Video Pool . Planning & Governance

Producers' Group Meeting

September 18, 2008
7:00 PM
Video Pool 3rd Floor Studio

Agenda

1. Approval of agenda    7:00    motion

2. Amendments to and adoption of minutes of last meeting ()     7:02    motion   

3. Business arising from minutes    7:05
    •Producer Group Quorum: discussion/propsoal re: quorum for ratification at AGM

4. Introduction of new staff    7:15

5. Director’s report     7:20    discussion

6. Renewed rental rates    7:35    motion

7. Equipment acquisition plan    7:45    discussion

8. Strategic Plan and governance update    8:15

9. Applications to the Producers’ Group    8:20    decision

10. Other business    8:28

11. Date of next meeting (January 29, 2009)        please note

12. Adjourn    8:30    motion

2007 AGM Minutes

Minutes of Video Pool Media Arts Centre AGM   
April 19, 2008

Present: Michel Germain, Karen Cornelius, Jack Lauder, Elvira Finnigan, Reva Stone, Walter Forsberg, John Coutanche, Murray Toews, Don Rice, Ken Gregory, Hope Peterson, Erika Lincoln, Alain Delannoy, Bev Pike, Grant Guy, Daniel Barrow, Heidi Phillips

Regrets: Dorothy Penner, Wendy Buelow, Jaimz Asmundson, Dominique Rey, Alex Poruchnyk, Jen Stillwell, Shawna Dempsey, Lorri Millan

Absent: Erika MacPherson, Dave Grywinski, Shelly Anthis, Nicole Shimonek

Board Present: Sylvie Beaudry, Reil Munro, Leah Decter, Vanessa Kroeker, cam bush, Przemek Pyszczek, Cindy Pelletier

Staff Present: Rick Fisher, Gabriel Schroedter, Talia Potash, Milena Placentile, Cam Woykin, Sandee Moore, Kendra Ballingall

Agenda
1.    Meeting called to order at 12:20

1.A. Approve Agenda
Motion: Elvira F    Seconded: Murray T    Carried   

2.    Approve minutes of the last AGM
Motion: Erika L    Seconded: Ken G     Carried   

3.    Business arising from the minutes   
Rick is asked to provide an update on the the Red Camera. Rick offers his informed opinion that the Red Camera is still something to consider for the future, but reports of bugs and considerable expense don’t recommend it for immediate acquisition.

4.    Reports   
Erika Lincoln motions for the President’s and Director’s reports be accepted.
        Seconded: Alain D    Carried

5.a.    Auditor’s report and financial statements for    
2006/07 fiscal year
Overall a successful year, although $6134 was added to our accumulated deficit. Expenses in the Technical and Programming departments have been brought much more in line with income for these departments. Capital Equipment budget has been carefully monitored and not overspent, as in previous years.
In short, we are capable of balancing our budget fairly well on an annual basis, but have yet to begin to reduce the deficit incurred in 2005.

5.b.    Appoint auditors for next fiscal year (07/08)
Elvira moves that Video Pool appoint Collins Barrow as auditor for the next fiscal year, 2007-08.
        Seconded: Murray T    Carried

6.    Nominations/elections to the board    
Przemek Pyszczek has agreed to stand for election to Video Pool’s Board of Directors. 
Members who have joined our board throughout the year to be confirmed at the AGM are: Leah Decter, Reil Munro, Walter Forsberg and Vanessa Kroeker.
Nominations may be made from the floor by Producer Members in good standing.
Returning Board Members are: John Coutanche, Karen Cornelius, Cindy Pelletier and Pat Krawec 
Board Members standing for reelection are: cam bush

Alain D motions for the reestablishment of the practice of allowing board candidates to speak to their qualifications and interest prior to election, effective immediately.
        Seconded: Don R   
Abstaining: Grant G, Reva S, Ken G, John C    Carried
Elvira F motions to accept the election slate as proposed.
        Seconded: Murray T    Carried
The proposed slate is put to a vote of the members:
In favour: 17    Opposed: 0    Abstaining: Grant G, Walter F
            Carried

