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2024-2025 Annual General Meeting

Union House Arts

Annual General Meeting 2025

Tuesday, June 10th, 7:00PM (NST: -3:30)

via Zoom

Directors Present:

Megan Samms
Kate Golding
John Weber
Emily Jan
Michael Flaherty
K. Claire MacDonald, recorder of minutes

Bethany Mackenzie, staff

Members Present:

Chelsea Mitchell
Diana Chisholm
Rose Bouthillier
Noémie Pomerleau-Cloutier
Cy Byrne
Jerry Ropson

1. Call to Order

  • With a quorum present (6 Members, 7 Directors), the Meeting was called to order at 7:05 pm

2. Welcome, Housekeeping, Land Acknowledgment

  • Megan opened the meeting, and Bethany shared Land Acknowledgement.

3. Respectful Behavior at UHA

  • Megan reviewed the Respectful Behavior guidelines shared with all attendees in advance of the meeting (attached)
  • The first draft of the code of conduct was presented at last AGM
  • This was developed as guidelines for what behavior is tolerated at UHA
  • Since the 2024 AGM, anti-harassment document and code of conduct have been undergone further edits and additions, and there has been a plain language translation of the code-of conduct developed
  • Anti-harassment and plain language code of conduct documents will be presented later in this meeting

4. Introduction of Board Members

  • The board of directors introduced themselves.

5. Approval of the Agenda

  • There was a call for any additions to the agenda.
  • There was a motion to adopt the agenda (attached)

Motion: Noémie Second: Kate

6. Approval of minutes from 2024 AGM

  • There was a motion to adopt the Minutes of the 2024 AGM (attached)

Motion: Kate Second: Noémie 

7. Chair of the Board Report: Megan

  • Megan expressed a huge thank you to Bethany for her leadership, as well as to the board of directors, and members present.
  • Welcome to Brayden and Mackenzie, new summer 2025 staff
  • Plain language translation documents (attached)
  • UHA received the Lacey prize, and some of the staff from the Nationa lGallery visited UHA to present the award.
  • Bethany went on an outreach tour, meeting with organizations, schools, galleries, communities across the province.
  • Aiming for tour to Labrador in the future
  • Report of Bethany’s tour (attached)
  • Core grant applications were submitted over the winter to Arts NL and CCA
  • Two seasonal staff positions were created for summer 2025
  • For the second year, UHA offered an award of a artist in residency to a graduating student in the Grenfell visual arts program 
  • Working on charitable status application

8. Treasurer’s Report / Finance Committee: Mike

  • Mike presented the Treasurer’s Report – available upon request

Highlights:

  • UHA received a large one-time donation from the Mary MacDonald Fund 
  • Fundraising committee launched a new successful fundraising campaign, Chummyjiggers, an online art auction
  • UHA received several arts grants, as well as additional funding from the Year of the Arts fund
  • UHA received funding for seasonal staff positions
  • UHA received the Lacey Prize from the National Gallery
  • Worked on creating UHA merchandise (t-shirts, totes, postcards), which brought in some sales, profits went to both UHA and to the artists who created some of the pieces.
  • Note: there is a bookkeeping error in the 2024 financial report showing a surplus of around $700, Mike and Bethany have reviewed all expenditures and transaction and have been unable to resolve the discrepancy, but it may be due to setting up a new credit card
  • Goal to set up a savings account that could collect interest
  • UHA has adopted a new software called “Wave” to conduct bookkeeping
  • Wave is much more accurate, and will make the transition for a new treasurer and financial committee members easier
  • 2025 Budget- projects a deficit, but there is a cushion from the Lacey prize, and UHA is also currently waiting to hear if core grants will be recieved from CCA and Arts NL (this is a higher tier funding amount).
  • If core funding grants are received there won’t be a deficit
  • Mike has prepared financial projections for the next few years
  • UHA board has developed a  strategic plan as well to help guide the  goals for the future of UHA
  • Mike is stepping down from the board, as well as the position of Treasurer
  • Mike presented a job description for incoming treasurer

