AGM Notice
The Film and Video Arts Society of Alberta’s Annual General Meeting
September 30th | 6:30PM
John L Haar Theatre
The Orange Hub
10045 156 Street NW
Edmonton, Alberta, T5P 2P7

OR

ONLINE via FAVA’s Zoom Video Conferencing Account.

The Annual General Meeting of the Society will be held in person and online on Wednesday September 30th, 2020. Following Alberta Health and the City of Edmonton’s COVID-19 protocol everyone will be required to wear a mask, social distance and no refreshments will be available at the event. You must register in advance by Septmeber 27th, 2020 at 11:59PM: Please RSVP on Eventbrite for physical attendance AND online attendance. 

The John L. Haar theatre is on the 3rd Floor (same level as the North Parkade Entrance) on the west side of the building.

Specific outcomes of the AGM include:

1)    Membership Upgrades
2)    Board Elections
3)    Volunteer Committees
4)    Annual Reports & Financial Statements

IMPORTANT: Health & Safety:

–    The Orange Hub is managed by The City of Edmonton and requires face masks (that cover nose, mouth, and chin) be worn inside the building.
–    Visitors must enter through the North Parkade Entrance and check-in with City of Edmonton Staff
–    Stairwells are single direction, please mind the signage
–    Some bathrooms are closed to reduce touched-surfaces and cleaning rotation
–    Please DO NOT attend if you are feeling ill or have experienced any symptoms of COVID-19

1) Membership Upgrades:

Each FAVA member is required to provide 12 hours of volunteer time annually on behalf of the co-op. Annual fees are assessed to each member. Associate Members wishing to be upgraded to General or General Members wishing to be upgraded to Producer memberships may apply at the Annual General Meeting.

Why upgrade?

We want you to be a part of shaping FAVA. As a member, it is your organization and we want to know what you think. Associate members are not able to vote. By upgrading to General or Producer, you have more opportunity to have a say in the functioning of FAVA. Your membership fees also drop from $89.25 to $68.25 (General) or $42.00 (Producer). If you are unsure if it would be a good time for you to upgrade please email us at membership@fava.ca.

To become a General Member:
You have been involved in the co-op by volunteering at least 24 hours in the year you are upgrading, have been an Associate member for at least 12 months, have participated in a workshop or program, and actively participate in FAVA productions.

To become a Producer Member:
You have at least 48 hours of volunteer time in the year you are upgrading, have been a General member for at least 12 months, are making a significant contribution to the co-op and are developing a body of work.

Please note: Those wishing to upgrade but cannot attend the AGM are still able to do so by sending your intention to upgrade to Heather Noel, Director of Membership and Programming, at membership@fava.ca.  Members in attendance will vote on all upgrades, but voting can not be done by proxy.

2) Board Elections for the following positions:

Four Board of Directors positions are up for (re)election:

i.    President
ii.    Treasurer
iii.    Video Chair
iv.    Programming Chair
Please see below for the list of duties for each position.

Board Member’s are elected for a two-year term and are expected to attend regular meetings of the Board (typically monthly, with a minimum of one meeting every three months).
Please review all of our Policies and Bylaws for more information.

This new approach to the AGM will mean some changes in process to accommodate online participants. These include:

• ALL MEMBERSHIPS MUST BE PAID AND UP-TO-DATE BY FRIDAY SEPTEMBER 25^TH  by end of day (5pm) in order for voting members to be able to vote at the AGM. Email membership@fava.ca to renew your membership today.
• All members registering to attend the AGM by Sunday, September 27^th, 11:59 pm. This is required to ensure attendee numbers are below the COVID-19 attendance threshold for the Theatre as well as having an advanced list of online members for online voting (membership level, member in good standing). The City of Edmonton allows for up to 100 people to be in the John L. Harr Theatre which regularly seats 350.

Online voting will be done using voting software that is secure and anonymous.  It is imperative that each online attendee provide an email address to receive a link to the ballot.
For the purpose of this meeting, the policy allowing nominations from the floor has been suspended and therefore, those wishing to be on the board must submit their intent by 11:59pm, September 20^th, using the form provided below.

• All members nominated for (re)election filled out the FAVA Letter of Intent form and submit it on September 20th. Nominations are now closed.

2020 Board Slate

A reminder:

• There will be no nominations from the floor. The deadline has passed for members to submit their candidate form.
• At the AGM, each member on the slate will require a nomination and seconder from the floor before being eligible to run.
• Memberships need to be paid in full by this Friday in order to vote at the AGM on the 30^th.

President:

• Andrew Scholotiuk: “I’m proud to be submitting my name for consideration for the president of FAVA. As a recent staff member of FAVA for 12 years I started in a newly created part time role as the maintenance coordinator. Since then I have gone on run 3 different departments including new initiatives such as AMS, FAVATV and Starlight Cinema. I also took lead on the negotiations with the city on the studio spaces and management agreement which helped secure our financial situation and mitigate the risk of the move. While I love to grow and build, I see my role in this position as one to empower others and to act as a steady hand. FAVA faces new challenges as the organization evolves and I’m excited to bring my knowledge and experience and committed member FAVA.”

Treasurer:

• Clare Mullen: “I am currently interim Treasurer and would like to continue to grow FAVA in a responsible way for the benefit of the members.”