7.    Strategic Plan    
New directions identified:
discuss commitment to Artspace, corporate funding, more university outreach/collaboration, add Student Rep position to the board, Expand voting to all members, Cultural Sensitivity training especially for instructors, earmark internal funding for Aboriginal/culturally diverse artists, create succession plan, revise Geller Fund, harness volunteer power, volunteer training, rental policy review, wage increases, more new media, try another evening with technician on staff, place VP works as shorts before films, print advertisement, unify the visual identify of our materials, more visible exhibitions

Recommendation:
drop high school program

8.    Other business   
Applications to join the Producers’ Group        None
Renovations update and volunteer assistance         Volunteers requested for three painting dates

9.    AVAS Screening: Wasteful Sorrow and Happiness
Enjoyed by all. Congratulations offered to the artists and to Video Pool for a successful program. All applaud our desire to continue this program and other meaningful community collaborations.

10.    Ken G motions to adjourn the meeting at 3:00

Producers' Group Meeting Minutes

Minutes of September 27, 2007 Producers’ Group Meeting
7:30 PM
Video Pool 3rd Floor Studio

Present:  Doug Kretchmer, Jack Lauder, Alain Delannoy, Nicole Shimonek, Daniel Barrow, Ken Gregory, Erika MacPherson, Bev Pike, John Coutanche
Staff Present: Sandee Moore, Rick Fisher, Jazz deMontigny, Milena Placentile, Gabriel Schroedter
Regrets:
Absent:

1.      Approval of agenda
        Request to move item four (introductions of new staff) to item 2 on the agenda. 
        Moved: Nicole    Seconded: Alain

2.      Introductions of new staff
        Jazz deMontigny, Aboriginal Outreach Coordinator (27 week contract)
        Milena Placentile, Programming Coordinator
        Kendra Ballingall, Membership Coordinator/Administrative Assistant

3.      Amendments to and adoption of minutes of last meeting (June 2007)
        Amend to read that both Erika Lincoln & Erika MacPherson were present
        Moved: Daniel    Seconded: Doug

4.      Business arising from minutes
        None   

5.      Introduction of new staff
        Moved to second item on the agenda   

6.      Department reports    
        Administration, Distribution, Education, Programming and Technical

• In regards to Technical report on Rummage Sale, Bev Pike suggests the creation of a disposal/preservation policy         for equipment.  All agree to create and include such a policy in the Technical Operations Manual, to be created this         year.
• In response to questions about the production facilities renovation, Sandee will post Neil Minuk’s design to the             website for review by Producers and other members to review.

        Motion: Approval of all department reports as read
        Moved: Erika    Seconded: Bev

7.      Equipment acquisition plan

• Rationale: To improve service to members by providing high-quality production equipment for a variety of media        arts practices, looking at present and future needs/technology.
• Highlights include: upgrade second FCP suite to HD, true HD camera with cinematic lens, keep up with storage        needs for HD video, upgrade aging media lab computers.
• Rick notes that the shift to HD is more than a shift in recording media – it requires all new systems and                    production flows.
• All note a balance of video, audio and other practices reflected.
• Techs asked to meet on Monday, before the submission of the Canada Council grant to revise the equipment             acquisition list, so that the most essential items to current artistic practice are acquired first.
• It is noted that $30,000/year is requested from the Canada Council; Video Pool raises an average of                         $20,000/year for equipment purchase from other sources.

8.      Strategic Plan update
       Some recent, major achievements:

• Outreach activities: Aboriginal Video Scholarship, two artists from northern Manitoba completed works during a     one-month mentorship and production residency; Fast Forward program, youth video production workshops in partnership with the NEEDS Centre for War-Affected Families and Ralph Brown Community Centre, entering second phase where students work with mentors at Video Pool.
• International artist in residence: Katsuyuki Hattori, from Japan, will collaborate with Erika Lincoln, Curtis Walker and Bryan Besant to create and present a new, live audio/video performance using analog technologies.  Continuing relationship with Centre A for Asian Art in Vancouver.

