DELEGATES ARE RESPONSIBLE FOR COMMUNICATION BETWEEN THEIR REGION AND THE FEDERATION.

TO HELP YOU BE AN EFFECTIVE DELEGATE, HERE ARE SOME GUIDELINES:

1. Please ensure you have a copy of, and have read through, the Constitution and By-Laws.
2. Please ensure you have a copy of, and have read through, the Federation Handbook.
3. Please ensure you have an up-to-date list of the Executive and Board of Directors, with addresses, telephone numbers and email addresses (updated annually in the Handbook)
4. Delegates will not normally receive remuneration from the Federation for attendance at meetings but the association or club that they represent may assist their Delegates with out of pocket expenses as they deem appropriate. The Federation will reimburse the cost of Ferry fees and Toll fees for attendance at the annual spring Board of Directors meeting for up to 2 (two) vehicles per region.
5. Some expenses incurred by a Delegate carrying out designated Federation business - mailings, copying costs, or traveling to represent The Federation - will be reimbursed by the Federation when receipts are submitted to the Treasurer.
Reimbursement amounts are specified in By-Law 7.6(i) of the By-Laws of the Constitution.

THE DUTIES THAT DELEGATES ARE EXPECTED TO CARRY OUT:
1. Attend the Annual Board of Directors Meeting held in the Spring, and arrange for the presentation of an annual report from their region.
2. Ensure that they are representing their region’s opinion in any debate or discussion of policy or matters affecting the membership.
3. Attend the AGM and to encourage any and all dancers from their Region to attend and participate in the AGM.
4. Ensure that the Federation Newsletters reach all clubs in their Region.
5. Encourage their local Square Dance publications to print Federation Newsletters.
6. Ensure that all clubs in their region have up-to-date copies of the Federation Handbook and the annual updates.
7. Report to their local Association(s) on all Federation business - especially after the AGM and Board of Directors meetings.
8. Encourage their Regional Association(s) and member clubs to recognize members for outstanding service and inform the Recognition Committee of same.
9. Encourage their Regional Association and member clubs to nominate members whose extraordinary service might merit The Sillery Award.
10. Have Criteria and Application forms for New Dancer Funding, The Sillery Award and Memorial Funds on hand as well as the Video Tape request form.
11. Have a full understanding of how the collection of fees is carried out.

A Federation badge bearing the Federation name and outline of the dogwood, the floral emblem of British Columbia, is available to identify Delegates at meetings and at dances throughout the Province. Contact the Secretary if you require this badge.

WHO ARE THE DELEGATES?
Delegates are elected or appointed from each regional Association of the province to be members of the Board of Directors of the BCS&RDF. Delegates must be members in good standing in the BCS&RD Federation and resident in the region they represent.

Each Region may elect or appoint four (4) individuals in good standing from within each Region as delegates, and they may be any combination of Callers/Cuers/Dancers/Leaders. If a Region does not have any Association(s), clubs that are members of the Federation may elect or appoint Federation members in good standing as delegates from said clubs. Regions or clubs should elect or appoint their delegates prior to the annual spring BOD meeting (usually held in early April) and notify the Secretary of the Federation the name, address, phone number and e-mail of each Delegate.

Alternate Delegates may be elected or appointed from each Region from members in good standing but they will not be allowed to vote at Directors’ meetings unless the regular Delegate is absent.

The region from which the President is elected may elect or appoint a voting Alternate Delegate to serve during the President’s term(s).

Only Delegates are eligible to be elected to the Executive of the Federation. If a full slate of Federation Executives is not elected at the AGM, the President may appoint members at large in good standing to the vacant position(s).