Minutes of the 2004 Annual General Meeting of the Canadian Society for Traditional Music
October 31, 2004, York University, Toronto, Ontario
Norman Stanfield in the Chair
Jon Bartlett, Acting Secretary
MSC: moved, seconded, carried
Please note: the Acting Secretary has taken the liberty of moving items discussed under “Other Business” (item 15) to the relevant section above for ease of comprehension.
1. Adoption of the Agenda
MSC That the Agenda be adopted
2. Minutes of 2003 Annual General Meeting
MSC That the Minutes of the 2003 Annual General Meeting be adopted
3. President's Report (Norman Stanfield, as circulated)
MSC That the President's Report [Word 26K] be adopted
4. Treasurer's Report (James Prescott, as circulated)
MSC That the Treasurer's Report [PDF 69K] be adopted
5. Secretary's Report (John Leeder, email as circulated)
The Secretary reported that he had no report to make.
6. Mail Order Service Report (as circulated)
Following a discussion on the advisability of investigating JSTOR as a site from which to access the Bulletin and the Journal, it was
MSC That a subcommittee, comprising Gordon Smith, David Gregory, Norman Stanfield and Carol Carpenter, be struck to consider the question of web access to Society publications
MSC That a subcommittee, comprising Zainab Jerrett, Heather Sparling, John Leeder, David Gregory and James Prescott, be struck to consider and review the future of the Mail Order Service
MSC That the Mail Order Service Report [Word 25K] be adopted
7. Archivist's Report (Maureen Chafe, as circulated)
David Gregory volunteered to investigate through the Calgary archive site the possibility of the digitalization of aspects of the Fowke collection.
David Gregory reported on the discussions held (with Regula Qureshi and John Leeder) and actions taken so far in connection with the release of archival recordings.
MSC That the Archivist's Report [Word 21K] be adopted
8. Bulletin Report (Editors David and Rosaleen Gregory, as circulated)
Following discussion on the question of the reproduction of photographs in the Bulletin, David requested that photos be sent in either .TIF or bitmap form, rather than .JPEG. He reported on the question of page lengths for the Bulletin and noted that the problem was essentially a cash-flow problem, not a budgetary one. Members discussed at length the question of a joint subscription to the Bulletin, the Journal and the Folklore Studies Association of Canada (FSAC) magazine Ethnologie.
On the subject of the Festival Directory, the members discussed the possibility of the website carrying listings of festivals across the country, and the Festival Directory listings only a Calendar, thus reducing the need for such an extensive yearly review of the material.
MSC That the Editors be authorized to set a per issue price for the Bulletin
MSC That the Editors, after consultation with the Treasurer and the Editor of the Journal, be authorized to put into place a trial joint subscription to Ethnologie, the Journal and the Bulletin
MSC That the Editors be encouraged to accept such advertising as they deem advisable and appropriate and that the rates for such advertising be fixed following consultation with the Treasurer.
MSC That the Bulletin Report [Word 23K] be adopted
MSC That the Society thank Editors Rosaleen and David Gregoryfor their hard work and fine product.
9. Journal Report (Gordon Smith, as circulated)
MSC That the Journal Report [Word 22K] be adopted
MSC That the Society thank Editor Gordon Smith for his hard work and fine product.
10. Membership Report (James Prescott, as circulated)
MSC That the Membership Secretary's report [PDF 65K] be adopted
11. CSTM Website Report (Heather Sparling, as circulated)
Members discussed the need for a “listserv” or web-based discussion forum for the Society. Richard Wright had initiated one and so was Zainab Jerrett. Heather Sparling will check on this.
MSC That the Website Report [Word 25K] be adopted
12. Next Year's AGM
MSC That the Society accept with pleasure the offer of the Vancouver Folk Song Society to host the 2005 Annual General Meeting in New Westminster, BC, with Jon Bartlett and Rika Ruebsaat as lead organizers.
The members briefly discussed the idea of holding the 2006 AGM at Quebec City, in conjunction with the Society's 50th Anniversary and the Centenary of the birth of Marius Barbeau.
MSC That we convene as Committee of the Whole
MSC That we rise from Committee of the Whole.
The following were duly nominated and elected to the following offices:
President: Norman Stanfield
Vice-Presidents: Sandria Bouliane
Secretary: John Leeder
Treasurer: James Prescott
Directors: Mike Ballantyne
These, together with the following Honorary and ex officio members, constitute the Board for 2004-2005:
Honorary President: Phil Thomas
Archivist: Maureen Chafe
Bulletin Editor: Rosaleen Gregory
Journal Editor Gordon Smith
Past President: Leslie Hall
MSC That in addition to duties (if any) requested of them by the Society or its President, Directors should work to further the Society's objectives in appropriate ways, in particular, in:
- fostering awareness of the Society and its activities, and in recruiting members;
- contributing to the Society's publications as their abilities and expertise permit;
- acting as local liaison for traditional music activities in their areas, in particular in supplying news items to the Society's publications;
- soliciting review copies for the Society's publications and its Mail Order Service, of recordings, books, etc. with significant traditional music content or connections, particularly those without national commercial distribution.
This motion was carried unanimously
Notice of Motion (to be moved at the Annual General Meeting of 2005)
That the By-Laws be amended to allow the Board to appoint an additional two Directors
Judith Cohen's offer to review the French translation of the CSTM Constitution was kindly accepted.
15. Other Business
A. Sabine Inc.
The Society had received a notification that it might be a potential creditor in bankruptcy proceedings of the above named entity. No action is called for
B. Publicity of conferences
Members discussed the need to ensure that all potential attendees at AGM/Conferences of the Society are informed of the location and the date at a time far enough ahead as to allow them to attend. Rika Ruebsaat volunteered to make up a master list of people who ought to be individually invited (in addition to information going to their university or archive). She will also create a protocol for the organizing of an AGM, for future organizers.
C. Expressions of Gratitude
MSC That John Leeder be appointed an Honorary Life Member of the Canadian Society for Traditional Music (carried unanimously)
MSC That the Society warmly thank Carole Carpenter for her hosting of this year's Annual General Meeting.
That the Meeting adjourn
Jon Bartlett, Acting Secretary