       Upcoming goals:

• National/International partnerships/funding
• Increase marketing and create unified marketing plan
• Lounge for members/renovations
• Collaborate with Winnipeg Film Group
• More outreach to diverse cultural communities (began in June when we met with the Eritrean community)
• Hire a consultant to create a business plan based on our strategic plan

7.      Applications to the Producers’ Group   
        None

8.      Other business   
        We will have to ratify motions from this meeting at the next, as we did not meet quorum.

9.      Date of next meeting (January 31, 2008)   

10.    Adjourn
        Moved: Alain   

 

The Producers' Group is an advisory body made up of Video Pool's most actively producing and engaged members.  The group meets on average four times per year to suggest new directions and review the operation of the organization. 
Applications to join the Producers' Group can be submitted for any Producers' Group meeting, including the AGM.  To become a member of the Producers' Group, a member must have been a Video Pool member in good standing for at least one year, have a history of volunteering with the organization and be an independent producer of media art.  An application to the Producers' Group consists of a letter of interest outlining the applicant's involvement with Video Pool and what they hope to contribute to the Producers' Group.  As well, a sample of the applicant's independent media art production should be submitted for review. 

A member in good standing is a member whose membership is paid in full, does not have outstanding accounts of more than 30 days old and has proved him/herself trustworthy with Video Pool property.

VP Strategic Plan

Video Pool staff, Board and members have been hard at work both achieving the goals set in its three-year strategic plan, as well as futher honing the plan itself.  The complete strategic plan, including goals, action steps, timelines and responsibilities, is below.  Please take the time to review it in order to understand how Video Pool is working to serve its members and community better.  The plan will be discussed and suggestions entertained at Video Pool's March 22nd AGM. 

MISSION
Video Pool Media Arts Centre is a non-profit artist run centre dedicated to advancing the discipline of media art by providing media artists, non-profit organizations and community groups with access to professional video and media equipment, training, distribution and programming.

VISION
Video Pool strives to be a national leader fostering innovation, experimentation, critical dialogue and advocacy in media arts.
 

1.    FUNDING
GOAL:  TO DIVERSIFY AND INCREASE OUR FUNDING WITHOUT COMPROMISING THE OPERATION.
1.    To have some portion of our funding coming from planned giving.
A. Set up endowment with WF
i. Have representative from Winnipeg Foundation give presentation to the board (May 31, 2009)
ii. Raise $7500 for endowment (January 2009)
B.  Have VP included in Canadian List of Charities
i. Get ad designed (May 31, 2007)
ii. Budget $ for an ad (January 15, 2007)   
responsibility: Director (Sandee)

2.    To see increased funding from foundations. (Ongoing)
A. submit 2 applications per year to Winnipeg Foundation (not just for equipment purchase) (September 30, December 30, May 30)
B. submit one application to Thomas Sill every second year (anytime)
C. seek a MAC bingo every year (December 1)
D. Follow up with Loewen Fnd. (March 2007)
E. Contact Asper Foundation (April 2007)
responsibility: Director (Sandee) and Dept. Heads

3.    To seek increased project funding from all levels of funding. (most ongoing)
A. make a 3-year projected budget (August 2006)
B. develop budget scenarios  (June 2007)
C. Canada Council project grants (Nov., May, June)
D.  Arts’ Branch & CH&T (Ongoing)
i. VAAP (April)
ii. Archiving (Jan. 31/June 1)
iii. Community Arts (Mar., May, Oct. 1)
E. Advocate for project eligibility with MAC
F. Japan/Canada Fund (Nov. 1)
responsibility: Director (Sandee)

4.  Participate in advocacy efforts to increase public funding for the arts. (Ongoing - March yearly report)
A. VERRUE meetings
B. Private meetings with officers
responsibility: Director (Sandee)
C. Get members involved with web links to IMAA, CARFAC and CCA   
Web Editor (Hope)

5.  Get out of debt (June 31, 2008)
A. Cut costs where possible
B. Plan surplus budgets
C. Don’t take on new expenses unless additional income is confirmed
D. Monitor revenue/expenses on monthly basis
E. Increase fundraising       
responsibility: Director (Sandee) and Board