9. Fundraising Report: Kate

  • Kate presented the Fundraising Report (attached)

Highlights:

  • UHA hosted a 50/50 raffle, sold at UHA and at pop-up events
  • Raffle was also a great outreach opportunity 
  • Launched a new fundraising campaign called Chummyjiggers, an online auction featuring original artworks by artists who are members of UHA
  • 43 pieces were featured in the auction, 28 pieces were sold
  • UHA sold UHA merchandise, t-shirts and tote-bags in collaboration with Toporama
  • Postcards and greeting cards were printed featuring work by past AIR, and a portion of sales go back to artists
  • 2025, plans for raffle, 2nd iteration of Chummyjiggers auction, and continued sale of UHA merchandise.
  • Professional headshot fundraiser in collaboration with photographer Johnny C.Y. Lam
  • 2025 working towards charitable status

10. Presentation of 2024 Programming Review: Bethany

  • Bethany presented the 2024 Programming recap, and upcoming plans for 2025-2026. (Attached)
  • 2024 AIR program, Family theme, 
  • hosted 12 artists, including one family residency, and one student residency (Grenfell prize winner)
  • partnered residencies, one with First Light and two with the Bonavista Biennale
  • Presented four exhibitions (selected from jury in 2023)
  • Hosted four workshops
  • Hosted community potlucks, “farewell feasts” to send off artists at the end of their residency 
  • Hosted a plant swap
  • Lacy Prize presentation 
  • Annual Crafternoon with Port-Rexton Pride
  • Bethany went on an outreach tour (report attached)
  • Bethany also attended the Arts Atlantic Symposium, as well as an outreach visit to Mount Allison University
  • Garden Party Gathering, hosted a songwriters circle and pop-up tattoo artist
  • Weekly makers nights on Thursdays

Additional programming: 

  • Yoga Classes at UHA with Amanda Fisher
  • Teens Arts Space 
  • Tautuktavut (What We See): Movie Night with Isuma Productions
  • Bethnay also presented goals/plans (attached)

11. Presentation of new Anti-Harassment and Oppression Documents

  • Committee head: John Webber
  • A Respectful Behaviour document existed, but was fairly brief,
  • Hosted three public meetings to discuss development of code of conduct and anti-harassment documents
  • Documents are living documents, and available to view at any time
  • UHA worked with Kay MacDonald to create a plain language draft of the code of conduct 
  • The plain-language version has been adopted including all suggested recommendations and edits 
  • It is available for viewing here
  • Plan to translate the plain language doc into other languages
  • Anti-harassment policy document (attached) is a legal document for staff and those working with UHA, and requires a signature

12. Change to Bylaw: Voting

  • There is a change proposed to the constitution bylaw Section 8D- “Election of the Board shall take place  by secret ballot at an annual general meeting of Union House Arts.”
  • Proposed change to allow voting by direct messaging 
  • Current voting bylaw is more effective in-person, but challenging for online meetings. All AGMs are virtual, so this needs to change
  • Proposed change: election of board shall take place by private or direct message from staff member in attendance

Vote to change the bylaw Section 8 item D: All in favour

13. Introduction and Voting of new Nominees to Board

  • New nominees introduced themselves, 3 mins each
    • Diana Chisholm
    • Chelsea Mitchell
    • Cy Byrne
  • There are three board positions to fill, and three nominees

Vote results: all in favor of all three nominees to join the board

13.Varia – Open the floor for comments etc.

  • John expressed gratitude for being on the UHA board for eight years 
  • Mike expressed a similar sentiment to John, and says he feels like UHA is in a really good space at the moment, and is confident the future of UHA is in good hands
  • Emily commented she is now the most senior board member, and expressed many thanks to Mike and John
  • Megan expressed gratitude for Mike and John’s contributions to UHA as  board members.
  • Megan states UHA is always looking for volunteers for committees

14.Closing Remarks

  • Bethany expresses gratitude for Mike and John

15.Adjournment

The meeting was adjourned at  8:42 pm