Director at large – Video Chair

• Rebecca Campbell: “FAVA was my film school – I took the video kitchen and producer classes and that helped lead me into a full-time filmmaking career. I’m currently directing a feature documentary and I’d love to bring my experiences to FAVA. I’d love to share my passion and help bring some fresh ideas to community.”
• Ryan Dupas – “I’ve been a volunteer, student, employee, and, these past two years, board member of FAVA. I’d like to continue on as Video Chair so that I can stay connected, learn from, and help guide the co-op that’s meant so much to me over the years.”

Director at large – Programming Chair

• Andrea Beça: “I’ve been working in the arts (first theatre, then film) for 15 years now, and have always devoted a lot of my time to educating and mentoring others – especially those whose voices are not heard enough. Most recently, I ran Solidarity Film Camp, which was centred on educating and empowering youth marginalized in the film industry to tell their own stories through film. Its popularity and success were indicative of how much we need to be creating opportunities for others. I’m also part of the self-taught film industry, and am a huge proponent in encouraging the curious and driven to find their own voice and style. I think all of these things tie in well to me being a great resource for helping to shape the programming at FAVA.”
• Tom Robinson: “I love what FAVA has given to me, provides for its membership, and gives to Edmonton. While I have certainly been a regular volunteer in the past, I now wish to make a bigger effort, as a member of the board, to contribute to the FAVA organization and community. I have trained in and am an excellent written and oral communicator, am organized, and have experience in running meetings.  As program chair, I would work with membership to actively find out what most interests them. The programming department needs useful information in order to provide members with what they want – the topics and skills being offered must attract enough interest to make them cost effective. As a new complication, programming must also take into consideration COVID-19 risks – what are safety minimums and what people are willing to tolerate. Again, finding out the membership’s feelings and ideas will assist the programming department choose the most effective programs and procedures to implement.”

3) Committee Positions

Volunteer committee members are expected to meet regularly over a one-year term to assist, advise, support, and facilitate the goals of the organization by working with a specific department. See Bylaws Article 8 for more information.
Members can volunteer to be on the following committees:

i.    Production Committee

FAVA’s Production Committee brings together our community to discuss and solve the needs of FAVA Production which includes Equipment and Studios. Members of the committee with discuss, and plan short and long term solutions for Production to help benefit its members and fill gaps in our current offerings. Members of the committee will be directed by the Film Chair, Video Chair, as well as the production staff. Members of the committee may meet approximately twice a year, but may meet more frequently depending on purchase plans.

ii.    Programming and Outreach Committee

The Programming Committee meets regularly to explore topics, information, and opportunities for classes, workshops, and seminars.

iii.    Special Events Committee 

Do you want to help make FAVA’s events unique and exciting? The Special Events committee takes all kind of minds, hands, and skills to complete a successful event. Everyone on the committee will bring something unique such as design skills, marketing knowledge, creative event ideas, different perspectives, technical capabilities, varied artistic disciplines, fundraising, and sponsorship. Our events include: FAVA FEST, The Gotta Minute Film Festival Awards, and the FAVA Summer Party, for example. If you are interested in making FAVA’s events, screenings, and festivals a hit: join the Special Events Committee!

4) Annual Reports from Staff and Board

FAVA staff and board members will present a brief report on activities pertinent to their role within the organization including a review of the Audited Financial Statements from the Treasurer.

The 2019 audited financial statements will be available at the door and the membership will have an opportunity to ask questions regarding the financial statements.

2019 Annual General Meeting Minutes: 

If you’d like to take a look at the minutes from the 2019 AGM in advance as they will have to be approved at our meeting tomorrow night, they are on our website

More about the positions up for (re)election: 

For more information about the roles and responsibilities of board and committee positions, contact Kelly Service, Executive Director, at kelly.service@fava.ca. Kelly will be forward your questions to the members of the Board not up for election.

Duties of the Board (Bylaws Article 6):
President:

• Chairs all meetings of the Society and Board;
• Supervises the affairs of the Board;
• The main liaison with staff;
• Principal spokesperson of the organization;
• Holds signing authority for the Society;
• An ex-officio member of all committees;
• Other duties assigned by the Board.

Treasurer:

• Responsible for all monies paid to the society;
• Ensures all monies are deposited in a chartered bank or treasury branch;
• Hold signing authority along with the President, Executive Director, and one other director as selected by the Board;
• Account for the funds of the society and keep books as may be directed;
• Present a full, detailed account of receipts and disbursements to the Board whenever requested;
• Prepares an audited statement of financial position for the Annual Meeting and gives a copy to the Communications Chair for the record keeping;
• Other duties as assigned by the Board.

Video Chair & Programming Chair:

• Directors-At-Large support the mission, vision, and values of the organization as liaisons to specific departments.

Powers & Duties of the Board include (Bylaws Article 5):

• Promoting the objects of the Society;
• Promoting membership in the Society;
• Hiring employees to operate the Society;
• Regulating employees duties and setting their salary;
• Maintaining and protecting the assets and property of the Society;
• Approving an annual budget;
• Collecting revenue and paying expenses for the Society;
• Financing the operations of the Society and raising monies;
• Maintaining all accounts and financial records;
• Appointing legal counsel if necessary;
• Approving all contracts for the Society;
• Making policies and procedures for operating the Society;
• Without limiting the general responsibility of the Board, delegating its powers and duties to the Executive Director of the Society.