6.  Investigate other sources of funding (i.e. corporate).
A. Meeting of staff and board re: contacts to approach for $: Multimedia Risk, Major suppliers, Film/multimedia looking for write-offs, Gaming industry, PS Manitoba (use connections), Ipsos, Pollard BN, GW Life (March 15, 2007)
B. Report back on progress (Feb. 2008)
C. Have special reception for donors (May 2007)
D. In-kind for everything possible: “We don't have $” will be our mantra   
responsibility: Director (Sandee)

7.  Collaborate with other centres:  (updates at Quarterly - Producer Meetings)
A. share exhibition costs: venues, traveling exhibitions, co-presentation (reduce cash costs by $600)
B. share project costs
C. workshops/education: schools, other organizations, out-of-town-centres, workshop ‘tours’ with other centres for out-of-town artists (generate $2000 for admin., $6000 for equipment)
D. production, etc.: work out agreement with WFG, get other orgs to invest in having their artists work here
i. present plan for shared equipment acquisition (Fall PG meeting) responsibility: Tech. Coordinator (Rick)
ii. Information about VP membership for WFG members
iii. Set targets – how many memberships, and $ saved (June 2007) responsibility: Sandee
responsibility: Dept. Heads

2.    VISIBILITY
GOAL:  TO MAKE THE ORGANIZATION BETTER KNOWN LOCALLY, NATIONALLY AND INTERNATIONALLY.
       
1.  To establish and implement the mechanism to have two public member presentations each year. (January 31, 2007)
A. Strike an Events Committee of members at large (Sept. 2006)
B. Members’ screening (December 2006)
i. July/August combine with Funds (trial) (Summer 2007)
ii. Christmas screening with WFG (trial) (December 2007)
responsibility: Program Coordinator (Cam)

2.  Create a marketing plan/model to promote programming.
A. Cam take volunteer centre workshop in events promotion (Sept. 2006)
B. Hope work with Cam to create promotional workflow/task list (Aug. 24, 2006)
C.  Write it down (task list & timeline) (March 1, 2007)
D. Develop advertising strategy – meet w/ dept. heads to identify clients and how to reach them. (March 1, 2007) responsibility: Sandee
responsibility: Program Coordinator (Cam/Hope)

3.  To professionalize our communication material (print, web page, press releases).(August 14, 2006)
A. Hope meets with Cam re: press release tips (Done)
B. Hope gives tips to all staff re: website updates (March 2007) responsibility: Hope
C. Meet with Poolside committee re: Poolside revisioning, responsibility: Sandee
i. Feb. 21 board meeting, present summary of Poolside (Feb. 21, 2007)
ii. Poolside Committee meets to act on the board’s recommendations (April 2007)

4.  To establish an international artist in residence program or international artist exchange.
A. Identify artist (May 31, 2008)
B. Apply to MAC Special opportunities (Feb. 2007)
C. Apply to Japan Canada Foundation (Feb. 2007)
D. Apply to Winnipeg Foundation (Nov. 2007)
E. Contact overseas centres about possibility of exchange (May 2007)
F. Seek investment (Summer 2007)
responsibility: Director (Sandee)

5.    Establish a newsletter and blog (newspage serves this purpose). (September 20, 2006)
A. Send out newsletter every 3 months
B. Should include info. about upcoming events and workshops
C. New equipment purchases highlighted
responsibility: Member Services (Nadin)

6.  Present presentations to high school and post secondary media programs.
A. Presentations to Daniel Mac students (Sept. 2006)
B. Develop contacts with high schools and community groups (Oct. 2006)
C. Change job title from Education Coordinator to Education and Outreach Coordinator
D. Fundraise for extra staff hours devoted to outreach activities
E. Train the trainer classes (funded through School division) (Sept. 2008)
responsibility: Education (Jeff)

7.    Create curated packages for international audiences. (Nov. 1, 2007)
A. Next CC Dissemination deadline: Nov. 1
B. Call for curated packages issued (July 2007)
C. Identify curator (Aug. 2007)
D. Create packages not based too much in language (Sept. 2007)
E. Create a standardized title template in Motion to unify look of package (intern) and account as part of VP’s inkind contribution to the project (Aug. 2007)
F. Develop timeline and milestones for student’s progress    Nov. 1, 2007
responsibility: Distribution Coordinator (Gabriel)

