ANNUAL GENERAL MEETING
Saturday, August 6, 2016 @ 2 PM
@ Cinecycle, 129 Spadina Ave., Toronto
This is your opportunity to have a say in Pleasure Dome’s future. We urge you as a Pleasure Dome member in good standing, to join the Board of Directors/Programming Collective in an open discussion about the current status and future direction of Pleasure Dome. Come with ideas for upcoming screenings and events and help us form the new Programming Collective, either by standing for election or simply by casting your vote (Note: you must be a member in good standing 30 days prior to the AGM to vote). See AGM AGENDA & “Proposed Amendments to Pleasure Dome Bylaws to Be Voted on
at the 2016 AGM” bellow
Memberships are available at all screenings and from our site.
Your presence at the AGM is crucial to the democratic process of our non-profit artist-run organization. If you are not able to attend, you will be able to vote by proxy, your proxy does not need to be a member, but you must be a member in good standing. In order to have your proxy vote on your behalf please ensure that your proxy form/information is sent to Tom Taylor at firstname.lastname@example.org before August 6th, 2016. Please contact Tom also if you would like to receive a copy of the unapproved 2015 AGM Minutes prior to the meeting, or if you have any other questions please contact Tom Taylor email@example.com
Now Accepting Nominations/Candidates for the 2016-2017 Programming Collective
Pleasure Dome is an exhibition collective dedicated to the presentation of artists’ moving images. Since the fall of 1989, Pleasure Dome has presented diverse experimental media arts, as such we strive to nurture an appreciation for artists’ moving images in ways which are accessible, engaging and challenging, and balance our exhibition priorities to include: current practices, historical traditions, and works which are shown infrequently due to genre or format, or because their creators have traditionally been denied access to widespread exhibition.
Pleasure Dome is seeking media artists, curators, writers and scholars who share our commitment to the exhibition and critical understanding of experimental media art. The Pleasure Dome Collective is a unique hybrid between a programming collective and a board of directors – the Collective collaboratively directs the artistic vision of the organization with the support of the program coordinator, in addition to functioning as the organization’s legal Board of Directors. We are looking for individuals who have experience in media arts production/artistic practices and/or curatorial, programming, critical writing practice as well as experience with artist-run centre governance/budgeting/finance, fundraising /development, project planning, and event planning.
Pleasure Dome is a working collective and encourages those who are interested in hands-on experience of collaborative programming/curating in addition to performing more general board of director’s duties. We encourage applications from those who support our commitment to experimental media arts and who are willing to commit a minimum of 10-12 hours per month to the organization. Commitments include attending monthly meetings, project participation/coordination and event volunteering. Collective members moving image works are not eligible to be in Pleasure Dome exhibitions/screenings while serving on the collective and will be expected to hold their positions until the next Annual General Meeting.
Currently, there are seven available positions on the Collective. The terms are two years beginning from the 2016 AGM. In order to be nominated you must be a general member of the Pleasure Dome for at least 30 days prior to the AGM. If you are interested in this opportunity please forward a letter of interest and and a brief resume highlighting relevant qualifications and experience, indicating “Collective/Board of Director” in the subject by email to the Pleasure Dome’s Programming Coordinator at firstname.lastname@example.org for inclusion in the voting at the AGM.
The election of the Collective/Board of Directors will take place at the Annual General Meeting (AGM) on Saturday, August 6th, 2 pm at CineCycle. Members, and the current board can nominate people for the Collective/Board of Directors. Nominations are requested in advance, but may also be taken from the floor at the AGM. At the AGM each nominee will be asked to give a short 1-2 minute talk expressing their interest for wanting to join the Collective.
Please feel free to email Tom Taylor at email@example.com if you have any questions.
ANNUAL GENERAL MEETING
Saturday August 6th, 2 pm at CineCycle
129 Spadina Ave., Toronto
1.Call for Quorum; Welcome Statement by Board Member Christine Lucy Latimer
2. Review and approval of Agenda
3. Review 2015 AGM Minutes and motion/vote to approve minutes
4. Report on the 2015/2016 Programming Season by Tom Taylor,
5. Written Report from the Board Chairs — Eli Horwatt & Amber Christensen
6. Review Financial Statements & Auditor’s Report for the Fiscal Year ending August 31, 2015
7. Motion to accept Auditor’s Report & Appointment of the 2016/17 Auditor
8. a.) Review of proposed bylaw amendments (See below)
b.) Presentation and voting on proposed bylaw amendments
9. Review current status of 2015/2016 Board/ Programming Collective
10. a.) Review Board of Directors/ Programming Collective responsibilities.
b.) Nomination and Election of the new Board of Directors/ Programming Collective for a two year-term starting August 6th, 2016.
