the Swing Dance Association of Victoria’s Code of Conduct

By registering for this event I agree to the Swing Dance Association of Victoria’s Cancellation Policy

By registering for this event I agree to the Swing Dance Association of Victoria’s Covid Plan

By registering for this event I agree to the Swing Dance Association of Victoria’s Event Waiver