3.    COMMUNITY BUILDING
GOAL:  TO HAVE AN INVITING ENVIRONMENT THAT INSPIRES CREATIVITY, DISCUSSION AND COLLABORATION. (August 30, 2006)

1.  To create a lounge/resource centre dedicated to members.  (April 1, 2007)
A. Make DVDs and VHS tapes available to members, but secure (April 1, 2007)
B. System to loan books to members (tab in tech. Log book) (April 1, 2007)
C. Sign in member’s lounge to inform members of these services (April 1, 2007)
D. E-mail station (done)
E. Bookmark sites of interest (e.g. rhizome, transartist, MAC…) (April 1, 2007)
F. Free Linux workstation (April 1, 2007) responsibility: Director (Sandee)
responsibility: Technical Staff (Nicole)

2.  Identify and remove barriers to physical space & services (August 30, 2006)
A. Member orientations combat lack of knowledge about the org. (done)
B. Sandwich board in Artspace lobby lets people know we’re here, there’s something happening & we’re open (done)
C. Swipe cards – will be addressed by Artspace security upgrade (August 2007?)
D. Add this as an item for discussion at the AGM – what to do, how to do it, who will help? (March 22, 2007)
E. Meetings of stakeholders (members, Producers Group, other orgs) and web survey (June 30, 2007)
responsibility: Technical Staff (Nicole)

3.  Establish an informal exchange for members (salon) (April 30, 2007)
A. find hosts (January 2007)
B. choose name for group (online contest) (March 2007)
C. establish method of advertising meetings, ongoing discussion (myspace page) (March 2007)
C. establish system for set up (i.e. tech. setup, bookings…) (April 2007)
D. establish set date (i.e. third Thursday of each month) (March 2007)
E. *Art’s Birthday ongoing event if self-sustaining & committee-driven
responsibility: Members' Committees (Clint & Stacey, Art’s Birthday Committee)

4.  Orientation session for new members
A. offered every Saturday  (done – Sept. 2006)   
responsibility: Membership Coordinator (Nadin)

4.    FACILITY
GOAL:  TO HAVE IMPROVED FACILITIES TO ACCOMMODATE GROWTH AND REFLECT NEEDS OF THE ORGANIZATION, MEMBERS AND THE COMMUNITY.

1.  Establish a space committee. (done – June 30, 2006)   
responsibility: Director (Sandee)

2. Establish minimum requirements for facility and list of wants. (August 30, 2007)
A. Completed for current facility Aug. 2006
B. Meet (involve Producers) again to vision for a NEW facility – list of needs (August 2007)
responsibility: Space Committee (Lorri)

3.  Commission a feasibility study. (Jan. 30, 2009)
A. After a facility needs list is created
B. Feasibility of our fundraising capacity (alone and in partnership with another/other organization(s))
C. Feasibility plan for physical needs
D. Fundraise from Cultural Spaces, CAHSP or Flying Squad
responsibility: Director (Sandee)

4.  Determine rent or buy. (Jan. 30, 2009)
A. What is financially feasible
B. What are the long-term advantages to renting/owning
C. Room to grow in 5 – 10 years
responsibility: Board/Producers Group (Lorri)

5.    SERVICE TO MEMBERS
GOAL:  TO INCREASE THE EFFECTIVENESS, ACCESSIBILITY AND DIVERSITY OF SERVICES AVAILABLE TO MEMBERS.