11. Other Business
12. Motion to end meeting
Proposed Amendments to Pleasure Dome Bylaws to Be Voted on
at the 2016 AGM held on AUGUST 6th, 2016 @ Toronto
Introduction: The Pleasure Dome Board has identified the need to update a few of our bylaws in order to be better at responding and working with our membership. As per the Pleasure Dome bylaws, all amendments must be presented prior to a general meeting of the members in order for the bylaws to be presented and voted on at the AGM. At the AGM the following proposed changes will be presented as a motion that the membership will then have the opportunity to discuss, and vote on. In order for changes to be made to the bylaws, 2/3s of the membership present (either in person or by proxy) must vote in favour of passing the amendments.
If you have any questions about this process, or questions specific to the proposed amendments to the bylaws please contact Tom Taylor, Pleasure Dome Programme Co-ordinator firstname.lastname@example.org
Proposed Change to Number of Directors Required:
Current Bylaws State (Summary): that Collective/Board be composed of exactly 13 board members.
The Members shall elect the Directors and the Corporation shall be managed by a board of 6-10 directors, each of whom at the time of their election must be a member, or become a member of Pleasure Dome within 10 days of the election.
Current Bylaw (Actual Wording from Pleasure Dome Bylaws)
3. The affairs of the Corporation shall be managed by a board of 13 directors, each of whom at the time of her/his election or within ten days thereafter and throughout her/his term of office shall be a member of the Corporation.
Proposed Change to Amount Of Notice for AGM Required:
Current Bylaws State (Summary): A meeting of the members, including an AGM can be held at any time determined by the board of directors and is only required to give 10 days of time and place to the members.
The Annual General Meeting of the Corporation shall be held within one hundred and fifty (150) days of the Corporation’s fiscal year end at a time and place to be set by the Board of Directors. Any Member, upon request, shall be provided, not less than 21 calendar days before the Annual General Meeting, with a copy of the approved financial statements, auditor’s report or review engagement report and other financial information required by the By-laws or articles. Not less than 30 days and not more than 50 days written notice of any annual general
Member’s meeting shall be given to each member by sending the notice by email, pre-paid mail or telegraph, ten days before the time fixed for the holding of such meeting: provided that any meetings of members may be held at any time and place without such notice if all the members of the Corporation are present there at or represented by proxy duly appointed, and at such meeting any business may be transacted which the Corporation at annual or general meetings may transact.
Current Bylaw (Actual Wording Pleasure Dome Bylaws)
19. The annual or any other general meeting of the members shall be held at the head office of the Corporation or elsewhere in Ontario as the board of directors may determine and on such day as the said directors shall appoint. A general meeting of the members shall also be held within thirty days of the Secretary being presented with a petition requesting such a meeting signed by at least one- third of the entire members of the Corporation.
At every annual meeting, in addition to any other business that may be transacted, the report of the directors, the financial statement and the report of the auditors shall be presented and the compliment of the board of directors whose terms have expired be elected and appointed for the ensuing two years and the remuneration of the auditors shall be fixed. The members may consider and transact any business either special or general without any notice thereof at any meeting of the members. The board of directors or the President shall have power to call at any time a general meeting of the members of the Corporation. No public notice nor advertisement of members’ meetings, annual or general, shall be required, but notice or the time and place of every such meeting shall be given to each member by sending the notice by email, pre-paid mail or telegraph, ten days before the time fixed for the holding of such meeting: provided that any meetings of members may be held at any time and place without such notice if all the members of the Corporation are present there at or represented by proxy duly appointed, and at such meeting any business may be transacted which the Corporation at annual or general meetings may transact.
Proposed Change to Amount of Time You Need to Hold a Membership For Prior to the AGM
Current Bylaws State (Summary): To vote (either in person or by proxy) Members must have paid dues at least 30 days in advance of AGM
Proposed Bylaw Amendment:
To vote (either in person or by proxy) Members must have paid dues at least 10 day in advance of the AGM
Current Bylaw (Actual Wording Pleasure Dome Bylaws)
23. Subject to the provisions, if any, contained in the Letters Patent of the Corporation, each member of the Corporation shall at all meetings of members be entitled to one vote and she/he may vote by proxy. Such proxy need not herself/himself be a member but before voting shall produce and deposit with the Secretary sufficient appointment in writing from her/his constituent or constituents. No member shall be entitled either in person or by proxy to vote at meetings of the Corporation unless she/he has paid all dues or fees payable by her/him and has done so a minimum of thirty days (30) prior to such a meeting.