1.  Implement annual access fee. (done – September 1, 2006)   
responsibility: Member Services (Nadin)

2.  To review the need for another level of technical assistance for members and implement. (June 2007)
A. One night/week open late.  Currently surveying members.  Propose to PG at Spring/summer meeting. (September 1, 2007)
B. Technicians research models and implementation of pay for service at other centres (Sept. 2007)
C. Educate members about the role of techs – add to orientation (April 1, 2007)
responsibility: Nadin(?)
D. Quick help book (FAQs)    (April 1, 2007) responsibility: Rick
responsibility: Director (Sandee), Technical Dept.(Heidi/Nicole)

3.  Review and change the way Video Pool funds member projects. (done – September 1, 2006)   
responsibility: Education Coordinator(Jeff)

4.  Establish third floor printer (at cost) for members. (done – July 30, 2006)   
responsibility: Technical Dept. (Heidi)

5.  Establish a self marketing forum for artists. (done – August 15, 2006)   
responsibility: Distribution Coordinator (Gabriel)

6. To improve services for artists working outside of single channel video. (Review Sept. 1 2007)
A. Workshops: Pure Data, circuit bending, experimental animation
B. Clear that all funds are for all (not just single channel video) artists
C. Surround Sound system established
Education Coordinator (Jeff), Technical (Mike)

7.  To streamline the membership process for joint membership with WFG. (December 25, 2007)
A. One year waiting period waived in favour of checking with WFG staff re: member’s track record
B. Meet with Cecilia – what can we offer, how will we benefit, long-term strategy (Feb. 16, March 2, 2007)
C. Poll members for recommendations – AGM & online poll (March 30, 2007)   
responsible: Director (Sandee)

8.  To acquire diverse technologies.    (Ongoing)   
responsible: Technical (Rick & Nicole) and Producers Group

6.    OUTREACH
GOAL:  TO SEE MEDIA ART EMBRACED AND ACCESSIBLE TO DIVERSE  PEOPLES IN MANITOBA.
       
1.    Expand (at least doubled) delivery of media arts programs to high schools. (May 1, 2009)   
responsible: Education (Jeff)

2.  Create satellite resource centres outside Winnipeg in collaboration with local organizations (i.e. Thompson, Brandon) (May 30, 2008)
A. Meet with Jennifer (AGSM) and Kevin (Brandon University) (Summer 2007)
B. Maintain relationship with Thompson Arts Council
C. If we have no physical resources to establish centres elsewhere, what else can we contribute?
D. This will likely take a lot of funding.  Running a satellite centre will require staffing and education   
responsible: Director (Sandee), Education (Jeff)

3.    Identify organizations serving the diverse peoples in Manitoba that could engage in media arts with Video Pool. (January 30, 2007)
A. Get a directory of service organizations
B. Call to set up dates for presentations on VP
C. Establish a small number of educational partnerships with community groups each year (Step Up program)
D. Already have program delivery (i.e. Pauingassi)
responsible: Director (Sandee), Education (Jeff)

4.    Collaborate with organizations on programming, education and production to increase access to media art. (Ongoing)
A. Each department should propose and pursue (subject to approval) at least one partnership per year
B. Programming MUST partner
C. Meet with departments to develop a framework so that partnerships bring resources to Video Pool, not drain it.  Overall, partnerships should be coordinated.
responsible: Dept. Heads

5.  Offer New Media Art 101 to new members (September 30, 2006)
A. Developing a one-evening session of screenings and media art history background (Sept. 2007) responsible: Education (Jeff)
B. Offer in conjunction with programming events, responsible: Programming (Cam)
C. Collaboration with the university or WAG? (Feb. 2008) responsible: Sandee
D. Artist’s talks on website (more visible) (April 2007) responsible: Hope/Cam   

6.  Diversify our membership (i.e. explore affiliated memberships and removing barriers to minority groups) (May 30, 2007)
A. Focus group – identify barriers for members of cultural minorities to join Video Pool
B. Establish criteria for success – increase in members of diverse backgrounds, positive feedback)
C. Research statistics (internal and external) for participation in the arts/media art by culturally diverse people       
responsible: Membership Services (Nadin), Director (Sandee)

Video Pool gratefully acknowledges the generous support of the Canada Council for the Arts; the Manitoba Arts Council; The Winnipeg Arts Council; The Winnipeg Foundation; The Thomas Sill Foundation; Manitoba Culture, Heritage and Tourism; Manitoba Science, Technology, Energy and Mines; Manitoba Lotteries Corporation; The Department of Canadian Heritage; Multi-Media Risk Insurance; Artspace Inc.; The National Film Board; and Video Pool members.